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Instructional Objectives
Overview:
How to present your work to others? When you want to present something to an
audience you may be using lots of techniques like pictures and graphs drawn on papers,
boards with text…etc to deliver your presentation. But you may not be able to modify and
reuse them easily. What about using a computer and a multimedia projector to present your
work /lesson? You can include live content like audio and video as well.
There are computer applications built to create and show presentations. They help
you to create presentations and deliver them in different media such as over a projector, in
handouts, through the Web…etc. Working with those presentation applications to create a
presentation and to show a presentation is easy and enjoyable.
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Table of Content
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Lesson 5
Presentation Applications
5.1 Usefulness of Electronic Presentation Materials [5 min]
Electronic Presentation materials provide a guide line to the presenter on his/her speech.
If you can create them with more graphics and animations to simplify the content of your
presentation then you’ll be able to grab their attention and entice them to your speech.
Further, a good presentation material posses qualities like; clarity, Simplicity, readability,
reusability, time manageability, availability and reusability of the presentation.
Reusability
A presenter can use same electronic presentation in different times in different speeches. If a
teacher uses some electronic presentation material for teaching, hard copies of that
presentation can be given to the students as handouts.
Time Manageability
Presentation materials help to the presenter to plan and manage the time. Presenter
can get ready for the presentation and can include necessary graphics animations and text
etc… Presenter doesn’t need to memorise all the contents of the presentation.
Easy to understand
Listeners can easily understand and enjoy the presentation because of text graphics,
and animations. Key words of the speech can be put in text while graphics and animations
simplify the meaning of text content.
Availability
Once the presentation material is created, listing the content in the order of the
speech the presenter will not miss any information that he hopes to present. He/she can add
notes and link other necessary information that he may need for his presentation. He/She can
recheck it before going to the presentation.
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other then on the top of the continued slides you should clearly mention that the content on
that slide is a continuation of the previous.
Text:
Try to have less number of text lines on a slide and select simple words to express your
idea.
Font type should be relevant to the topic of the presentation and the audience. However,
try to select an easily readable font type.
Size of the font should also be increased to improve the readability of the text. If you
select the Arial font then the font size should be not less than 24.
The text colour should be an opposing colour to the background colour. For example
select dark colour of text on light colour backgrounds.
Graphics:
Graphics should add clarity to the information carrying on the slide. That is, graphics
must be matched with what you are explaining and the designer must think about the age,
level and the background of the listeners in selecting graphics. (Children/Elders)
Animations:
Animations help you to show the sequential order of some information or a process and
on the other hand the information can be easily passed to the audience with less explanation.
Colors:
Designer must consider about the audience before choosing the colors. You can use
multiple colors for kids but for the professional presentation you have to use less number of
colours and apply them wisely to show different categories of text. (Headings, list items,
paragraphs...etc)
Audio/Video:
Select appropriate audio and video to give more meaning to the presentation and keep
the audience happy. These clips should take only less play time. For an example in a one hour
presentation you can select 10 minutes video presentation.
Impress from OpenOffice.org and PowerPoint from Microsoft office are two most popular
application software used to satisfy your need of creating presentation materials. Working
with Impress or PowerPoint to create a presentation and to show a presentation is easy and
enjoyable.
MS Office: Microsoft Office is the Office application package developed by the Microsoft
Cooperation. The application can currently be run only in Windows platforms.
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Open Office.org: This is the most commonly used Open Source office application
package. This can be run in Linux environments as well as in Windows environments.
You can start MS PowerPoint from Start > All Programs > Microsoft Office >
Microsoft PowerPoint 2003. The program starts with a flash screen showing the
product information of the application program and next you’ll see a window with
lots of buttons, options and task panes.
Windows Elements:
Environment Settings:
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application for the first time it shows only one slide at a time. But if you scroll
down the window you’ll see the rest of the slides coming one after the other.
Further there are three main views to see the slides as Normal View, Slide
Shorter View and the Slide Show.
Your selection should depend on what you’re going to create, how you’re
going to create it and your skill of using PowerPoint.
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This will create a new presentation with the selected design template.
If you want to apply a different design, then select another design
template just by clicking on the design template view on the Slide Design
Task Pane.
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If you want to change the order of the slides you can do it being on the
Outline tab in Normal View or on the Slides tab in Normal view or in the Slide
Sorter View.
If you are on the Outline tab in normal view then select one or more slide
icons, and then drag the selection to a new location.
On the Slides tab in normal view, select one or more slide thumbnails, and
then drag the selection to a new location.
In slide sorter view, select one or more slide thumbnails, and then drag the
thumbnails to a new location.
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Hidden slides get hidden from the normal sequence of presentation slides and
they do not appear in the presentation. But if you want to show a hidden slide
after a particular slide at the presentation then you should show it through a
hyperlink or an action button.
To hide: Right clicks on the slide thumbnail view on the Slide Sorter View or
on the Slide tab of the Normal View and select the option Hide Slide from the
popup menu.
To show a hidden slide: Right click on the thumbnail view of the Slide
Sorter View or on the Slide tab of the Normal View and reselect the option Hide
Slide from the popup menu.
If the operation needs to be done on multiple slides then select the multiple
slides and right click to select the option Hide Slide.
But if you don’t want the slide at all then you can delete the slide by selecting
it from the Slide tab of the Normal View or from the Slide Sorter View and pressing
the Delete Key on the keyboard.
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6 Click on the button Apply to All if you want to apply the setting to all
the slides
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What is the Slide Master? Slide Master is a slide template which helps you to
define text, graphics or animations that should be common to all the slides. This
will reduce the time needed for repeated tasks like adding organizational /
institutional logo, date, page number, text formatting and Next, Back buttons
which should appear on each slide. To design the master slide you can follow the
guide lines given on the Slide Master.
2. Next, you can edit the areas marked on the Slide Master to maintain a
common design in all the slides.
3. You can insert graphics and other media clips as well if you want to
make them appear in all the slides.
4. Once you finish designing, click on the Close Master View button on
the Slide Master View Toolbar to close the Master view.
What are Slide Transition Effects? Not only the objects and text on a slide but
also the slide itself can have effects to make your presentation an exciting and live
one. The transition from one slide to another can be done in a more attractive way
by using a transition effect. MS PowerPoint provides you facility to apply one
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transition effect to all the slides or apply different effects between the slides. Also,
you can set the effect play fast, Medium or slow.
How to Add Slide Transition Effects?
1. Be on the Slide Sorter View or on the Normal View
2. Next, select the slide/s to apply a transition effect
3. Open the Slide Transition Task Pane from Slide Show > Slide
Transition...
4. Select a transition effect from the list of transition effects
Modify Transition category helps you to set the speed of the transition and
add around effect if needed. Slides can be set to advance with a mouse click or
automatically after some time. To apply the same transition effect to all the slides
you can simply click on the button, Apply to All Slides.
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The slide layouts carry content place holders. There are four categories as
Text Layouts, Content Layouts, Text and Content Layouts and Other Layouts.
Selecting a proper layout helps you to add media content quickly.
How to insert a new slide with the required slide layout?
But still you can insert media content that doesn’t fit the original layout and if
you do so, then the layout adjusts, adding a placeholder for the new item.
You can change the layout of an existing slide. How to do so?
1) Be on the Normal View and get the slide to be changed on to the
screen
2) Open the Task Pane [If you don’t get the Slide layout Task Pane then,
click on the name of the Task Pane to expand the list of other task panes.
Select the Slide Layout option from the list.]
3) Click on the relevant slide layout view
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Add text using the existing text fields: Microsoft PowerPoint slide
layouts add text fields automatically to the slide. You can click on an
existing text field on the slide to add text to it. Add more text fields: If the
existing text fields are not enough for you then you can add more text
fields as you wish by using the Text Box tool on the Drawing Toolbar.
Click on the Drawing Toolbar and click on the slide where you want to
add the text. Draw the text area by clicking and dragging on the slide.
Finally, you can add your text to it. You can copy and paste the existing
text fields with formatting to duplicate the text fields. Use the Select Tool
on the Drawing Toolbar to move the text fields on the slide.
How to Set Fonts Attributes?
MS PowerPoint provides facilities to add different font styles and
sizes. Follow the following steps to set the font attributes.
1) Select the text area/s of which you want to set the font
attributes.
2) Open the Font Dialog box from Format > Font...
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4) Next, select the option Clip Art from the list at “Result should
be “ field
5) Finally, click on the button Go to start searching the pictures
6) Once the searching is over it shows the list of pictures in
thumbnail views
7) Click on the thumbnail view of the picture which you want to
insert on to the document
But if you have already selected a slide layout having the Clip Art
place
holder then you can click on the 3rd option on the first row to insert a
picture from Clip Art Gallery.
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But if you have already selected a slide layout having the picture
place holder
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To edit the settings done on the Insert CD Audio dialog box you can
right click on the Audio CD icon and you’ll get the same dialog box to edit
the settings.
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Connect your mike to the computer and press the Record button on
the Sound Recorder to start recording the voice. Finish recording by
pressing the Stop button and you’ll get a Speaker icon on the slide.
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1) First you have to open a slide having the layout supporting for a
chart insertion.
2) Click on the Chart Insert option at the 2nd option on the first row
3) Next, edit the records and the field names at the Datasheet
4) Click out side to end the editing
You’ll get a chart drawn on the screen according to the values and
data you entered on the datasheet.
Method 2:
If you want to add a chart to an existing slide not having the layout
supporting for inserting a chart then,
1) Select the menu options Insert > Chart
2) Next, edit the records and the field names at the
Datasheet
3) Click out side to end the editing
Buttons which help you to navigate from one slide to the other or to open an
external document or to run another application are called Action Buttons in a
Presentation Application. You can add Action buttons by selecting the option
“Action Buttons” from Auto Shapes > Action Buttons on the Drawing Toolbar.
Those are ready-made buttons but can be further modified as you wish. Also you
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can create an Action button by right clicking on any graphic and selecting the
option “Action Settings…” from the popup menu.
3) Draw it on the slide or click on the slide to draw it in the default size [You’ll
get the Action Settings dialog box automatically opened]
4) Be on the tab Mouse Click if you want to do the action by clicking on the
button or select the tab Mouse Over if you want to do the action when the
mouse is over the button
5) Select the slide or the file to which you want to jump / or select the
program which you want to execute by clicking on the button at the slide show
6) Click on the check box “Play sound” and select a sound from the combo box
if you want to make a sound when the action invokes
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5.7.2 Hyperlinks
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3) Select the option Hyperlink... from the popup menu [Then you’ll open
the Insert Hyperlink dialog box]
4) Select the appropriate “link to” option from the list of options on the
left hand side of the dialog box.
5) Do the necessary settings
How to make the text appear word by word on the slide show?
1) Select the text on the slide
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2) Right click on the selection and select the option Custom Animation…
from the popup; menu or select the option Custom Animation from Slide Show
> Custom Animation… [You’ll get he Custom Animation task pane opened]
3) Select the type of Animation from the Add Effect list
4) To make it just appear on the slide, select the option Appear [if the
required option is not on the list select the option More Effects… to see all
possible effects]
5) Click on an list item added on to the task pane which describes an
animation event
6) Select the option which describes how you want to start the animation;
“on click”, automatically with the previous animation or automatically after the
previous animation
7) Double click on a list item or click on the down arrow at the list item and
select the option Effect Options…
8) Select the option Word by Word from the Animation text combo box on
the Effects panel
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How do you want to show your presentation to the audience? You can decide and do the
appropriate settings before going to the presentation. Your decisions on what you want to show
at the presentation, what slides you want to show, how you want to advance the slides…etc can
be set using the Set Up show dialog box. You can open it from Slide Show > Set Up Show…
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4) When you reach the end of the slide show, click Yes to accept the timings or
No to start over.
You may need to carry some notes that would help you to do the
presentation. Presentation application itself provides the facility of creating such
notes that would accompany with the slide. If you want you can print these notes
as a separate note for the audience or make these notes visible once you save the
presentation as Web page. You have to use the Normal View of the presentation
to add the notes. Once you have finished you can shift to Print Preview to see how
your notes will print and see the full effect of your text formatting.
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How do you want to show your presentation to the audience? You can decide
and do the appropriate settings before going to the presentation. Your decisions
on what you want to show at the presentation, what slides you want to show, how
you want to advance the slides…etc can be set using the Set Up show dialog box.
You can open it from Slide Show > Set Up Show…
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You can use the Notes Master to apply a common formatting and headers
and footers. The Notes Master can be opened from View > Master > Notes
Master.
You may need to distribute some handouts during your presentation. You can
use the Handout Master as same as you used the Slide Master to design the
common graphics and formations for the slides. You can open the Handout Master
from View > Master > Handout Master. Use the Handout Master to create the
header and the footer for the handouts, insert the page numbers and place the
date if necessary. You can select the number of slides that you wish to print on
one page using the “Handout Master View” Toolbar.
Use the Print Preview to see how your handouts will print.
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> Master > Notes Master. You can create the header and the footer for the
handouts, insert the page numbers and place the date if necessary.
5.9.3 Previewing
On the File menu, click Print Preview or click on the Print Preview button
on the Standard Toolbar.
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Use the buttons on the Print Preview’s toolbar to check how the printout of
the required material will look. This helps you to do the necessary adjustments to
the material before printing.
Page setup is needed to be done before printing. You can select the
paper size, orientation of the slide, notes, handouts or outline and the
number from which you want to start numbering the slides.
5.9.3 Previewing
On the File menu, click Print Preview or click on the Print Preview button
on the Standard Toolbar.
Use the buttons on the Print Preview’s toolbar to check how the printout of
the required material will look. This helps you to do the necessary adjustments to
the material before printing.
Page setup is needed to be done before printing. You can select the paper
size, orientation of the slide, notes, handouts or outline and the number from
which you want to start numbering the slides.
To print your Slides, Handouts, Notes Pages or Outline, you should open the
Print dialog box from the File Menu (File > Print). Next, you can select your printer
and what you want to print (Slides, Handouts...). If you are going to print
handouts then you can specify the number of slides you like to have on a page
and their order. If the presentation is created using a design template or if it
contains lots of colors and your printer is black and white one then select the
colour option as Pure Black and White to have more clear text on your print out.
How to Print Handouts?
1) Select the option File > Print from the Menu Bar
2) In the Print dialog box select the option Handouts from the “Print what”
combo box
3) Select the number of slides to be on one page from the Slides per page
combo box
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If your presentation is published for web then the others can view it
through a Web Browser like Internet Explorer or Netscape Navigator.
When you publish a presentation, a copy of it is created in a file location
you choose. You can publish a presentation that is in .ppt format or that
is saved as a Web page or Web archive.
When you publish your presentation to the Web or save it as a Web page,
your presentation automatically includes;
• A navigation frame, which is the outline of the presentation
• A slide frame
• A control for showing or hiding the outline of the presentation
• A control for showing or hiding the notes pane
• A full-screen viewing option
[If you have custom shows in your presentation, they can be viewed
only in full-screen mode.]
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When you want to run a presentation on another computer, use the Package
for CD feature in Microsoft Office PowerPoint 2003 to put all the required files into
one folder and copy it to a disk or network location. But to work with this feature
you need to have Windows XP or a later version of it.
Package for CD feature creates a Microsoft Power Point Viewer file to run the
presentation. Hence you can view the presentation even with a computer not
having PowerPoint. But if you want you can exclude the Power Point Viewer from
the package.
If you have used the True Type fonts in your presentation you can embed
them in the presentation so that you can read them in a computer not having
those True Type fonts. But if they are with built in copyright restrictions then you
will not be able to copy them.
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4) Add passwords to open and modify the PowerPoint files if you want
5) Click on the OK button to accept the settings [You‘ll return back to
the Package for CD dialog box]
6) Click on the button Copy to Folder on the Package for CD dialog box
( or click on the Copy to CD button to cut a CD with the packaged files)
7) Locate the folder/drive where you want to save the file
8) Click on the OK button
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4) Add passwords to open and modify the PowerPoint files if you want
5) Click on the OK button to accept the settings [You‘ll return back to
the Package for CD dialog box]
6) Click on the button Copy to Folder on the Package for CD dialog box
( or click on the Copy to CD button to cut a CD with the packaged files)
7) Locate the folder/drive where you want to save the file
8) Click on the OK button
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