POWERPOINT PRESENTATION

OBJECTIVES

bullConcept of presentation

bullDesign a PowerPoint presentation

bullPrinting a PowerPoint

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10 Concept of Presentation

Definition The term presentation can be defined as an act of

presenting or state of being presented or Presentation is the practice of showing and explaining the content of a topic to an audience or a learner through verbal or illustrative materials such

as slides graphs pictures etc

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Components of Presentation

Introduction

State the topic Engage the audience (motivating questions

demonstrations Outline the material to be covered

Body

Actual content of the presentation

Conclusion

Refer back to motivating question Review the material covered emphasizing key points Describe what comes next (topic for next lesson assignments etc)

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Presentation Delivery Modes

Chalk and blackboard Community theater whiteboards Slide projection posters Demonstrations projection Videos Television Radio

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POWERPOINT PRESENTATION

Definition A presentation is a collection of slides relating to a

topic which may be shown while an oral report is given From the slides you can create color or black amp white overheads on-screen presentations and 35 mm slides To support your presentation you can prepare handouts for your audience notes to use during your presentation and outlines to provide an

overview of your presentation

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Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

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20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

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Microsoft PowerPoint Screen

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ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

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Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

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Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

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Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

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Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

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Preparing Slides

Click on create new document from the getting started pane

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Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

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Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

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Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

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Activity

Activity 3

Perform the above procedures to create a new presentation

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Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

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Conthelliphelliphellip

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Activity

Repeat the procedures for inserting new slides for more practice

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Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

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Conthelliphelliphellip

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Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

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There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

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Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

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Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

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Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

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Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

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Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

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You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

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Activity

Follow the above procedures and copy slides and paste them in different positions

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Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

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Conthelliphellip

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Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

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Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

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Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

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Conthelliphelliphelliphellip

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Activity

Close the Microsoft PowerPoint program by following the above procedures

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Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

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Conthellip

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Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

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MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

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Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

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Conthelliphelliphelliphellip

45

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Activity

Do the above procedure to open the master slide as

shown on the above picture

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Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

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Conthelliphelliphellip

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Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

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Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

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Activity

Practice the above procedure and choose the background color for the slide master

51

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Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

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Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

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Activity

Follow the procedures above and change the

background of your slide master

54

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Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

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Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

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Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

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Activity

Follow the procedures above and change the title of your slide master

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Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

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Activity

Use help facility to find out how to import

an image

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FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

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Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

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Activity

Practice the above procedure on your text Select text bold text underline text italicize text

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Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

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Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

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Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

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Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

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Conthelliphellip

iv After change the values to the desired value click on OK button

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Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

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A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

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Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

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Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

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Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

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Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

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Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

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Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

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Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

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Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

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Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

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Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

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Conthellip

The text might spill over onto two lines That will be fixed in a moment

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Conthellip

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Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

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Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

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Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

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Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

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Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

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Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

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Conthellip

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Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

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Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

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Conthellip

92

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Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

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Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

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Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

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Conthellip

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Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

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Activity

Resize Rows in the same way we did on the first

column

100

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Conthellip

The table should now look something like this one below

101

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Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

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Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

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Conthellip

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From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

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Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

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Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

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Activity

Do practice on changing the background of the

table Look the fill effect

108

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Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

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Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

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11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

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Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

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Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

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Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

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Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

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Conthelliphellip

Title and Chart Slide

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

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Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

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Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

10 Concept of Presentation

Definition The term presentation can be defined as an act of

presenting or state of being presented or Presentation is the practice of showing and explaining the content of a topic to an audience or a learner through verbal or illustrative materials such

as slides graphs pictures etc

2

11132014

Components of Presentation

Introduction

State the topic Engage the audience (motivating questions

demonstrations Outline the material to be covered

Body

Actual content of the presentation

Conclusion

Refer back to motivating question Review the material covered emphasizing key points Describe what comes next (topic for next lesson assignments etc)

3

11132014

Presentation Delivery Modes

Chalk and blackboard Community theater whiteboards Slide projection posters Demonstrations projection Videos Television Radio

4

11132014

POWERPOINT PRESENTATION

Definition A presentation is a collection of slides relating to a

topic which may be shown while an oral report is given From the slides you can create color or black amp white overheads on-screen presentations and 35 mm slides To support your presentation you can prepare handouts for your audience notes to use during your presentation and outlines to provide an

overview of your presentation

5

11132014

Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

6

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Components of Presentation

Introduction

State the topic Engage the audience (motivating questions

demonstrations Outline the material to be covered

Body

Actual content of the presentation

Conclusion

Refer back to motivating question Review the material covered emphasizing key points Describe what comes next (topic for next lesson assignments etc)

3

11132014

Presentation Delivery Modes

Chalk and blackboard Community theater whiteboards Slide projection posters Demonstrations projection Videos Television Radio

4

11132014

POWERPOINT PRESENTATION

Definition A presentation is a collection of slides relating to a

topic which may be shown while an oral report is given From the slides you can create color or black amp white overheads on-screen presentations and 35 mm slides To support your presentation you can prepare handouts for your audience notes to use during your presentation and outlines to provide an

overview of your presentation

5

11132014

Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

6

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Presentation Delivery Modes

Chalk and blackboard Community theater whiteboards Slide projection posters Demonstrations projection Videos Television Radio

4

11132014

POWERPOINT PRESENTATION

Definition A presentation is a collection of slides relating to a

topic which may be shown while an oral report is given From the slides you can create color or black amp white overheads on-screen presentations and 35 mm slides To support your presentation you can prepare handouts for your audience notes to use during your presentation and outlines to provide an

overview of your presentation

5

11132014

Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

6

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

POWERPOINT PRESENTATION

Definition A presentation is a collection of slides relating to a

topic which may be shown while an oral report is given From the slides you can create color or black amp white overheads on-screen presentations and 35 mm slides To support your presentation you can prepare handouts for your audience notes to use during your presentation and outlines to provide an

overview of your presentation

5

11132014

Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

6

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Importance of Presentation

PowerPoint presentation is a powerful tool for enabling professional presentation of different materials to the intended audience Advantages of PowerPoint presentations include-

i higher quality visuals (especially the ability to easily add illustrations)

ii the ability to create presentations in advance and to use them multiple times and

iii the ability to share presentation materials across great distances using the internet While there are many programs that create computer-based presentations Microsoft PowerPoint is the most common used

6

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

20 Designing PowerPoint Presentation

Starting Microsoft PowerPoint Presentation

7

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Microsoft PowerPoint Screen

8

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

ACTIVITY

Start Microsoft PowerPoint Program

i Click on start menu- the start menu appears

ii Chooseclick All programs -a program menu appears

iii Choose Microsoft office ndashMs office menu appears

iv Click on Microsoft office PowerPoint 2003 A slide will be displayed that contains title and text boxes will appear

9

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

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Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Slides Viewshellip

Normal Views

This screen is split into three sections showing the presentation outline on the left the slide in the main window and notes at the bottom

10

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

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Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

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Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

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Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

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Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

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Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Slide Sorter View

displays miniature versions of all slides in order as shown in the figure Use this view to move copy insert and delete slides

11

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Slide Show View

The slide view displays each slide one by one on the screen and displaythe typical powerpoint toolbars and

menus showing

12

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

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Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

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Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

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Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

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Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

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Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

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Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

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Conthellip

89

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Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

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Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Migrating in Different Views

CHOICE 1 CHOICE 2 Shortcuts (Fast Way)

13

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Preparing Slides

Click on create new document from the getting started pane

14

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Select Blank Presentation from the PowerPoint dialog box

15

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

Accept the Title Slide layout that has been selected for you by clicking OK A Title Slide is then created for you to enter information

Click inside the Click to add title placeholder and type the title of your presentation

Click inside the Click to add sub-title placeholder and type your sub-title

16

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Note Any slide layout can be chosen for preparing a presentation

17

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

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Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Activity 3

Perform the above procedures to create a new presentation

18

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Inserting a New Slide

Option 1 Toolbar Option 2 Slide Layout

Choose a slide layout from the slide layout pane ndashyou will see arrow appearing to the right of the selected layout

Click on the arrow ndash a dropdown menu appears

Choose and click on Insert

New Slide

19

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

20

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Repeat the procedures for inserting new slides for more practice

21

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Adding New Slides in Between Slides

To add a new slide between slide eg the second and third slide

Click the second slide in the slides column

Click the New Slide button

A new slide will appear between the second and third slide

Click the Title and 2-Column Text slide layout icon

Type ldquoNew Sliderdquo in the title field and type ldquoThis is a

new sliderdquo in the text field of the First column

22

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

23

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

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Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

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Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Deleting a SlidehellipAnything added can be deletedhelliphelliphelliphellip

Select a slide you want to delete

Choose and click on Delete Slide command from Edit menu The chosen slide will be deleted

24

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

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Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

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Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

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Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

There is always an alternative in Computerhelliphellip

Option 2

Right click on the slide you want to delete and choose Delete Slide command from a dropdown menu that

appears Option 3 Keyboard

Select the slide and press delete button on the keyboard

25

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

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Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

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Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Delete the slide using the delete command from the edit menu

Delete the slide using the delete command from the dropdown menu after right clicking on the slide you need to delete

26

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Then to Our Favoritehelliphellip

Can We Guesshelliphelliphelliphelliphelliphellip

27

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Copying and Pasting Slides

Option 1 In Slide Sorter view and

within the Slide Tab in Normal View you can copy slides if you wish to include duplicate slides

Click on slide 3 to select it

Click on the Copy button from

the standard tool bar

28

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Option 2 Edit Menu

Select the slide to copy

Form the edit menu Select Copy

Click in the gap between slides where you want the copied slide to appear

Click the Paste button

from the standard tools bar

29

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Tricky Parthelliphellip

How do you select multiple slides

Hinthellip Control key

Answer is helliphelliphelliphellip

30

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

You can copy multiple slides by holding down the Ctrl key whilst clicking all slides for inclusion in the selection

31

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

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Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Follow the above procedures and copy slides and paste them in different positions

32

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

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Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

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Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

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Activity

Do the above procedure to apply transition effects to your slide

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Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

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Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

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Conthellip

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Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

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Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Rearranging Slideshellip Solution Dragging and Dropping

This can be done either in the OutlineThumbnail pane in Normal View or in the Slide Sorter View

Click on the slide you wish to move (it will become highlighted)

Drag it to the gap after the slide you wish it to proceed (to drag click on the slide you want to move and hold down the mouse button move the cursor to the location where you want the slide to be located and release the mouse button)

For example to move slide 13 so that it appears between slides 11 and 12 (these numbers of slides are just examples you can work with any slide you want according to your need)

NOTE multiple slides can also be moved by holding down the Ctrl key at the same time clicking slides that need to be included in a selection

33

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

34

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Safety First (Saving a Presentation)

Same procedure as other Office packages we have seen so far eg Ms Word Ms Excel

35

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

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Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Lets see if we have not forgotten to save our work by saving our presentation in a folder PowerPoint in My Documents and naming a file as first_presentation

NOTE Observe the file symbol and see the file extension Next time you see file with that symbol and extension is powerpoint 2003 Yes Ms Powerpoint 2003

36

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Closing Presentation

Once the presentation is finished and saved the file can be closed

To close a powerpoint file the following steps are followed

To close a presentation select Close from a File menu

If the presentation is a new one or has been changed since it was last saved to disk a message will appear asking ldquoDo you want to save the changes you made to Presentationrdquo

The options Yes No and Cancel are given

Yes will save the presentation before closing it

No will close the presentation without saving

Cancel will neither close nor save the presentation but return to the screen exactly as it was before Close was selected

37

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphelliphellip

38

11132014

Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

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Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

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Conthellip

Follow the steps above to enter and edit text in a slide

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

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Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

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Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

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Conthelliphellip

Title and Chart Slide

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

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Conthellip

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Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

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Getting Drawing Toolbar

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

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Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

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bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

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Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

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Conthellip

134

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Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

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Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

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Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

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Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

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Conthellip

iii Click on the desired image iv Click Insert

140

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Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

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Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

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Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

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Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

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Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

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Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

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Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

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Activity

Close the Microsoft PowerPoint program by following the above procedures

39

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

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Activity

Do practice on changing the background of the

table Look the fill effect

108

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Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

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Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

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Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Opening an Existing PowerPoint presentation

Click on Open button from the standard tools bar- the Open dialogue box appears

Then choose the file from the stored location by clicking it once

Click on open button ndashThe file will be opened

OR

Click on File Menu

Then click Open

Then choose the file from the stored location by clicking it once

Click on the Open button- the file opens

40

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

41

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Alternative (Task Pane)

Files can also be opened by using the open pane you can choose from the list of currently opened files by clicking the intended file

Or

Click on the More presentation

42

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

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Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

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Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

MASTER SLIDE

A Master Slide is a template that is used for the other slides in the presentation You can set fonts colours textboxes bullets and footers

Once the Master Slide is set up each time you insert a new slide it will have the same formatting as your Master Slide

WHY MASTER SLIDE

That way you dont have to keep formatting every slide

43

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Setting Up slide Master

To set up a Master Slide

click View from the PowerPoint menu bar at the top

From the View menu select Master gt Slide Master

When you click Slide Master youll go in to a different screen It

should look like

44

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphelliphellip

45

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Do the above procedure to open the master slide as

shown on the above picture

46

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

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Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Adding Background to SlideMaster

The first thing we can do is add a background instead of the plain white one So from the PowerPoint menu

i click Format From the Format menu

ii select Background OR

iii You can also right click on a plain white area (the background) to see a context menu Again select background

47

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

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Activity

Resize Rows in the same way we did on the first column

98

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Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

48

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

When you click Background youll see the following

dialogue box as shown in figure below

49

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

iv Click the arrow on the dropdown list to see the following options as shown in figure below

v Click on Fill Effect and the diagram as in figure on the right will appear

50

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Practice the above procedure and choose the background color for the slide master

51

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

When youve finished experimenting

click the Picture tab the dialogue box in figure below

52

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Click the texture tab A standard windows dialogue box will appear as seen below Choose the texture you want and OK

Click Apply to all

and your background

will change

53

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Follow the procedures above and change the

background of your slide master

54

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

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Conthellip

134

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Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

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Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

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Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

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Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

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Conthellip

iii Click on the desired image iv Click Insert

140

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Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

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Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

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Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

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Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

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Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

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Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

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Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

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Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

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Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

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Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Formatting Slide Master Title

To format the Master Title highlight the text that

says Click to edit Master title style as shown below

Once you have highlighted all the text (the parts in black in the image above) bull Click Format from the menu bar at the top of PowerPoint bull From the Format menu select Font

55

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

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Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

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Conthellip

iii Click on the desired image iv Click Insert

140

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Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

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Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

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Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

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Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

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Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

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Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

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Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

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Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

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Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

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Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

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Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

You should now see the Font dialogue box appear as shown in figure

Select Arial for the font and 44 for the size

Click the colour dropdown list and select the blue colour

56

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphelliphellip

click OK Your Master title should now look like below (when you click away)

57

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Follow the procedures above and change the title of your slide master

58

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Some Help Wont Do Any Harm (Using Help Facility)

PowerPoint help facility is a system of combination of tools and files stored in computer

The PowerPoint help facility can answer questions offer tips and provide help for all of PowerPoint features

Accessing the help facility in a PowerPoint is the same as Help Facility in other Ms Office package we have seen so far eg Ms Word Ms Excel

59

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

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Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

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Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Use help facility to find out how to import

an image

60

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

FORMAT YOUR POWERPOINT SLIDES

You can change the appearance of any text in your presentation To do this you must first select the text by highlighting it

Click and drag over the text you wish to alter

61

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Bold Italic Shadow and Underlined text

Choose the appropriate buttons in the formatting tool bar to

change the text as per your desire

62

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Practice the above procedure on your text Select text bold text underline text italicize text

63

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

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Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

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Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

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Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

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Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

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Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

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Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

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Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Copy Text Formatting

You can copy the formatting of text to make one area of text in your presentation look exactly like another To copy a text do the following

Select the text that displays the formatting you want to copy and click the Format Painter button from standard tool bar to copy the formatting of the text

Using the new mouse pointer that appears highlight the text that you want to display the same formatting

To deselect text click outside the selected area Note -To copy formatting to several areas follow the same procedure but with doubleclicking the Format Painter button and highlighting all the desired text -To deactivate the format pointer click it again

64

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Replace Fonts

Design templates have a preset font style that you may want to change or you may want to change the font style used on for the entire presentation for a number of reasons This can be

accomplished quickly using the Replace Fonts feature

bullSelect Format rarr Replace Font from the menu bar as shown bullChoose the font you want to Replace from the first drop-down menu and the font it should be replaced With from the second menu and bull click the Replace button bullClick close to close the replace font dialogue box

65

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Line Spacing

Change the amount of space between lines in a text box by

i Selecting Format from the format menu

ii From the format dropdown menu click on Line spacing

66

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

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Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

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Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

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Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

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Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Select and click on Line Spacing from the menu bar

Line spacing - Select the amount of vertical space between lines A value of 1 is equal to single spacing and 2 is double spacing Values between and above these numbers are valid as well Before paragraph and After paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box

67

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

iv After change the values to the desired value click on OK button

68

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Changing Case

Change case Change the case of the aracters in a paragraph by-

i Selecting Format from the menu bar

ii Choose and click on Change Case (the change case dialogue box appears ndashsee figure below)

iii Choose the appropriate case and click

on OK button to allow the change to

take place

69

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

A NOTE

a) Sentence case - Capitalizes the first letter of the first word in each sentence

b) Lowercase and Uppercase - Changes the case of all the letters

c) Title case - Capitalizes the first letter of every word and reduces the rest to lowercase

d) Toggle case - The opposite of Title case it makes the first letter of every word lowercase and

capitalizes the remaining letters

70

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Changing Text Color

PowerPoint allows you to specify a colour for any

text character Normally you would colour words or sentences however it is also possible to colour individual characters and thereby produce some interesting effects

71

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip To colour text

i select it (click and swipe over the specific character word or sentence) and Choose a colour by clicking on the down-arrow beside the Font Color button on the Toolbar (usually located at the bottom of the

screen as shown in figure below)

72

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

OR

ii Select the text choose Format rarrFont to bring up

the text formatting dialog box as shown in figure below There is a Color option from which you can choose a colour for your text

iii Click on under color option ndash different colour

options will be seen as in figure below

73

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Perform the following on a slide as explained above

1 Bold Italic shadow or Underlined text

2 Copy text formatting

3 Replace fonts

4 Line spacing

5 Change case

74

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Inserting a Table in Presentation

Clicking Insert gt New Slide from the PowerPoint menu bar at the top The New Task Pane have a

template for tables (see the arrow on figure below)

75

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Select the Table template and youll see a slide like

the one shown in figure below

76

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Add the following Title at the top

How happy are you in your teaching profession

The font we used was Times New Roman and the size was 44 When youve added the Title

Double click inside the area that says Double click to add table As soon as you double click

youll see the Insert Table dialogue box appear

77

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip You are being asked how many Columns and Rows

you want in your table

Enter 5 for each as in figure below

Then click OK When you click OK you will see two things happen a table will appear on your slide and a Tables and Borders toolbar will appear

78

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

(If you cant see the toolbar then from the PowerPoint menu

click View ndash the view menu appears then click on Toolbars ndash the toolbars submenu appears

Click on Tables and Borders If your table looks too small you can zoom in a bit Have a look at the PowerPoint menu bars at the top and locate the zoom dropdown list

79

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

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Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Set it to Fit to fill the main stage Notice - that the cursor is flashing in the first cell of your table Information can be typed in this cell The information to type into your cells is as in table below

To move the cursor between cell press Tab key on

the keyboard or Arrow keys

80

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

The text might spill over onto two lines That will be fixed in a moment

81

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

82

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Formatting Table Data

The text you entered for the Table in the previous lesson will probably be far too big and needs formatting

Click the Table button on the Table and Borders toolbar A

menu will appear

83

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip From the menu

Click on Select Table The table itself will then be selected and not a cell or cells inside of the table

Once the table is selected use the font tools at the top of PowerPoint to change the font size to 12 and the font itself to Arial

The table should then look like in figure below

84

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

The first Row in the table can be tidied up a bit iii Click just before the O of Overall in the first cell Hold your left mouse button down Keep it held down and drag to the right hand side all the way to the final cell This will select just the first

Row and should look like this

85

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Use the Font tools to change the size to 14 and make the text Bold With the first Row still selected

Click the Table button again on the Table and Borders toolbar From the menu select Borders

and Fill

86

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

This will bring up the Format Table dialog box as shown in figure below

Click the Text Box tab at the end

87

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Click the dropdown list for Text Alignment

bullSet the text alignment to Middle Centered bullThen click OK

88

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

89

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

You can centre the text on the left hand side in the same way select the text and bring up the Format Table dialogue box again

From the Text Alignment drop down list select Middle

Your table will then look like this

90

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Notice that the numbers arent centred yet To centre the numbers

Click just before the first 7 in the first cell on the Middle Management row

Hold down your left mouse button and drag all the way to the last number 4 in the bottom right

(This will select just the numbers and the table will

look as the one in figure below)

91

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

92

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Change the font size to 16

Then bring up the Format Table dialogue box again and centre your numbers

(The table will then look like the one in figure below)

93

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Select just this text and change the size to 14 points and make it Bold (the table should look like the one below)

However the text on the left looks a bit too small

94

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

After increasing the font size the text will split over on to two lines as shown in figure below

In order to correct this is by increasing the width of

the first column

Increase the Width of a Table Column

To increase the width of the column

First deselect the text by clicking inside of any cell

Move your mouse over the first column line

95

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

96

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip Notice the mouse pointer in figure 696 above

circled in red This is the resize a column icon When the pointer looks like that

Hold down your left mouse button Keep it held down

Drag to the right Let go when all the text on the left-

hand side is on one line

NOTE The vertical dotted line you can see tells you that the column is being resized But you can resize any of the columns in the same way

97

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Resize Rows in the same way we did on the first column

98

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

The table should now look something like this one

below

99

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

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Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Resize Rows in the same way we did on the first

column

100

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

The table should now look something like this one below

101

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Changing Table Background

You can add a background colour pattern texture or image to the table you have created Well see how to do that first and then tweak (twist) the borders But your table should look like this at the

moment

102

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

To add a background Click anywhere inside of your table When you see the Tables

and Borders dialog box

Click the Table button again

Click Select Table from the

menu

When the table is selected

click the Table button again

his time select Borders

and Fill from the menu

103

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

104

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

From the Format Table dialogue box that appears

click on the Fill tab

bullClick on -the dropdown list of colours and fill effects will appear(see figure above)

105

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

bullSelect Fill Effects from the menu to see the Fill dialogue box appear bullThen choose a colour of your desire by clicking on the colour once bullClick Ok to make changes to take place

106

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

BEFORE AFTER

Notice weve also changed the font colour (but you should know how to do this by now)

107

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Do practice on changing the background of the

table Look the fill effect

108

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Format a Table Border in PowerPoint

To format the borders of your table first i right click on the table- the dropdown menu appears

Select and Click on select table- the table will be selected

109

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Click on Format Table from the format Menu The

format table dialog box appears as shown in figure

110

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Under Borders you can change the boarder style colour and width

Under Fill Tab you can change the fill colour of your table

Under Text Box Tab you can change text alignment internal margins and rotate text within cells of your

table

111

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Now change the table by following the procedures below

Choose darkish blue for the borders Just to the left of the colour option there are the lines options

Click the dropdown list to see the options A variety of line styles and sizes are seen In the image above there are normal line and

set to a size of frac12

112

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Inserting and Editing Objects

PowerPoint treats every element you wish to add to your presentation as an object Each object has a set of properties which you can alter or define

These include size fill colour outline colour texture and certain animation effects Objects also have positions on the slide and can be moved deleted copied rotated or combined with other objects

113

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Types of Objects

a) Text

b) Clip art

c) Images

d) Organization charts

e) Diagrams Graphs

f) Drawings

g) Multi-media elements

114

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Insert and Edit Text

Insert Text

i Click on the desired slide number in the left column to display that slide

ii To enter text click once on a text box to get a

flashing I-bar (edit mode) then start typing text

OR

iii click on the Outline tab in normal view and enter text next to the desired slide icon

115

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Edit text

i double-click on a word to highlight the word

ii Then type the text (The typed text will replace the

highlighted text)

116

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

To Change the Effect of Text ( underline superscript subscript)

i Select the entire text to be changed

ii Choose Format Font The Font dialog box will appear

iii Click to check 1048576 the box next to the desired effect

iv If desired click the Preview button to view the effect

v Click OK

117

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Follow the steps above to enter and edit text in a slide

118

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Deleting Individual words or characters

i To delete part of the text in a text block such as individual words or characters click in the text box to make it the active object (you can tell it has been selected by the hashed border that will appear)

OR

ii Select the text to be deleted and press the Delete key

OR

iii Delete to the left or right of the cursor using the Backspace or Delete key

119

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Whole blocks of text

To delete a whole block of text

i Click on the text box border to select the text box as an object (you will see a dotted border)

ii Click anywhere in the text to highlight the chosen text box (you will see a diagonally hatched border)

iii Press the Delete key

120

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Inserting Charts Charts present information visually and make your

presentation esthetically pleasing

They give an instant impression of trends or they compare sets of data such as sales growth over a several-year span

You can add these visual-analysis tools to your presentation to quickly convey summarized information to your audience

PowerPoint allows you to choose the chart type and

then type chart data in a spreadsheet

121

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Steps

i Select a slide with a content placeholder from a slide layout pane Microsoft PowerPoint starts with a blank presentation

ii Add the slide title before you create the actual chart

iii Click the Title placeholder and type ldquoICT ATTENDACE PER YEARrdquo

iv Double click on the add chart to add the chart

122

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthelliphellip

Title and Chart Slide

123

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

v Enter information and move between the cells in the datasheet

vi Use the mouse to click the cell that you want to select or edit with the pointer

vii Use the arrow keys to move the active cell Press ltEntergt to move down

viii Press the ltTabgt key to move to the next cell or to the right or press ltShiftgt + ltTabgt to move to the previous cell or to

the left

124

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

125

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Insert and format Shapes

Wersquore now going to try something new ndash a technique for adding shapes

First point the cursor away from the Title box and click the left mouse button This is called ldquoclicking awayrdquo This will ldquoturn-offrdquo the square ldquoboxrdquo around the Title

Look at the bottom of your PowerPoint screen A Drawing Toolbar like the one below should be there

126

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Autoshape Bar

This Drawing Toolbar normally loads when PowerPoint loads If you do not see the toolbar do the following

127

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Getting Drawing Toolbar

128

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Check the drawing bar on your screen if is not

available and follow the steps above to restore it

If is available remove it by unticking it and return it

by ticking it again

129

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

bullClick the mouse and look for the Drawing Tool bar (normally at the bottom of your screen) bullClick-on AutoShapes and a small pop-up box of shapes will appear (See a small image to the right) bullMove up and down the pop-up menu box and notice the different shapes that appear next to each choice as shown in figure below

130

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

bull Then click-on Callouts

bull Click-on the far right callout in the top row (Cloud Callout) as shown in figure below

bull When you have clicked the cursor will change to ldquocross hairsrdquo when you move it into the slide area

bull Move the cross hairs up to

the area just below the title

bullClick and hold down the left mouse button and drag down and to the right about one inch Release the button 131

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Learnersrsquo Activity 10 1 Check the drawing bar on your screen if is not available and follow the steps above to restore it 2 If is available remove it by unticking it and return it by ticking it again

132

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Drag this Cloud callout to the upper right corner of your screen just under your title

move your cursor over the Cloud until you see the four arrow shape

Click and hold down the left mouse button and drag the cloud (move the mouse) Format the shape A shape can be formated by changing the fill color resizing changing the outline style and enter text of your choice in the shape etc

To enter text do the following

i Right click on the shape

ii Click on edit text

iii The cursor will inside the shape which allows the entering of text in the shape

133

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

134

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Task

1 Enter text in the shape

2 Change the outline color

3 Change outline style

4 Change the fill color

5 Change the font color of the text you entered

135

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Insert and Format Pictures and ClipArt

Microsoft Office comes supplied with a wide range

of pre-drawn pictures which you can import to your presentation

If you are using a stand-alone computer you may find that not all the clip art has been installed or that you are asked to insert the Microsoft Office CD-ROM on which the images have been stored If you are using PowerPoint on the Networked PC service

you will find that the ClipArt is readily available

136

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Inserting Pictures and Clipart

Insert Pictures and ClipArt Some slide layouts contain special object placeholders to hold a particular type of item like ClipArt a graph or a chart

i Click on the desired slide number in the left column to display that slide

ii Choose FormatrarrSlide Layout The Slide Layout dialog box will appear in the right column

iii Double-click on a slide layout with the clip art icon

iv Double-click on the clip art placeholder-Microsoft ClipArt Gallery will open

137

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

v Scroll through the images or click on a specific category and scroll through the images

vi Click on the desired image and click on OK the image will appear the inage place placeholders on

the slide

138

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

OR

i Choose Insert Picture Clip Art from the text menu

ii In the ClipArt Gallery window click on a specific category and scroll through the images

139

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

iii Click on the desired image iv Click Insert

140

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Graphics saved in your computer or any storage media can also be added to the slide Adding a graghic from a file Follow the steps below

i Choose Insert Picture From Filehellip from the text menu

141

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

ii Locate and select the desired file from the Insert

Picture window

iii Click Insert

142

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

1 Start a new Blank Slide

2 To insert an image select Insert | Picture | From File

3 Browse to the flash disk compact disk or C drive

4 Select the image file

5 Select Insert to add the picture to your presentation

143

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Moving Objects

Text graphics and object placeholders can be moved copied sized and deleted

To move copy size or delete a placeholder the handles must be displayed

Handles are the tiny boxes that appear around

the placeholder border

144

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

To Move a Text Object within the Slide

i Click on the text to display the placeholder

ii Place the mouse pointer on the border (not a handle) and the cursor becomes a 4-way arrow

iii Click and hold the left mouse button and drag the placeholder to the desired location

iv Release the mouse and click outside the text to remove the handles and placeholder

145

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Moving a Picture Using the mouse

i Move your cursor over the picture until the cursor looks like this

ii Click the mouse button hold the button down and drag the picture to change its location

iii Release the mouse button when you are satisfied

with the location of the image

146

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Moving a Picture Using the direction arrow keys

i Move your cursor over the picture

ii Click the left mouse button once

iii Use the direction keys (arrow keys) to move the picture vertically horizontally right and left This option works well when you need to adjust the position very precisely or just a tiny bit

147

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Resizing Objects

Objects can be scaled either proportionally or about the horizontal or vertical axes

If you wish to make the object larger or smaller and also want it to retain its original horizontalvertical ratios (eg a picture of a cat might become smaller but would not look flattened or stretched)

Select the object and then use the mouse to drag one of the corner control handles to the required size If you wish to stretch the object or squash it drag one of The side handles When pointing to a control handle the mouse will change to a double-headed arrow harr (the re-size pointer)

148

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

i Select the second piece of ClipArt

ii Point to one of the 8 control handles and drag the mouse

iii Practice with the different handles to see how it affects the picture

iv To re-size an object more accurately right-click on the object and choose Format ldquoobjectrdquo and

then the Size tab

149

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Activity

Practice on the object re-sizing and See what

happen to the object

150

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Organization charts

Microsoft Office has an application which allows the easy creation of organization charts

This application can be used to create hierarchical diagrams which can be customized re-sized or pasted into other Office packages

creating an organization chart Insert a new slide and from the Slide Layout Task Pane select

the Title and Diagram or Organization Chart layout This is listed under Other Layouts

Double-click on the chart object

In the Diagram Gallery window select Organization Chart

151

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Click in the top box type your name and click elsewhere on the slide (donrsquot press enter unless you want to move to a new line in the box)

Add some names to the other boxes

152

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

You will notice that when you click elsewhere after typing a long name the chart resizes itself

automatically

153

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

Note Organization Charts and Diagrams can be

inserted onto any slide by using the Insert menu as explain earlier You will be presented with a basic

chart usually featuring a title and two levels of data

Activity Using the procedures explained above create an

organization chart for your School

154

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Formatting an organization chart

Each box within the Chart is a separate object that can be formatted (changing the font colour and borders etc) in the same way as other objects

The whole Organization Chart is also treated as an object and can be formatted in the same way

Activity

Format Organization Chart for your School

155

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Insert and format shapes

PowerPoint has a range of diagram layouts that you may find useful

i Insert a new slide and from the Slide Layout Task Pane select the Title and Diagram or Organization

Chart layout This is listed under Other Layouts

156

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014

Conthellip

ii Double-click on the chart object

iii In the Diagram Gallery window select Cycle Diagram (top centre)

ivIn the three text areas type in three names

v Click on the Insert shape button on the floating Diagram toolbar to add another element to the diagram

157

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Animations And Transition

Apply entry (transition and animation) effect to slide

Transitions control the way slides move on and off the screen Use one or two types of transitions per presentation Transitions may be added to slides in all views but the Slide Sorter view offers the quickest and easiest way In Slide Sorter view a transition icon appears below the slide image

containing transitions

11132014 158

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Transitions

While in the Slide Sorter view

Go to Slide Show

Then click on Slide Transition

From the Slide Transition pane explore the various options

11132014 159

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Modifying transition Speed or add a Sound

i Transitions can be applied to selected slide or all slides

ii To view a preview of the transition click on the Play button

iii While in the Slide Sorter a small transition icon appears beneath and to the left of each slide that indicates a transition has been applied

iv To run the Slide Show Click on the Slide Show icon or from the menu bar select Slide Show gt View Show

v Click on the left mouse button space bar enter key etc to advance one slide

vi Press ESC key to exit the slide show

11132014 160

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

11132014 161

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Animations To apply animation to a specific slide

i Select slide and the text area or graphic to be animated

ii From the Custom Animation pane select Add Effect then select one of four options a) Entrance b) Emphasis c) Exit d) Motion Paths

11132014 162

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

In the Appear window under the Effect tab Enhancements Include

a) Sound (none or what kind)

b) After animation whether you Donrsquot Dim or select color to dim to how you want the text to appear (all at once by word or by letter)

v Take a look at the Timing tab you can specifies time form each

vi Take a look at the Text Animation tab

11132014 163

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

11132014 164

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Activity

Do the above procedure to apply transition effects to your slide

11132014 165

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

Then select an effect -For our example select Entrance then Appear dialogue box appears

a) Use the pull down menu for the animation

b) Select Effect Options

11132014 166

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Hyperlinks

Regular users of the Internet will be familiar with Hyperlinking - moving to a new location on the Internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand To apply a hyperlink to text in PowerPoint

i Highlight the appropriate text and select Slide ShowrarrAction Settings or right click and select Action Settings The Mouse Click tab should be selected

ii Choose the Hyperlink to option and select a hyperlink destination from the drop down list displayed by clicking in the text box

11132014 167

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

11132014

bull Change to Slide Show view and move the mouse pointer over the hyperlink

bull The pointer changes to a hand and a linked path appears under the linked word or text (see the image below) ii Click and the hyperlink activate

168

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Activity

Learnersrsquo Activity

Choose a text and create a hyperlink on that selected text

11132014 169

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Printing Your Presentation

Page setup

i Select File rarr Page Setup from the menu bar to access options for printing the presentation slides The format of the printed slides will be used from the Slides sized for drop-down menu or you can enter a specific print size using the Width and Height boxes

ii ii Select the page orientation for the slides and for other print material from the presentation in the Orientation section

11132014 170

Conthellip

11132014

Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

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Conthellip

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Set print option

Specify a Print range

i Select All to print all the slides in the presentation

ii Current slide to print only the current slide or enter slide numbers in the Slides field to print only certain slides (slide number format can be one of the following 1279 which prints pages 1 2 7 amp 9 OR 1-9 which prints all pages from page 1 to page 9)

171

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

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Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

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Printing

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Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

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Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

Specify a Number of Copies to be Printed Enter the number of copies of each slide specified in Print range

11132014 172

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Conthellip

Print the Document

iii Select File rarr Print from the menu bar to print the presentation iv Select printer (if your computer has more than one printer installed and the one you want to use is not a default printer)

11132014 173

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Printing

11132014

Click OK to print

174

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Activity

Prepare your presentation for printing and print it as handout

11132014 175

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Challenge

Sound There are a number of media objects that can be inserted into a PowerPoint Presentation including Sound These can be either tracks directly from a CD or files saved on the computer normally in a wav mp3 or mid format

Movies These can be obtained from digital video cameras or from normal video via video capture equipment (located in the ITS special resources room) normally in a avi or mpg format Add sounds and movies to your presentation (note sounds and movies are objects like other objects explained above)

11132014 176

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Is this the END

11132014 177

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178

Not quite yethelliphelliphelliphellip

WE NEED TIPS FOR CREATING THE BEST PRESENTATION

PRESENTATION TIPS

11132014 178