Unit 5: Digital Presentation (Intermediate)

181
CONTENTS
Unit 5: Digital Presentation (Intermediate)

SESSION 1: INSERTING A MOVIE CLIP .................................................................................183

SESSION 2: INSERTING AN AUDIO CLIP................................................................................187

SESSION 3: WORKING WITH TABLES....................................................................................188

SESSION 4: WORKING WITH CHARTS...................................................................................192

SESSION 5: INSERTING TRANSITIONS..................................................................................194

SESSION 6: INSERTING ANIMATIONS....................................................................................196

SESSION 7: GROUPING OBJECTS.........................................................................................198

SESSION 8: INSERTING SPEAKER NOTES...........................................................................200

SESSION 9: REVIEWING CONTENT.......................................................................................202

SESSION 10: PREPARING TO DELIVER A PRESENTATION..................................................205

SESSION 11: PRINT A PRESENTATION..................................................................................206

182
 Unit-5

SESSION 1: INSERTING A MOVIE CLIP

Relevant Knowledge
Presentation allows the user to add movie clips to the presentation in order to make the
presentation colourful and meaningful. You can insert movies or YouTube videos downloaded
from the Internet.
In this exercise you will learn how to insert a movie clip in slides. Open a new file using presentation
software.

You can insert a movie in two ways:

• Using Insert tab
• Using Title and Content Layout Option

Click on Movie option under Media clips group in the Insert tab, a drop down appears as shown
below.

Figure 1

You can select the Movie from File… option to insert the movie clip that you have already
downloaded from the Internet. A dialog box appears as shown below:

Figure 2
You can locate the movie clip and click OK to insert the same in the slide. The presentation will
be displayed as shown below.

Information Technology 183

 Unit-5

Figure 3

You can set one of the two options available for playing the media clip, i.e Automatically or
When Clicked.

Alternatively, you can select Movie from Clip Organizer… option to insert the movie clips that
are available under Clip Organizer. Doing so displays the clip art task pane as shown below:

Figure 4
You can select any of the movies available and insert it in the slide. Once you have inserted the
movie clip in the slide, the presentation will be displayed as shown below.

Figure 5

184
 Unit-5

Using Layout Option

Open a new file using presentation software and change the layout of the slide.

Click on Layout option available under Slides group in the Home tab, a dropdown list appears
as shown below.

Figure 6

Click on Title and Content option and a slide will be displayed with the layout as shown below.

Figure 7

Information Technology 185

 Unit-5

You can insert a movie in the slide by clicking the icon in the Layout option. Once you click
the icon, a dialog appears as shown below.

Figure 8

When you play the slideshow, the movie clip will be played automatically.

EXERCISE
Perform the following activities till you are confident:
S.No. Activities
1. Insert a movie clip using Insert option
2. Insert a movie clip using Layout option
3. Download different clips on either “Effects of thoughts on water” or “Our place in the
cosmos” or “Effects of Global Warming”. Create a presentation giving an appropriate
name to the file. Insert the relevant video clips and save the presentation. You will
use this file in future sessions too.

ASSESSMENT
Fill in the blanks:

1. Presentation allows the user to add ______ _______ to the presentation in order to make the
presentation colourful and meaningful.

2. You can use two options to insert a movie clip the _________________ &
______________________.

3. The two options available under Movie option are _____________________ &
_________________.

4. Movie option is available in ______________ group under the Insert tab.

186
 Unit-5

SESSION 2: INSERTING AN AUDIO CLIP

Relevant Knowledge

You can include audio clips to a presentation similar to that of videos. For example, you can play
mild background music while making your presentation. In this exercise you will learn how to
insert an audio clip in slides.

Open a new file using presentation software. Click on Sound option under Media clips group in
the Insert tab, a drop down appears as shown in figure 9.

Figure 9

You can select the Sound from File… option to insert the sound clip. A dialog box appears as
shown below.

Figure 10

Information Technology 187

 Unit-5

You can locate the audio clip and click OK to insert the same in the slide. You may follow the
same steps as you learnt while inserting a Movie Clip. There is an inbuilt clip organizer for a list of
sounds. You can access them via the Sound from Clip Organizer… option. Go ahead and insert
an audio clip using this option.When you have completed inserting the sound clip, and you play
the slideshow, the audio clip will be played automatically.

EXERCISE

Perform the following activities till you are confident:

S.No. Activities
1. Insert a sound clip in a presentation
2. Download appropriate music and then reopen the file created in the last session. Add
the music files to enhance the effect of your presentation.

ASSESSMENT

Fill in the blanks:

1. You can include _______________ to a presentation similar to that of videos.

2. Audio Clips are used for playing _____________________ while making presentations.

3. Sound option is available in the Media Clips group under the _____________ tab.

SESSION 3: WORKING WITH TABLES

Relevant Knowledge
Presentation software enables the user to add tables in the slides in order to represent the
statistical data meaningfully.
In this exercise you will learn to work with tables.
Open a new file using presentation software. You can insert a table in two ways:
• Using Insert tab
• Using Title and Content Option

Click on Table option under Tables group in the Insert tab, a drop down appears as shown
below.

188
 Unit-5

Figure 11
You can have learnt to create tables in a word processor by dragging the mouse over requisite
number of boxes. Follow the same method here and create the table shown below. Now go ahead
and try the Insert Table… and Draw Table options to create the table.

Figure 12

Figure 13

Information Technology 189

 Unit-5

Using Title and Content Option

Open a new file using presentation software and change the layout of the slide. To change the
layout of a slide do the following:

Click on Layout option available under Slides group in the Home tab, as you did while selecting
a movie clip. Click on Title and Content option from the dropdown list. You can insert the table
in the slide by clicking the icon available within the layout. Once you click the icon, a dialog
appears as shown below.

Figure 14

Now enter the values for the number of columns and rows that you would like to have in the table.
For example, if you need a table with 3 columns and 3 rows, type 3 in both Number of columns
and Number of rows fields.

Once you have inserted the table into the slide, additional tabs - Design and Layout - are made
available. You can use them for editing and formatting the table further.

Figure 15

You can change the design of the table by changing background, borders or effects by using Table
Styles group in the Design tab. To use a particular design, Select a design under Table Styles
group and double-click on it. If you would like to change a design, choose a different design under
Table Styles group and double-click on the new design.

You have learnt to create a table in a presentation, but if the table already exists in a word
processor document or a spreadsheet, you can directly import it from there. To do so:

190
 Unit-5

With a slide in edit mode, choose Object from the Insert menu.
• In the Insert Object dialog box, click the Create From File option and click Browse to locate
and choose the document or spreadsheet that contains the table. By default, the presentation
software will insert the table.
• When you click OK, the entire document or spreadsheet is imported to your slide. Double-
click the inserted text to remove extra text if the document contains more than the table.
• If you check the Link checkbox while inserting. On doing so, after you update the table in the
document or spreadsheet, then right click on the imported table in the presentation software,
and select the option Update Link, the embedded table gets updated automatically.
• Drag and drop the table on the slide to position it.

EXERCISE
Perform the following activities till you are confident:

S.No. Activities
1. Insert a table in a presentation using Insert and Layout tab
2. Change the design and format of a table in a presentation
3. Import a table from another application
4. Open a new file. Try inserting the table given in this exercise with multiple rows and
columns and also use different pre-defined styles by using the Table Styles option
under Design tab.

ASSESSMENT

Fill in the blanks:

1. __________________ are used to represent the statistical data meaningfully in a

presentation.

2. Table option is available in _____________ group under the Insert tab.

3. Two ways to create a table are : _______________ & _______________.

4. Additional tabs that will be available for editing and formatting the table are __________ &
________________.

Information Technology 191

 Unit-5

SESSION 4: WORKING WITH CHARTS

Relevant Knowledge

Presentation software enables the user to insert charts in slides to present statistical table data in
a pictorial representation. This ensures that the audience can grasp complex data at a glance.

In this exercise you will learn to work with charts. Open a new file using presentation software.
To insert a chart in the slide, click on Chart option under Illustrations group in the Insert tab. A
dialog box appears as shown below.

Figure 16

You will notice different type of the charts that can be used in the presentation.

Select a chart type and click OK. A default chart will be inserted on the slide. The default data
table for that chart will be opened in a spreadsheet application separately as shown below.

Figure 17

192
 Unit-5

You can edit the values in the spreadsheet and the presentation software will automatically update
the chart. Now enter the following in the spreadsheet window:

Day 1 Savings Day 2 Savings Day 3 Savings

Arun 300 250 500
John 200 300 300
Jacob 150 500 600
Salim 500 750 150

Once you have modified the data table in the spreadsheet the chart in the slide gets modified
automatically and the chart will displayed similar to the one below.

Figure 18

Now change the values in the spreadsheet and observe the changes in the chart.

You can change the colors and effects of the chart by using Chart Styles available under Design
tab. To change to a different style, select a style from Chart Styles and double-click on it.

Some Basic Guidelines are as follows:

• Convey one message per chart. Make the message the heading.
• Make the chart easy to read. Label the X and Y axis and label the lines, bars, or pie wedges.
Make the most important text largest, the most important data lines or sections darkest.
• Make bars and columns wider than the spaces between them.
• Be accurate. Always start a numerical axis at zero. Compare only like variables.
• Eliminate all unnecessary details. Avoid grid lines, data points, boxes, etc. unless they relate
to the message.
• Use a few (maximum four) colors per visual.

Information Technology 193

 Unit-5

Importing a chart
You can also import a chart from a spreadsheet. The method is the same as importing a table into
presentation software. Since the entire sheet is imported, you may need to maneuver around and
display the chart in the embedded object. To increase / decrease the size of the object, you can
double click on it and resize it.

EXERCISE
Perform the following activities till you are confident:

S.No. Activities
1. Insert a chart onto a slide
2. Modify an already created chart
3. Import a chart from another application
4. Create a chart using the data below in a spreadsheet. Import the chart onto a slide.

ASSESSMENT
Fill in the blanks:

1. Presentation enables the user to insert __________ in slides to present statistical table data
in a pictorial representation.

2. Chart option is available in _____________ group under the Insert tab.

SESSION 5: INSERTING TRANSITIONS

Relevant Knowledge
Transition effects can help in increasing audience’s interest during a presentation.
A slide transition is the visual motion when one slide changes to the next during a presentation. By
default, one slide simply replaces the previous one on screen, just like a slide show of photographs

194
 Unit-5

would change from one to the next. Most presentation software provides many different transition
effects that you can use to liven up your slide show.

In this exercise you will learn to add transitions in the presentation. Open a new file using
presentation software and add contents to the presentation based on the guidelines provided
earlier. To work with transition effects, click the Animations tab. You will be displayed with list of
transition effects similar to the one below.

Figure 19
To apply, select an effect from Transitions to this slide group and double-click on it.

You can also increase or decrease the duration of the transition effect by setting up the time
interval (in seconds) in duration option under Timing group. Try setting the duration as 1 minute
and observe the effect by performing the slide show.

You can set sound effects during transitions by selecting a sound scheme available in Sound
option under Timing group. Try using different sound schemes and observe the sound effect by
performing the slide show.

If you would like to keep the same transition and sound effect across the entire presentation,
click Apply to all under the Timing group. Selecting this option will apply all the selected effects
across all slides.

Note: A common mistake made is using too many transitions, or using one that doesn’t fit well with
the subject matter. Try to find one transition that doesn’t detract from the presentation and use
it throughout the show. Using too many makes your presentation looks amateurish. A transition
is the final effect to be given to your presentation so edit and arrange all slides in the preferred
order before setting them.

EXERCISE

Perform the following activities till you are confident:

S.No. Activities
1. Apply transitions to slides

Information Technology 195

 Unit-5

2. Now open the presentation created in Exercise 1 (either “Effects of thoughts on

water” or “Our place in the cosmos” or “Effects of Global Warming”.) and try applying
different transition effects to your presentation slides.

ASSESSMENT

Fill in the blanks:

1. ____________ effects can help in increasing audience’s interest during a presentation.

2. A ___________ is the visual motion when one slide changes to the next during a
presentation.

3. The list of transition effects will be available under _____________ tab.

4. Transition effects are available in ___________________________ group under the

Animations tab.

5. ___________________, _________________________, _____________________,

____________, ________________ are some of the transition effects available in a
presentation software.

SESSION 6: INSERTING ANIMATIONS

Relevant Knowledge

While transition occurs between each slide, animation allows you to put slide elements, such as
text and graphics, in motion within a slide! Animations are helpful way to make your slides look
more dynamic. Besides adding action, they help steer audience focus and emphasize important
points. They are also a great way to reveal text or object on a slide one step at a time. For
example, you could have five bullet points of text, and reveal them one-by-one on the slide with
each click.

In this exercise you will learn to add animations in a presentation. Open a new file using
presentation software and add contents to the presentation based on the guidelines provided
earlier. To work with animations, Click Animations tab. You will see Animation options similar
to the one below.

196
 Unit-5

Figure 20

To apply, select the graphical object and click Animate under Animations group. Select the
animation effect under the Animate dropdown list. You can apply an animation effect by selecting
different animation scheme from the dropdown menu.

Figure 21

Once you have selected an animation scheme, play the slideshow to preview the effect.

Surveys show that animation effects are one of the most annoying elements in presentations.
However, when used effectively, these effects can insert a dramatic moment to a particular
message and add spice to a dull presentation.

To summarize the effective uses of animation effects:

• Helps focus audience attention on information.
• Controls the flow of information especially while explaining a diagram.
• Reveal concepts one by one.

EXERCISE
Perform the following activities till you are confident:

S.No. Activities
1. Apply animation on slide objects
2. Create a presentation with 3 slides on your favorite sport. Use different animation
effects available in the presentation software to enhance your presentation as per
your choice. Make your presentation in the class.

Information Technology 197

 Unit-5

ASSESSMENT

Fill in the blanks:

1. __________________ enables you to put slide elements, such as text and graphics, in
motion within a slide.

2. ____________ are helpful way to make your slides look more dynamic.

3. To apply an animation, select the Animate option available in ________ group under the
Animations tab.

SESSION 7: GROUPING OBJECTS

Relevant Knowledge

Grouping can help when you want to move, rotate or resize multiple objects in a presentation.
You can group objects such as pictures, clip art, shapes and text box; once grouped they appear
as a single object.

In this exercise you will learn to work with grouping and ungrouping of objects. Open a new file
using presentation software and add graphical objects to the presentation based on the guidelines
provided earlier. To group the graphical objects, select all the objects that you want to group in the
slide. To select more than one objects in the slide hold down the ctrl key and select the object in
the slide.

To group the objects, click Format tab.

Figure 22

You can select the Group option available under Arrange group in the Format tab. Once you
select the option, you should see a dropdown similar to one displayed below.

198
 Unit-5

Figure 23

Click on Group, to group all the selected graphical objects in the slide.

Similarly you can ungroup the grouped objects by selecting the ungroup option available under
Group dropdown menu.

EXERCISE

Perform the following activities till you are confident:

S.No. Activities
1. Group objects on a slide
2. Open a new presentation, and create the following images and add small textboxes
as headers to describe them:

Now try selecting the objects, practice grouping and ungrouping functions.

ASSESSMENT

Fill in the blanks:

1. ___________ helps to move, rotate or resize multiple objects in a presentation.

2. The Group option is available in ___________ group under the Format tab.

3. The three options available under Group dropdown option are: _______________,
______________ & ________________ .

Information Technology 199

 Unit-5

SESSION 8: INSERTING SPEAKER NOTES

Relevant Knowledge

Good presenters always rehearse their presentations well but there’s often one more thing that
helps them deliver flawless presentation – speaker notes. Speaker notes are guided text used
by the presenter during a presentation. Speaker notes can be short or long texts that can be
used as a reference by the presenter while making a presentation. An area of a PowerPoint or
OpenOffice Impress slide that is hidden during the presentation is reserved for notes for the
speaker. Here you as the presenter can note important key points that you wish to cover during
the presentation.

You can print these notes out, accompanied by a thumbnail version of the appropriate slide, to
keep as a handy reference to use when you are making your oral presentation. This can help you
to communicate specific points related to each slide and make the presentation effective for the
audience.

In this exercise you will learn to add speaker notes. Open a new file using presentation software.
To add notes to a particular slide, select the slide and type the notes in the Click to add notes
area located at the bottom of the presentation software (Figure below).

Figure 24

200
 Unit-5

Alternatively, you can select View tab and click Notes page under Presentation Views Group.

Key things to remember about speaker notes:

1. They should not restate the contents of the slide.

2. Speaker notes should support the content of the slide with in-depth information.

While the regular presentation slides are shown on the main screen for the audience, the view
on your computer screen is slightly different – you can not only see the current slide but also
the text notes and other key points that should be discussed with that slide. To do so, open the
presentation file using your presentation software, go to the Slide Show tab and check the option
Use Presenter View.

EXERCISE

Perform the following activities till you are confident:

S.No. Activities
1. Insert speaker notes on slides
2. Open the presentation you had created in Exercise 1 (either “Effects of thoughts on
water” or “Our place in the cosmos” or “Effects of Global Warming”.) and enhanced
in Exercise 5. Add speaker notes to each of your slides.

ASSESSMENT

Fill in the blanks:

1. _________________ are guided text used by the presenter during a presentation.

2. _________________ can be short or long texts that can be used as a reference by the
presenter.

3. Notes page option is available in ______________ group under the View tab.

Information Technology 201

 Unit-5

SESSION 9: REVIEWING CONTENT

Relevant Knowledge

You should always review the presentation and make changes if required before you present it to
the audience. Presentation software includes options such as spell checks for correcting errors
in a presentation. However, it is the presenters’ responsibility to check each and every point
manually on each slide before attempting to make a presentation.

In this exercise you will learn to make an effective presentation. Making effective presentations
takes practice, but with a few tips up your sleeve, you are ready to take on the challenge.

1. Know your topic.

You may want to charge right in and start using the presentation software.

However, do the research first and know your material, think through what and how you
will present get comfortable with the matter before beginning the project on the computer.
Creating the presentation is the easy part. The best classroom presentations are created by
people who are comfortable with what they are going to talk about.

2. Use key phrases about your topic.

Good presenters use key phrases and include only the most important information. Choose
only the top three or four points and make them several times throughout the presentation.
Highlight key points that are necessary for the audience to remember. Keep the points as
short as possible, use 5-6 words to describe the point.

3. Avoid too much text on each slide.

Do not write your whole speech on the slides. The slide show is meant to accompany your
oral presentation. Summarize the content as bullet points. Use simple language and limit the
number of bullets to three or four per slide.

4. Limit the number of slides.

Too many slides in a presentation may cause you to rush to get through them and your
audience might end up paying more attention to the changing slide than to what you are
saying. On average, one slide per minute is about right in a classroom presentation.

5. Plan the layout of your slide.

Make your slides easy to follow. Put the title at the top. Phrases should read left to right and
top to bottom. Keep important information near the top of the slide.

202
 Unit-5

6. Avoid fancy fonts.

Make sure the fonts, design and colors are consistent throughout the presentation; don’t
use different styles for each slide. Use fonts that are readable; recommended fonts are Arial,
Tahoma, Verdana. Use standard font size that is readable even from the last row if presented
in a large hall or to a large audience. Use combination of capital and small letters; Do NOT
use all capital letters as it may be difficult to read. Use bold, italics or underline only if
required or to highlight key points.

7. Use contrasting colors for text and background.

Use reasonable mix of text color and background; preview to check if it is readable without
any difficulty. Dark text on a light background is usually the best as this combination offers the
maximum visibility. Keep your slide color scheme consistent throughout your presentation.

8. Use a slide design template to keep your presentation look consistent.

Use a single background on all slides; do NOT use multiple backgrounds. Use a pleasant
template or style set; do NOT use different style sets for different slides as it will distract the
audience and they might lose the focus.

9. Use animations and transitions sparingly.

You may enjoy applying animations and transitions in every place that you can. This will
certainly be entertaining, but at the same time very distracting. So use this feature with
prudence.

10. Also, always review the presentation 2-3 times before making a presentation;

this can help in reducing or eliminating any errors in it. Remove irrelevant points during the
review, add or remove images during review. Try presenting to a smaller audience, make
necessary corrections before presenting it to a larger audience

Note: Most presentation software includes many features; do NOT try to overuse them!!!

Once you have created the presentation of your choice using the guidelines, you may now
proceed to reviewing the presentation. Use the additional guidelines below:
• Do a thorough spell check across all slides
• Perform a manual spell check for terms that is not included during the standard spell check
in the presentation software; NOT all terms (particularly technical terms such as biological
names, etc.) will be checked
• Remove irrelevant content such as images or clip arts, terms, etc. if they are not required.

Information Technology 203

 Unit-5

EXERCISE

Perform the following activity till you are confident:

S.No. Activity
1. Prepare a presentation with a topic of your choice or as assigned by your teacher.
Review using the guidelines and have it validated by your teacher.

ASSESSMENT

Fill in the blanks:

1. Presentation software includes options such as ____________ spell checks for correcting
errors in a presentation.

2. Tips to make an effective presentation are:

a) ________________________________________________________

________________________________________________________

b) ________________________________________________________

________________________________________________________

c) ________________________________________________________

________________________________________________________

d) ________________________________________________________

________________________________________________________

e) ________________________________________________________

________________________________________________________

204
 Unit-5

SESSION 10: PREPARING TO DELIVER A PRESENTATION

Relevant Knowledge
Now that you have a presentation ready, you can customize the delivery of the presentation.
For example, you can customize to display selected slides to be displayed to the audience or
configure for multiple monitors, etc.

In this exercise, you will learn to deliver a presentation.

To work with Slide Show, open an existing presentation in the presentation software.

Click on Set Up SlideShow option under Set Up group in the Slide Show tab.

Once you click Set Up SlideShow, a dialog box appears as shown below.

Figure 25

If the presentation is to be made to an audience, use the Presented by a speaker (full screen)
option.

If the presentation is to be made to an individual, use Browsed by an individual (window)

option.

If the presentation is to be made at Kiosks, use the Browser at a Kiosk (full screen) option.

Note: A kiosk is a computer terminal featuring specialized hardware and software designed
within a public exhibit that provides access to information and applications for communication,
commerce, entertainment, and education.

In addition, you can configure the presentation to be automated (run continuously), with or without
animation by using the options under Show Options group.

You can display selective slides from a presentation using the Show slides option.

Information Technology 205

 Unit-5

EXERCISE
Perform the following activities till you are confident:

S.No. Activities
1. Create a slide show
2. Reopen the presentation created in Exercise 1 (either “Effects of thoughts on
water” or “Our place in the cosmos” or “Effects of Global Warming”.) and enhanced
in Exercises 5and 8. Prepare to deliver the presentation based on all you have
learnt in this session, preview and make your presentation.

ASSESSMENT
Fill in the blanks:

1. Set Up Slide Show option is available in _______________ group under the Slide Show
tab.

2. The _______________ option should be used while presenting the presentation to an

audience.

3. The _______________ option should be used while presenting the presentation to an

audience.

4. A ____________ is a computer terminal featuring specialized hardware and software

designed within a public exhibit that provides access to information and applications for
communication, commerce, entertainment, and education.

SESSION 11: PRINT A PRESENTATION

Relevant Knowledge
Sometimes you may need to provide print outs of the presentation to the audience as a reference
material. You can print notes, handouts or outline of the presentation using the presentation
software. In this exercise, you will learn to print notes, handouts and outline.

To print, open an existing presentation and select the Print option.

Select the Notes Page option under Print what: dropdown list (figure 26.)

206
 Unit-5

Figure 26

Click OK once you are ready to print the notes.

You can print handouts for audience reference by selecting the Handouts option under Print
what: dropdown list. To save paper, you can print multiple slides on a single sheet.

To print multiple slides, select the number of slides that you would like to print by choosing the
number displayed under Slides per page dropdown under Handouts Group (figure 27).

Figure 27

If you would to print only the text part of the presentation, you can use the Outline option in the
presentation software.

To print the outline, select the Outline View option under Print what: dropdown list.

Figure 28

Information Technology 207

 Unit-5

EXERCISE

Perform the following activities till you are confident:

S.No. Activities
1. Print a presentation
2. Create a presentation (10-12 slides) on any two of the following topics.

• School Annual Day function.

• Sports Day.

• Independence Day.

• Healthy Diet.

• Savings Plan (Post Office).

• Creating Presentations.

While making the presentations use the following features based on the presentation
guidelines learnt earlier.

• Use Transition effects for slides.

• Use Animation effects for text and objects.

• Group related pictures.

• Use tables and format them with different table styles.

• Use charts to represent data in graphical form.

• Download and use templates.

ASSESSMENT

Fill in the blanks:

1. Print option is used to print __________ , __________ & __________ of a presentation.

2. Handouts option is available under ____________ dropdown list.

3. The ______________ option is used to print only the text part of the presentation.

208