LG - ITIMED1092A OPERATE A PRESENTATION PACKAGE (ADVANCED)

LEARNER GUIDE
OPERATE A PRESENTATION PACKAGE (ADVANCED)

Published by

HEART TRUST/NATIONAL TRAINING AGENCY

Produced by

Learning Management Services Department

Gordon Town Road
Kingston 7
Jamaica W.I.

This material is protected by copyright. Copying this material or any part of it by any means,
including digital or in any form is prohibited unless prior written permission is obtained from
the HEART Trust/NTA.

*** 2005 ***

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TABLE OF CONTENTS

PAGE

Introduction....................................................................................................................................1

Welcome ..............................................................................................................................1
This Competency Unit .........................................................................................................1
Before you start ....................................................................................................................2
Planning your learning programme .....................................................................................2
- Self-Assessment Checklist ..............................................................................................3
How to use this Learner Guide ............................................................................................5
Using the Computer and Other Resources ...........................................................................7
Method of Assessment .........................................................................................................7
Quality Assurance ................................................................................................................7

Element 1: Create presentations ..................................................................................................8

Self- Assessment Checklist .................................................................................................18

Element 2: Cstomise basic settings ............................................................................................20

Self- Assessment Checklist .................................................................................................25

Element 3: Frmat presentations ................................................................................................26

Self- Assessment Checklist .................................................................................................34

Element 4: Add slide show effects .............................................................................................36

Self- Assessment Checklist .................................................................................................42

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Element 5: Print presentation and notes...................................................................................44

Self- Assessment Checklist .................................................................................................48

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LG ITIMED1092A
OPERATE A PRESENTATION
PACKAGE (ADVANCED)

INTRODUCTION

Welcome

Welcome to the Learner Guide for Competency Standard Operate a Presentation Package
(Advanced). This is just one of a number of Learner Guides produced for the Data Operations
skills stream of the Information Technology and Communications Industry, and it is designed to
guide you, the learner, through a series of learning processes and activities that will enable you to
achieve the specified learning outcomes for the competency unit.

The content of this guide was developed from the Competency Standard ITIMED1092A, which
is one of the basic building blocks for the National Vocational Qualification of Jamaica (NVQ-J)
certification within the industry. Please refer to your Learners Handbook for a thorough
explanation of standards and competencies, and how these relate to the NVQ-J certification.

You are also advised to consult the Competency Standard for a better understanding of what is
required to master the competency.

This Competency Unit

Operate a presentation package (Advanced) addresses the knowledge and skills needed to
operate a presentation package (advanced). There are five main areas or elements:

Element 1: Create presentations

Element 2: Customise basic settings

Element 3: Format presentations

Element 4: Add slide show effects

Element 5: Print presentation and notes

As you go through each element you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes to operate a presentation package (Advanced).

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Before you start

Before you start this Learner Guide you need to:

a. Obtain a Learners Logbook that you will use to record evidence of your new
skills/competence as you demonstrate your new skills, record your activities and have your
learning facilitator sign off on them. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard.

b. Ensure that you have access to the facilities and equipment necessary for learning, for
example, simple workplace documents.

c. Ensure that your learning resources are available.

d. Ensure that you are wearing suitable clothing, that tools and equipment are safe, and that the
correct safety equipment is used.

e. Plan your learning programme (see below)

f. Understand how to use this Learner Guide (see below)

Planning your learning programme

The self-assessment checklist on the following two pages will assist you in planning your
training programme and it will help you to think about the knowledge and skills needed to
demonstrate competency in this unit. As you go through the checklist you will be able to find
out what aspects of the elements you have already mastered and which ones you will need to pay
more attention to as you go through the learning process.

To complete the self- assessment checklist, simply read the statements and tick the Yes or No
box. You should do this exercise now.

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- Self-Assessment Checklist
- Operate a presentation package (Advanced)

Element 1 Create presentations Yes No

1. I can create design for presentation according to organisational

requirements ( ) ( )

2. I can open presentations and add texts and symbols following

correct and appropriate procedures ( ) ( )

3. I can determine and use existing styles within a presentation

correctly ( ) ( )

4. I can use presentation templates/master slide correctly to create

a presentation ( ) ( )

5. I can use various tools and applications correctly and

appropriately ( ) ( )

6. I can save presentation to correct directory/folder ( ) ( )

7. I can observe Occupational Health and Safety (OH&S)

procedures and precautions correctly ( ) ( )

Element 2 Customise basic settings Yes No

1. I can adjust page display modes and size to meet user

requirements and/or special needs ( ) ( )

2. I can modify toolbar to meet user and document uses ( ) ( )

3. I can select font type, size and colour, appropriate for the
purpose of the presentation ( ) ( )

4. I can demonstrate ability to view multiple slides at once ( ) ( )

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Element 3 Format presentations Yes No

1. I can use and modify organisational charts, charts and bulleted

lists ( ) ( )

2. I can add and manipulate objects (images and graphics)

correctly to meet presentation purpose ( ) ( )

3. I can import and modify objects such as tables for presentation

purposes ( ) ( )

4. I can modify slide layout, including text and colours to meet

presentation requirements ( ) ( )

5. I can use formatting tools as required within the presentation ( ) ( )

6. I can duplicate slides within and/or across presentations

following correct procedures ( ) ( )

7. I can reorder the sequence of slides correctly and/or delete for

presentation purposes ( ) ( )

8. I can save presentation in another format and in a format for

posting to web site ( ) ( )

9. I can apply procedures correctly in closing presentation and

saving to hard disk and/or disk ( ) ( )

Element 4 Add slide show effects Yes No

1. I can incorporate preset animation and multimedia effects into

the presentation as required, to enhance the presentation ( ) ( )

2. I can change preset animation effects according to presentation

purposes and result in the creation of a cohesive presentation ( ) ( )

3. I can add slide transition effects correctly to presentation and

achieve a smooth progression through the presentation ( ) ( )

4. I can apply procedure for testing slide shows effects for overall
effect correctly ( ) ( )

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5. I can use onscreen navigation tools correctly to start and stop ( ) ( )

slide show or move between different slides as required

Element 5 Print presentation and notes Yes No

1. I can select print format, appropriate for slide presentation ( ) ( )

2. I can select slide orientation appropriately ( ) ( )

3. I can carry out spell check and addition of notes and slide
numbers correctly ( ) ( )

4. I can preview slides in the required formats ( ) ( )

5. I can print slides in the required formats ( ) ( )

How did you do?

If you ticked all or most of the Yes boxes, then you might not need to go through the entire
guide. Ask your learning facilitator to assist you in determining the most appropriate direction
for this competency.

If you ticked a few of the Yes boxes or none at all, then you should work through the entire
guide, even though some of the material may be familiar to you.

Plan your learning based on your answers. Be sure to involve your learning facilitator in the
planning process.

How to use this Learner Guide

This Learner Guide is designed to assist you to work and learn at your own pace.

We suggest that you:

Go through the sections/elements as they are presented (starting at Section 1)

Check your progress at each checkpoint to ensure that you have understood the material

Observe the icons and special graphics used throughout this guide to remind you of what you
have to do to enhance your learning. The icons and their meanings are as follows:

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Complete Assessment Exercise

This exercise requires you to think about the knowledge
and skills that you have or will develop in this competency
unit.

Definition Box
Words/phases are defined or explained in this box. The
words/phases being explained are in bold print.

Checkpoint
This denotes a brain teaser and is used to check your
understanding of the materials presented. No answers are
provided for the questions asked.

Activity
This denotes something for you to do either alone or with
the assistance of your learning facilitator.

Reference
This points you to the reference materials and other support
Documents or resources used in compiling the unit content.

Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability of resources

Complete each activity as you come to it. If the activity requires you to perform an actual
task, be sure to tell your learning facilitator when you get to that activity so that he/she can
make the arrangements, if necessary

Get your learning facilitator to sign and date the Learner Logbook when you have completed
an activity

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Complete the self-assessment checklist at the end of each section or element.

When you have worked through all elements of the guide, and when you can tick every Yes
box, you are ready for assessment and may ask your learning facilitator to assist you in making
the arrangements to have your performance assessed.

Using the Computer and Other Resources

Where your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting your training in an
institution, there may be a library and computer laboratory. If this is not the case, visit the local
library and find out what resources are available.

If you are new to the computer and the Internet, someone should be able to show you how to use
these resources.

Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advise you, however, that we cannot guarantee that
all the sites will be available when you need them. If this happens, ask your learning facilitator
to assist you with locating other sites that have the information you require.

Method of Assessment

Competency will be assessed while work is being undertaken under direct supervision with
regular checks, but may include some autonomy when working as a team. You are advised to
consult the associated competency standard for further details relating to the assessment
strategies.

Quality Assurance

A feedback form is included at the back of each learner guide, to give users an opportunity to
document their concerns about any aspect of the guide. Such feedback will assist in the review
of the guide. Users are encouraged to complete the form and send it to the address given.

You may now start your learning. Have fun while you work!

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ELEMENT 1: CREATE PRESENTATIONS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
create presentations. Your learning facilitator is there to assist yo u with the various activities, so
that on completion you should be able to:

1. Create design for presentation according to organisational requirements

2. Open presentations and add text and symbols following the correct and appropriate
procedures
3. Determine and use existing styles within a presentation correctly
4. Use presentation templates/master slide to create a presentation correctly
5. Use various tools and applications correctly and appropriately
6. Save presentation to correct directory/folder
7. Observe Occupational Health and Safety (OH&S) procedures and precautions correctly

Note to the Learner: Elements 1-3 and 5 have been dealt with exhaustively in the Learner Guide
ITIMED1092A Operate a Presentation Package (Basic) and therefore will not be covered
extensively in this Guide. You are advised to work with both Learner Guides simultaneously.
Additionally, you are advised to bookmark the web site noted below because it contains
information pertaining to all the elements of this Learner Guide. Refer to the Website as you
work through the elements for useful activities that will assist you to master this unit of
competency.
http://www.flexiblelearning.net.au/toolbox/demosites/series4/419/html/pages/sroom/pr/_main.ht
m Accessed August, 2005.

CREATE DESIGN FOR PRESENTATION

Presentation software is software that assists in your delivery of information to your audience.
Presentation software provides the components to help build, organize, and deliver your
information and allows you to customize the way that you want your presentation to look.

Depending on the needs of your organization and its presentation software, you can gain several
benefits from utilizing presentation software in your environment. Some of these benefits
include:

Increased communication with your audience

Improved effectiveness of the message you are trying to communicate
Reduced manual presentation processes
Easily organized information

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Use of template or customized presentations

Since there are several presentation software packages available, it is always a good idea to make
sure you've determined your presentation requirements and implemented a trial version before
you choose your presentation software solution. Presentation packages may include applications
contained in:

Microsoft Office
Lotus Suite
Claris Works
Other similar applications

Note: This Learner Guide will focus on presentations made in Microsoft PowerPoint

Microsoft PowerPoint is a presentation program that is used to make electronic slide show
presentations. It has many features in common with other Windows programs such as a title bar,
containing the words "Microsoft PowerPoint", across the top of the window. The documents in
PowerPoint are referred to as presentations.

Creating a presentation in Microsoft PowerPoint begins with choosing an appropriate format

from a variety of basic design. It involves:

Starting with a basic design

Adding new slides and content and a suitable background
Choosing layouts
Modifying slide design, if you want, by changing the colour scheme or applying different
design templates
Creating visual and/or sound effects such as animation and slide transitions

The completed slides are normally shown as a slide show known as a presentation. It is also
possible to create handouts and notes to accompany your presentation for use by presenters.

The creation of a design for presentation must be driven by the organizational requirements.
Factors such as content, audience and purpose of the presentation must be taken into
consideration when designing. What are the images and graphics that you will need to support or
enhance the content? What kind of font do you want to use? What colours do you want? These
are design questions that must be carefully thought out and synchronized with the organizations
requirements.

The New Presentation task pane gives you a range of ways with which to start creating a
presentation. These include:

Blank - Slides have minimal design and no colour applied to them.

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Existing presentation Presentation is based on one that you have already written and
designed. This command creates a copy of an existing presentation so you can make the
design or content cha nges you want for the new presentation.
Design template - Presentation is based on a PowerPoint template that already has a design
concept, fonts, and colour scheme. In addition to the templates that come with PowerPoint,
you can use one you created yourself.
Templates with suggested content AutoContent Wizard is used to apply a design template
that includes suggestions for text on your slides. You then type the text that you want.
A template on a Web site - Create a presentation using a template located on a Web site.
A template on Microsoft.com Choose from additional PowerPoint templates in the
Microsoft Office Template Gallery. These are arranged according to type of presentation.

CHECKPOINT

What are some of the design considerations that must be addressed

when creating a presentation?

ACTIVITY

Work in groups to create a design for a presentation along the

guidelines given by your learning facilitator.

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OPEN PRESENTATIONS AND ADD TEXT AND SYMBOLS

PowerPoint provides various methods of opening/creating a presentation and entering text and
symbols. The methods include the use of:

AutoContent Wizard
Design Templates
Blank presentation
Existing presentation

Once youve selected the method for creating your presentation you will proceed to the next
stage which is to add text and symbols.

There are four ways in which you can add text to a slide:

Placeholder text
Text in auto shape
Text in a box
Word Art

Refer to: For more information refer to: HEART Trust/NTA, (2005). LG -
ITIMED0261A Operate a presentation package (Basic), Kingston, Jamaica. Pp8-12

CHECKPOINT

What are the three options available when creating a new

presentation?
Outline the steps for creating a presentation using auto content
wizard

ACTIVITY

Demonstrate to your learning facilitator your ability to open a

presentation, add text and symbols using the design created in your
previous activity.

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DETERMINE AND USE EXISTING STYLES

When style checking is on in a presentation, Microsoft Power Point checks for consistency in
punctuation, capitalization, and visual elements such as the minimum point size for text, thereby
enabling you to check that you are conforming to the existing style. The style check is based on
default settings in PowerPoint.

An example of a default style rule is to use title capitalization (capitalize the first letter of most
words in a sentence) for slide titles. If you create a title with sentence capitalization (capitalize
only the first letter of the initial word in a sentence), PowerPoint notifies you with a light bulb
that appears next to the Microsoft Office Assistant. Click the light bulb, and you are presented
with several options: to conform to the style suggestions; to ignore it in this case; to turn it off
(Dont show me this tip again), or to display the Style Options dialog box, where you can
change the style settings.

If you have turned off the Office Assistant, you wont be notified about style inconsistencies,
they will be ignored.

PowerPoint checks for the following:

Consistent capitalization, such as the use of title caps or sentence caps, for title text and
body text
Consistent use of end punctuation for titles and body text
Maximum number of font styles
Minimum font size for title text and body text
Maximum number of bulleted items in a list
Maximum number of text lines in title text or per list item

USE PRESENTATION TEMPLATE/MASTER SLIDE

Presentation packages are designed to help achieve a

Slide master - The slide that stores
information about the design consistent look in your slide presentations. You want
your audience to focus on the message and not be
template applied, including font
distracted by poor and inconsistent design from one
styles, placeholder sizes and
slide to another. You achieve this consistency by
positions, background design, and
using templates and master slides that coordinate
colour schemes.
background colours and designs, font styles and
placement, and other graphic design elements.

Typical uses for the Slide Master include:

Changes to font styles, size or bullets

Art - such as logos that are required on multiple slides
Background design and colour schemes
Placeholders - sizes, positions or formatting.

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Apply a Design Template

To add a design template or change the existing one, select Format/Design Template from the
menu bar. Select the template and click Apply.

Slide Master

Change the style of all slides in the presentation by changing the properties on the Slide Master.
Each Design Template has its own Slide Master that can be altered. If you create slides from
scratch, a consistent style can be added to the presentation by formatting the Slide Master.

Select View/Master/Slide Master from the menu bar.

Format the master slide just as you would format a regular slide by formatting text, formatting
lists, adding background patterns and effects, and setting footers.
Click the Close button on the Master Toolbar to quit editing the master slide and return to the
presentation.

Fig: 1

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Headers and Footers

Add the date and time, slide numbers, and other footer text to the master slide from the Header
and Footer window.

Date and Time

A date and/or time can also be added using the Header and Footer window or anywhere else on
the slide. Place the cursor where the date and time should appear on the slide and select
Insert/Date and Time from the menu bar. Select a format from the Available formats box and
click Update automatically if this feature should always be updated to reflect the current date
and time. Click OK to finish.

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ACTIVITY

Ask your learning facilitator to demonstrate the correct use of

presentation templates/master slides. Practise using them on your
own. Dont be afraid to request help, if required.

TOOLS AND APPLICATIONS

A presentations capability can be enhanced and extended using tools such as:

Help
Search and replace
Spell check
Undo
Simple formatting tools

Also applications such as:

Add
Select
Copy
Delete
Move text, images and graphics within a presentation

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You can also add sound and video to your presentations. Sound is added by selecting
Insert/Movies and Sounds/Sound from Gallery or Sound from File. Select a sound file and
click OK.

To add a video to your presentation, you would select Insert/Movies and Sounds/Movie from
File or to insert an animation from Microsoft's gallery, choose Insert/Movies and
Sounds/Movie from Gallery. Select the video file and click OK.

TIP! Use the tools and applications correctly and appropriately

CHECKPOINT

List the audio files types that can be used in PowerPoint.

List the video files that can be used in PowerPoint.

SAVE PRESENTATION TO CORRECT DIRECTORY/FOLDER

The steps involved in saving a presentation are exactly the same as those used when saving a
document in Microsoft Word. When first saving a presentation, you need to specify a name for
the presentation. To do this, choose the option, Save As, from the File menu. When this is
chosen, the Save As dialogue box is displayed. You can then enter the required information into
the dialogue box. Pressing the F12 key also displays the Save As dialogue box.

If you choose the option Save, and the presentation has not been saved previously, then the Save
As dialogue box displays anyway. The information that needs to be typed into the dialogue box
includes the location where you wish the presentation to be saved and the file name. PowerPoint
automatically puts an extension of 'ppt' on to your presentation name.

Once a file has been saved, and therefore has a file name, it is possible to re-save it with the
Control and S shortcut keys. Power point will save to the My Documents folder on the hard disk
as the default location.

Refer to: For more information please refer to: HEART Trust/NTA (2005). LG -
ITMED02610A Operate a presentation package (Basic) pp. 14-16.

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OBSERVE OH & S PROCEDURES AND PRECAUTIONS

At this point in your studies in information technology, you should have an appreciation of
Occupational Health and Safety (OH&S) procedures and precautions. These include ergonomic
and environmental factors that must be considered such as:

Occupational Health and Safety guidelines related to the use of screen based equipment
Computing equipment and peripherals
Ergonomic work stations
Security procedures
Customisation requirements

TIP! For your own health and safety, ensure that you follow all occupational health and
safety procedures and precautions correctly

Refer to: For detailed information please refer to: HEART Trust/NTA (2004). LG -
ITICOR0021A Apply Occupational Health and Safety Procedures, pp 9-10
HEART Trust/NTA (2004). LG - ITICOR0231A Operate a Personal Computer. pp. 19-
20

CHECKPOINT

From your reading of the referenced Learner Guides on this page,

explain 6 ergonomic precautions that you should take when working
with computers.

ACTIVITY

Use the information on pp. 9-10 of the Learner Guide, Apply

Occupational Health and Safety Procedures, to create a presentation
to demonstrate all that you learnt from your readings. Save your
presentation under the name Health Safety and Security
Procedures.

Have your learning facilitator assess your work

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I can create a design for a presentation according to

organizational requirements ( ) ( )

2. I know how to open presentations and add text and symbols

following correct and appropriate procedures ( ) ( )

3. I can determine and use existing styles within a presentation

correctly ( ) ( )

4. I understand how to use presentation templates/master slides to

create a presentation, correctly ( ) ( )

5. I know how to use various tools and applications correctly and

appropriately ( ) ( )

6 I can explain how to save presentation to correct

directory/folder ( ) ( )

7 I know how to observe Occupational Health and Safety

(OH&S) procedures and precautions correctly ( ) ( )

Checklist 2 Yes No

1. Design for presentation is created according to organizational

requirements ( ) ( )

2. Presentations and addition of text and symbols are opened

following correct and appropriate presentations ( ) ( )

3. Existing styles within presentation are correctly determined and

used ( ) ( )

4. Presentation templates/master slides are correctly used to create

a presentation ( ) ( )

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Checklist 2 Contd Yes No

5. Various tools and applications are correctly and appropriately

used ( ) ( )

6 Presentation is saved to correct directory/folder ( ) ( )

7 Occupational Health and Safety procedures and precautions are

observed ( ) ( )

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ELEMENT 2: CUSTOMISE BASIC SETTINGS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
customise basic settings. Your learning facilitator is there to assist you with the various activities,
so that on completion you should be able to:

1. Adjust page display modes and size to meet user requirements and/or special needs
2. Modify toolbar to meet user and document uses appropriately
3. Select font type, size and colour appropriate for the purpose of the presentation
4. View multiple slides at once

ADJUST PAGE DISPLAY MODES AND SIZE

Power Point offers several Views or Layouts to assist with both design and creation when
creating a presentation. By default, the layout of items automatically adjusts to fit the area where
it is located.

Normal View is the default view. This is displayed when first creating a slide presentation.
Normal view can be displayed at any time by selecting View from the menu bar and choosing
Normal (by pressing N). When in Normal view, the pane on the left of the screen has two tabbed
sections; these are:

Outline - This tabbed section is very useful when you are designing a presentation. It allows
you to reposition the slides and/or edit the slide text.
Slides - This tabbed section displays the slides as thumbnail-sized images. Here you can re-
position, add or delete a slide/s.

When accessing the Slide Sorter View, the main window displays the slides created for the
current presentation. To access Slide View Sorter, select View from the menu bar and choose
Slide Sorter. The slides can be repositioned from this display.

Refer to: For more information please HEART Trust/NTA (2005). LG -

ITIMED0261A Operate a presentation Package (Basic) p.18

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MODIFY TOOLBAR

The toolbar on the Microsoft PowerPoint screen is positioned underneath the menu bar.

The power and ease of use derived from using toolbars instead of menus depends largely on the
ease with which you can visually identify a button and its function. Where this identification is
not easily established, toolbars can be modified or changed to a new one.

Show All

A menu displaying a list of commands, some of which have images next to them so you can
quickly associate the command with the image. Most menus are located on the menu bar, which
is the toolbar at the top of the screen. Toolbars can contain buttons, menus, or a combination of
both.

Displaying only the commands and buttons that you use

Microsoft Office automatically customizes menus and toolbars based on how often you use the
commands. When you first start an Office program, only the most basic commands appear.
Then, as you work, the menus and toolbars adjust so that only the commands and toolbar buttons
you use most often appear.

Displaying all the commands on a menu

To look for a command that you do not use often or have never used before, click the arrows at
the bottom of the menu to show all the commands. You can also double-click the menu to
expand it. When you expand one menu, all the menus are expanded until you choose a
command or perform another action. When you click a command on the expanded menu, the
command is immediately added to the short version of the menu. If you do not use the command
often, it is dropped from the short version of the menu.

Positioning toolbars on the same row

Toolbars can be positioned next to each other in the same row. For example, the Standard
toolbar is positioned next to the Formatting toolbar when you first start a Microsoft Office
program. When you put multiple toolbars in the same row, there might not be enough room to
display all of the buttons. If there isnt enough room, the buttons that you have used most
recently are displayed.

Seeing all the toolbar buttons

You can resize to display more buttons, or you can show all buttons on a toolbar. To see a list of
buttons that wont fit on a built- in, docked toolbar, click Toolbar Options at the end of the
toolbar. When you use a button that is not displayed on the toolbar, that button is moved to the
toolbar, and a button that has not been used recently is dropped to the Toolbar Options list.

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Customizing menus and toolbars

You can customize menus and toolbars yourself; you can add and remove buttons and menus on
toolbars, create your own custom toolbars, hide or display toolbars, and move toolbars. You can
customize the menu bar the same way you customize any built- in toolbar - for example, you can
quickly ad and remove buttons and menus on the menu bar - but you cannot hide the menu bar.

CHECKPOINT

What do toolbars contain?

What are the ways in which the toolbar can be customized?

ACTIVITY

With the help of your facilitator, perform the modifications outlined

previously.

FONT TYPE, SIZE AND COLOUR

When preparing slides for a presentation it is worth spending some time considering the layout
of each slide to ensure that your presentation has the fullest impact on your audience. You should
consider:

The message you want your audience to get

The nature of the message is it serious or light- hearted?

These considerations will enable you to decide on the type of font to use. Times New Roman can
be considered a serious that would perhaps be suitable for some groups whereas, Comic Sans
MS type font may be suitable for a more light-hearted group. Whichever font you choose, ensure
you are consistent throughout the presentation. Try not to use more than a maximum of four
different font types in the presentation.

For large amounts of text, Times New Roman or Bookman is preferred because it is easy to read;
Arial or Verdana fonts are better used for titles and headlines.

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Fonts such as Verdana, Tahoma, and Bookman are designed specially for use in slide
presentations. Arial and Times New Roman are also considered suitable.

When deciding on a font colour, it is advisable to select a colour that will contrast well with the
background. This will make the slides more readable. Use bold and italics for emphasis only.
They will lose their effect if used too often.

Refer to: For more information HEART Trust/NTA (2005). LG - ITIMED0261A

Operate a Presentation Package (Basic) p.19
Jacobs, Kathy, Which fonts look good in presentations?
http://office.microsoft.com/en-us/assistance/HA011243941033.aspx accessed August, 2005

CHECKPOINT

What should you take into consideration when deciding on font type
and colour?

ACTIVITY

Make some changes (font type, size and colour) to the text in your
presentation. Make your decision on the basis of what you have
learnt so far in this Learner Guide and in the reference material cited.

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VIEW MULTIPLE SLIDES AT ONCE

Slide sorter view

Slide sorter view is an exclusive view of your slides in thumbnail form. When you are finished
creating and editing your presentation, slide sorter gives you an overall picture of it making it
easy to re-order, add, or delete slides and preview your transition and animation effects.

Refer to: For more information HEART Trust/NTA (2005). LG - ITIMED0261A

Operate a presentation Package (Basic), pp.20-21

CHECKPOINT

List the views available in PowerPoint.

List 3 advantages of the slide sorter view

ACTIVITY

Demonstrate your ability to view multiple slides at once to your

learning facilitator. Use the presentation you created.

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment:

Checklist 1 Yes No

1. I know how to adjust page display modes and size to meet

user requirements and/or special needs ( ) ( )

2. I can explain how to modify toolbars to meet user and ( ) ( )

document uses

3 I know how to select appropriate font style, size and colour

for presentation ( ) ( )

4 I understand how to view multiple slides at once ( ) ( )

Checklist 2 Yes No

1. Page display modes and size are adjusted to meet user

requirements and/or special needs ( ) ( )

2. Toolbar is modified to meet users and document uses ( ) ( )

3 Selected font type size and colour are appropriate for the
purpose of the presentation ( ) ( )

4 Ability to view multiple slides at once is demonstrated ( ) ( )

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ELEMENT 3: FORMAT PRESENTATIONS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
format presentations. Your learning facilitator is there to assist you with the various activities, so
that on completion you should be able to:

1. Use and modify organisational charts, charts and bulleted list

2. Add and manipulate objects (images and graphics), correctly
3. Import and modify objects such as tables for presentation purposes
4. Modify slide layout, including text and colours to meet presentation requirements
5. Use formatting tools as required within the presentation
6. Duplicate slides within and/or across presentation following correct procedures
7. Re-order the sequence of slides and/or delete slide from presentation correctly
8. Save presentation in another format and in a format for posting to a web site
9. Apply correct procedure in closing presentation and saving to hard disk and/or disk

USE AND MODIFY CHARTS AND BULLETED LISTS

Organizational Chart
You can use the diagramming tool on the Drawing toolbar to create an organizational chart to
illustrate hierarchical relationships, such as department managers and employees within a
company.

You can create a chart from scratch in Microsoft PowerPoint, or you can import a Microsoft
Excel worksheet or chart. The default charting program for PowerPoint is Microsoft Graph, and
it is installed automatically with PowerPoint.

To insert an organisational chart into a presentation, either insert a new 'Title and Diagram or
Organisation Chart' slide layout or select Insert from the menu bar and choose Diagram. Both
options will open the Diagram Gallery dialogue box (see figure on page 27).

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Fig: 1 Diagram Gallery dialogue box

To add a chart to your presentation follow the instructions at:

Refer to: Add a Chart @ http://office.microsoft.com/en-

us/assistance/HP051928031033.aspx retrieved 03/08/05
Further information on organizational charts can be found in HEART Trus t/NTA
(2005). LG - ITIMED0261A Operate a Presentation Package (Basic) pp. 23-27,
Change an Organization Chart
http://office.microsoft.com/en-us/assistance/HP051943541033.aspx 03/08/05

Microsoft PowerPoint provides features that allow one to highlight and clearly display the main
points of a presentation using bulleted list. The Learner Guide referred to above contains details
of how this is accomplished

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ACTIVITY

Get a copy of the organizational chart of the

organization/institution to which you are attached (or create one)
and insert into your PowerPoint presentation.
Go back to your presentation and bullet some of your points

ADD AND MANIPULATE OBJECTS

The Drawing Toolbar provides many commands for creating and editing graphics. The toolbar is
located at the bottom of the Power Point screen or it can be activated by selecting
View/Toolbars/Drawing from the menu bar.

See reference below for an exhaustive treatment of this topic.

IMPORT AND MODIFY OBJECTS

There are several ways to create a table for use in a Microsoft PowerPoint presentation. You can
create tables in PowerPoint, or you can add a table from another program as a linked object or an
embedded object. When you use PowerPoint, you can create a simple table with little
formatting, or one with more complex formatting. You can include fills and border colours from
the presentations colour scheme.

Refe r to: For more information HEART Trust/NTA (2005). LG - ITIMED0261A

Operate a Presentation Package (Basic). pp. 28-36

MODIFY SLIDE LAYOUT

It is possible to change the slide layout of each slide within a presentation by accessing the Slide
Layout task pane.

The colours of pre-designed slide templates can be changed and a colour scheme can be added to
blank presentations.

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CHECKPOINT

Explain the following terms:

Colour scheme
Background
Gradient
Texture
Pattern

ACTIVITY

Discuss possible changes to your slide (layout, text and colour) with
your facilitator, and then proceed to effect the changes
recommended. Ask him/her to show you how to do this task.

USE FORMATTNG TOOLS

Formatting tools include, but are not limited to:

Tabs
Cut
Paste
Indents
Bookmarks
Hyperlinks
Borders
Lists

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A hyperlink in PowerPoint - is a
connection from one slide to another slide,
custom show, Web page or file. The
hyperlink will only become active when
the presentation is run.

You can also bookmark a specific slide in a linked presentation. This will take you directly to the
slide that has been bookmarked rather than to the first slide of that presentation.

DUPLICATE SLIDES

Presentation slides and master slides can be duplicated within and/or across a presentation. Copy
and paste is an option.

To duplicate a slide within or across presentations, select the slide to be duplicated, then click edit, and copy
Select position in the current or other presentation to place the duplicate slide. Then click edit,
and paste.

REORDER AND/OR DELETE THE SEQUENCE OF SLIDES

Presentation slides are not necessarily created in the same order as the flow of the presentation;
in this and other cases you can reorder or delete slides to meet requirements. There are three
ways of changing the slide order or sequence:

Using the Outlined tabbed section in normal view

Using the Slides tabbed section in normal view
Using Slide Sorter view

In all three options the slides are selected and then dragged to their new position while holding
down the left mouse button. Keystroke users can select and cut the slide to be moved, move the
cursor to the new position and paste the slide to its new position.

It is also possible to hide one or more slides so that they will not be shown in a particular
presentation. To hide a slide , select the slide you want to hide, select Slide Show from the menu
bar (by pressing Alt and D) and click on Hide Slide (or press H). When the slide show is run, the
hidden slides will not be included.

To re-order a slide in Slide Sorter View, simply click on the slide you wish to move and drag it
to the new location. In Normal or Outline View, click the slide icon beside the number of
the slide you want to move and drag the icon to a new location.

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CHECKPOINT

How many options do you have for re-ordering the sequence of the
slides? List them.

ACTIVITY

Duplicate a few of your slides within the presentation.

Order the slides in your presentation. Test the presentation to
ensure the slides are in the correct order, make adjustments as
required.

Your learning facilitator will supervise this activity

SAVE PRESENTATION

The format is the way in which information is stored in a file so that a program can open and
save the file. It is indicated by a three-letter extension after the file name. For example, when a
new presentation is saved in Microsoft PowerPoint, it is saved by default in PowerPoint format
with a .ppt file extension.

If you want to convert a file to a different format, so that you or someone else can open it in
another program or in an earlier version of PowerPoint, you can select that file format when you
save the file. You can do this by choosing the appropriate format in the 'Save as type' list box
(accessed by pressing Alt and T) within the 'Save As' dialogue box. Then follow the rest of the
usual file saving procedures.

The following table, taken from Microsoft PowerPoint Help, outlines the different file formats
for saving presentations.

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Save as type Extension Use to save

Presentation .ppt A typical Microsoft PowerPoint presentation
Windows Metafile .wmf A slide as a graphic
GIF (Graphics Interchange .gif A slide as a graphic for use on Web pages
Format)
JPEG (File Interchange .jpg A slide as a graphic for use on Web pages
Format)
PNG (Portable Network .png A slide as a graphic for use on Web pages
Graphics Format)
Outline/RTF .rtf A presentation outline as an outline document
Design Template .pot A presentation as a template
PowerPoint Show .pps A presentation that will always open as a slide
show presentation
Web page .htm; .html A Web page as a folder with an .htm file and
all supporting files
Web Archive .mht; A web page as a single file including all
mhtml supporting files
Table 1: File Formats for Saving Presentations

If you want to post Power Point presentations on the Internet, you may want to save them as web
pages so that visitors to your web site can view the presentation even if they do not have Power
Point installed on their computers. Select File/Save As Web Page from the menu bar.

If you want to save a file as a Web page, select File and choose Save As. Choose the folder and
location for the file and type the name of the document in the File name box. Select the 'Save as
type' list box (accessed by pressing Alt and T) and choose Web page. Click on Save (or press Alt
and S).

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CHECKPOINT

Explain the ten (10) formats for saving files

ACTIVITY

Save your presentation in a format that will permit it to be viewed

over the Internet.

CLOSE AND SAVE PRESENTATION

As with any other file, Presentations can be saved in various locations. Disk may include but are
not limited to:

Diskette
Zip Disks
CDs
Hard disk

To save to another location, select File from the menu bar and choose Save As to open the 'Save
As' dialogue box. After indicating the name of the presentation to be saved, access the 'Save in:'
drop down list box to display a list of different locations where the presentation can be saved -
such as to a folder within 'My Documents' on the hard disk or to a floppy disk (A:). By selecting
one of the locations then accessing the Save command button, a copy of the presentation will be
saved in that location.

To close a presentation, select File from the menu bar and choose Close. Microsoft PowerPoint
now displays a non-active area and nothing can be entered to the screen.

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ACTIVITY

Follow the correct procedures and close and save presentation to

the hard disk.
Now that you have completed this element develop a short
presentation and format it, making sure to include all the tasks
included in all nine (9) learning outcomes.

READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following Self-Assessment

Checklist 1 Yes No

1. I know how to use and modify organisational charts, charts

and bulled lists as required ( ) ( )

2. I can explain how to add and manipulate objects (images and

graphics) correctly to meet presentation purpose ( ) ( )

3. I know how to import and modify objects such as tables for ( ) ( )

presentation purposes

4. I understand how to modify slide layout, including text and ( ) ( )

colours to meet presentation requirements

5. I know how to use formatting tools as required within the ( ) ( )

presentation

6. I know how to duplicate slides within and/or across ( ) ( )

presentations, following correct procedures

7. I can explain how to re-order the sequence of slides and/or

delete from presentation ( ) ( )

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Checklist 1 Contd Yes No

8. I can explain how to save a presentation in another format and

in a format for posting to a Web site. ( ) ( )

9 I know how to use correct procedure to close and save the

presentation to hard disk and/or disk ( ) ( )

Checklist 2 Yes No

1. Organizational charts, charts, bulleted lists are used and

modified as required ( ) ( )

2. Objects (images and graphics) are correctly added and

manipulated to meet presentation purpose ( ) ( )

3. Objects such as tables are imported and modified for

presentation purpose ( ) ( )

4. Slide layout, including text and colours is modified to meet

presentation requirements ( ) ( )

5. Formatting tools are used as required within the presentation ( ) ( )

6. Slides are duplicated within and/or across presentation

following correct procedures ( ) ( )

7. The sequence of slides is correctly reordered and/or deleted

for presentation purposes ( ) ( )

8. Presentation is saved in another format, and in a format for

posting to a Web site. ( ) ( )

9 Procedures are correctly applied in closing presentation and

saving to hard disk and /or disk ( ) ( )

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ELEMENT 4: ADD SLIDE SHOW EFFECTS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
add slide show effects. Your learning facilitator is there to assist you with the various activities,
so that on completion you should be able to:

1. Incorporate preset animation and multimedia effects into the presentation

2. Change preset animation effects
3. Add slide transition effects
4. Apply procedure for testing slide show effects
5. Use onscreen navigation tools to start and stop slide show or move between different
slides

INCORPORATE PRESET ANIMATION AND MULTIMEDIA EFFECTS

To enhance the overall visual effect of your presentation Microsoft allows you to add animation
and multimedia, such as sound and movie/video clips to your presentation. There are some
presentations that lend themselves more to animation than others. For example, if you want to
limit your audiences view of the information you are presenting to one point at a time, you can
use animation that enables text in dot point format to appear on the screen one point at a time.
This allows the presenter to address one point at a time thus giving him/her more control of
his/her audience.

TIP! Preset animation cannot be added to organisational charts, tables or spreadsheet

charts. They can, however, be added to slide titles.

PowerPoint has a large number of preset animation schemes under the headings of Subtle,
Moderate and Exciting. Choose the scheme based on the content of the presentation and the
target audience.

Animation A special visual or sound effect

that is added to text or an object
Animation Present visual effects that can be
scheme added to text on slides.

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You can apply an animation scheme to an individual slide, several slides or all the slides within
the same presentation. To add animation to one or several slides in a presentation, select the
slides to be animated, click on Slide Show on the menu bar (or press Alt and D) and choose
Animation Schemes (by pressing C). This will access the Slide Design task pane with Animation
Schemes in view.

Music and other sounds, in addition to movies/desktop video files, can be added to a presentation
from other files, the Internet or the Microsoft Clip Organizer. It is also possible to use music
from a CD or record your own sounds to use in the presentation.

When music or a sound is inserted, a sound icon that resembles a megaphone appears on the
slide. The music or sound can be set to play:

Automatically, when the slide is displayed

Automatically, with a time delay
As part of an animation
By clicking of the left mouse button

To add music or sound effects - or a movie/desktop video file - to a slide, display the required
slide and click on Insert on the menu bar (or press Alt and I).

The addition of sound to an animation is yet another way of enhancing your presentation. Before
a sound can be added, the text or object must first have an animation applied to it. To add a
sound to an animation, select the text or object to which the sound is to be added, click on Slide
Show on the menu bar (or press Alt and D) and choose Custom Animation (by pressing M).

CHECKPOINT

What are the main determinants when deciding to incorporate

animation and multimedia effects into a presentation?

ACTIVITY

Ask your learning facilitator to demonstrate how to incorporate

preset animation and multimedia effects into a presentation.
Thereafter, implement slide animation and multimedia effects into
your presentation.

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MAKE CHANGES TO PRESET ANIMATION EFFECTS

Task pane - A window within an Office Changing preset animation effects can be
application that provides commonly used accomplished by displaying the slide in which
commands. Its location and small size you want to change an animation.
allow you to use these commands.

If the Custom Animation task pane is not displayed on the Slide Show menu, click Custom
Animation.

In the Custom Animation task pane, in the

Custom Animation list - The list of Custom Animation list, click the animation item
animation sequences for a slide. Items are you want to change.
listed in the order they are added, and
include icons that indicate timing in
relation to other animation events.

If more than one animatio n has been applied to a single object, each animation will be noted
within the list. You may need to expand a list item to see all animations applied, however.

Click, and do one or more of the following:

If you want to make the text or object enter the slide show presentation with an effect, point
to Entrance and then click an effect.

If you want to add an effect to text or an object that is on the slide, point to Emphasis, and
then click an effect.

If you want to add an effect that makes text or an object leave the slide, point to Exit and
then click an effect.

If you want to add an effect that makes text or an object move in specified pattern, point to
Motion Paths and then click an effect.

NOTE: If you want to remove an effect, select the animation item in the Custom Animation
list, and then click.

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SLIDE TRANSITIONS EFFECTS

Slide Inbuilt effect that

transition specifies how the
display changes as
the user moves from
one slide to the next.

Slide transition effects allow for the smooth transition from one slide to another. This can be
timed to occur automatically or manually by using the mouse or a keystroke. As with animation
schemes, it is possible to apply slide transitions to an individual slide, several slides or all the
slides within the one presentation.

To add a slide transition to one or several slides in a presentation, select the slides to be
animated, click on Slide Show on the menu bar (or press Alt and D) and choose Slide Transition
(by pressing T). This will access the Slide Transition task pane. (See fig. 2 shown below).

If you want the same slide transition to apply to all slides in the presentation, click the 'Apply to
All Slides' button

Fig. 2 Slide Transition

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TEST SLIDE SHOWS EFFECTS

An essential part of creating a presentation is to test the slide show when all the effects have been
added. You will want to see whether the overall result is suitable for the smooth running of the
presentation and appropriate for the target audience. If you conclude that the presentation could
be improved, make the necessary adjustments and test the presentation again. Continue with this
process until you are satisfied with the overall result.

You can view a slide show by selecting Slide Show from the menu bar (by pressing Alt and D)
and choosing View Show (or press V). Alternatively, press the shortcut key F5.

If the slide show has been set up so that the slide transition occurs at preset intervals, it is
important that the timing between slide transitions be adequate. For example, in a continuous
slide show, sufficient time should be allocated to allow the audience time to read and/or listen to
the information contained in each slide. A live presenter also needs to ensure that sufficient time
is allocated to enable the material to be presented in a professional manner.

PowerPoint has a feature that allows for the timings to be rehearsed. It also allows for timings
used during a rehearsal to be set as timings between slide transitions for that particular
presentation. To choose this option, select Slide Show from the menu bar and choose Rehearse
Timings (by pressing R). This action will start the slide show in rehearsal mode. The rehearsal
toolbar appears on the screen and displays a Next button, Pause button, Current slide time,
Repeat button and Timings for the overall presentation.

CHECKPOINT

What is the importance of adding slide transition effects in a

smooth progression?
Why do you need to test their overall effect?

ACTIVITY

Under the guidance of your learning facilitator add slide

transition effects making sure that you achieve a smooth
progression through the presentation.
Test slide show effects for overall effect

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ONSCREEN NAVIGATION TOOLS

The following table contains a list of shortcut keys taken from Microsoft PowerPoint Help.
These keys can be used while running or rehearsing a slide show.

SHORTCUT KEYS TO USE WHILE RUNNING A SLIDE SHOW

PRESENTATION IN FULL-SCREEN MODE
Slide Show Shortcut Keys Action
Enter, Page Down, Right Arrow, Down Arrow, Perform the next animation or advance to the next
Spacebar or the letter 'N' (or click the mouse) slide

Page Up, Left Arrow, Up Arrow, Backspace or the Perform the previous animation or return to the
letter 'P' previous slide

Slide number (e.g. 2, 5, etc) and Enter Go to the Slide with that number

Display a black screen or return to the slide show

Full Stop (Period) or the letter 'B' from a black screen

Display a white screen or return to the slide show

Comma or the letter 'W'
from a white screen

Plus Sign or the letter 'S' Stop or restart an automatic slide show

Escape, Control and Break or Hyphen End a slide show

The letter 'E' Erase on-screen annotations

The letter 'H' Go to the next hidden slide

The letter 'T' Set new timings while rehearsing

The letter 'O' Use original timings while rehearsing

The letter 'M' Use mouse-click to advance while rehearsing

1 and Enter (or press both mouse buttons for 2

Return to the first slide
seconds)

Redisplay hidden pointer and/or change the pointer

Control and P
to a pen

Redisplay hidden pointer and/or change the pointer

Control and A to an arrow

Hide the pointer and navigation button

Control and H
immediately

Hide the pointer and navigation button in 15

Control and U
seconds

Shift and F10, Context menu/ Application key (or right

Display the shortcut menu
click)

Tab Go to the first or next hyperlink on a slide

Shift and Tab Go to the last or previous hyperlink on a slide

Perform the 'mouse-click' behaviour of the selected

Enter while a hyperlink is selected hyperlink

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Perform the 'mouse-over' behaviour of the selected

Shift and Enter while a hyperlink is selected
hyperlink

Displays a list of the shortcuts listed above on

F1 screen during a slide show

Table 2: Shortcut keys

Note: Additional shortcuts are listed in Appendix 1

ACTIVITY

Take turns using navigation tools to start and stop slide show or
move between different slides as required

READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment:

Checklist 1 Yes No

1. I know how to incorporate animation and multimedia effects

in presentations as required to enhance presentations ( ) ( )

2. I understand how to change preset animation effects

according to presentation purpose ( ) ( )

3. I know how to add slide transition effects to presentation

correctly ( ) ( )

4 I understand how to apply procedure for testing slide show for

overall effects ( ) ( )

5 I can explain the use of onscreen navigation tools to start and

stop slide show or move between different slides ( ) ( )

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Checklist 2 Yes No

1. Preset animations and multimedia effects are incorporated in

presentation as required to enhance presentation ( ) ( )

2. Preset animation effects are changed according to

presentation purposes ( ) ( )

3. Slide transition effects are correctly added to presentation ( ) ( )

4. Procedure for testing slide show for overall effect is correctly

applied ( ) ( )

5 On screen navigation tools are correctly used to start and stop

slide show or move between different slides. ( ) ( )

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ELEMENT 5: PRINT PRESENTATION AND NOTES

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
print presentation and notes. Your learning facilitator is there to assist you with the various
activities, so that on completion you should be able to:

1. Select appropriate print format for slide presentation

2. Select appropriate slide orientation
3. Perform spell check, add notes and slide numbers
4. Preview slides in required formats
5. Print slides in required formats

SELECT PRINT FORMAT AND SLIDE ORIENATION

PowerPoint gives two orientations in which slides can be displayed:

Landscape orientation (default setting)

Portrait orientation

Your slides will be printed in the orientation in which they were created. By default there can
only be one orientation for all slides in the same presentation.

However, if a combination of portrait and landscape orientation is required in the same

presentation, it is possible to have one presentation displaying slides in portrait orientation,
another presentation displaying slides in landscape orientation and then linking these
presentations together. For further information on this, access PowerPoint Help. Use the Answer
Wizard to search on 'Slide Orientation' and then read the information headed 'Use portrait and
landscape orientation in the same presentation.'

To select the slide orientation, select File from the menu bar and choose Page Setup. From the
Page Setup dialogue box, locate the Slides section of the Orientation frame and either choose
Portrait (by pressing Alt and P) or choose Landscape (by pressing Alt and L). Whichever
orientation is chosen, the width and height measurement displayed for the slides will adjust
automatically.

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SPELL CHECK, ADD NOTES AND SLIDES NUMBERS

Numbers can be added to slides. The numbers are displayed right-aligned as part of the Footer.
To add numbers select View from the menu bar and choose Header and Footer (by pressing H).
Locate the Slide tabbed section (by pressing Control and Tab) and then locate the 'Slide number'
check box (by pressing Alt and N). You will find detailed notes about headers and footers in
Drawer 2 (Customising Basic Settings) in the section 'Headers and Footers'.

If the 'Slide number' check box is checked, the slides will be numbered consecut ively from '1'
upwards. If the 'Don't show on title slide' is checked, then the first slide will be excluded and the
Footer, including the numbering, will commence from the second slide. Selecting 'Apply to All'
will apply the settings to all slides in the presentation, including the Slide Master, whereas
selecting 'Apply' will only apply the settings to selected slides.

By default the starting number for the first slide is '1'. To change the starting number, select File
from the menu bar and choose Page Setup. From the Page Setup dialogue box, select 'Number
slides from:' spin box (by pressing Alt and N). Click on the up arrow icon (by pressing the up
direction arrow key) to increase the starting number, or click on the down arrow icon (by
pressing the down direction arrow key) to decrease the starting number.

Spell Check

Correct the spelling in the presentation by selecting Tools/Spelling from the menu bar or by
pressing the F7 key on the keyboard.

CHECKPOINT

What are the possible consequences of preparing a presentation that

has not been checked for spelling errors?

ACTIVITY

Perform spell check on your entire presentation

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Adding Notes

From Normal View, notes can be added to the slide. These notes will not be seen on your
presentation, but they can be printed out on paper along with the slide the notes refer to by
selecting Print What: Notes Pages on the Print menu.

Fig. 3: Add Notes

Slide Numbers

To add the slide numbers in a fixed position on the slide, use the Header and Footer window
detailed above. The slide number can otherwise be added anywhere on the slide by placing the
cursor where the slide number should appear and selecting Insert|Slide Number from the menu
bar. The text of the slide number can be formatted just as regular text style is changed.

ACTIVITY

With the aid of your facilitator select slides that require the use of
notes. Create notes for the selected slides.
Add slide numbers to presentation.

PREVIEW AND PRINT SLIDES

Prior to printing your presentation it is advisable to view the presentation in Print Preview. This
will give you an idea of how it will look and if you are displeased with its appearance you will
also be able to make changes to:

Layout - including orientation

Formatting - including font colours
Headers, footers, page numbers
Repositioning placeholders

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To display the presentation in Print Preview, select File from the menu bar and choose Print
Preview (by pressing V). The top line of the screen displays the Title Bar and the line directly
below displays the options available. The remainder of the screen displays the presentation.

Refer to: For more information please refer to HEART Trust/NTA (2005). LG -
ITIMED0261A Operate a Presentation Package (Basic) pp.40-41, HEART Trust/NTA

CHECKPOINT

What are the advantages of using print preview?

How can one print from a printer that is not the default printer?

ACTIVITY

Preview and print slides

Create a new presentation and demonstrate your competence of
all the areas covered in this Learner Guide

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I know how to select appropriate print format for slide

presentation ( ) ( )

2. I understand how to select appropriate slide orientation for

presentation ( ) ( )

3. I can explain how to perform spell check, add notes and slide
numbers ( ) ( )

4. I know how to preview slides in the required formats ( ) ( )

5. I know how to print slides in the correct formats ( ) ( )

Checklist 2
Yes No

1. Selection of print format is appropriate for slide presentation ( ) ( )

2. Slide orientation is appropriately selected ( ) ( )

3. Spell check and addition of notes and slide numbers, are

correctly carried out ( ) ( )

4. Slides are previewed in the required formats ( ) ( )

5 Slides are printed in the required formats ( ) ( )

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APPENDIX 1

Keyboard Shortcuts

Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to
execute simple commands. Print this list of Power Point keyboard shortcuts and keep it by your
computer for a quick reference.

Note: A plus sign indicates that the keys need to be pressed at the same time.

Action Keystroke Action Keystroke

Document actions Formatting
Open a presentation CTRL+O Select all CTRL+A
New presentation CTRL+N Copy CTRL+C
Save As F12 Cut CTRL+X
Save CTRL+S Paste CTRL+V
Print CTRL+P Undo CTRL+Z
Help F1 Redo CTRL+Y
Bold CTRL+B
Presentation actions Italics CTRL+I
Begin slide show F5 Underline CTRL+U
Left justified CTRL+L
ENTER or
Next slide Center justified CTRL+E
Down arrow key
Right justified CTRL+R
BACKSPACE or Promote list item ALT+SHIFT+Left arrow
Previous slide
Up arrow key
ALT+SHIFT+Right arrow
Activate pen tool CTRL+P Demote list item
or TAB
Erase pen strokes E
Deactivate pen tool CTRL+A Editing
Show/Hide black screen B Find CTRL+F
Show/Hide white screen W Replace CTRL+H
Show/Hide pointer & button A Insert hyperlink CTRL+K
End slide show ESC New slide CTRL+M
Spell checker F7
Macros ALT+F8

Run the slide show and press the F1 key to view all keyboard shortcuts applicable when running
a slide show.

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