Module 005 Presentation Programs

At the end of this module you are expected to:

1. Identify four interface elements found in most presentation programs.
2. Describe the process of creating a presentation.
3. List at least three ways that slides can be presented from a presentation
program.

Presentation Program Basics

Before the first PC-based presentation programs were developed, creating a presentation
could be tedious and time consuming ordeal. To start, you needed to create all the contents for your
slides, which could be entail handwriting the text or drawing graphics for each slide, then taking the
materials to a professional print shop for typesetting. Creating the actual slides or overhead
transparencies was a separate process, which could be a simple as using a photocopier or another
specialized mechanical duplicating device to print the content onto the transparency sheets, or
hiring a photographer to create 35-mm slides of the content. The result was a set of slides or a set
of transparencies that could be used repeatedly-but which could never be changed without going
through the entire process again.
The process changed for the better, however, with the advent of computerized tools that
were designed specifically to aid in creating slides. Presentation program provide powerful design
tools that make it easy to anyone to outline, create, edit, arrange and display complex slides
presentations. Functions- such as drag-and-drop, cut, copy and paste-that are used in presentation
programs also are found in most desktop applications, thus, presentation programs are familiar and
comfortable to used your favorite word processor.
 The process changed for the better, however, with the advent of computerized tools that
were designed specifically to aid in creating slides. Presentation program provide powerful design
tools that make it easy to anyone to outline, create, edit, arrange and display complex slides
presentations. Functions- such as drag-and-drop, cut, copy and paste-that are used in presentation
programs also are found in most desktop applications, thus, presentation programs are familiar and
comfortable to used your favorite word processor.
Presentation programs are used to produce slides- single screen images that contain a combination
of text, numbers, and graphics (such as charts, clip arts and graphics), often on a colorful
background. Slides can be simple or sophisticated. Depending on your needs, you can turn basic
slide show into a multimedia event by using the built-in features of many presentations programs.

Presentation software is an important tool for anyone who must present information to a
group. Sales and marketing professionals, for example, maintain several stock presentations that
they can customize for different clients or products. Managers use slides to present information to
employees, such as lists of benefits and responsibilities explained during new-hire orientation.
Teachers and trainers commonly rely on slides in the classroom to serve as a roadmap for
discussions.
 The Presentation Program Interface

The typical presentation programs display a slide in a large document window and
provide a wide range of tools for designing and editing slides. Presentation programs
provide many of the features found in word processor (for working with text), spreadsheet
(for creating charts), and paint program (for creating and editing simple graphics). You can
add elements to the slide simply by typing, making menu or toolbar choices, and dragging.
As you work on the slide, you see how exactly how it will look when it is shown to an
audience.

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 A presentation program can contain a single slide or hundreds. Most presentation
programs let you save a set of slides as a group in one file so that you can open the related
slides and work with them together.

A windowed presentation program includes a menu bar, one or more toolbars (/for
managing files, formatting, drawing, and doing other tasks), rulers, slide-viewing or
navigation buttons that let you move from one slide to another, a status bar and other tools.
 Creating a presentation is simple, just choose the type of slide you want to create, and
then start adding the content. A complete presentation usually includes multiple slides
arranged in a logical order. As you go, you can insert new slides from other presentation, and
re-order the slides.
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To create a slide 7 double click the PowerPoint presentation of your home screen on
desktop 7 You may choose from the 3 option 1. Create new, 2. Open Recent presentation file
and 3. Open a file from your desired location. You may also choose from available templates
which one you would like to use 7 Click Cancel if you wanted to cancel or create. Or you
may also double click the NEW presentation program to open a new file.
You can create slides from scratch (starting with a blank slide), but it is easier and faster to
work with one of the presentation programs many template. Like a template in word
processor, a presentation template is a pre-designed document that already has
coordinating fonts, a layout, and a background. Your presentation program should provide
dozens of built in template.
 After you select a template, you can quickly assemble a presentation by creating
individual slides. To create a slide, you can choose a slide type. Presentation programs
provide several types of slides that can hold varying combination of titles, text, charts and
graphics. You can choose a different type for each slide in your presentation.
After you select a slide type, the blank slide appears in the document window, ready
for you to add text, charts, or graphics. The program, provides special text boxes and
frames (special resizable boxes for text and graphical elements) to contain specific types of
content. These special boxes often contain instructions telling you exactly what to do. To add
text to a textbox, simply click in the box at the place where you want to insert text, and then
type your text. The text is formatted automatically, but you can easily reformat the text later,
using many of the same formatting options that are available in word processors.
 Adding charts, tables, clip art, or other graphics is nearly as easy. When you choose a
slide type that contains a chart or a table, for example, you can create the chart or the table
in a separate window, and then insert it in the slide.
To insert clip art or another type of graphic in a slide, you can select an image from
your software collections of graphics or import an image file, such as scanned photograph or
clip art. There also are many sources of free, downloadable clip art images on the World Wide
Web. Built in paint tools also enable you to draw simple graphics and add them to your
slides.(These tools are handy if you want to add call outs to a specific elements of a slide).

Formatting Slides
Because presentation programs are similar to a combination of word processor,
spreadsheet, and paint programs, you easily an format slides in many ways, including;
• Formatting Text. Formatting text in a presentation programs is just like formatting
in word processor. Text in slide is usually in the form of tiles, headings, and lists.
Although a textbox can hold multiple paragraphs, the paragraphs themselves are
usually quite short Most often, these paragraphs are formatted as bullets.
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To format text, you select it see step 1, and then apply formats by using the toolbars
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• Resizing Frames. When you add a chart or graphic to a slide, you may need to resize
the chart or graphic to allow better spacing for other elements on the slide.
Sometimes it is necessary to resize text boxes, too, of you type more or less than the
box can hold by default. Resizing is easy using frames that surround most of the
elements in a slide.
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(usually white or black in color) that you can drag to resize the frame.

• Adding Colors. Adding color enables you to create a wide range of moods for your
presentation, therefore, it is important to choose colors carefully. You also should
make sure that the slides colors complement one another and that they do not make
text difficult to read.

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Highlight the text that you wanted to add a color 7 Click the color in the toolbar then
choose your preferred color. After adding a color to the text see Figure 1.1 for the sample
output.

• Adding Background or Shading. You can add depth to a plain presentation by giving
it a shaded background and by placing borders around certain elements. Borders
separate different elements and help hold the viewer attention or individual parts of
the slide. Shaded backgrounds provide depth and can make static information appear
dynamic. A gradient fill, changes color as it moves from one part of the slide to
another. This effect can almost make the slide appear as if it is in motion.
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To change the background color of the slides Click Format Background see no. [1] , choose
Gradient fill from the option see no. [2], Click the paint icon see no. [3], then choose the color
that you want to add to your slide as gradient background se no. [4 ].
Special Features of Presentation Program

In addition to the quick creation of dynamic and detailed slides, a presentation

program can help you make your presentations lively and engaging (a dynamic presentation
will encourage your audience to pay attention and participate). Some special features found
in presentation programs include the following:
• Outlining. Like any document with more than one part, a good presentation should
be outlined (organize so information flows logically). Outlining tools enable you to
organize your slides content as you create them by rearranging and viewing them in
order.
• Annotation. Speaker often prepare a set of notes (called annotation) to accompany
their slides. Using a presentation program, you can prepare notes for each slide as
you create your presentation. You can set up notes so they are visible only to you, or
you can print them with or without the actual slide.
• Animation. You can use animation tools to make text pop up or crawl onto the screen,
or to make your slides "build" themselves by adding individual pieces of text that
appear as you introduce them to the audience. You also can create animated
transitions, a special effect that causes slide to blend together when you switch from
one slide to the next. Popular transitions include the "fade" (where the first slide fades
out and the next slowly appears) and the "blind" (where the first slide seems to
disappear behind by a closing Venetian blind, and the next slide appears as the blinds
reopen).
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 To insert animation Click the Animations in the menu bar ~ then choose form the
available transitions as shown in figure 1.3.
• Sound and Video. Slide presentation can be full-fledge multimedia events. You can
embed a sound or video object into a slide, then, play the object by double clicking its
icon during presentation. All the multimedia objects can be played directly from the
computer, if you have the appropriate sound and video display hardware.
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To insert an audio or video Click the Insert in the menu bar ~ then choose whether
to add a video or audio.
• Other Embedded Objects. You can embed different types of objects, such as links to
a Web page or other applications, in a slide in a presentation. When you click a link to
a Web page, the Web page opens I a browser window, if you click the link to other
application, the other application launches.
Presenting Slides Shows

Presentation once required the use of projector (slide or overhead) and a hard copy
version of the content. Either on 35-mm slides or overhead transparencies. The presenter
had to display each slide manually in a preset order. Jumping to a slide out of sequence meant
quickly finding the right slide, pulling it, displaying it, and getting the presentation back on
track. This tactic could be difficult if the presenter had to deal with a large group of slides or
an impatient audience.

Thanks to presentation program, you can present your slides directly from the
computers disk, along with any audio or video files that you embed in your slides. You
audience can view slide in several ways:
• On the PCs Screen. If you are presenting slides to a few people, your PCs monitor
might be adequate for an informal slide show. Of course, the larger the monitor, the
better the audience can see your slides. Also, note that flat-panel monitors are not
well suited for this purpose because of their limited viewing angle. If you want to
show slides to more than three or four people at a time, consider a different display
method.
• On a Large Format Monitor. Large format CRT and gas plasma monitors can display
your slides at the proper resolution and in large enough format for a sizable audience
to view comfortably. These devices are expensive and more difficult to transport than
a standard monitor, but they may be the best solution fro some presentation settings.
• On a Television Screen. Using a PC-to-TV converter, you can connect your computer
to a standard television and view the PCs video output on the television monitor.
While this solution may sound convenient, many compatibility issues must be
considered (not all converters work with all television) and television, do not display
images at the same resolution as a PC monitor. As a result, images quality may suffer
when a PC-to-TV converter is used.
• From a Digital Projector. Portable, high resolution digital projectors are expensive,
but they can display slide to large audience. These projectors plug into one of the PCs
ports and accept the systems video output. New generation projectors can displays
the images at the same resolution as the PCs monitor.

Regardless of the method you use to project your slides, navigating a slide show
is a simple process. You can move from one slide to the next slide by clicking the mouse
button or by pressing ENTER key. Or you can automate the presentation by setting a
display time for each slide. Presentation programs make it easy to take slides out of
sequence or rearranging slides during s presentation. You can even use the programs
drawing tools to draw on a slide while it is being displayed.
 How can you make sure that your presentations are not a painful ordeal for the
audience? Professional presenters advise that you stick to a few basic design principles.
• Keep it short and simple. You should plan on each slide being on the screen for no
more than two or three minutes. So, if your presentation is supposed to last 20
minutes, allow for a maximum of eight to ten slides. Each slide should focus on one
unique topic and have no more than three to five bullets points.
• Be consistent. Use the same design and color scheme-and no more than two or thee
fonts-throughout the presentation. Make sure your text is worded consistently. If you
use a sentence fragment on one slide, use them on all slides.
• Do not go overhead. Animations, sounds effects, and hyperlinks are cool, but they
get annoying quickly. Use them only when needed for emphasis or when you want to
be able to grab the viewer attentions.
• Practice, practice, practice. If you not rehearse your presentation, your audience
will know you are not well prepared. Rehearse as often as necessary to get your
timing right and to make sure you can narrate the slide without a hitch. For best
results, you may wish to have some colleagues review for rehearsal.
• Remember. Timing is everything. Presentation programs have a built-in timing
feature that you can use to determine how long your slides are going to be on the
screen. Use the timer as your rehearse.
• Allow for audience reaction and interaction. If your topic is interesting, and your
presentation is crisp, your audience is more likely to respond. Your viewers may ask
questions even make comments. Be prepared by allowing some time for impromptu
"question and answer" session during the presentation.
Summary

• Presentation programs enable you to create a series of slides that can be used to
support a discussion.
• A presentation can be saved as a single file-containing one slide or many slides that
are used together.
• Slides can include different types of text, charts, tables and graphics.
• Most presentation program provides templates, which are pre-designed slides.
• Slides can be formatted with different fonts, color, backgrounds, and borders, using
frame, you can resize many elements in a slide.
• Presentation programs provide several special features that enable you to add
annotations to your slides show, create animations within slides.
• You can add different media types, such as audio or video files, your slides.
• An efficient way to present a slide show is to display the slides directly from the PCs
disk. This technique enables you to present slides out of order. Or even mark slides
as they appear on the screen.
• Depending on the size of the audience and room, you can display slides on the PCs
monitor, project them onto the screen, or connect the PC to a television or larger
display.
• You can move from one slide to the next manually, or you can automate the
presentation so that each slide appears on screen for a set amount of time before
being replaced by the next slide.
• If you present your slide show directly from the PCs disk (and if the system is
connected to a suitable video and audio output device), you can present its
multimedia elements.
References and Supplementary Materials
Books and Journals
1. Denning, Peter J.; Martell, Craig H. (2015). Great principles of computing MIT Press
QA 76 D3483 2015
2. Oleary, Timothy J. (2015). Computing essentials: making IT work for you. QA 76.5 042
2011
Oleary, Timothy J.; Oleary, Linda I. (2015). Computing essentials 2014: making it
work for you WLB McGrawhill QA 76 054 2014
Online Supplementary Reading Materials
1. A brief history od computer;
http://people.bu.edujbawsfbrief%20computer%20history.html; August 2, 2018
2. Computer basics; https:f/edu.gcfglobal.orgfenfcomputerbasics/basic-parts-of-a-
computer/1/ ; August 3, 2018
3. Central Processing Unit;
http:ffwww.bbc.co.ukfschoolsjgcsebitesizefict/hardware/Oinputandoutputdevicesr
ev3.shtml ; August 3, 2016
Online Instructional Videos
1. The components of computer and their function;
https://www.youtube.comfwatch?v=EC fOWfmtPA; August 3, 2018
2. Computer hardware and software; https:Jjwww.youtube.com.fwatch?v=8UyJMiYqvs4
; August 3, 2018
3. History and generations of computers;
https://www.youtube.comfwatch?v=xrUvFJWlYCY; August 3, 2018
4. Generations of computers; https://www.youtube.comfwatch?v=sTc4kiVUnoA ;
August 3, 2018
5. The central processing unit; https:.f/www.youtube.comjwatch?v=FZGugFqdr60 ;
August 2, 2018