DATA PROCESSING THIRD TERM NOTE

SENIOR SECONDARY SCHOOL II

2020/2021 ACADEMIC SESSION

ST. JOHN OF GOD SECONDARY SCHOOL

AWKA

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PRESENTATION PACKAGE
Objective:
At the end of this chapter, students are expected to understand the following:
 Introduction to presentation package
 Features of presentation package
 Types of presentation package
 Uses of presentation package
 PowerPoint/Slides
 Benefits of Using PowerPoint program
 Working with PowerPoint

INTRODUCTION
SOFTWARE PACKAGE
The term "software package" has multiple uses in IT. Its most common use is to refer
to multiple software programs bundled together and sold as a set. There is also the use
of "software package" to describe a set of software that fulfills a particular function, for
example, installation on the desktop. So, in this context, the later is actually what we
would be talking about.
Assignment: List and explain 5 categories of software packages other than
presentation package, web design package and graphics package, listing at least 3
software programs that fall under each category.

A presentation program is a software package used to display information in the form

of a slide show. It has three major functions: an editor that allows text to be inserted and
formatted, a method for inserting and manipulating graphic images, and a slide-show
system to display the content.

A slide show has to do with a presentation of a series of still images on a projection

screen or electronic display device, typically in a prearranged sequence.The slideshow
is a collection of pages arranged in a sequence containing text and images for presenting
to an audience.
Presentation packages are a category of application programs used to create sequences
of words and pictures that tell a story or help support a speech or public presentation of
information.

Presentation software can be divided into business presentation software and

general multimedia authoring tools, with some products having characteristics of
both.

Business presentation software emphasizes ease and quickness-of learning and uses.
Multimedia authoring software enables you to create a more sophisticated
presentation that includes audio and video sequences. Business presentation
software usually enables you to include images and sometimes audio and video
developed with other tools.

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EXAMPLES OF PRESENTATION SOFTWARE
Common examples of presentation software include:
a. Microsoft PowerPoint
b. Macromedia flash
c. Windows movie maker
d. Open Office

FEATURES OF PRESENTATION PACKAGE

The following features are found in a presentation package:
1) Creation of slides – A slide is a single screen of a presentation, and every
presentation is composed of several slides. Slides contain any mixture of text,
images, video, animations, links and sound
2) Insertion of picture –presentation packages in most cases contain embedded
pictures while others may not have embedded pictures but have the feature that
can allow one to insert picture.
3) Insertion of video and audio – presentation packages allow users to insert audio
and video files to their presentation.
4) Animation – with presentation packages one can create animated object or text.
This is one of the major features that distinguishes presentation package from
others. Animation effects allow the various elements on each slide to appear
after a certain amount of time or when a presenter presses a button.
5) Transitions - This is how the presentation software “moves” the display of one
slide to another. Transitions usually include dissolving from one slide to the next
or the current slide being moved in some way to show the next slide as though it
was underneath.
6) Slide show – with a group of slides having pictures, videos, audios and
animations, a user is able to view how the presentation will display by using
slide shows. Slide show is a feature that enables users view how group of slides
will be displayed. It displays the content to the audience during the presentation.
7) Creating Graphics – presentation packages provide users with graphics in the
form of shapes that can create an object from the scratch.
8) Creating Organizational and other types of chart – Organizational charts and
other charts such as pie charts, bar charts etc. can be created easily with
presentation packages instead of having to start from the scratch.

BENEFITS OF PRESENTATION PACKAGE

1) Easy to create colourful and attractive design/presentation
2) Easy to convey messages to the audience
3) Easy to present and maintain eye contact with large audience
4) Enhances the assimilation of information
5) It makes the presentation interesting
6) It supports multimedia
7) Useful for developing speaker interaction
8) It supports Object Linking and Embedding (OLE)

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 9) It engages multiple learning styles
10)It improves audience focus
11)It supports easy way to organize ideas and information
12)Presentation in the absence of the speaker.

USING PRESENTATION PACKAGES MICROSOFT POWERPOINT.

PowerPoint is an example of a presentation package. With PowerPoint, you can easily
create slide shows. Trainers and other presenters use slide shows to illustrate their
presentation.
In PowerPoint, how a window displays depends on the size of the window, the size of
your monitor, and the resolution to which your monitor is set. Resolution determines
how much information your computer monitor can display. If you use a low resolution,
less information fits on your screen, but the size of your text and images are larger. If
you use a high resolution, more information fits on your screen, but the size of the text
and images are smaller.

With the use of Microsoft PowerPoint, you can create exciting slide show presentations.

Guidelines for Creating a Good MS PowerPoint Presentation

1) Font size should be such that the text is readable from the back of the room/by
all viewers
2) Message/Points should be brief/concise and precise! straight to the point
3) Maintain consistent use of colour on all Slides
4) Avoid too many texts on a slide, contrast text colour and backgrounds
5) Transitions and animations sound should be used sparingly and consistently to
avoid distractions
6) Add images to compliment messages and not to decorate slides
7) Use font size and type consistently on all slides

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COMPONENTS OF MS-POWERPOINT
The PowerPoint window contains many elements that are similar to other Microsoft
Office programs. These elements include the Office button, Quick Access toolbar, Title
bar, Tabs, scroll bars and a Status bar.

The Microsoft Office Button

In the upper-left corner is the Microsoft Office button. You can use the menu to create a
new file, open an existing file, save a file e.t.c. Office button is not found in the recent
versions of Microsoft office. Office button was last seen in Microsoft Office 2007 version.

The Quick Access Toolbar

The Quick Access toolbar provides you with access to commands you frequently use.
The Save, Undo, and Redo appear on the Quick Access toolbar.

The Title Bar

The Title bar displays the name of the presentation on which you are currently working.
PowerPoint names presentations starting with Presentation1.
The Title Bar is position at the top of the user interface, where the file name will see
here after saving a file.

Tabs
It is made up of seven tabs; Home, Insert, Design, Animations, Slide Show, Review and
View. Each tab is divided into groups of related commands that are displayed on the
Ribbon. To view additional commands of a group click the arrow at the right bottom

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corner of the group.
The Ribbon
Ribbon is the area containing the tabs. The ribbon is located near the top of the
PowerPoint window, below the Quick Access toolbar. If you need to see it or control it,
hold CTRL key and press F1. This menu contains all the commands and other menu
items that you can help to find the command easily to finish your work.

Rulers
The rulers are vertical and horizontal guides. You use them to determine where you
want to place an object.

Slides, placeholders, and Notes

Sliders appear in the center of the window. You create your presentation on slides. A
slide is a single page in a presentation.
Placeholders hold the objects in your slide. You can use placeholder to hold text, clip
art, charts and more.
You can use the Notes area to create notes to yourself. You can refer to these notes as
you give your presentation.

Outline/Slides tab displays the presentation text in the form of an outline. Outline tab
is used to organize and develop the content of your presentation. This tab enables you
to move slides and text by dragging selected material. Slide tab displays the slides of
your presentation as small images. This view allows easy navigation through slides.

Slide pane contains the current slide in your presentation. You can use the vertical
scroll bar to view other slides in the presentation.

Notes pane is located below the slide pane and is used to type reference notes. The
notes can be printed, then referenced when making the presentation.

View area is located at the right hand bottom of the screen. It contains buttons that
allow the ability to switch between PowerPoint views. The first view button allows you
to view slides in normal view, the second is called the slide sorter view, the third is
called the reader view and the fourth is called the slide show view. This area also
contains the zoom feature.

Status bar is located at the bottom of the PowerPoint window, it shows messages and
information about the view, such as the slide number and the current theme template
used.
The Help feature displays information on PowerPoint commands and features. You can
activate the help menu by clicking the Help help button or by pressing F1 on the
keyboard.

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Opening Microsoft PowerPoint
To open an MS PowerPoint application
1. Click on Start
2. Navigate to All programs
3. Navigate to Microsoft Office
4. Click on Microsoft PowerPoint

Creating a new Presentation

You can create your PowerPoint presentation on slides. You use layout to organize the
content on each slide. PowerPoint has several slide layouts from which to choose. You
can also decide to add effects such as themes and backgrounds to slides.
Themes are set of colors, fonts, and special effects. Backgrounds enables you to add a
colored background to your slides.

Inserting slide contents

When you start PowerPoint, PowerPoint displays default slides in the Slide pane. You
can type the title of your presentation and a subtitle on this slide or add graphics and
pictures.

Text
To enter text:
1. Click and type the title of your presentation in the “Click to add title” area.
2. Click and type a subtitle in the “Click to add subtitle” area.
Note: If you don’t wish to use the title slide, click the delete slide button in the slides
group on the Home tab.

Graphics or Pictures
To insert graphics or pictures:
1. Click in the “Click to add title” or “Click to add subtitle” area where you inserted
text previously
2. Press the enter key on the keyboard to bring the cursor down
3. From the ribbon bar, click on insert menu
4. Select the type of graphic options from Clip art, Shapes and pictures from the
menu.

To add clip art object:

1. Click on clip art button
2. In the search for textbox, type a general description of the graphics you want to
insert (e.g. Computers) then click on the “Go” button.
3. Click on any image from the list of displayed graphics to insert into the slide.
To add picture object:
1. Click on picture button. The insert dialog box is displayed
2. Click on the location of the picture on the computer.

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 3. Click on the desired image and click on insert command button. The picture is
inserted into the slide as desired.

Animating Contents
You can animate the objects on your PowerPoint slides.
PowerPoint provides four types of animations:
 Entrance
 Emphasis
 Exit
 Motion Paths.
An Entrance animation determines the manner in which an object appears on the
slide; for example, an object can move onto a slide.
Emphasis animation does something to draw attention to an object; for example, the
object can become larger.
The Exit animation determines the manner in which an object leaves a slide; for
example, an object can move out of a slide.
The Motion Paths animation determines how an object moves around a slide; for
example, an object can move from left to right.

After you add an animation, you can use the Custom Animation pane to modify it by
choosing an effect. Choosing an effect enables you to define what starts the animation,
its properties (such as the direction from which an object onto the slide), and control
the speed of the animation. In addition, you can have an animation when you click the
mouse, start along with the previous animation, or start at a specified time after the
previous animation.

If the Auto Preview box is checked on the Custom Animation Pane, PowerPoint provides
you with preview after you create it and each time you modify it. You can also use the
Play button “PLAY” on the custom Animation pane to preview an animation.

To choose an effect:
1. Select the object you want to animate
2. Choose the Animations tab
3. Click the Custom Animation button. The Custom Animation pane appears.
4. Click the Add Effect Button and a Menu appears
5. Choose the type of effect you want. A submenu appears
6. Click the effect you want. PowerPoint applies the effect.

To modify an effect:
1. Click the down arrow next to the Start field on the Custom Animations pane and
then select the start method you want
2. Click the down arrow to the Property field on the Custom Animation pane and

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 then select the property you want. The Property field might be labelled Direction,
Size, or some other property.
3. Click the down arrow next to the Speed field on the Custom Animations pane and
then select the speed you want to apply to your animation.
4. To preview the animation, click the Play button on the Custom Animation pane.

Animating Content by Adding Transitions

Transitions determine how your presentations moves from one slide to the next. For
example, a slide can move up onto the screen and replace the previous slide.
PowerPoint provides several transition methods. You can add sound to a transition and
you can control its speed. You can apply a transition to selected slides or to all the slides
in your presentation.

A transition can occur when a presenter clicks the mouse or after the amount of time
you specify.

To apply transition to selected slides

1. On the slide tab, hold down the Ctrl key and then click the slides to which you
want to apply transition.
2. Choose the Animation Pane
3. Click the More buttons in the Transition to this Slide group. A menu of
transitions appears.
4. Click the transition you want to apply. PowerPoint applies the transition. As you
roll your pointer over each transition, PowerPoint provides you with a live
preview of the transition.

To apply a transition to all slides:

1. Choose the Animation tab.
2. Click the More buttons in the Transition to this slide group. A menu of transition
appears.
3. Click the transition you want to apply. As you roll your pointer over each
transition, PowerPoint provides you with a live preview of the transition.
4. Click the Apply to All buttons in the Transition to this Slide group.

To add a sound to a transition:

1. Choose the Animation tab
2. Click the down arrow next to the Transition Sound field and then click the sound
you want. As you roll your pointer over each sound, PowerPoint plays the sound.

To set the speed of a transition

1. Choose the Animation tab
2. Click down arrow next to the Transition Speed field and then click the speed you
want.

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Note: If you want the transition to occur after the presenter clicks the mouse, check the
On Mouse Click check box. If you want a transition to occur after a specified period of
time, check the Automatically After check cox and then specify the amount of time you
want to elapse before the transition occur.
3. Click the Push Up transition. As you roll your pointer over each transition,
PowerPoint provides you with a live preview of the transition.

Adding New Slides

After completing your title slide, you can create additional slides. To create a new slide:
1. Choose the Home tab
2. Click the New Slide button in the Slides group. The Office Theme dialog box
appears and displays several layout templates.
3. Click the layout you want. The layout appears in the Slide pane of the PowerPoint
window.
4. To add text, click inside the placeholder and type.
5. To add an additional slide to your presentation, do one of the following:
6. Right-click the slide layout. A menu appears. Click Layout and then click the
layout you want.
7. Click the Home tab, click the New Slide button, and then choose the slide layout
you want.

Saving the Presentation

To save a PowerPoint presentation:
1. Click on the office button or file in the recent versions of Ms-Office
2. Select Save from the displayed options
3. Select the drive or directory to store the document by clicking on the arrow on
the Save As combo box.
4. Click on the file name, type the desired document name
5. Click Save button.

Running Slide Show

After the creation of the slides, you can run the slide show:
1. Do any of the following:
a. Press F5
b. Choose Slide Show tab. Click the from Beginning button in the Start Slide
Show group.
c. Click the Slide Show icon in the bottom-right corner of your screen.
You slide show appears on your screen.

To print:
1. Click the Microsoft Office button or on File for the recent versions. A menu
appears.
2. Click Print

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 3. Click Print Preview
4. Click the down arrow next to Print on the Page Setup and then select what you
would like to print. A preview appears onscreen.
5. Click the Print. The print dialog box appears.
6. Click the down arrow next to the Color/Grayscale field to select whether your
slides to print in color, grayscale, or black and white. If you are using a black and
white printer, choose black and white.
7. Click OK

Close Presentation
When more than one presentation is opened, you may want to close a particular one
without affecting others.
To close a particular presentation:
1. Click the presentation from the task bar.
2. Click on the close button from the title bar
To close all application
1. Click on the office button/File and select close.
Close application
When all presentations have been closed, the PowerPoint application remains active.
To close a PowerPoint application:
Click on the close button from the title bar.

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