Module 2: Microsoft PowerPoint

Indicates an exercise file is being used

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Session 1: Lesson 1
Lesson 1 Topics:
Launch Microsoft Word
1. Create a new blank presentation
2. Save a presentation
3. Work with templates
4. Open an existing presentation
5. Add, delete, and organize slides
6. Create a presentation from existing content
7. Add notes to your slides
8. Print a presentation
9. Format characters
10. Format paragraphs
11. Work with bullets
12. Work with numbered lists

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed. 2
Create a New Blank Presentation
1. Click on the File, New.
2. Click on the Blank Presentation button to create a
new blank presentation.
3. Fill in My First Presentation in the title area.
4. Fill in Your Name in the subtitle area.
5. Keep this presentation open for the next lesson.

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 Save a Presentation
Backstage View can be used to save your presentation.
1. Click on the File and then click on Save As.
2. Click on Browse.
3. The Save As dialog box will open. This dialog box is used
to specify the file name as well as the location in which the
presentation will be saved.
4. Save your presentation as My Work.

Once you have named your presentation, click on the on

the Quick Access Toolbar to update your presentation with
any new changes

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Work With Templates
A template is a ready-made presentation that comes with
various preformatted settings, for example the font size and
font colour.
If your computer is connected to the internet, then you can
access online templates.
1. To use a template, click on the File and then click on New.
2. Select Integer Pillars from the list. This template is
available in your data folder.

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 Open an Existing Presentation
1. To open any saved presentation, click on File and click on
Open.
2. Click on the Browse.
3. The Open dialog box will appear.
4. Navigate to the Data files folder.
5. Open the presentation called Evolution.

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 Add, Delete, and Organize Slides
A presentation is made of different slides which have different layouts.
The PowerPoint window is made up of a Slide Pane on the left-hand side, and a content
window on the right.

1. Click on slide 3.
2. To insert a new slide, click on New Slide on the Home tab and then
choose the slide layout you want to use from the list, for example
Section Header.
3. Delete the new slide you inserted. To delete a slide, click on the slide
and press the Delete key on your keyboard.
4. To move a slide, click and drag the slide in the Slide Pane to its new
position. Click on slide 3 and drag and drop the slide below slide 4.
5. Save the presentation as My Evolution.

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 Create a Presentation From a File
You can import an existing presentation into your current presentation.
1. Click on New Slide, Reuse Slides.
2. Browse to your data folder.
3. Select the Creationism presentation.
4. The Reuse Slides pane will open up on the left.
5. Click on the slide/s you want to import. Click on Slide 1 and then
on Slide 2. Both slides will be imported into the current
presentation.
6. Close the Reuse Slides panel.
7. Update (Save) the presentation.

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 Create a Presentation From a File
You can create a new presentation based on an existing Outline.
1. Open a blank presentation.
2. Click on New Slide, Slides From Outline.
3. Browse to your data folder, Select Outline and click on Insert.
4. Your document will be inserted into a new presentation.
5. Save as My Outline.

Note: An Outline is saved as a text

document.
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 Add Notes to Your Slides
You can add notes to a slide which you can refer to while you are presenting your presentation. These
notes are not visible to the audience unless you print them out in Notes Format.
1. In the presentation My Evolution, make sure the first slide is selected.
2. Click on View and then click on Notes, which is found in the Show group.

3. The Notes Pane will open up at the bottom of the screen.

4. Select slide 3 and type in Evolution Description.
5. Update (Save) and keep this activity open for the next lesson.

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 Print a Presentation
When printing a presentation, you can choose how many slides to print onto each page, print
notes pages or print an outline.

1. Click on File, Print.

2. Select which option you want to print.
3. Click on Print.
4. Save and close the presentation.

You can also select the number of

copies of the presentation that
you want to print.

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 Format Characters
You can format characters by changing the font type, size as well as the colour.
1. Open the presentation called Learning
2. Select slide 3 and highlight the title What is AI.
3. Use the Font drop-down list to change the font to Abadi.
4. Use the Size drop-down list to change the font size to 54.
5. Use the Font Color drop-down list to change the text colour to blue.

Use these tools to

customize your font
further

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 Format Paragraphs
Paragraph formatting is any formatting that can only be applied to paragraphs in a
presentation.
1. Select Slide 4.
2. Highlight all the text in the content area.

3. To change the alignment, click on one of the Alignment buttons in

Paragraph group on the Home tab of the ribbon, for example Center.

4. Click on the Line Spacing button to change the line spacing to 2.0
5. Save the presentation as My Learning.

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 Work With Bullets
A bulleted list is any text which contains a graphical bullet next to the text.
1. Open the presentation called Memory
2. Select Slide 2.
3. Highlight the text in the content area.

4. Click on the Bullets tool, which is found on the Home tab of the ribbon in
the Paragraph group.
5. This button has a small arrow pointing down , which means that there are
more options available for this tool. Click on it and then click the Hollow
Square Bullet from the drop-down list.
6. Your text will have a hollow square bullet applied to it.

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 Work With Numbered List
A Numbered list is similar to a bulleted list, except that the list employs a Numbering format instead
of a bullet format.
1. Go the last slide of the presentation.
2. Highlight the text in the content area.
3. To insert Numbering: Look for the Numbering tool, which is found on the Home tab of the
ribbon in the Paragraph group.

4. This button has a small arrow pointing down. Click on it and then click the A. B. C. format from the
drop-down list.
5. Save the presentation as My Memory.

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Session 1: Lesson 2
Lesson 1 Topics:
Launch Microsoft Word
1. Insert and format WordArt
2. Create and format text boxes
3. Use proofing tools
4. Format presentations with themes and
layouts
5. Change slide background
6. Insert a date, footer, and slide number
7. Link to web pages and other programs
8. Work with sections
9. Slide masters

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

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 Insert and Format WordArt
Use WordArt to automatically format a piece of text with various colorful settings.
1. Open the presentation called Learning.
2. Select slide 6.
3. Click on Insert, WordArt.
4. Choose the third option.
5. Click and drag the WordArt place holder above the content area.
6. Make sure the text is still selected and type Is AI a Threat?
7. Save the presentation as Learning Complete.

Use these
Tools to
format the
WordArt

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 Create and Format Text Boxes
A textbox is a small box that you can type text into.
1. Select slide 3.
2. On the Insert tab. Click on the Text Box button.
3. Click and drag to draw a textbox next to the heading.
4. Type Artificial Intelligence
5. Select the Text Box anywhere on the border of the Text Box.
6. Move the cursor over the selected borders, when you see a four headed black arrow, click and
drag to move the textbox.
7. Select the text in the textbox.
8. Use the Font tools to format the text further.
9. Update (Save) the presentation.

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Use Proofing Tools
Proofing tools are used to check your presentation for spelling
and grammar mistakes.
1. Open the presentation called Extra Slide
2. Click on the Review tab.
3. Click on Spelling, found in the Proofing tab.
4. The Spelling pane will open up on the right.
5. Fix the four spelling mistakes by selecting the correct spelling
words. Ignore Elric, it is a name.
6. Save the presentation as Extra Complete.

PowerPoint underlines
incorrectly spelt words in red
underline

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 Apply a Theme
A theme is a collection of fonts, colours etc that is applied to your whole presentation.

1. Open the presentation called Evolution.

2. Select Design, Themes.
3.Point to a Theme to preview how it will look in your presentation.
4. Select the any Theme of your choice. (slide example used Wood
Type)
5. In the Variants list choose the second option.
6. Keep this activity open for the next lesson.

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 Work With Layouts
A slide layout defines how your slide will look. Some Layouts only have a title textbox, while others
have a title as well as 2 content areas for a comparison.
1. Select Slide 5.
2. Select Home, Layout, Content With Caption.
3. Keep this activity open for the next lesson.

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 Change Slide Background
By default, a slides background is white. You can change this colour to any colour of your
choice.
1. Select slide 3.
2. On the Design tab.
3. Click on Format Background in the Customize group.
4. Click on Light Blue, in the Standard Colors group at the bottom.
5. Keep this activity open for the next lesson.

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 Work With Footer Objects
A Footer is displayed at the bottom of your presentation and can contain the date, custom text as
well as a slide number.

1. Stay on Slide 3.
2. Select Insert, Header & Footer.
3. Place a tick in the Date and Time checkbox and the
Slide Number checkbox.
4. Place a tick in the Footer checkbox and fill in your name.
5. Click on Apply to All.
6. Save as Evolution Complete. Do not close.
• Click on Apply to only apply your changes to the
currently selected slide.
• Click on Apply to All to apply your changes to
the whole presentation.

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 Link to Web Pages
A Hyperlink is used to navigate to a specific slide in your presentation, to another presentation or a
webpage.
1. Create a new blank presentation.
2. Type in Google in the title textbox and highlight it.
3. On the Insert tab, click on the Link Button.
4. Click in the Address textbox and type in www.google.com
5. Click on OK.
6. To use the link, hold down the CTRL key and click on the text Google.
7. Close this presentation without saving.

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 Link to Other Programs
A Hyperlink is used to navigate to a specific slide in your presentation, to another presentation or a
webpage.
1. Select Slide 5 of the Evolution Complete presentation and
highlight the title.
2. On the Insert tab, click on the Link Button.
3. Locate the presentation Learning, select it and then click
on OK.
4. To use the link, hold down the CTRL key and click on the
text Why Do Organisms Evolve?
5. Keep this activity open for the next lesson.

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 Work With Sections
When working in a large presentation which contains hundreds of slides, you can make use of
sections to divide your presentation up into different categories.

1. Click on the Slide Sorter View button in the bottom right hand
corner of the screen.
Slide Sorter View can be used to view all the slides in your presentation in a list.
2. Select Slide 3.

To Insert a Section:
3. On the Home tab, select Section, Add Section.
4. Type in Explanation and click on Rename.
5. Keep this activity open for the next lesson.

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Rename & Delete Sections
To Rename a Section:
1. On the Home tab, select Section, Rename Section.
2. Type in Main Content.
3. Click on Rename.
4. Select slide 7.
5. Insert a new Slide Section titled Closing.
6. Update (Save)

To Delete a Section:
1. Click on the section.
2. Click on Section, Remove Section or Remove All Sections.

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 Slide Masters
A Slide Master is used to control the structure of your presentation. For example, you can define the
fonts that are used and this will apply to all the slides in that section.
1. Open the presentation called Learning.
2. Click on View, Slide Master.
• In Slide Master view, a new ribbon tab opens up next to the Home tab with different
options to customize your presentation.

• A Slide Master contains one large slide at the top, which controls the layout for your
whole presentation, along with smaller slides linked below where you can further
customise each different slide layout.
3. Select the main slide at the top.

Continue on the next slide …

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 Customize Slide Masters
4. Highlight the text Click To Edit Master Title Style on the main Slide Master slide at the
top.
5. On the Home tab, apply the Bold and Shadow effect to the selected text.
6. On the Slide Master tab, click on Close Slide Master to return to your presentation.
7. Update and Close the presentation.

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Session 2: Lesson 3
Lesson 1 Topics:
Launch Microsoft Word
1. Create tables
2. Import tables from external sources
3. Modify table layout
4. Format tables
5. Build charts
6. Modify chart elements
7. Format a chart

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

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 Create a Table
In Microsoft PowerPoint, a table is any data that is displayed in a grid format in rows and columns.
• A row is any data that is arranged in a horizontal line.
• A column is any data that is arranged in a vertical line.

Scenario: You want to list different product sales over 3 days.

1. Create a new blank presentation.

2. Change the layout of the first slide to a Title and Content slide.
(Home, Layout, Title and Content.)
3. In the Title area, type in Tuckshop Sales
4. In the content area, click on the Insert Table button .
5. In the dialog box, choose 3 columns and 3 rows and then click on OK.
6. Save this presentation as My Sales.
Keep this activity open for the next lesson.

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 Create a Table
7. Fill in the text listed in picture below.

8. Keep this presentation open for the next lesson.

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 Selecting in a Table
You can select, or highlight parts of your table by using the mouse.
• Cell: Place your mouse cursor in the cell you want to select, hold the left mouse button
down and drag over the cell to select it.
• Row: Place your mouse cursor next to the row that you want to select, when you see a
black arrow, click once to select the whole row. You can also click and drag the row that
you want to select.
• Column: Place your mouse cursor above the column that you want to select, when you
see a black down pointing arrow, click once to select the whole column. You can also click
and drag the column that you want to select.
• Whole Table: Click inside the table to select it and then look for the small which
appears in the top left-hand corner of the table. Click on it once to select the whole table.

Click here
Click here
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 Import tables from external sources
You can insert a table that is saved in a Word document into your presentation.

1. Insert a new Title Only slide.

2. Click on Insert, Object.
3. Click on Create From File, Browse.
4. Navigate to your data folder, select the Word document Running Data.
5. Place a tick in the Link checkbox, click on OK.
6. Add the Title.
7. Update (Save) the presentation.

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 Modify Table Layout
You can change the layout of a table by inserting new columns.

1. Open the activity Class Averages.

2. Click on Slide 2.
3. Click in the last column to select it.
4. Click on Table Tools, Layout. Insert Right in the Rows & Columns group.
5. This will insert a new column on the right hand side of the table next to the Class B column.
6. Fill in the following information in the new column:

7. Keep this activity open for the next lesson.

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 Modify Table Layout
You can change the layout of a table by inserting new rows.
7. Click inside the 2026 row to select the row.
8. Click on Insert Below to insert a new row below the 2026 row.
9. Fill in the following information in the new row:

10. Keep this activity open for the next lesson.

Note: Once you have clicked in a table,

Right-click on the mouse. A quick format tool bar will
open as well as a shortcut menu that will allow you
quick access to table tools.

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 Format Tables
You can format a table by changing the various colours that are used.

1. Use click and drag to select the whole table.

2. Switch to the Table Tools Design tab and click on a Table Style
of your choice from the Table Style gallery.
3. Save this presentation as My Class Averages.
4. Close this presentation.

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 Build Charts
A chart is used to communicate information in a graphical manner. Example: Sales data over 3
months.
1. Create a new Blank Presentation.
2. Change the layout of the first slide to a Title and Content
slide.
3. Click on the Chart button in the content area.
4. Choose Line, Line With Markers, Click on OK.

Continue on the next slide …

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 Build Charts
A chart is used to communicate information in a graphical manner. Example: Sales data over 3
months.
5. Enter the text in the Excel spreadsheet below.

6. Close the spreadsheet when you have finished typing.

7. Save this presentation as My Chart.
8. Close the presentation.

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 Modify Chart Elements
Chart Elements are parts of the chart which you can modify, for example, inserting a chart title.

1. Open the presentation called Class Averages.

2. Select slide 3 and click on the chart.
3. Click on Chart Tools, Design and then click on Add Chart Element.
4. Click on Chart Title, Above Chart to insert a chart title above the chart.
5. Type in the text Averages as a Chart Title.
6. Keep this activity open for the next lesson.

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 Format a Chart
A chart can be graphically enhanced to make more visually appealing. Example: Colours, Titles

Use the Format, Chart Area in the Current Selection

group. tools to customize thein the chart. Select
different bars to change them. Remember, you can
change the chart title too.

1. Select individual elements of the chart to format.

For example click on one of the grey bars. All the
grey bars will be selected.
2. Apply formatting by using the Format Chart Area
panel.
3. Save the presentation as My Chart Format when
you have completed formatting.
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Session 2: Lesson 4
Lesson 1 Topics:
Launch Microsoft Word
1. Add SmartArt to a slide
2. Modify SmartArt
3. Insert and format images
4. Add shapes to slides
5. Order and group objects
6. Create a photo album presentation

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

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 Add SmartArt to a Slide
SmartArt can be used to communicate an idea graphically instead of writing a paragraph.
Example: List, Relationship
1. Create a new blank presentation.
2. Change the first slide’s layout to a Title and Content.
3. In the title area, type in Customer Service.
4. In the content area, click on the SmartArt button.
5. Click on Cycle, Basic Cycle, OK.
6. Type in text as shown in the image.
7. Keep this activity open for the next lesson.

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 Modify SmartArt
1. Select SmartArt circle 1 Greet at the top.

2. On the SmartArt Tools Design tab, click on Add Shape, Add Shape After.
3. Right-click on the new shape and choose Edit Text,
4. Type Investigate.
5. Save this presentation as My SmartArt and then close it.
Note: Smart Art can also be converted
to text again.

Use the SmartArt Tools, Design &

Format tabs to customize the
SmartArt object further.

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 Insert a Picture
You can insert any picture which you have saved
on your computer, for example photos.
1. Open the activity Learning.
2. Insert a new Title and Content slide at the
end of the presentation.
3. Type in Learning in the Title textbox and
centre align it.
4. In the content area, click on the Picture
button.
5. Insert the picture Tech from the Data Files
folder.
6. Keep this activity open for the next lesson.

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 Change Picture Size
You can adjust the size of a picture by making it larger or smaller.
1. Select the Tech picture. You will see that a new Ribbon appears called Picture Tools,
Format. Click on this Format tab.
2. Adjust the width in the Size group to 10 cm. Note the height will adjust at the same
time. (Adjust by using either the scroll buttons or by clicking and typing).
3. Save the presentation as Picture Learn.

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 Crop a Picture
Cropping a picture means you remove
parts of the image that you do not want.
1. Open the presentation Animals.
2. Select the image on the first slide.
3. Click on the Picture Tools, Format tab.
4. Click on the Crop button in the Size
group.
5. Crop handles will appear that you can
click and drag.
6. Move the left middle handle towards
the animal to remove the green, so that
only the animal is in the picture.
7. Click on the Crop button again.
8. Save the presentation as My Crop.

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 Add Shapes to Slides
A shape is simple graphical object, for example a rectangle, which you can insert into your presentation.
1. Open the presentation Evolution.
2. Select slide 7.
3. Click Insert, Shapes.
4. Click on the Sun shape.
5. The cursor will change to a black cross.
6. Click and drag the shape in the top right of the title.

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 Change the Order of Objects
You can combine many shapes together to make one large shape. When doing this, you can change
the order in which the shapes appear and overlap each other.

1. Select Slide 8.
2. Select the Light blue cloud.
3. On the Drawing Tools, Format tab, click on Bring Forward to move the
shape one level forward so it is visible.

4. Select the dark cloud shape.

5. Click on Send Backward to move the shape one level
backwards so that the red triangle is visible.

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 Group Objects on a Slide
When using many shapes to make one large shape, you can group them together into one large shape,
making it easier to select and move the shapes.
1. Hold down the CTRL key on the keyboard and click on all three shapes.

2. On the Drawing Tools, Format tab, click on Group, Group again to

combine all the shapes into one big shape.

3. Save this presentation as My Shapes and close it.

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 Create a Photo Album
In PowerPoint, you can insert a collection of pictures as a photo album.
1. Create a new blank presentation.
2. Click on Insert, Photo Album in the Images group.
3. Click on File / Disk.

4. Open up the Photo Album Pictures folder in your Data folder and hold down Shift and
select all the pictures.
5. Click on Insert.

Continue on the next slide …

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 Create a Photo Album
6. Place a tick next to each picture.
7. Click on Create.

8. Save this presentation as My Photos.

9. Close all presentations

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Session 3: Lesson 5
Lesson 1 Topics:
Launch Microsoft Word
1. Insert transitions between slides
2. Manage multiple transitions
3. Modify transition effect options
4. Apply animations to objects
5. Add paths to animations
6. Modify animation options
7. Modify duration of effects
8. Configure start options
9. Reorder animations
10. Demonstrate how to use the Animation pane

Session Notes:
1. Keep working presentations open to perform
skills from one topic to another, do not close
unless instructed.
2. Always save when instructed.
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 Insert Transitions Between Slides
A Slide Transition is an animation that plays when your presentation moves from one slide to the
next.
1. Open the presentation Memory.
2. Click on the Transitions tab.
3. Choose a transition from the Transitions to This Slide gallery, choose Shape.

4. A (star) symbol will appear next to the selected slide in the slide pane, which means
you have applied a transition to this slide.
5. Click on Apply To All to apply your transition effect to all the slides in the
presentation.
6. Click on the Preview button.

7. Save the presentation as My Transitions.

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 Manage Multiple Transitions
You can use more than one transition in a presentation.
1. Select Slide 5. Apply the Split transition effect.

2. Select Slide 6. Apply the Wipe transition.

3. Click on the Slide Show tab and click on From Beginning to View
the transitions.

4. Use the arrows to move between slides.

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 Modify Transition Effect Options
When working with transitions, you can change various effect options, for example the direction of
the effect. These options will differ depending on what transition you have applied to your
presentation.

1. Select Slide 5.
2. In the Transitions tab, click on Effect Options.

3. Choose Vertical In.

4. Select Slide 6. Click on Effect Options and choose From Bottom.
5. Run the slide show from the beginning.
6. Update (Save) this presentation.
7. Close this activity.

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 Apply Animations to Objects
In PowerPoint, animation can be used to emphasize a shape or a piece of text on a slide.
Scenario: Make a shape spin in a circle.
1. Open the presentation Animation.
2. Select Slide 2 and then click on the green shape.
3. Click on the Animation tab.
4. Click on Wheel to apply the Wheel animation effect to the green shape.
5. The green shape will have a number in a red square attached to it, which is the order
the animation is played in.
6. Select Slide 3 and click on the purple text.
7. Click on Animation, Float In to apply the Float In animation effect to the purple text.
8. Click on the Preview button to view animation on both slides.
9. Keep this activity open for the next lesson.

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 Add Paths to Animations
When working with animation, you can create a custom path for the animation to follow.
Scenario: Apply a loop path.

1. Select slide 4 and then click on the red shape.

2. On the Animation tab, click on the to view all the animations
available in the gallery.
3. Click on Loops, found in the Motion Paths section at the
bottom.
4. Click on the Preview button.

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 Modify Animation Options
When working with various animation effects, you can change the effect options, for example the
direction the animation flows to.
These options will differ depending on what animation you have applied to the object on your
slide.
1. Select Slide 5.
2. Click on the red shape.
3. On the Animation tab, click on Effect Options,
Horizontal In.
4. Click on the blue shape.
5. Click on Effect Options, From Top.
6. Click on the purple shape.
7. Click on Effect Options, Diamond.
8. Click on the Preview button.
9. Keep this activity open for the next lesson.

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 Modify Duration of Effects
You can change how long an object animates for in seconds.

1. Select slide 2 and then click on the green shape.

2. On the animation tab, look for the Duration group and change the timing to 4,00
by clicking on the scroll button .

3. Click on the Preview button.

4. Keep this activity open for the next lesson.

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 Configure Start Options
When working with many different animation effects, you can define when and how they start and
stop.
1. Select Slide 6.
2. Click on the red shape.
3. On the Animation tab, change the Start option to
With Previous, so that the red shape animates at the
same time as the green shape.
4. Click on the Preview button.
5. Use this slide to experiment with the other Start
settings, Preview your changes.
6. Keep this activity open for the next lesson.

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 Reorder Animations
When you reorder animation, you change the order in which all the animation effects on one slide
are displayed.

1. Select Slide 5.
2. Click on the Preview button. Note the order that the shapes animate in.

3. Select the purple shape.

4. Click on the Animation tab.
5. In the Timing group, change the order that the shapes animate in by clicking twice on the Move
Earlier button in the Timing group.
6. Click on the Preview button to observe the changes.
7. Keep this activity open for the next lesson.

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 The Animation Pane
The Animation pane is used to view your various animations, as well as delete them from the slide.

1. Make sure Slide 5 is selected.

2. On the Animation tab, click on the Animation Pane button to open the Animation pane on
the right-hand side.
The animation pane displays a list of all the objects on the slide which have an
animation effect applied to it.
3. Select the Cross 3 object in the Animation Pane to access a drop-down menu.
4. Click on the drop down menu and choose Remove to remove the animation
effect from the red shape OR Right-click to access the same menu.
5. Click on Preview.
6. Save this presentation as My Animation.

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Session 3: Lesson 6
Lesson 1 Topics:
Launch Microsoft Word
1. Insert Media (Video)
2. Compress Media
3. Insert Media (Sound)
4. Adjust media window size
5. Trim timing on media clips
6. Set media options
7. Link to external media

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

64
 Insert Media (Video)
When designing a presentation, you can insert a short video file and then set it up to play on a
slide.
1. Create a new blank presentation.
2. Change the layout of the first slide to a Title and Content
slide.
3. Type in Video in the title textbox.
4. In the content area, click on the Video button.
5. Navigate to your data folder, select the video file Aerial and
click on Insert.
6. Play the video
7. Save this presentation as My Media.
8. Keep this activity open for the next lesson.

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 Compress Media
You can improve playback performance and save disk space by compressing your media files.

1. Click on File and Info.

2. Click on Compress Media
3. Choose the compression quality.
4. The compression progress will show. Click on Close when
it is finished.

Note: if you did not like the new

resolution, you can rollback Using
Undo Compress.

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 Insert Media (Sound)
When designing a presentation, you can insert a short sound clip file and then set it up to play
on a slide.

1. Insert a new Title and Content slide.

2. Type in Audio in the title textbox.
3. Click on Insert, Audio, Audio on My PC….

4. Navigate to your data folder, select the audio file Jingle and click on Insert.
5. Play the sound clip.
6. Update (Save) this activity.
7. Keep this activity open for the next lesson.

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 Adjust Media Window
Once you have inserted a video or sound clip, you can adjust the size of the clip on your slide.
1. Select Slide 1.
2. Click on the video to select it.

To Adjust Media Window:

1. Move your mouse over one of the small circles on a corner of the video file.
Your mouse cursor will turn into a 2-headed arrow.
Hold the left mouse button and drag the mouse to adjust the size of the window.
2. Make the video smaller.
3. Update (Save) this activity.
4. Keep this activity open for the next lesson.

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 Trim Timing on Media Clips
Once you have inserted a video clip, you can set up the start and end time, so that only a portion of
the whole video plays in your presentation.
1. On Slide 1, select the video if it is not already selected.
2. Click on the Video Tools, Playback tab, and then click on Trim Video
in the Editing group.

3. In the Trim Video dialog box.

4. Change the Start Time to 2 and the end time to 6.
This will shorten the video that is played in your presentation.
5. Play the video.
6. Update (Save) this activity.
7. Keep this presentation open for the next lesson.

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 Set Media Options
You can change when a video clip is played in your slide.
Scenario: Automatically when the slide is displayed.
1. Select the video on slide 1.
2. On the Video Tools, Playback tab, click on the drop-down list next to Start.
3. Select Automatically from the list.

4. Update (Save) this activity.

5. Keep this presentation open for the next lesson.

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 Link to External Media
You can insert a hyperlink to a video clip which is saved on your computer.
1. Insert a new Title Only slide.
2. Type in Video Link in the title textbox.
3. Highlight the text Video Link.
4. On the Insert tab, click on the Link Button.
5. Locate the video file The World, select it and then click on OK.
6. To use the link, hold down the CTRL key and click on the text Video Link.

7. Update (Save) the presentation.

8. Close this presentation, keep PowerPoint open for the next lesson.
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Session 4: Lesson 7
Lesson 1 Topics:
Launch Microsoft Word
1. Work with comments
2. Incorporate reviewer changes
3. Slide Orientation
4. Page setup options
5. Set handout print options
6. Create custom slide shows
7. Hide slides
8. Rehearse timings

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

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 Work With Comments
When you are working on or editing a presentation, you can attach short comments to a piece of
text or object.

1. Open the presentation Learning.

2. Select Slide 2.
3. Highlight the text Introduction in the title textbox.
4. On the Review tab, choose New Comment.
5. The Comments pane will open up on the right-hand side.

6. Type in Add pictures.

7. Click on Show Comments, this will hide the comment, click on again to show the
comment.
8. Save the presentation as My Comments.
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 Incorporate Reviewer Changes
When designing a presentation, if you create all the content first, save it, and then format it and save
the formatted file with a different file name, you can merge the 2 presentations together to see what
changes have been made.

1. Open up the presentation Evolution.

2. On the Review tab, click on Compare, found in the
Compare group.
3. Click on the file Evolution Final and then click on Merge.
4. In the presentation Evolution, the Revisions pane will open
up on the left.

5. This pane displays all slide changes at the top, as well as any
changes to the whole presentation at the bottom.

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 Incorporate Reviewer Changes
6. On the Reviewer pane, click on the Theme (1 – 7) change.
7. A popup will appear. Click on it to preview the change in your
presentation.
8. On the ribbon, click on the Accept button and then click on
Accept Change.
9. Use the Next and Previous buttons on the ribbon to view all
the individual changes in your presentation. Click on Accept
Change to accept the various individual changes.
10. Finish accepting all the changes to the presentation.
11. Click on the End Review button to finish reviewing the
presentation.
12. Save this presentation as My Evolution.
13. Close this presentation, keep PowerPoint open.

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 Slide Orientation
Orientation controls the direction in which your presentation is displayed as well as printed.
• There are two orientation settings: Portrait and Landscape.
• Portrait makes your presentation longer at the bottom than it is wide, and is generally used for
notes and handouts.
• Landscape makes your presentation wider on both sides of the presentation and shorter at the
bottom. This is the default orientation used in a presentation.

1. Open the Learning presentation.

2. Click on the Design tab, click on Slide Size, Custom Slide Size, which is found in the Customize
group.

Continue on next slide …

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 Change Slide Orientation
3. The Slide Size dialog box will open up.
4. Change the Orientation in the Slides section to Portrait and then click on the OK button.
5. Observe the changes in your presentation.
6. Change the Orientation in the Slides section back to Landscape and then click on the OK button.
7. Observe the changes in your presentation.
8. Keep this activity open for the next lesson.

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 Page Setup Options
The size of slides that you are working on are defined by the Slide Size feature.
1. On the Design tab, click on the Slide Size button.
2. At the moment, this presentation size is set to Widescreen view. Choose
Standard (4:3).
3. A dialog box will open up which allows you to choose how you would like to
adjust the size in your presentation.
• Maximize will fill up the whole slide area.
• Ensure Fit will make sure that all your slide content fits using the new slide size.

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 Change Page Setup Options
4. Click on Maximize and then observe the changes to your presentation.
5. Click on the Undo button and then adjust the size again, this time
choosing the Ensure Fit option.
6. Observe the changes to your presentation.
7. Save the presentation as My Page SetUp.

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 Set Handout Print Options
A Handout is a printout copy of your presentation that is given to your audience. You can define
the amount of slides that are printed on each page.

1. Open the presentation Memory.

2. Click on File, Print.
3. In the Settings section, click on Full Page Slides and change it
to 4 Slides Horizontal.
4. Optional: Click on the Print button to print your presentation
as Handouts.

5. Press the Escape key on your keyboard to close the Print

screen to return to your presentation.
6. Keep this activity open for the next lesson.
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 Create Custom Slide Shows
When it is time to display your presentation, you can create a
personalised slide show only using certain slides in your
presentation.
1. Click on the Slide Show tab and then click on Custom Slide
Show, Custom Shows.
2. The Custom Shows dialog box will open up. Click on the
New button to create a new Custom Slide Show.
3. In the Define Custom Show dialog box, change the Slide
Show Name to Short and then select the first four slides by
placing a tick next to each slide.
4. Click on the Add button to add the selected slides to your
Custom Show.
5. Click on the OK button.

Continue on next slide …

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 Run a Custom Slide Show
6. Click on the Show button to view your custom presentation.
7. Keep this presentation open for the next lesson.

If the Custom Shows dialog box is

closed you can click on Custom
Slide Show and select Short from
the List.

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 Hide Slides
When presenting a presentation to a target audience, you can choose to hide any slides which are
not relevant to that audience so that they do not display when you present your presentation.

1. Select Slide 5.
2. On the Slide Show tab, click on the Hide Slide button.

This button acts like a toggle switch, which means if you click on it once it is turned on, and if you
click on it again it is turned off.
3. Once you have clicked on the Hide Slide button, the slide number in the slide pane will have a
line through it, which means the slide will not be displayed when you display your
presentation.
4. Click on the Hide Slide button again to unhide the slide.
5. Keep this presentation open for the next lesson.

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 Rehearse Timings
When presenting your presentation, you can choose how long each slide remains visible on your
monitor by rehearsing the time for each slide.

1. On the Slide Show tab, click on the Rehearse Timings button.

2. Your presentation will be viewed in full screen mode as your audience would see it. A Timer will
be displayed in the top left-hand corner.
3. When viewing this slide show, allow each slide be displayed for the amount of time you want
your audience to see it, for example 5 seconds, and then left click to move to the next slide.
4. Rehearse timings for the first 3 slides, so that each slide is displayed between 5 and 6 seconds.
5. Press the Escape key to end the slide show. Click on Yes to keep your timings.

6. Save the presentation as My Memory and Close.

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Session 4: Lesson 8
Lesson 1 Topics:
Launch Microsoft Word
1. Configure slide show options
2. Configure slide show resolution
3. Use Presenter View
4. Navigate within slide shows
5. Annotate slide shows
6. Package presentations for CD
7. Protect a presentation
8. Save a presentation in different formats
9. Prepare a presentation for distribution

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

85
 Configure Slide Show Options
When presenting your presentation, you can choose to let the audience control the slides, or set
the presentation to run continuously.

1. Open the presentation Memory.

2. On the Slide Show tab, click on the Set Up Slide Show button.
3. The Set Up Show dialog box will open up. This dialog box has various settings.
4. Place a tick next to Show Without Animation.

5. Click on the OK button.

6. Keep this presentation open for the next lesson.
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 Configure Slide Show Resolution
When presenting a presentation on a different monitor, you can set the presentation to run at a
lower resolution than what your presentation was made in.

1. On the Slide Show tab, click on the Set Up

Slide Show button.
2. In the Set Up Show dialog box, click on the
Resolution drop-down list.
3. Select 1024 X 768 from the list and then click
on the OK button.
4. Click on the From Beginning button on the
Slide Show tab to view your presentation.
Your screen may flicker a few times while it adjusts
to the new screen resolution.
5. Close this presentation without saving any
changes.

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 Use Presenter View
Presenter View is can be used when displaying your presentation with 2 output devices so that
you can see the presentation on one screen, and control your presentation / view presenter notes
on another screen.
1. On the Slide Show tab, click on the Set Up Slide Show button.
2. In the Set Up Show dialog box, place a tick in the checkbox next to the Use Presenter View.
3. Click on From Beginning to view your presentation in Presenter View.
4. Keep this presentation open in Presenter View for the next lesson.

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 Navigate Within Slide Shows
Use any of the following methods to navigate around in your presentation:

• The following methods can be used to navigate forward in your presentation: The right arrow
key, the Page Down key on the keyboard as well as the Left Mouse Button.
• The following methods can be used to navigate backwards in your presentation: The left arrow
key and the Page Up key on the keyboard.

Before moving on to the next lesson, turn Presenter View off

Keep this presentation open in for the next lesson.

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 Annotate Slide Shows
You can use a laser pointer, or make use of a pen or a marker to draw on your slides while you are
presenting your presentation.
1. View the presentation by clicking on From Beginning in the Slide Show tab
of the ribbon. Click to go to Slide 2.
2. Right-click on your presentation and move your mouse to Pointer Options.
• The Laser Pointer allows you to direct your audiences attention to specific parts of
your presentation.
• The Pen allows you to write with the mouse on your presentation.
• The Highlighter allows you to highlight something on your presentation.
3. Press the Escape key to end the presentation.
4. If you have added any annotations to your presentation, a dialog box will open
up asking if you want to save your annotations.
• Click on the Keep button to save your annotations.
• Click on the Discard button to discard your annotations.
5. Discard your annotations.
6. Keep this presentation open for the next lesson.
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 Package Presentations for CD
Once you have finished designing a presentation, you can export it to a CD so that it can be viewed on
another computer.
1. Click on File, Export and then click on Package Presentation For
CD.
2. Click on the Package For CD button.
3. Click on Copy to CD.
4. Click on the Yes button to include any links.

Do not copy your presentation to a CD unless your facilitator

instructs you to do so.

5. Keep this activity open for the next lesson.

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 Protect a Presentation
When you protect a presentation, you safeguard it against any unauthorised access or editing.

1. Click on File, Info. Click on the Protect

Presentation button.
2. Choose Encrypt with Password.
3. Type memory in the password box.
4. Click on OK.
5. Re-enter the same password.
6. A message will appear.

Delete the
password to
remove it

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 Save a Presentation as a Show
Once you have finished designing a presentation, you can save it as a PowerPoint show, so that it can
be viewed on a computer that does not have PowerPoint installed.

1. Click on File, Save As, Browse.

2. Navigate to your Data Folder.
3. Change the File Name to Memory Show.
4. Click on the Save As Type drop-down list.
5. Select PowerPoint Show from the list.
6. Click on the Save button.
7. Close this presentation as well as PowerPoint.
8. Navigate to your data folder and double click on Memory
Show to view the presentation.

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 Prepare For Distribution
Once you have finished designing your presentation, make use of the following Prepare the
document for distribution features to finalize the presentation and prepare it for distribution.

To Accesss these features

1. Click on File, Info. Click on either the Protect Presentation
button or the Check for Issues button to access the
required features.

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