UNIT 2: ADVANCED POWER POINT PRESENTATION
Key Unit competence: Create a power point presentation to address a bigger audience
2.0 INTRODUCTORY ACTIVITY
Observe the image below: and answer related questions
Answer the two question below and do what is requested in question 3
1. What is the application program that is opened in the projection
2. What is the use of the opened program mentioned above
3. Connect a projector to your computer and present your work
2.1. Create and manage presentations
2.1.1. Creating, copying and inserting slides
ACTIVITY 2.1
A presentation is an organized report or message prepared as a talk before an audience, with the help of a computer program.
A presentation software is a program used to create slide shows for presentation on screen to an audience. Example of programs/software which can be used to create presentations are the following:
-- Harvard Graphics,
-- Corel Presentations,
-- Lotus Freelance Graphics
-- Microsoft PowerPointThe role of Presentation applications is to help the presenter convey the message easily.
Microsoft PowerPoint is presentation software commonly used when planning to give a talk as a presentation. The purpose of the talk may be to inform, create awareness, present strategies or to sell a product or service.
A PowerPoint presentation is made by slides and it can be done on computer screen if the audience is very small and if the audience is large the computer can be connected to a projector that projects the image onto a large screen or a wall.
2.1.1.a. Starting PowerPoint Presentation
To start Microsoft PowerPoint 2013 go through these steps:
- Click to the start icon
- Select and click on PowerPoint 2013 located on the startup menu
- Click on one of the PowerPoint templates. Here click on Blank
Presentation. The PowerPoint screen appears as in the image below:
In the new slide write the slide title and write the content in the appropriate zone. Resize the writing zones accordingly
to make the title area small and the content area bigger.
2.1.1.b Creating and inserting a slide in a presentation
The opened PowerPoint presentation has now one slide and each slide has to have its title set and have the content.
Once this is finished a need to have more slides may arise. To create a slide in an existing presentation click on the
Insert tab then click on New Slide then choose the slide theme to apply.
A new slide can also be inserted by selecting the slide behind which a new one is to be inserted and hitting the Enter key.
The created presentation will be saved by clicking on the Save icon then choose the location where to save and specifying the name of the presentation.
2.1.1.c. Copying a slide
A slide can be copied in the same presentation or copied to a new presentation in order to avoid rewriting that presentation from scratch. To copy a slide do the following:
- Open the presentation containing the slide to copy
- In the left pane outlining the slides select the slide to copy
- Do a Right click and click on copy
- In the left pan click in the location where to put the copied slide so as to have a red line and do a right click and click Paste
Figure 2. 3. Images illustrating selection of a slide to copy, location and paste options
APPLICATION ACTIVITY 2.1
2.1.2. Managing slides
ACTIVITY 2.2
Once the slides are created, one needs to know how to manipulate them by hiding some slides, moving in slides, rearrange slides, delete some slides, dividing slides into sections, etc.
a. Hiding a slide
When a slide is not currently needed it can be hidden by selecting it then doing a Right click and clicking on Hide Slide.
The hidden slide will continue to appear in the slide pane and can be opened by double clicking it but it won’t appear if
the presentation is opened in the Slide Show mode. To unhide the hidden slide go through the same process.
b. Moving in slides
A slide that will be displayed on the computer screen or on the projector is the one which is selected.
In the Normal view to move from one slide to another use the Arrow keys found on the keyboard.
The Up key will move to the previous slide while the Down key will move to the next slide. One can go to any slide without needing to serially go through all slides by just clicking the slide to go to.
In the Slide Show view also use the same keys but not that the Escape Key can be used to end the presentation in the Slide
Show View mode and switch to the Normal view. Once the last slide is reached hitting the Down key will switch to the Normal View.
c. Rearranging slides
Slides are not stationary, they can be moved and rearranged making for example the first slide be the third.
To rearrange slides select the slide, hold down the left button and move the slide by moving the mouse up or down.
d. Deleting slides
A slide that is no longer needed can be completely deleted by selecting it and hitting the Delete key or selecting that slide,
doing a Right click and clicking on Delete Slide.
e. Dividing slides into sections
Sections are subdivisions in a PowerPoint presentation slides used preferably for bigger presentations that can be logically grouped. Slides in the same group should be logically related so as to facilitate their understanding during presentation or while reading them.
Putting slides into sections can also be done when slides are to be presented by different people thus each person presents his/her section.
- Creating a section
To create a section in a PowerPoint presentation do the following:
1. Select in between the slides where to insert the section or the slide behind which to insert the section
2. Do a right click and click on Add Section in the provided options
3. Rename the section by selecting it and clicking on Rename. The default name of a section is Untitled Section.
4. Write the new name and click Rename
A created section can be removed by selecting it, doing a right click and choosing Remove Section.
It can be moved by choosing the Move Section Up or Move Section Down option.
APPLICATION ACTIVITY 2.2
2.1.3. Apply Design themes and format background
ACTIVITY 2.3
Discuss tips you can use make effective and more attractive for the PowerPoint presentations
a. Design theme
PowerPoint provides a variety of design themes which are predefined colors, fonts and visuals that can be applied to slides to make them have a beautiful look without doing a lot of formatting work.
The Themes gallery can be reached by clicking the DESIGN tab and themes will immediately be viewed.
To apply a given theme to a presentation just open that presentation and select the desired Theme.
In the image below the Theme “Facet” has been applied.
b. Format background
A background is an object which can be just a color, an image behind whatever text, charts, images in a PowerPoint presentation.
To set a presentation’s background follow these steps:
- Open the presentation for which the background is to be set
- Under the DESIGN tab Click on Format Background
- Choose one of the provided options and customize those options accordingly
APPLICATION ACTIVITY 2.3
2.1.4. Adding notes and comments, Inserting header and footer
ACTIVITY 2.4
a. Adding comment
In PowerPoint presentation, a comment is an explanation that is attached to a text or an object on a slide, or to an entire slide.
To add a comment in a slide go through the following steps:
Step 1. On the Review tab, click New comment
Step 2. Write the comments in the provided space as visible in the zone No 3 of the above image
Note: Comments can be added to a PowerPoint presentation by using a simpler method of clicking at the Comment option located at the bottom middle of an opened PowerPoint window.
b. Adding notes
In a PowerPoint presentation Notes are words/text added to a presentation as reference and only visible to the one presenting the slides. They serve as additional information for the presenter that can be read for guidance as the presentation goes on.
To add notes to a presentation do the following:
1. On the View menu, Click Normal
2. Select the thumbnail of the slide to add notes to
3. The notes pane will appear under the slide. Click where it says Click to add notes and type whatever notes depending
on your choice
Note: A simple way to add notes is to use the Notes option located at the bottom middle of an opened PowerPoint window
c. Insert header and footer
Header and footer in a presentation is the top and bottom parts of the slides.
These include the slide number, text footer and date.
To add a header or footer follow these steps:
1. Click Insert then go to Header & Footer
2. In the box below Footer, type the text to use as footer such as the presentation title
3. Check Date and time to add that to the slides
4. Check Slide number to add to the created slides
5. Click on Apply or Apply to all if all slides are to have the same header or footer
APPLICATION ACTIVITY 2.4
2.2. Add sound and animation to slides
ACTIVITY 2.5
2.2.1. Animate text and picture in slides
In PowerPoint, it is possible to animate text and objects such as clip art, shapes and pictures on the slide.
Animation or movement on the slide can be used to draw the audience’s attention to specific content or to make the slide easier to read.
a. Inserting pictures
To insert pictures in a slide select the Insert tab, and then click the Pictures
command. Browse where the image are located and select one image and click Insert.
b. Animating a text or a picture.
When a text is written in a slide or an image inserted they can be animated using the options available in PowerPoint.
There are many types of animations available and each is used for different reasons like making the message come to
the screen in a certain way (entrance animation) or bringing an emphasis to that message (emphasis animations).
The image below shows some of the animations available in PowerPoint 2013.
Figure 2. 12. Different animations available in PowerPoint
For animating a text or an image do this:
a. Select the text or picture to animate
b. In the Animation tab choose one of the available options like Float In, Split, etc.
The selected animation is immediately applied In the next images below the title has been animated with “Fly In” animation, the text is animated with “Split” and the image is animated with “Zoom”.
When the whole slide is opened in Slide Show mode each element has its own animation which helps attract more the
attention of the audience.
Now that the title’s animation is Fly In, the text’s animation is going to be set to “Split” by selecting the text and choosing
Split which is under the Animations tab
Now is the time to animate the image by also selecting it and choosing the desired animation
Opening the above animated slide in Slide show mode will look like in the sequenced images below:
Interpretation: the above animated slide when opened in Slide view mode will show in this way:
a. A blank black screen will open and rapidly the black color will cede place to the white background of a normal document
b. The text in the slide will come from left and right to meet in the middle
c. The image will appear as a small image that will grow from the center
d. The title of the slide will appear from the bottom of the slide, sliding upward
B.1. Setting the delay of an animation
The default duration of a text or image animation can be changed to make the animation slower or quicker. The delay cannot be greater than 59 seconds.
To set a delay click on Animations tab and in the Timing group specify the duration and the delay.
c. Customize animation effects
It is possible to apply multiple animation effects to a text, an image or a picture.
When working with multiple animation effects, it helps to work in the Animation
Pane, where a list of all the animation effects for the current slide is displayed.
APPLICATION ACTIVITY 2.5
2.2.2. Add audio and video content to slides
ACTIVITY 2.6
PowerPoint allows to use images, audio and video to have a greater visual impact. These visual and audio cues may also help a presenter be more improvisational and interactive with the audience.
Animation applied to text or objects in a presentation gives them sound or visual effects, including movement. It is possible to use animation to focus on important points, to control the flow of information, and to increase viewer interest in a presentation.
a. Inserting an audio or a video
To insert an audio or a video do the following:
1. On the Insert tab click on Media
2. Choose the media to use which can be a video, an audio or a recording which is taken using a computer
3. Browse the location where the audio or video to insert is located.
4. Select the media to use and click on Insert
The slide where audio has been inserted will have a graphic as shown in below.
Play using the media buttons displayed.
more clarification for efficient understanding, it can be the only content in the slide, it can be a recording of the screen activity when for example one wants to show the steps to do a certain think using a computer. It can also be a readout of the slide’s text.
b. Inserting a recording
A recording is taken using the computer microphone and is inserted much the same way as other audio except that instead of browsing the audio to insert, the audio has to be recorded. To insert a recording go through the following steps:
1. Under the Insert tab click on Media
2. Click on Audio then on Record Audio
The recorded audio can be set to play as the slide is opened or to play when clicked on. It can also be trimmed to fit in the desired time frame.
To trim the recording:
1. Click on the micro
icon then under the Audio tools go to Playback2. Click on Trim audio then on OK
c. Inserting a screen capture
Capturing a screen can be very important for many reasons but the main is when you want to make an instructional video that shows the steps that are being done on the screen. This can be combined with capturing an audio describing what is being done.
Note: Thus, for future student teachers this functionality can prove very useful.
Steps to capture the screen:
1. Click on Insert then under the Media group go to Screen Recording
Figure 2. 24. Dialog box for capturing the screen
2. Choose among the available options in the dialog box that will appear,
click on Select Area to choose which portion of the screen to be recorded and click on Record
3. To end the recording use the combination keys Window key with shift key and Q
APPLICATION ACTIVITY 2.6
2.2.3. Slide transitions
ACTIVITY 2.7
A slide transition is the visual effect that occurs when moving from one Slide to the next during a presentation. Hereby one can control the speed, add sound, and customize the look of transition effects.
a. Types of transitions:
In PowerPoint 2013 there are two main slide transitions namely subtle, exciting and dynamic content
In Subtle transition simple transitions are used to move from one slide to another, for Exciting additional visual effects are used to catch the eye of the audience while for Dynamic content will move only the placeholders, not the slides themselves.
Figure 2. 25. Types of transitions available in PowerPoint 2013
b. Using a transition
To use the different transitions do the following:
- To select the text or image on which to apply the transition
- Click on the Transition tab then choose one of the transitions. In the image below the chose n transition is “Dissolve”
Figure 2. 26. Setting a transition (left) and slide appearance once played before it is properly arranged and visible
Once the transition has been set it can be modified by selecting the text having a particular transition and choosing the new transition to apply. It can also be removed by choosing the None transition.
APPLICATION ACTIVITY 2.7
2.3. Presenting Using PowerPoint
ACTIVITY 2.8
Microsoft PowerPoint can add a visual dynamic to a business meetings and presentations.
The best way to share a PowerPoint presentation with a large group is to project slides on screen using a digital projector connected to the computer’s video output.
a. Presenting using a projector
A projector is an output device that can take images generated by a computer and produce them by projection onto a screen, wall or another surface.
A projector is connected to the computer through the VGA port but new projectors and computers can be connected using the HDMI ports
Figure 2. 27. Diagram of a computer connected to a projector
Steps for connecting a laptop to a projector
1. Make sure the laptop is turned off
2. Connect the video cable(VGA) from the laptop’s external video port to the projector
3. Plug the projector into an electrical outlet and press the “power” button to turn it ON.
4. Turn on the laptop
There are different presentation modes while using a computer connected to a projector. One can use the Projector only, duplicate (both the projector and computer), Extend and Disconnect the projector.
b. Printing and distributing handouts
A handout is a piece of printed information provided to the audience so as to give a summarized information on a given topic.
Handouts are distributed to an audience so as to help them follow the presentation and take some notes on what is being presented.
It is a good practice to give the presentations to the audience at the end of the session so as to review what was presented to them.
c. Conducting the presentation
When everything is in order; the projector is properly connected and working, the handouts have been distributed and everyone is properly seated it is then time to start the presentation.
For a presentation to be effective, the PowerPoint document have to have these qualities:
- Make the PowerPoint presentation short. Slides will contain short and concise sentences which are bulleted,
- Highlight important points by using animations and transitions wisely not randomly as these are used with a purpose like attracting attention on certain section, notifying of the change in the topic, etc
- For long slides provide short partial synthesis to make the audience keep track of what is so far presented
- Rehearse the presentation and use scripts and notes to help you not forget the important points to mention
- Be polite and use appropriate language.
APPLICATION ACTIVITY 2.8
END UNIT ASSESSMENT
1. Create a presentation of 12 slides on the topic “Nature-Protect”.
Do the following:
a. In first slide describe the environmental protection in the World
b. In the second two slides describe the environmental protection in Rwanda
c. To give a good appearance and make slides more understandable insert images related to environment where
applicable. Change theme, font and color to your presentation appropriately
d. In third three slides, describe the advantages of forest in environment and use a related audio/song that will play in
the background.
e. In the fourth two slides discuss special cases where nature destruction by human exploitation had severe consequences
f. In the last two slides state what should be done for a better human future provided by livable environment.
End with one conclusion slide and a Thank you slide.