◄UNIT1: ADVANCED SPREADSHEET IIUNIT 3: COMPUTER GRAPHICS TOOLS►

UNIT2: ADVANCED POWER POINT

  • UNIT2: ADVANCED POWER POINT

    POINT 2.0 INTRODUCTORY ACTIVITY

    2.1. Create and Manage Presentations


    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 PowerPoint
    The 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 Starting PowerPoint Presentation
    To start Microsoft PowerPoint 2013, 2016 & 2019 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.
    2.1.2 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.

    2.1.3 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



    2. 2. Managing Slides

    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.

    2.3. Apply Design Themes and Format Background

    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 o n e o f t h e p r o v i d e d o p t i o n s and customize those options

    accordingly

    2.4. Adding Notes and Comments, Inserting Header and Footer


    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





    2.5. Add Sound and Animation to Slides


    2.5.1. 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 images 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.


    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.










    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
    c. 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 helpsto work in the Animation Pane, where
    a list of all the animation effects for the current slide is displayed.

    2.6 Add audio and Video Content to Slides


    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

    

    Browse the location where the audio or video to insert is located.

    

    The slide where audio has been inserted will have a graphic as shown in below. Play
    using the media buttons displayed.


    A media inserted in a PowerPoint presentation can have the role of providing 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 microphone icon then under the Audio tools go to Playback
    2. 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

    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


    2.7. Slide Transitions


    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 2019 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.

    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”


    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.

    2.8 Presenting Using PowerPoint


    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

    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.



    ◄UNIT1: ADVANCED SPREADSHEET IIUNIT 3: COMPUTER GRAPHICS TOOLS►