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and I want to welcome you all to our new presentation tools with PowerPoint and sway this is a session in the series of Industry Insights that we are offering each week on thursdays we have a one webinar and today's Industry Insights we're going to focus on presentation tools because we certainly all of us have a lot to sell and a lot to say to our organizations as we facilitate some of the technology changes that are upon us so what I want to do first is just introduce myself I am sherry Kapil I'm a member of the document lifecycle evangelist team here at litera Microsystems and I'm privileged to do a tremendous amount of work around office 365 as it relates to the desktop environments and next up next generation you all are building as we go forward and so throughout that process I have sort of signed myself up to be one of the office 365 insider so I get all of these new features kind of dropped upon me but even even so I don't notice them all right away and I think that's kind of the adventure of all of this so what I want to do is just bring to you all some of the tools I've found very useful and some background context about digital storytelling digital storytelling is a technique and a topic that we've all become a lot more familiar with as our office applications have evolved if we think back to the slog of slides and bullets of yesteryear it's wonderful to share that we've got new tools that can accelerate and make more visual what we do in telling stories using this presentation medium there are many new features within that application and I'm going to share with you a number of them we are not going to be able to go through them all which is why we have our item three resources we're going to provide you with a series of resources that you too can use in your endeavors and then of course we'll have an open Q&A so let's go ahead and get started so what exactly is digital storytelling I know that each of us have a presenter that we look up to and one of mine happens to be a lady by the name of Nancy Duarte and we're going to talk about some of her theories and themes in the way she looks at presentations in the way that she looks at digital storytelling but I think we ought to start with what is it digital storytelling is more of a multimedia presentation it's not necessarily just a bunch of pictures without any kind of you know like a photo album for example it's much more a story and a story has a structure and it has narrative and it combines elements media multimedia Ln a multimedia elements excuse me in a way that tells this story and frankly enhances it when it's so many words on a slide or so many bullets on a slide I'm not certain we really get this story or even get the point but a digital story done well and combined well makes every message we're trying to get across or every change we're trying to invoke just makes it that much stronger so with that the queen of digital storytelling as I said to me anyway is Nancy Duarte and one of the things that I encourage you all to take a look at and this is probably a few years old may be 2014 ashore something but Nancy did a TED talk on the secret structure of great talks and the presentation is not only just like every other TED talk inspiring but we learn a lot about how we can think about telling a story didja to telling us or a period but more importantly how to give a good patient in digital form and with that I'll mention a few key things what what Nancy did she told a very personal story for her she wanted to understand why it was when there were personal stories being told on the stage of any presenter she ever watched why the a B audience was looking up they were engaged but the second that they moved to the slides and they just started reading them what ended up happening was the entire level of engagement just flatlined and she wanted to understand what was the secret of that so she set on a personal mission to discover that in the TED talk she tells of the two presentations that she basically used as a sort of way to map out what is a great talk and she used Martin Luther King's I have a dream of speech and she also used a Steve Jobs presentation or introduction around the launch of the iPhone and so with all of that she actually mapped out exactly what is the structure of a great talk and I kind of sniped a clip let's call it of that TED talk and you see it here now in fact there you see her sort of wiping her eyes because she's very passionate about how she demystified this for herself and and it really helped her to relate to how you put together the structure of a great presentation and basically to decode the shape that you all see there where the the cursor point is is frozen there the way that she decoded it was to realize that someone starts out with a challenge and what they do is they state the current state of it then they basically iterate throughout the talk between here's what it is and why it's hard and here's what it could be and how it could be great and then at the end you notice it's elevated to this is the transformation we want to achieve now I do want to say that our discussion today is not necessarily a digital story one day we will we will indeed bring you one of those but for right now I just wanted to explain to you some of the the the details around putting together a great digital story now the basic structure she decodes also to be very simple that it starts out the story starts out with a likeable hero who has a desire or a change they want to invoke the hero encounters a roadblock and maybe they encounter the roadblock beyond the roadblock beyond the roadblock so there's always a kind of conflict in the middle of this story and then ultimately the hero emerges not only here he or she transformed but also the audience's opinion of it is transformed as well and so these are the basics I encourage you to look at the TED talk video it will it will be very enlightening and inspiring to you as well so with that what are some of the new tools that we have in order to deliver some of these these stories and and also presentations that are new to office 365 so we're gonna begin by showing ha a blank side so this was intentional because what I want to do is I want to show you what happens with a couple of new tools that we have within office 365 now I think I've zoomed this not quite to the way I want to all right so there we have our slide so it's a blank slide the scariest slide of all we're going to go ahead and do an insert of some pictures now these are for among my many favorite colleagues these are four of my colleagues and what I'm gonna do and what I need to do is when I'm building this slide I actually need to include images of all four of these folks so I just select them all and I insert them and they pile on top of each other which of course is not such a great thing however I want you to notice just sort of step back and note the magic that just happened several things happen first of all on the design tab there is a new option here called design ideas and in recent weeks Microsoft has enriched the design ideas API such that it does so many more things than it did before so first of all it knows that these four images have shall we say better ways to be designed on the slide it knows this because the images it knows the way the face is pointing it knows the colors in the image it knows the math of what size they actually are what number of pixels each of them have and then it knows how much space it has on the slide to lay it out but did you all notice when I first did that lets credit let's go do that again I want to show you what happens we're gonna go do this again one of the new aspects of the design ideas is that when you insert the images it automatically puts in alternate text you all see that a person smiling for the camera this allows all of the content that you are using the design ideas to do and inserting those kinds of objects it automatically assigns alternate text for accessibility reasons so if you want to dictate to the computer show me you know this slide or show me that image or show me whatever or even in search because there's nothing to search in an image for what happens is automatically when you insert images now it puts in the alternate text and then based on what it has intelligently determined about those images it prescribes a number of ways those things could be laid out now this is kind of a marvel and certainly I could lay this out this way myself however it would take me a whole lot longer than that in addition I might not have as many options or see as many ways I could adjust it so here we go for if you will or something that's a little more interesting like this even though we would need to fix poor Paul whose and Jill who we might want to move down a little bit but my point is this is called design ideas and it's a new tool within PowerPoint 365 and what I want to make sure you know is that you have to turn it on and let me show you how that's done under file and options you're gonna go to the general tab and what you're going to see is right here in the middle two new groups one for office intelligent services one for PowerPoint designer intelligent services are those enabled api's I mentioned there are the things that do the math that look at the images that see the direction find the colors and give you some prescribed examples of some layouts one of the things that is really amazing as well is that PowerPoint designer can run automatically so I want to show you another really cool thing that it can do so right here call it against my better design judgment I am indeed showing you a slide full of bullets and this is of course nowhere near as attractive as it could be but let's please go through this information really quickly and then I want to show you how this particular set of information this process let's call it can be redesigned using design ideas and in that process I'll show you a couple of requirements let's say so first of all design ideas in PowerPoint 365 only work if you are connected to the internet you have to have an internet connection and be logged into your office 365 account you equally have to enable the features just as I showed you under file options you can only do this using default themes and default slide layouts of title or essentially title only or title and content layout any other really complicated slide layout it won't quite know what to do with it so these are the two layouts that are truly prescribed for doing this equally I added four of my colleagues I didn't add you see because if I had what would have happened is design ideas would have surfaced no suggestions whatsoever you can have four images or less you can have no more if you have any more it will tell you there are no suggested design layouts for you equally your images have to be a certain size and when you do content only slides such as the one you're looking at here this really awful drab looking slide full of bullets when you have content only slides and when they're processed based you really do need to use the content slide the title and content slide now that means don't add any images also what's fantastic about design ideas is that if you are co-authoring a presentation your design ideas will not work on a slide that has two people on it or more you have to have only a single editor on a slide or design ideas will not initiate itself whether automatically or whether or not so again a good key tip so let's go ahead and by the way this is a reference link to it now let's go ahead and take a look at this slide again I'm gonna go into design ideas and what I'm gonna say to it is give me some suggestions please because this slide layout is really oh yes so there's a shape and there we go I think I have that one so let's take that out and then immediately what do you see it's working what it knows is that you have a list of bullets and so possibly you might want something that is more of a process driven example now we could do this in converting it to a SmartArt image if we wanted but in essence what you're seeing here are some other additional recommendation we're gonna talk about this image here in just a second but take a look here's a process list so it's it's really taken my slide and made it much better this was the layout that I landed upon and then of course later I added in the link and I'm gonna just put this in presenter mode so that you all can see this basically what it did was it picked colors out of my theme it put those colors onto the slide and then this right here is another new feature that we have as a design tool and I need to show this to you because it is very fun I know many of us have a slightly been sad for a number of years when Microsoft took away our clipart from us we had shapes we could draw things we could go out to the web and copy and paste things but what Microsoft has now added is an entire icons library so we have people objects we have commerce objects we have analytics and basically what can happen is we can add these things onto a slide much like I did my images my pictures and once again if I have the PowerPoint design ideas turned on automatically it will generate for me in this right-hand panel a number of examples of how I might lay that out so again just to give you a sense of this it's a really nice way to quickly build slides with imagery or or basically design ideas use it is those icons also as an image library when it suggests ideas for you so again it's using it in multiple ways so this was just my earlier example and the design I chose and then there's sway now I'm not sure how many of you know of or have used sway but what we're gonna do right now is we're going to go into office 365 on the portal and we're gonna log in and what I'll do is I'll now launch zwei there's my zwei zwei is another tool again equally as empowered by the office intelligence services as our powerpoint design ideas and what's way is to be fair is it's more of a yes it's a digital storytelling medium but to be fair it's really a mini movie it could be really perceived as a mini movie that you can consume on any device everything that is generated from a zwei is delivered in delivered into an html5 design so that means it's much easier for you to begin working with it or on any device so now what I want to do I want to delete that because I want to do this over there are two ways you can start a zwei one is you can start from a topic or you can start well actually you can three ways you can create it blank and new from a template maybe but you could start from a topic or you can start from a document and that's actually what I wanted to do here I'm going to show you how we start from a topic this happens to be a webinar we delivered just recently about the changing lawyer Awards we're going to be announcing those winners at Otakon upcoming in a couple of weeks this is the PowerPoint presentation that the marketing team and I used for that session for that webinar and what sway allows you to do is it can consume files of multiple types Word documents for example PowerPoint presentations and as long as you have some really good structure in it it will create these individual cards full of information now it doesn't look too interesting right now but we'll will solve that in just a what you'll notice is that there are different card types so this is a card type that shows the details of your sway it's a title maybe we can add background or add a logo we can we can enrich this we can also emphasize the text and do what we need to we can equally insert a card in the middle so I want you to think of cards almost like pages or segments of your overall quote-unquote movie this is just a text card it has certain features it doesn't have other features like for instance the image card we can add bullets or focus points have it zoom in on the image there are tremendous number of features here and then let's see we have image cards text cards we can also have a card that holds maybe a social media link we can add cards that are other HTML pages we can add cards that that our Twitter feed so the idea of sway is it's very dynamic it is certainly multimedia now here is the really cool thing just
ike Nancy said we can also take this in a view well let me go ahead and play this first of all there we go this is what it looks like when we play in a second I'll show you that storyline view which is really nice but do you all notice it's a very it's much more web like even though I made it out of PowerPoint but this is now consumable on any device I could publish this up to my website I could hand you all a link and tell a story I can add cards I can change colors as a matter of fact let's go do that let's go ahead and say what we want to do with this is we want to change the design a bit by choosing different styles we can make the designs of the cards horizontal we can make the designs of M as slides we can make them vertically scroll vertically and then similarly what we can do is we can choose styles and colors and the like and then just maybe have it remix by default then when we play this way obviously we have something that's a little different now this is a really new medium for all of us and I did a I was checking out you know what did Microsoft do new to this and I would say that they have been working at it since 2015 when they released it I would also say that there's what was it it was like 1490 enhancements that came off the user voice site for what they've done with sway and some of the most important ones were being able to edit offline being able to print being able to convert it to a PDF and all of those must-have features were indeed added so if you took a look at sway at first and you were none thrilled about it I encourage you to take a look again I did want to get back to that storyline view there was actually a diagram that looked a whole lot like Nancy's here and I can't seem to be getting back to it right at the moment um but I'll send I'll put a picture in our slide so and tell you all how to do it but it's a really neat little it looks exactly like Nancy's diagram on the different portions of this story so again that is sway much about it for us to explore much about it that can use or reuse content you already have and so that takes us to our questions and answers Steve just really quickly I wanted to mention what's up next is Steve queues up our questions do know that as I mentioned at the start we do webinars every Thursday the upcoming webinars that we have in August are the importance of updating your software that's going to be Jason Vandermeer and Matt Miller on August 9th and then the following Thursday we will have Chuck Henrik my colleague in the evangelist team delivering a session on the changing lawyer and working efficient Lee so Steve do we have any questions we do let's see first couple ones here related to how great the presentation was sherry that's lots of compliments which are good and then two people have asked if we're going to be sending out the recording it was a request to tweet it sherry says something we could consider yes we'll be sending this out for all attendees you guys will be getting an email tomorrow we're going to the recording so you can access that and reference it and then who knows maybe take a look at the Latino Microsystems Twitter handle believe it's at litera micro and and/or Sherry's personal Twitter will be be kiddin' likely be sharing out I'll link to a sway there as well two other questions for you sherry if you had to pick this one's for Bruce if you had to pick a most important or relevant feature that you've shared today what would be the one you'd be most excited about wait I would actually say not the not so much the functionality but rather the combination of these new tools Steve to the to the context which is storytelling and making a point and selling a change and being the hero who wants to make some kind of transformation I think coupling that with these new tools is the real power of the whole thing is there a specific feature I like a lot I want to say it it would be basically the absence of all the frustration trying to make things look good I've done you you saw me take a slide from really boring to something consumable in seconds and the absence of me having to do that that's my favorite part yeah and you said the key word there in seconds right gets us all back to what we need to be working on most which is being productive providing that value to clients so that's in there excellent very powerful and then I think the combination swaye making it more multimedia and consumable in so many ways you know again it's just it's the better together concept also love it let's see can we use corporate template since way this one comes from Laura so the corporate template since way yeah actually o.o the act the HTML template question that was they might be referring to company templates so you can make sure that it's branded imported by the way was i imported from our marketing template powerpoint file but i think what she is asking is this customize you are able now to add your custom pallets of colors this was not something that was in sway at the beginning the other problem was we didn't have any way to control font and point size which made it really hard for those of us who have you know shall we call it some design preferences but you can do all of that now now will it come as close to an HTML site template as you enjoy maybe in your web pages i don't know i think that sway has some restrictions it has a an objective to make it easy so you don't have as much customization as you like but now the fact that you can add your custom custom curated colors etc those are things that are very very good very handy let's see then one other for right now it's this comes from kelly I'm just about other analytics available or built into the sway platform so you can see how it's being interacted with absolutely so sway has now added analytics for who's viewing things and by the way what I want to show you is I went into kind of what's new in any one of the applications and I don't want to tell you that a couple of these articles here sorry I'm going to get to the right page here this will be in the resources page of this slide deck by the way there's what's new in PowerPoint but there was recently an announced oh yes here we go hold on I'm almost there so this right here is a a fabulous page for any office application but also what it does is it tells you what the office insiders are getting when they get it so even if you're not signed up for it you can see what's in the office insiders queue now this was just in PowerPoint but let's take a look on this link this is such a fabulous resource it tells you precisely what's in it and one of the recent announcements about sway is if there are analytics about who watches what within your office 365 environment so it's very exciting excellent I know we're right at the top of the outside you've got one more it should be a quick question for you sherry this one comes from Anne and she asked is zwei only available in office 365 for business that I do not know I really do not know I do know that there are mobile app versions for zwei they've improved the iPad and iOS versions I will have to check great well and we'll follow up with you I'll work with sherry and then we can get you the answer to the question but that's our time everyone I want to thank sherry for an amazing presentation and thank you to all of you for joining and we look forward to seeing you on more future webinars thanks so much sherry thank you Steve thank you all for being with us bye
