Lesson Notes for IC3 GS4

Lesson 4: Microsoft PowerPoint 2010

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16 Lesson Objectives Review the objectives with students so they know what will be 5
3 covered in the lesson.
16 What is PowerPoint? Discuss what a presentation program is and how it is used for typical 10-15
3 office purposes, e.g. slides for staff meetings, trade shows, client
presentations, etc. As with other program types, there are some basic
fundamentals that should be considered when building the content
for the slide show. These guidelines are standard when it comes to
creating a presentation, regardless of which program you use to
create the slide show, i.e. Word.
Take a few moments to discuss these, including when or why you
might have to override the guidelines.
16 – What Does a Review the basic structure of a presentation so everyone understands 10-15
4 Presentation Include? what should be included in the presentation. The content will vary
with the presentation so the total number of slides does not matter
other than ensuring you don’t go over the time limit you have been
allocated for the presentation. The slides at the front or end should
follow the rule of: tell them what they have come to hear, tell them
the content, and then summarize what they were told.
Take a few moments to review what a placeholder is, how it can be
helpful for entering specific objects and how objects appear in a
placeholder. Point out the visual clue that PowerPoint provides (i.e.
ScreenTip describing the content type).
16 Working with 1.3 Start by discussing how to create a new blank presentation, as this Create new presentation 10-15
5 Presentations 4.1 displays when they start PowerPoint, and the keyboard shortcut and save as Travel Has
– Creating makes it easy to begin a new presentation at any time. No Age – Student.
Presentations While the blank presentation is on the screen, review the points on Enter text in the Outline
this and the next page that discuss basic guidelines when starting the tab for several slides, and
presentation. Include in your discussion how it may be simpler to then save the
create the content first, and then decide which colors or formatting presentation.
attributes you may want in the presentation. This method often gives Create a new
you a better perspective on which formatting best suits the type of presentation using an
content on the slides. Usually with this method, the user can also award template and save
decide where data may need to be split on a slide, which data is not it as Green Soles
needed, if the data is best represented in another form (table versus Certificate – Student.
text), etc.
Create new blank
However, for those presentations where you may want help presentation.
determining what the content should be, use the templates option. As
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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you have students open Backstage to view the variety of templates, Close all files.
discuss the different types available here, as well as online from Open Alaska Hiking
Microsoft, that can then be downloaded to your system for future use. Tours, Travel Has No Age
Entering Text in the Outline Tab – Student, Green Soles –
This method is likely the easiest method to enter text when you know Getting There is Half the
what text you want to be included on slides. Focus here is on the text, Fun.
not which slide it should be on or what other content you may need to Close all but the Alaska
include. All these can be determined while entering the majority of Hiking presentation.
text into the presentation.
Discuss how using this option is similar to entering text into a word
processing program, using the TAB key to move further in from the
left margin, and pressing ENTER to end a line of text.
Entering Text in the Slide Pane
Most people will tend to enter the text and content at the same time
in this pane as they like to see what is happening as they enter the
text or object. At the same time this provides the full visual for users
to determine which placeholder they will be selecting to enter the
object.
Emphasize how the Slides Pane serves a different purpose than the
Slides tab, which will only show miniatures of the slides in the
presentation. One way to describe this pane is that it contains
methods you can use to manage the slides: enter or edit text only, or
manipulate the entire slide without accessing the content.
Near the bottom of page 347, briefly review how the split bars can be
used to see more or less of a particular pane, giving examples of
when you might alter each. For example, make the Slides pane
smaller when you want to show more of the content and Notes pane,
or make the Notes pane larger so you can enter speaker notes.
16 – Saving a Presentation As with all files, if you want to use this presentation again in future, it 10-15
8 is best to save it so you don’t have to recreate it. At the same time, if
you want to change an existing presentation, always consider saving
it with a new name before performing any other action so the original
stays intact.
Review the different options for saving a presentation, including the
different types of formats that you can save files, e.g. PDF, slide
show. Don’t go into a lot of detail on these as this option is discussed
in the Opening a Presentation area.
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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16 – Closing a Presentation Close a presentation when it is no longer needed to prevent any 5-10
8 accidental changes. Remind students how the command to close a
presentation is the same as with other Office programs.
16 – Opening a Review the different methods to open a file, reminding students how 10-15
8 Presentation this procedure is similar to other Office programs (and in all
likelihood, similar to any program).
Remind students how you may be required to change the file type if
the presentation file does not appear in the list of files. Provide
examples of when this could be the case, e.g. the file was saved in
another version of PowerPoint. With Office 2010, you cannot open a
PDF file in PowerPoint for editing (it is available in the next version).
The purpose of introducing this topic is that when you open a file sent
to you via e-mail, the file will open but in Protected View. Ensure
students understand the purpose behind this action and review why
you need to save the attachment, scan it, and then open it in
PowerPoint.
17 – Displaying Review the different ways to view the slide, referring to the View With Alaska Hiking Tours 5-10
2 Information in the buttons at the lower right corner (often the fastest method), as well open, change the view,
Presentation as how to access other views using the View tab. and then close the
presentation without
17 – Moving Around in the Briefly discuss the different ways you can quickly move around in the 10-15
saving.
3 Presentation presentation, including the buttons at the bottom of the vertical scroll
bar and the Slides tab.
17 Managing the Slides 4.2 In your demo, show students how they can click New Slide (or using Open Tolano New 10-15
6 – Inserting New Slides 4.3 one of the other methods) to insert a Title and Content slide by Employee Orientation
default. However, once they change to a different layout, when you and save as Tolano New
click New Slide, the new slide will be a duplicate of the last layout Employee Orientation –
chosen. In most cases you will likely want the Title and Content slide Student.
layout as it is the one most commonly used. However, that’s when Change existing text on a
having the different options available can be beneficial. slide, add new slides,
Have students try the different methods to insert a new slide so they duplicate a slide, change
can become familiar with these, as well as serve as a reminder later formatting on a slide,
when they press a keyboard shortcut and then wonder why there is a apply a theme,
new slide or shortcut menu on the screen. reorganize a slide, and
17 Point out where this command is on the Ribbon and when you would then delete a slide. 5-10
– Changing the Slide
6 Layout use this option instead of the new slide one. Save and close the
presentation.
17 – Deleting Slides As with regular text entries, there will be occasions when you want to 5-10
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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6 delete the entire slide. Although it is not an exam objective, you may
want to quickly introduce how pressing CTRL+D in the Slides tab will
duplicate a slide instead of displaying the Font dialog box as with
Word. As a result, you will then need to delete the extra slide in the
presentation.
17 – Rearranging the This will be a feature every user will need when working with their 10-15
7 Slides slides. Even if they don’t actually rearrange the slides, this view is
very handy to review the flow of content on the slides, especially in
the Slide Sorter view where you can view more of the content on each
slide.
Include in your demo each of the methods to rearrange a slide so
they can see how easy it is.
17 – Changing the Theme Some users know or want to view the color style or theme they want 15-30
7 for the presentation prior to entering the text, or now that some text
has been entered, they want to begin looking at applying some color
and interest to the presentation to enhance the text message.
Ensure the Live Preview option is active in the File:Options for
PowerPoint so they can see how the presentation changes as they
point at different themes in the gallery.
Be sure they understand that a theme is more than just a color
scheme for the background or text. Then introduce the three areas
that can be used to apply the theme you want to the presentation.
Be sure to allocate a bit more time for this topic if you want the
students to have more time to play with changing the existing theme.
17 – Changing the Provide an explanation as to how this is different than applying a 10-15
7 Background Color theme and when you might want to apply a background only instead
of a theme, e.g. you want to keep the presentation very simple by
having a background color and the fonts and sizes match the
company standard set.
18 Managing Slide Objects 4.1 Remind students how once an item exists in the file, it must be Open Run-of-River Power 15-20
1 – Using Select Versus selected before you can change it. With PowerPoint there are two Plant and save as Run-of-
Edit Mode modes that can be activated to help with changing items. Point out River Power Plant –
the visual difference between Select and Edit mode, reminding how Student.
the program often gives you clues on the screen as to what you are Apply basic formatting
doing. For example, with Edit view, there is a cursor blinking in the and Quick Styles, check
placeholder and the border changes to display dashed lines. With the spelling, and change
Select view, the border is a solid line and the mouse cursor now
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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shows with a crosshair arrow. the alignment of text on
Understanding how select works will become more crucial when they a slide.
begin working with multiple objects on the slide and then learn what Save and close the
to select, or how many objects to select. presentation.
18 – Manipulating Text Basic editing keys are included in the few paragraphs here, including 30-45
2 the Cut, Copy & Paste commands. These are standard to all programs
and work the same but there will be occasions when copying
something does not work correctly due to the type of information or
which program it was cut or copied from. Remind students about
using the Office Clipboard to collect one or more items, and how it
displays an icon for the program the item was cut or copied from.
Checking the Spelling
Emphasize the importance of checking the spelling in a slide show as
errors will be obvious to all when displayed on a large screen.
There is no grammar check as most people will provide very brief
bullet points that may not include small words such as “the”, “a”, etc.
Therefore, it would be wise to have someone else read over the slides
to ensure the message is clear.
Discuss the option to spell check the entire presentation versus
checking words or items individually.
Formatting Text
Formatting in PowerPoint will be very similar to how you can apply
formatting in Word. There will be some additional tools in the Font
group of PowerPoint to address specific formatting issues (e.g. word
spacing) but these are available in Word also – just not as a
commonly used command.
Review the options so students are aware of what can be used for
different effects. Then move into the Quick Styles feature, drawing on
the concept of how these work, but drawing their attention to how the
styles here are designed for a slide format and layout.
Aligning Text
Aligning text in PowerPoint offers the same options as with Word
although the commands are in different locations. Ensure students
understand the options listed here affect the text horizontally only;
the vertical options are in a different location (and discussed later in
this lesson).
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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18 – Creating and Using Review how a table is structured and can be created, drawing the Open Introducing Camel 15-30
5 Tables similarities to Excel and Word. The process of creating a table is Tours and save as
similar to Word so take a few moments to review these and to see Introducing Camel Tours
how tables work within PowerPoint. – Student.
Formatting the Table Create new slide and
Discuss how the formatting here refers to the table itself, not the insert a simple table.
contents within the table. They should be feeling a bit more Enter text for the table
comfortable with this if they completed the Word or Excel lessons and adjust the column
prior to this point in the course. Point out how many of the commands widths. Change the
in the Table Tools ribbons are familiar, following the consistency formatting in the table.
between the Office programs. Save the presentation.
18 – Creating a Chart If students completed the Excel lesson prior to this one, this topic will Using Introducing Camel 15-30
8 be familiar. The process will be slightly different and in some ways, Tours – Student, create a
may surprise them to have to work with two windows. Remind them new slide and create a
this is an example of how you are able to have the flexibility of Excel chart. Enter the data and
without having to create it separately and then copy/paste onto a then adjust it to include
slide. and extra column.
Be sure to walk them through the process of how to enlarge or shrink Change the format of the
the data range using the marker at the bottom right corner, as chart.
needed. In the exercise, they will go through the Edit Data command Save presentation.
to add the fourth column as an alternate option. Spend as much time
as needed using the screen with labels on page 369 so they
understand what makes up a chart and how to identify the
information there.
Selecting Items in a Datasheet
Again, this should be a review if students completed the Excel lesson
prior to this one. If not, take the time to show them how to select
different items in the datasheet.
Changing the Chart Type
As time permits, provide a discussion on when specific chart types
are best suited for the data, e.g. line chart to show an obvious trend,
pie chart to highlight the expenses for a month, etc.
Adjusting the Data Series
If students are interested in exploring this feature a bit more, you
may want to refer them to your next level for Excel as it is explained
in much more detail there. The exercise does provide an example of
how to access this but it is a very simple example. Provide others if
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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there is a lot of interest by students.

19 – Inserting Pictures or Students will be very interested in this feature as they usually are Using the Introducing 15-30
4 Clip Art Images with other programs for items that enhance the file. Review the Camel Tours – Student
process to insert a picture or clip art onto a slide. file, create a new slide
You may also want to open a discussion with the class regarding and insert pictures. Align
when too many images may be unsuitable to a presentation versus the pictures, resizing as
having too few images in comparison to text. necessary to suit the
slide. Insert a clip art
Manipulating the Pictures image and then move it.
Take a few moments to point out how the Picture Tools ribbon
contains a number of tools to enhance the image inserted on the Save the presentation.
slide. Be prepared to discuss when you might use some of these, and
also to be careful with applying too many different styles in the
presentation. Review each of the points about working with pictures,
giving them a chance to try working with the handles in this program
(should be familiar to them if they completed the Word lesson
previously).
Be sure to draw their attention to where the Align options can be
found when you want to change the vertical alignment or to align
several objects together.
Creating Drawing Objects
Drawing shapes and objects have not been discussed previously in a
lesson so allocate enough time for students to play with this feature.
They will be interested to know what types of objects can be drawn
and then how to enhance them.
Open a discussion as to the type of shapes you might want to include
on a slide and whether they would be appropriate versus using a
picture or clip art image instead. Have students think about what the
content of the presentation is, what kind of images best suit the
presentation, and how much impact will there be on the presentation
to show photographs, clip art images (vector drawings), or drawn
shapes. For example, inserting a number of photographs can be just
as distracting as using shapes only, or including a drawn shape may
enhance the message on a slide.
It isn’t necessary to go over each of the shapes but focus on the most
commonly used shapes such as text boxes, arrows, etc.
Allude to what the Action Buttons can do but don’t provide any details
at this point on how to use these. Instead, promote your next level
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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course for PowerPoint where these are covered.
Formatting Objects
Discuss how formatting an object can become a time consuming task
as you begin to explore what is available. Remind students that
options shown here vary for the type of shapes drawn on the slide.
Review how to access the formatting options – from the Drawing
Tools ribbon or access the Format Shape dialog box.
Arranging Objects
Discuss what this topic refers to and how these might be used.
Include in your demo the different ways the shapes are affected when
you change the order of the shapes. Aligning the objects was
discussed a bit earlier but you can review them here in the menu,
especially if your demo provides an example of when you might want
to use these in addition to arranging the objects.

20 – Inserting Multimedia Discuss with students when and why you might want to include an Using the Introducing 15-20
0 Objects audio or video in a presentation, especially if you are delivering it Camel Tours – Student
live. For instance, you may want to show a video at the beginning of a file, insert a media file on
presentation at a staff retreat to get them excited about the sales a slide and then format
from last year, or to introduce a new commercial to promote the the media file icon.
release of a new product. Another example could be to show a video Add some shapes to
of the manufacturing process after a few slides to show the audience another slide and format
what quality assurances are in place when making this product. these shapes.
Remind students that adding audio or video files to a slide makes the Save and close the
file much larger in size, which can cause delays when viewing the presentation.
slide show from a server, or being able to send it via email to others.
20 Creating a Master Slide Discuss the different slide masters and when you might want to Open Tolano New 10-15
2 change them. Make sure students understand that any changes made Employee Orientation
to the slide master will usually affect the rest of the slides in the and save as Tolano New
presentation, there may be the occasional slide where you will need Employee Orientation
to change the formatting you set previously to what was set on the (master) – Student.
master slide. Changes made to individual slides from the original Apply formatting to the
setting override changes made to the master slide. master slide, insert a logo
20 – Inserting Headers and Discuss what a header and footer are and why you may want to add in the footer area and 10-15
2 Footers them to the slides, e.g. footer shows company name or logo, apply a apply to all slides.
header for Notes pages. Save and close the
presentation.
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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20 Animating Objects 4.3 Discuss what animation is here and how it is limited to the types of Open Exploring Seattle 15-30
5 animations expected in a simple presentation. While you can create and save as Exploring
some complex animations using different effects, most users will only Seattle – Student.
look to use the default options. Open the discussion regarding how Apply animation to the
animation can change the effect of the presentation, positively or text and adjust the
negatively. effects. Change the order
Review the animation options in the Add Animation list. Take a few of the animation in the
moments to discuss the three types of animations you can apply Animations Pane along
easily: entrance, emphasis and exit. Don’t provide a lot of detail here, with when the animation
especially with the Motion Path animation style. If students want to may appear.
explore this further, either refer them to the next level course for Apply different transitions
PowerPoint or allocate enough time so you can walk students through to slides.
a demo of how to use this feature.
Save and close the
Take a few moments to introduce the Timing group so students can presentation.
change how the animation appears on the slide. There is no need to
go into a lot of detail here as it will be discussed in the next topic, and
the exercise provides students with a chance to work with these
further.
20 – Customizing the Allocate enough time to discuss what is available on the Animation 15-30
6 Animation Pane. Options here are very similar to what is in the Timings group
but you can then further enhance how the animation appears on the
slide. As with colors, themes, fonts, and other formatting attributes,
caution students about having too many different animations for
slides. Provide an example and have the class discuss whether the
animation was effective or distracting. Your demo may only be three
or four slides in length so be sure to have them think about what the
presentation would be like if it was 30+ slides they would be looking
at during the presentation.
20 – Applying Slide This is another animation type that can be effective if used 15-20
7 Transitions appropriately to match the audience type. Again have a demo that
shows them the effect each transition would have on the audience
when each slide uses a different transition type.
21 Running the Slide Show Discuss how presentations are generally delivered, using a projector Open Alaska Hiking Tours 5-10
0 of some sort to display the slides. Provide different examples of how and save as Alaska
slide shows can be set up, e.g. live audience, self-running at a kiosk Hiking Tours – Student.
or via intranet, broadcast via the Internet, etc. Run the slide show to see
Briefly introduce the Slide Show ribbon so they can see how they can how it works. Then exit
preview the slide show at any time. the show to make some
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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21 – Setting Up the Take a few moments to review this dialog box so students are aware changes to the setup for 10-15
0 Presentation of the different options that can be set for the presentation prior to it the show.
being shown. In this course, the presentations created so far assume Save and close the
it is to a live audience but mention how these can be saved in presentation.
another format so it becomes a self-running show, if needed.
Open Exploring Seattle –
21 – Viewing the Slide Take a moment to demo a presentation so students can see where Student and run the slide 15-30
1 Show the icons appear to manipulate the slide show. Mention the defaults show.
that PowerPoint provides but can be turned on or off either using the
Set Up Slide Show dialog box, or from the slide show shortcut menu. Review the animation
and transitions and make
Give examples of when you might want to change the pointer options changes as appropriate.
and then how these can be saved, as needed. Don’t spend a lot of
time discussing these options. Emphasize how important it is to “run Save and close the
through the show” before making it available to the speaker, ensuring presentation.
you have done a proof as well as included the information you want
to appear on the slides. Where possible, try to run through the show
in a similar mode as the actual delivery, especially in Presenter View,
so you or the speaker can see the upcoming screens in the
presentation.
21 Previewing or Printing the 1.1 Briefly discuss when you may want to preview or print the Open Exploring Seattle 5-10
4 Presentation 1.2 presentation using Backstage. Most people will tend to use the slide Proposal and save as
show option and then make the file available online for use. The Exploring Seattle
Printing options will become important when you want to print the Proposal – Student.
notes or create handouts for the audience. Enter notes for slides,
21 – Creating Notes Discuss what type of information may be included in the Notes area, change the Notes master, 15-20
4 and how you can insert items into the Notes area, not just text. create and print
However, these items such as pictures cannot be seen in Normal view handouts.
and you will need to switch to Notes Pages to see where the item was Save and close
inserted, how big it is, and where to place it. presentation.
21 – Creating Handouts Handouts are not a requirement when delivering a presentation; they 10-15
5 are a nice touch you can offer to the audience but most people who
want a copy of the presentation will likely want a digital version.
However, if you have no plans to make the file available (such as a
webinar that may be attended by hundreds of people), having a hard
copy can be appreciated by the audience.
21 – Printing Items Review the print options in Backstage, reminding students how this is 5-10
6 consistent with other Office programs. Briefly discuss the options
available that are specific to PowerPoint.
Lesson Notes for IC3 GS4
Lesson 4: Microsoft PowerPoint 2010
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21 Lesson Summary Review the objectives with students so they know what was covered 5-10
9 in the lesson. Provide a short summary of the features and give
students a chance to complete exercises if they did not complete
them earlier.
At this point, you can refer them to the microsite for additional
exercises, or proceed to the Review Questions and then encourage
students to complete the additional exercises and reviews from the
CCI IC3 GS4 microsite at http://7314.ccilearning.com.
21 Review Questions There are a number of ways you can have students complete the 10-20
9 review questions to ensure students comprehend the concepts and
are comfortable with the topics in this lesson:
As a group for open discussion and participation by all students
In smaller groups for discussion between the members of those
groups
Students can answer the review questions on their own and exchange
papers so they can mark each other’s papers
Students can answer the review questions on their own and check the
answers from a printed copy of the Answers (available from the
Instructor Resources).
Total (Hours) 6.0-
11.0