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Six click tricks

White chalk drawing of a rocket on a red background. The rocket is taking off, carrying a yellow light bulb with it.Take my teaching tip, please!

Here are the steps presented as part of my Academy of Teaching Conference presentation on making the most of PowerPoint for sharing slides. Note that these instructions are for Microsoft 365 on Windows.  These tricks aren’t available in PowerPoint for the web, but did you know you can access the desktop version of PowerPoint in your browser via the university’s virtual desktop?


Compress pictures

High resolution images, like those you can access through Ohio State’s unlimited Adobe Stock license, can add up to a very large PowerPoint file size. To make sharing slides faster and easier for recipients, you can compress images to reduce file size. Don’t worry, your slides will still look great and be easy to view.

Select an image

Mirror Lake in springtime with trees in bloom and two students walking up the steps toward the oval. A blue cursor icon hovers over the right side of the photo, and a a blue countdown number six is in the bottom right corner.

Select Picture Format

Screen shot of M365 PowerPoint ribbon with the Picture Format tab highlighted and a blue cursor pointing to Picture Format. A blue countdown number five is in the bottom right corner.

Select Compress PicturesScreen shot of M365 PowerPoint ribbon with the Picture Format tab highlighted and a teal arrow pointing to the option to compress pictures. A teal countdown number four is is in the bottom right corner.

Uncheck Apply only to this pictureScreen shot of the pop up that asks the user to select compression options. There is a yellow cursor pointing to the option to "apply only to this picture". A yellow countdown number three is in the bottom right corner.

Select a Resolution

Screen shot of the pop up that asks the user to select compression options. The option to "apply only to this picture" is now unchecked, and there is an orange cursor pointing to the web resolution setting. An orange countdown number two is in the bottom right corner.
I find the “web” resolution works great for keeping images clear, while also reducing the file size such that it can be sent via email. Faculty and staff email attachments are capped at 20MB.

Click OK

Screen shot of the pop up that asks the user to select compression options. The option to "apply only to this picture" is now unchecked, and the resolution is set to web (150 ppi). There is a red cursor pointing to the option OK. A red countdown number one is in the bottom right corner.


Presentation Notes

Removing presentation notes is a great way to make space for your audience to put their own thoughts into the Notes section as they listen to your talk. Make sure you save a copy of your presentation with notes separately, so that you keep your presenter notes in your version! I always have two versions of my slides, one named “Title of Talk_PRESENT.pptx” that I keep my notes in, and one named “Title of Talk.pptx” to share.

Select FileScreen shot of M365 PowerPoint ribbon with the Home tab highlighted and a blue cursor pointing to the File tab. A blue countdown number six is in the bottom right corner.

Select Info

Screen shot of M365 PowerPoint file menu with a blue cursor pointing to the Info option. A blue countdown number five is in the bottom right corner.

Select Check for Issues

Screen shot of M365 PowerPoint file menu, Info sub menu. There is a teal cursor pointing to the option to check for issues. A teal countdown number four is in the bottom right corner.

Select Inspect Document

Screen shot of M365 PowerPoint check for issues drop down options. There is a yellow arrow pointing to the option to Inspect Document. A yellow countdown number three is in the bottom right corner.

Click Inspect

Document Inspector Pop Up window with an orange cursor pointing to the option to Inspect. An orange countdown number two is in the bottom right corner.

Scroll down and click Remove all

Document Inspector Pop Up window with a red cursor pointing to the option to Remove All Presentation Notes. A red countdown number one is in the bottom right corner.

Done! Your slides are ready to post to Carmen or email to the conference organizer, wherever you’re headed to share your expertise.

Implementing Universal Design for Learning

A wheel showing the different component of "Universal Design for Learning". The title of "Universal Design for Learning" is in the center and surrounding the title are topics such as accessible = fair, straight forward and consistent, flexible in use and presentation, readily perceived, explicitly presented, learning space accommodates students and instructional methods, provide a supportive learning environment, and minimize unnessesary physical effort.

Universal Design for Learning: Breaking Barriers in Education

Transcript

Inclusive Teaching Workshop

Craft Your Curricula to Reduce Bias and Increase Accessibility

Diverse group of adult learners seated in a library, working together

Workshop materials

Inclusive Teaching Endorsement

This workshop counts towards the Drake Institute’s Inclusive Teaching Endorsement.

Upstate Bias Checklist Resources

CDC Resources

University Resources

Adobe Stock for Images

All Adobe Creative Cloud products are available to faculty, staff, and students at Ohio State.  Among their offerings, Adobe Stock is a terrific resource for finding images already licensed for use by the university.  The filter options to the left of the search results make it easy to find precisely the type of image you need.

If you have any difficulty accessing Adobe Stock, you can also review this list of stock photo sites that provide images labeled for re-use. Several of these sites are created and maintained by marginalized communities, such as Nappy, Disabled and Here, and The Gender Spectrum Collection.

LinkedIn Learning

Ohio State faculty, staff and students have free access to LinkedIn Learning. Go to LinkedIn Learning Login and enter your Ohio State email address using the format, name.#@osu.edu and follow the prompts. You can also download the LinkedIn Learning app for iOS and Android for phones and tablets.

Effective lay presentations

Downloads

Guided notes as a Word document

Effective lay presentation PowerPoint slides

Learning objectives for this session

  1. Apply the backwards design process to presentations
  2. Access technology resources at Ohio State

Guided notes

This document is an example of a handout or guided notes that you could provide to learners.  Rather than putting all the wordy details on the slide, shift the focus of the slide to visuals that support what you have to say.  You are the expert.

Backwards design

In short, backwards design means starting with the end in mind.  What will your learners know, be able to do, or change their minds about by the end of your presentation?

Accessing PowerPoint at OSU

You have access to the full suite of Microsoft products, and can access them through any browser or download them to your personal device.

Adobe Stock for Images

All Adobe Creative Cloud products are available to faculty, staff, and students at Ohio State.  Among their offerings, Adobe Stock is a terrific resource for finding images already licensed for use by the university.  The filter options to the left of the search results make it easy to find precisely the type of image you need.

Color guidelines

While you’re welcome to use the university’s template of colors, you can also branch out.  Use the Adobe Color Picker to choose your own color palette.  Just make sure to verify the color contrast between the foreground color and background color.

Did you know?

Ohio State faculty, staff and students have free access to LinkedIn Learning. Go to LinkedIn Learning Login and enter your Ohio State email address using the format, name.#@osu.edu and follow the prompts. You can also download the LinkedIn Learning app for iOS and Android for phones and tablets.

Support resources

Peer tech tutors are fellow students who have worked with Ohio State staff to become pros at using learning tools from around the university. They know tips and tricks and can even help you decide which tech tool is best for completing projects. Schedule an appointment with us today for resources, recommendations, or demonstrations of tech tools from a peer.

You can also review all of the posts on this site that are categorized as student support.

Meet me in the IHSC

Welcome to Autumn 2023 and our new Interdisciplinary Health Sciences Center!  The technology in these classrooms is a little different from what we’re used to, so here are some quick tips.

(614) 366-8572 is the number for on-site technology support.

Change the display mode

The only way to adjust the displays on these computers is to press Windows + P on the keyboard.

Access OneDrive

  1. Open the browser, either Edge or Chrome, and navigate to office.com
    1. If you are under the College of Medicine, login with your medcenterID@osumc.edu
    2. If you are a university user, login with your lastname.#
  2. Click on the nine dots in the upper left corner, then select OneDrive
  3. On the left side navigation, select My Files to see everything organized the way you keep it.

Access your course in Carmen

  1. Navigate to osu.instructure.com
  2. Login with your lastname.# credentials
  3. Select the course

Access File Explorer

If the File Explorer icon (that yellow folder you’d click on to get to your files) does not appear in the taskbar along the bottom of the screen, do the following:

  1. Click on Start (the Windows symbol in the bottom left corner of the screen)
  2. Press Ctrl and Spacebar simultaneously to bring up the search bar
  3. Type File Explorer
  4. Select File Explorer from the results

Start a Zoom

  1. Navigate to osu.zoom.us

Open Teams

  1. Navigate to teams.microsoft.com

Strategic Initiative Feedback 2023

For the August 2023 school retreat in Health and Rehabilitation Sciences.

Purpose and goals

  • Share your ideas, input, and solutions for several important strategic initiatives.
  • Identify key actions that can lead us toward a more positive work culture, enhance our infrastructure, and elevate our operational efficiency

Discussion process and ground rules

There are two general categories. Each table will answer all three forms in round one and select 2 forms in round two, either research focus or teaching and learning focus.

Discussion Process

  • Use the links below to access the forms and questions
  • Discuss question topics as a table
  • Record the table group’s answers and responses to the questions
  • Enter the table group’s answers into the Form.
  • Each table will answer

Ground Rules

  • Be respectful of others’ ideas
  • Offer space for others to speak
  • Commit to both listening and contributing to developing the conversation

Round one forms

Round two forms

Research focus

Teaching and learning focus

Getting started with digital accessibility

Computer with a script Ohio desktop background sitting on a white desk. A small green plant is next to the keyboard.

Don’t know what you don’t know about digital accessibility? These two BuckeyeLearn trainings are a good place to start when learning about making digital content usable and useful to all audiences. And remember to also complete the required course on Digital Accessibility Policy.

Document Accessibility: Microsoft Word

Creating accessible Word documents is fairly straightforward when you begin with accessibility in mind.  This BuckeyeLearn course covers how and why to use styles for text formatting, how to create meaningful links, adding alternative text, why reading order matters, and lots more.  Many of the best practices for accessibility also make document creation and editing faster and easier – spoiler – you will never again make a table of contents manually!

  1. Login to BuckeyeLearn using your lastname.#
  2. Search for the training Document Accessibility: Microsoft Word
  3. Launch the class to begin
  4. This course should take 75 minutes to complete

You can check the accessibility of your document at any time in the creation process using Microsoft’s accessibility checker.


Document Accessibility: Microsoft PowerPoint

For instructors and many other roles, PowerPoint is a big part of our work.  Using PowerPoint templates and university provided resources can dramatically cut down on the time spent creating accessible slides. Just as with Word however, it’s easiest to create accessible content from scratch, rather than retrofitting old slides.

As of this writing, the BuckeyeLearn MS Word training is a required prerequisite to completing PowerPoint training.

  1. Login to BuckeyeLearn using your lastname.#
  2. Search for the training Document Accessibility: Microsoft PowerPoint
  3. Launch the class to begin
  4. This course should take 30 minutes to complete

For more, here is a roundup of all posts that address accessibility on this site.

Polling with Microsoft Forms

Getting a sense of where your learners are in their understanding, or lack thereof, is always helpful.  During a synchronous session you can get real time feedback from learners using polling.  To make this easier on you, I’d suggest creating a poll you can re-use and then updating the questions and possible answers on your slides.  Watch the following video for an example.

Too long; didn’t watch

Transcript

As of this recording, Microsoft Forms is one of the easiest to use tools we have at Ohio State for creating surveys and polls. It does limit you to relatively simple surveys or simple polls, but for our purposes on on this content, that’s exactly what we’re going for. So to get started with Microsoft Forms, you’re going to go to forms.office.com in any browser and click on the profile icon to to sign in. You’re going to use your university credentials or your medical center credentials, depending on where you live at Ohio State.

Once you are logged in, you’re going to select New Form. There is an option to create quizzes, but that’s another video and another topic entirely. You’re going to create new form. And from here, what I would suggest is that you create what I’m calling an endlessly reusable poll. So you would add a title to your form or some description to your form, and then you can start adding questions. You can see all of the question types available to you here. But for our purposes, let’s stick with a multiple choice question with just one single possible answer and you’ll see how we’re going to sort of hack that into a poll that you can use over and over and over again.

Once you’ve created your questions, you’re going to go over to the top right, and select collect responses. And then you do want to be sure that you select anyone can respond. You don’t want folks to have to log in to anything to answer your poll. You want this to be quick and easy, so make sure anyone can respond to the form. That also means it’s anonymous. Once you’ve got that, you can either copy the URL and provide that to participants or you can copy the QR code or you can do both, right? So if you’re doing this as a synchronous zoom session, you could paste that URL in the chat and ask folks to answer the poll. You could put the QR code up on the screen and ask folks to use their devices to go to the poll. That way you can do both. But in any case, you’ve got to be able to share this poll out with folks.

And then on your slides, on your PowerPoint slides or whatever presentation software are you using, you would put that QR code and your question in this case, I have a nonsense, no stakes question because I want folks to be engaged and start answering me. And so this is something I might use towards the beginning of a presentation to get folks comfortable with the idea of using a poll and answering my questions. You can see here there’s literally nothing at stake. There’s no right or wrong answer except that, of course, the right answer is Buckeye Donuts. And folks can answer this if they run out of time, it’s not a big deal. So this is a good way to introduce polling. But what you’ll see is once you’ve done this, you can clear out your poll results and use the same poll a second time with a new question. So here’s what your participants will see when they scan that QR code. They can see. Now the poll doesn’t have anything terribly specific. It just says, see the slide for question and possible answers. So if I’ve scanned this with my phone and I’m still watching the presentation up on the screen, I can still see what the question is and I can answer accordingly on my device.

And again, here are those possible responses. So, you know, tell me what the best food near campuses and why it’s Buckeye Donuts. And so once you’ve done that, you as the owner of the pole, you can actually go back to your endlessly reusable pole and look at the responses. So what you see here, you have the questions tab, which is where you’re editing your poll. The responses tab is where you can see your responses in real time. And you can see that for this particular poll, eight participants said, no, it’s not none of the above. There’s a different place we should be going to eat. And so you could use this to get immediate feedback Forms will create these pie charts for you automatically based on a multiple choice, single answer question. And so you can get this immediate feedback from your audience about whether they’re understanding what you’re discussing, what questions they might have, you know, what their current level of comfort is with your topic, you name it, you can make that question. And then what’s great about this is this little three dots here I can’t show you in this screenshot, but this little three dots to the to the right of open and Excel, you can come in here and clear out all of the responses and use the poll another time because you just have to know whether it was ABC or D. And so you can keep using that poll over and over and over again across all the presentations you can think of. And that way you’re not having to create a new poll. Every time you want to ask a question, you just need to adjust the question and the possible answers on the slide.

Project options for multiple displays

Icons of the Windows Key and letter P key, with a plus sign in between to indicate that both keys must be pressed simultaneously to activate this keyboard shortcut on Windows.

When presenting from a Windows computer, you can quickly access the display options using the keyboard shortcut Windows + P.

Screen shot showing the projector options that appear after pressing Windows + P. The options are PC only, duplicate, extend, and second screen only.

PC screen only

Use this option as you’re preparing to present. This turns the display screen to black, so no worries about anyone watching you mistype your own username as you login to university websites.

Duplicate

You will see on the podium PC exactly what the audience sees on the second screen. This is great when you are demonstrating how to navigate a website or use a particular software.

Extend

In this mode PowerPoint will show you the presenter view.  The audience will only see the slides, but you’ll see the current slide, notes associated with that slide, and the upcoming slide.

Second screen only

I cannot think of a use for this, but this would turn the podium PC screen to black and only the second screen would display.  If you can think of a reason to do this, I’d love to hear it in the comments!

Presentation resources

Splash of rainbow colors of paint falling from above

WOW your audience with your next presentation

Here are the slides, resources, and references from my workshop on PowerPoint.

Learn practical and creative use of Microsoft 365 PowerPoint to create effective presentations that will grab your audience’s attention and meet accessibility standards.

Downloads

Branding and templates

  • brand.osu.edu for university templates, art, photography, fonts, and more
  • BrandSource for resources specific to the College of Medicine and Wexner Medical Center

Images

Recording

PowerPoint tips and tricks

Additional trainings

Presentation skills

Digital Accessibility

References

Colorsplash