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September 1998
Volume 62 |
Number 9
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WHAT'S NEW IN ...
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| ... Presentation
Graphics and Computer Presentations |
J. Kent Garman, M.D.
In this third "What's New In ..." article on computer technology,
I will discuss the state of the art in preparing and presenting
lectures. When I first started to lecture, I would give my material
to a secretary who would type lists for slides. These would then
be sent to a photographer who would produce either black-and-white
or blue-and-white slides. The entire process took a week or two
and was very labor-intensive. I would then use a slide projector,
after arranging my slides in a carousel tray, for my lecture.
Half of the time, there would be typos or upside-down slides in
the presentation. The slides lacked graphics and vivid colors.
Times have changed. Today, the modern lecturer uses a personal
computer to both prepare and present a lecture without involving
anyone else in the process.
One of the most popular software programs used for presentation
graphics is Microsoft PowerPoint, available for both Windows and
Macintosh platforms. I have used other programs in the past, Harvard
Graphics and ASAP WordPower being the most recent, but none have
the ease of use, integration or feature richness of current versions
of PowerPoint. To start, you can create an outline in either PowerPoint
or Microsoft Word that will be converted automatically into individual
slides. This is a very easy method for writing a lecture. If you
wish, you can work in an actual slide-like screen to prepare individual
slides. Text is automatically formatted based on the template
you choose and fits to the slide's boundaries.
PowerPoint comes with approximately 50 templates, professionally
designed backgrounds using graphics and color, that you can use
to create a unique slide show. A complex slide can be revealed
one item at a time during the presentation, with arrows and text
appearing to flow onto the slide. Transitions from one slide to
another can be done in various ways, including fades, overlaps,
sliding replacements from any angle and other visually appealing
methods.
Also included is a clip art and photo library, the use
of which markedly enhances any presentation. The clip art can
be easily programmed to appear animated. It is possible to attach
sounds and short movies to the presentation. The addition of graphics
and animation, if not overdone, can involve the audience in your
presentation in a way that was impossible in the past.
Anything that appears on the computer screen (e.g., Internet
Web pages or output from any other software program) can be placed
into a PowerPoint slide. Just use the "print screen" button, or
use the key combination of control and the "c" key on your computer
after displaying the screen you wish to include. Then go to an
empty PowerPoint slide template, place the cursor into the slide
and "paste," or use the key combination of control and "v." The
screen will then appear in the slide. You can adjust the image
size to fit the total size of the slide or crop unwanted edges
from the image using the PowerPoint "picture" toolbar. As an example,
I have given lectures about the Internet, displaying actual recorded
images of Internet Web pages without the necessity of connecting
to the Internet during the presentation. [A word of caution: Duplication
and use of certain information and pictures from someone's Web
site might be a violation of the copyright laws. Look but don't
touch!]
Features for the presenter include a method of rehearsing
and determining the timing of the presentation with actual per-slide
and total times displayed. Slides can be viewed on your portable
computer prior to the show, obviating the need for a separate
"speaker's ready room" with multiple carousel projectors. The
best part, however, is the ability to rearrange, edit, add and
delete slides right up to the start of your lecture. I have often
markedly revised my lecture on an airplane or in my hotel room
just prior to a talk. This allows for the correction of typos
and the addition of that one last critical point to a presentation.
Other features include the ability to print hard copies
of the presentation for the audience with two, three or six slides
per page, in either color or black and white. You can also produce
pages with room for notes, either yours or the audience's. It
is also relatively simple to place an entire slide presentation
onto the Internet for viewing in any browser. PowerPoint includes
a feature called "Meeting Minder" that allows for recording of
minutes and task assignments during a presentation, a feature
more appropriate for corporate presentations or small meetings.
Now, having prepared your lecture electronically, do you
want slides or overheads? These can be easily made from a PowerPoint
file, resulting in a very nice color output. However, many of
the advanced features of PowerPoint, such as animations and slide
transitions, are lost. You are also constrained by the projection
technology, especially with overhead projectors.
When asked to give a presentation, a prerequisite for
my acceptance is the availability of an appropriate computer projector
for my presentation. So far, I have always been able to arrange
for this method of projection, and the devices have always worked
and have been set-up by knowledgeable technicians. It is very
important to hook your portable computer up to the projector prior
to the presentation to ensure compatibility and proper function.
I find the use of a radio-linked mouse enables mobility on the
stage. You can place your portable computer on the lectern in
a position that enables you to see the computer screen to avoid
turning your back to the audience. Be sure that you disable screen
savers and hook your computer up to a power supply to avoid interruptions.
You should certainly practice your presentation with your computer
and be familiar with any potential problems with your computer
hardware and software.
The increase in your efficiency and enjoyment as well
as the improvement in your lecture aids will be addicting. Once
you begin to give lectures digitally, you will never want to go
back to slides or overheads.
Editor's Note: The mention of certain brand-name products
is not intended to be construed as an endorsement by ASA and is
essentially the personal preference of the author. - M.J.L.
J. Kent Garman, M.D., is a Physician
Executive Fellow at Catholic Healthcare West and Clinical Professor
of Anesthesia, Stanford University School of Medicine, Stanford,
California.
E-mail the author.
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