Module 5 –Presentation Applications

Table of Contents
Section 1 - Introduction ................................................................................................................................ 2
1.1. Module Learning Outcomes ..................................................................................................... 2
1.2. Tools required: .............................................................................................................................. 2
2. Section 2: Interface with PowerPoint Application ................................................................................ 3
2.1. Session 1A – The PowerPoint Interface ........................................................................................ 3
2.2. Session 1B – Working with Tables and MS Excel ........................................................................ 14
3. Section 3 – Working with Multimedia ................................................................................................ 22
3.1. Session 2A – Adding graphics...................................................................................................... 22
3.2. Session 2B – Formatting presentations ...................................................................................... 31
4. Section 4 – Preparing Presentations for show .................................................................................... 36
4.1. Session 3A – Setting up Slide Timings ......................................................................................... 36
4.2. Session 3B – Advanced Presentation Interface .......................................................................... 46

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Section 1 - Introduction
The goal of this module is to equip learners with skills on how to create powerful
presentations, which will have an impact to the audience. In order to achieve intended
goals, one can leverage todays advanced technology to create full multimedia
presentations that convey different messages to the audience and such presentations
can be customized to the environment of the audience.

1.1. Module Learning Outcomes

At the end of the module, learners will be able to

1. Create new presentation specific to particular themes

2. use different templates to match user needs

3. Use Images, Illustrations and Links to enhance the presentation with multimedia
features

4. Apply slide animation, transition and create special presentation with timings feature

5. Create different charts and tables

6. Manage presentations themes and backgrounds

7.

1.2.Tools required:
Microsoft PowerPoint 2010 or higher OR, OpenOffice Impress, OR Google Slides

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2. Section 2: Interface with PowerPoint Application

2.1.Session 1A – The PowerPoint Interface

Definition: Presentation software is an application that is used to prepare slide show
based presentations with a graphical approach. A PowerPoint presentation helps
complement oral presentations.

Learning outcomes

By the end of this session, you will be able to:

i. Explain what presentation software is and the different types

applications software available in the market
ii. Describe the presentation interface and major presentation applications
iii. Create a new presentation and add different slide templates
iv. Alter the layout of new/existing slides

Introduction to presentation applications

A presentation program is
a software package used to display
information in the form of a slide show. It
has three major functions:

i. an editor that allows text to be

inserted and formatted,
ii. a method for inserting and
manipulating graphic images, and
iii. a slide-show system to display the
content

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Presentation software is used in both educational and business settings to allow
presenters to keep their audience focused on the message being delivered by using a
format that appeals to different learning styles. There are both free and paid versions of
presentation software available, with both OpenOffice and Microsoft Office containing
particularly robust presentation applications. Examples of presentation software
include:

Microsoft PowerPoint

Microsoft PowerPoint - It was estimated that there are 30 million

PowerPoint presentations given every day and that is has 95%
Market share.

Adobe Flash - The animation effects and the ability to import video
are stunning. The biggest problem is that it takes a high degree of
proficiency to get it to work for you.

Open Office Impress - the free open source presentation technology. It

contains a number of features not available in PowerPoint

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 For those of you using Macs there is a small community of people
who use Apple Keynote. It is used by Apple devices.

This is a free online (you must have Internet connection)

presentation software by Google. It is available under Google
apps. Presentation files converted to .gslides Slides format cannot
be larger than 100 MB. Images inserted cannot be larger than 50
MB, and must be in either .jpg, .png, or non-animated .gif formats.

Differences between PowerPoint versus Keynote versus Google Slides

PowerPoint Keynote Google Slides

Related Software Part of Microsoft Office365 Part of the iWork Part of Google Drive’s office
productivity suite suite

Export File Types In addition to various Includes .pdf, various Includes .pptx, .pdf, .txt,
PowerPoint and Office PowerPoint files, .jpg, png, .svg
formats, export formats QuickTime, HTML, Images,
include .pdf, .xps, .mp4, and Keynote 2009
.wmv, .odp, .gif, .jpg, .png,
.gif, .bmp, .tif, .wmf, .emf,
and .rtf

Audio Import Yes Yes Not at this time, but

YouTube videos can be
embedded.

Animation and About 50 effects (Entrance, About 30 different build About 15 effects.
Effects emphasis, and exit). animations and 40

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 PowerPoint Keynote Google Slides

transition effects.

Collaboration PowerPoint 365 files can be Invite others to collaborate Files are easily shared with
shared if saved to if your Keynote is set up to online collaborators.
OneDrive. use iCloud Drive.

Offline Access Yes Yes, as long as the file is Files can be accessed offline
saved on your local device. using the Google Slides app
(link to Chrome web store).

Cost Must purchase through Free with new Mac, or Free as a part of Google
Microsoft. purchase through the Mac Office. You must create a
App store. Google account.

Available for Mac Yes, although some users Yes, Keynote was designed Yes, as long as there is an
claim the Mac version is not for the Mac. Internet connection.
as robust as the PC version.

Available for PC Yes No Yes, Google Slides resides in

the cloud.

The Microsoft PowerPoint Interface

Class Exercise

1. On your computer, select Start  Microsoft Office  Microsoft PowerPoint 2010

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2. The PowerPoint interface loads as follows:

The Presentation Window

Stage – Area used to design each PowerPoint slide by adding text, images, charts,
graphs and tables

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Outline pane- Contains the text from the slides. One can quickly locate a slide and by
clicking on it from the outline pane, have it loaded on the stage for editing.

Notes Pane- used to provide additional details or notes that would not otherwise fit in
the stage area, or that provide additional information for the slide.

Slide Layout - Used to format the order of tables, charts, graphs and text on a slide.
Depending on the type of content that needs to be displayed on each slide, select the
appropriate layout.

The graphical User Interface

Menu bar – A menu is a collection of related actions that are grouped together. These
activities modify the presentation in a particular way when clicked on by the mouse of
selected with a keyboard. The "File" menu, for example, provides options to open a file,
create a new one, and save or print -- among others.

Class exercise

1. To move from pane to pane, you click on the pane you want. Click on the View tab.

o View - Used to modify, print and deliver a presentation.

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  Normal View- this is the default view used to design presentations.
 Slide Sorter View- changes the size of presentation slides to thumbnails
making it easier to organize, sort or rearrange the sequence of slides.
 Notes Page- allows additional notes to be created or modified for the
current slide.

Title bar – This shows the name of the presentation that is open. When one creates a
new presentation, it will be named “Presentation1” and the next presentation will be
“Presentation2” and so on. This is the generic name and will change when a user saves
the document and gives it a different name, using the File  Save As menu.

Ribbon – This is as a collection of seven horizontal tabbed toolbars arranged on top of

each other. Depending on the presentation software in use, these are: Home, Insert,
Design, Animations, Slideshow and Review. At any one time, only one tab is active.
One can hide/unhide the ribbon, by clicking on the “V” and “inverted V”, just below
the windows control menu.

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 Windows control – This are three buttons that enable a user to modify the
windows, an area where the document is contained.

Minimize button – This is indicated as “-“and when clicked on with left mouse
button, makes the size of the window disappear without closing it.

Restore Down – Indicated as 2 squares one behind another. When clicked on

with left mouse button, makes the size of the window vary without the window
disappearing.

Close – This is indicated by an “X”. When clicked on with left mouse button, it
closes the window. If a user had modified the presentation, it automatically loads
the “Save Changes” Menu.

Creating a PowerPoint Presentation

Class Exercise

1. Type the following in the in the first slide

 First Place Holder – Enter Your name
 Second Place Holder – “My first PowerPoint Presentation

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 2. Select File  Save As  \\classfolder\Presentation\exercises

File Name – My First Presentation – “your names”

Save as Type – PowerPoint Presentation

3. Add a new slide as follows:

Click on the New Slide

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 4. The Menu for theme is highlighted and allows selecting the theme that you want
to be most representative TEMPLATE of what you want to display. Select Title
and Content.

A PowerPoint template is a pattern or blueprint of a slide or group of slides that

you save as a .potx file. Templates can contain layouts, theme colors, theme fonts,
theme effects, background styles, and even content.

5. Enter the following Content in the slide:

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 6. Insert new slide Theme – Title Only
7. Select the Title field with left mouse button, hold the button down and drag it to
the middle of the slide. Enter the Text “End of Presentation.”

8. Close the presentation, when prompted to Save Changes, select OK

Take Home:

Open Google Slides and create the same presentation using Google
Slides

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 2.2.Session 1B – Working with Tables and MS Excel
Learning outcomes

By the end of this session, you will be able to:

i. Adding tables in a presentation

ii. Adding excel Worksheets
iii. Linking workbooks with a PowerPoint presentation

Microsoft PowerPoint and indeed presentation software allow users to add tables in a
presentation. These tables can be embedded on the presentation itself, or linked to a
source a document e.g. MS Word or MS Excel. You can create and format a table from
within PowerPoint, copy and paste a table from Word or a group of cells from Excel, or
you can insert an Excel spreadsheet from within PowerPoint. It all depends on your
needs and your resources.

Creating a Table

1. Start a new the PowerPoint presentation and save it as Jerusalem Ministries.pptx in

the Exercises folder.
2. On slide 1, key in the following information.

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3. Add a new slide and type the slide title as “Summary of Membership”.
4. In the content pane, click the first icon to add a table.

5. In the pop up menu, select the number of Columns (3) and the number of Rows (6).
This will add a table with 3 columns and 6 rows.

6. On the title rows, type the following information “Category: “Full Members”
“Others”

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Splitting Cells

1. Select column 3 (“Others”)

2. In the Layout tab, select Merge grouping, select Split Cells. Specify that the Column
is split into 2.

3. This adds a fourth column to the table. Type in “Total” in the column header.
4. Select Design Tab  Table Styles grouping. Change from the current design to
“Light” category  Light Style 3 – Accent 5

5. Key in the following Data

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6. Place the cursor in last cell (total for Sunday school). Press the tab key, once. This
adds a new row to the table.
7. Open the Calculator by searching for “Calc” in the task bar. The calculator open.

8. Use the calculator to add the totals and key in all the totals for the table for rows and
columns.

Totals for Rows and Totals for column should be same in the last total .

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Adding Excel Tables

1. Create a new slide (Slide 3) and change title to “Financial Information”

2. Open the file Financial Report - Jerusalem Ministries.xlsx from the class folder and
Save As Financial Report - Jerusalem Ministries Edited.xlsx in the exercises folder.
3. In the PowerPoint application, in the Insert tab, Table tool, select Excel
Spreadsheet.

4. In the PowerPoint application, extend the Excel worksheet to fill the slide.

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5. In the Excel book, select worksheet 2 (Financial data input). Copy the Worksheet.
(Crtl A

6. In the PowerPoint, at the sheet selection, right click and select, Paste Special  Paste
 Keep Source Column Width (W)

7. The worksheet is pasted in the presentation.

8. Go to Excel application an add a 2017 in the row that has the years.

9. Go to PowerPoint application. The worksheet does not have the new data. This is
because the two worksheets are not connected.

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Linking workbooks with a PowerPoint

1. Add a new slide (slide 4) in the presentation in the Jerusalem Ministries

presentation.
2. Change slide title to “Financial Information – Dynamics”
3. In the Insert tab, Text grouping, select Object

4. Select Insert Object  Create from File. Browse to the file Financial Report -
Jerusalem Ministries Edited.xlsx in your class folder. Tick the checkbox for link.

10. Open the Open the Report - Jerusalem Ministries Edited.xlsx in the exercises
folder. Add years 2017, 2018, 2019 and 2010
11. Close both applications and Save changes.

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12. Start the PowerPoint application. You get a message that PowerPoint is to update
Links. Select OK. This Updates the Links so that whenever data changes in Excel, it
gets reflected.

Warning: For changes to be effected, always CLOSE the PowerPoint application

and RESTART. This is what updates the links to other documents. If you do not,
PowerPoint will be accessing stale data/information and therefore give wrong
information.

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3. Section 3 – Working with Multimedia

3.1.Session 2A – Adding graphics

Learning outcomes

By the end of this session, you will be able to:

i. Add pictures and clipart in a presentation

ii. Add illustrations in a presentation: Shapes, SmartArt and Charts
iii. Add videos and audio files in a presentation

Adding graphics to a presentation makes it easier to highlight important aspects,

present items that would not be suitable to present as text, in images, graphs or tables.
With graphics, one is able to make visually appealing presentation.

Pictures- inserts pictures to your presentation. You can locate photos on

your local drive to insert into the presentation.

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 Clip Art- these are pictures and symbols that are pre-defined with the
presentation application in use. Additional ClipArt pictures and symbols
can be downloaded from the Internet.

WordArt- this is a text-modifying feature that allows text to be presented

with additional visual effects such as shadow, reflection, 3D-rotation and
bevel. These effects can also be added to WordArt shapes.

Shapes - used to draw certain aspects of a presentation. Symbols allow the

addition of special characters that are not available on the keyboard such as
currencies, fractions, trademark and copyright symbols.

SmartArt- used to graphically represent text data. SmartArt can be used to

present

 Lists-create grouped blocks of information

 Process- create a diagram to show steps or a timeline
 Cycle-create a diagram to show a continuous process
 Hierarchy- create a diagram that shows ranked information
 Relationship- show how information or ideas are associated
 Picture- Create a diagram that has pictures

Charts- Charts are useful in presenting numeric data. PowerPoint has

different chart types to present different types of data in a presentation.

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  Column Chart- compare values across categories
 Line Chart- Display trends over time
 Pie Chart- Display contribution of each value to a total
 Bar Chart- compare multiple values
 Area Chart- Display differences between data sets over time
 Scatter Chart- Compare pairs of values
 Other Chart- creates a chart using other chart types or custom chart
templates.

You can add audio, such as music, narration, sound bites, and more to
your presentations to add emphasis and make it more interesting.

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Class Exercise

This session builds on the WelcomeEX1.pptx presentation.

1. Locate and open the PowerPoint presentation WelcomeEX1.pptx from the last
class session.
2. Select File  Save As and save the presentation as WelcomeEx2.pptx.

Adding Illustrations to a presentation:

1. Select the title slide (the first slide) to make it active in the staging window.
Select Insert from the Insert tab and select “Picture from File”.
Insert  Picture  daystar.png

2. In your classroom folder, select the image daystar and click insert OR double
click on the image to insert it.

3. Using the mouse, resize or align the image as appropriate so that it fits above the
Title WELCOME TO DAYSTAR. Hover the mouse on the image, when the
mouse pointer is cross, hold down mouse button and drag.

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 4. To Insert WordArt - Select Slide 4-Our Core Values, select Insert from the menu
bar, click WordArt. Select one of the WordArt options available and type the text
“Let your light shine”
Insert  Word Art  Fill: White, Gradient Outline – Accent 1

5. Adjust font size to 40. Rotate and adjust the WordArt to fit on the bottom-right
corner of the presentation. Hover mouse pointer at the Green dot, hold down
mouse pointer and rotate accordingly.

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Format the text size, colors and other formatting effects using the options available on
the toolbar.

6. Save the presentation.

Adding Pictures to a Presentation

1. Add a new slide before the Contact Us Slide. Add the slide title “Student
Leaders”.
a. Method I- Click the slide outline area to the left and on the mouse, use the
right click button to bring up the pop up menu. Select insert new slide.

b. Method II- Insert a new slide from the Insert menu. If the slide is added to
the bottom of the contact us slide, rearrange by
i. Dragging it above with the mouse.

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 ii. Selecting View tab, select “Slide Sorter ”. Use the mouse to
rearrange the slides. Revert to Normal view once done.

2. To Insert SmartArt
a. Method I- In the main text area, locate the SmartArt Graphic icon

b. Method II- Select Insert  SmartArt from the Insert tab..

3. Select SmartArt  Picture Captioned Pictures layout. Hint: Mouse over each
graphic to view its name.

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 4. In each of the picture boxes of the SmartArt, insert the leader image in the class
folder. Under each picture, change the [Text] to the position the student leader
holds. In the next [Text] section, add the name of the student leader.

5. To add or delete SmartArt shapes to the SmartArt Graphic

a. Click on the SmartArt graphic to expand a Text Pane to the left, locate the
“+” button. The text pane can also be used to add, modify or rearrange the
smart art graphics.
6. On the toolbar, change the smart art graphics style such as its colors.
Select the name labels, Design  Change Colors  Colorful – Accent 1

7. Save the presentation.

Working with Charts

1. To insert a chart, add a new slide below “Daystar University Students
Association” slide. Add the Title “Graduation Statistics”.
Select Insert  Chart  Column  Clustered Column.

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 2. A new page as shown below will be opened in excel.

3. In each of the cells, enter the following data and click save. This will
automatically take you back to the PowerPoint presentation, where a column
chart has been added.

4. Save the presentation.

Adding Media Files

1. To add media files to a presentation – A media file such as audio, can be added
to play for the duration of the presentation or at certain points of the
presentation.
2. While still on the “Graduation Statistics” slide:
Select Insert  Audio  Audio from File.

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 Locate the media file audience_applause.mp3 and add it to the slide. The default
setting requires you to click play to hear the effect. Format the effects of sound.

3. To hide the speaker icon, select the speaker icon, on the tool bar, locate format
audio, select “Playback options” and select “hide icon during show”
4. Save the presentation.

3.2.Session 2B – Formatting presentations

Learning outcomes

By the end of this session, you will be able to:

i. Format the presentation by changing themes

ii. Alter the standard theme by changing colors
iii. Work with background styles to enhance the presentation
iv. Working with Table of Content

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Themes are used to simplify the process of creating professional designer-looking
presentations. Theme colors, fonts, and effects not only work in PowerPoint, but they
are also available in Excel, Word, and Outlook so your presentations, documents,
worksheets, and e-mails can have a cohesive look.

Applying a new theme changes the major

details of your document. WordArt effects
are applied to titles in PowerPoint. Tables,
charts, SmartArt graphics, shapes, and
other objects are updated to complement
one another. Also, in PowerPoint, even the
layouts and backgrounds of your slides
can be changed dramatically from theme
to theme. If you like the way that a theme
looks when you apply it to your
presentation, you are finished
reformatting with just that one click. If you
want to customize your presentation further, you can change the theme colors, theme
fonts, or theme effects.

Formatting a Presentation with Themes

PowerPoint includes design templates known as themes. When a theme is applied to a

presentation, all the slides in the presentation have the same background color, font
types and other theme effects applied to them. The standard theme colors can also be
modified. Where the presentation does not have a specific theme applied to it,
background colors can be added to the slides.

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Class Exercise

Open the presentation WelcomeEx2.pptx created in the last session.

Changing slide background colors

1. Select a slide on the presentation.

a. Method I- Select Design tab Background group and effect the following
change.

Design  Background  Background Styles  Format Background  Fill

Solid Fill  Turquois Accent 3  Apply to all.

b. Method II- Right click on the slide to change, click Format Background

This changes the background colour of the slides uniformly. Which may be
tiring (and in some cases boring) to the audience.

2. Follow steps as above, but change from Fill  Solid, to

3. Design  Background  Background Styles  Format Background  Fill

Gradient Fill  Preset Colors
4. Adjust the bar for Gradient Stops to your desired output.

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 5. Select “Apply” to apply. This enables you to see the only one slide where
changes have been made. If you like the preview, you select “Apply to All” to
apply the background color to all the slides in the presentation.

6. Save the presentation.

7. Run the presentation to view as a slideshow.

Changing the presentation theme.

1. From the main menu Design tab locate Themes and click Theme Effects.

Scroll to see more themes.

2. Select the theme to apply to the presentation. Different themes will have different
effects on the font, graphs and graphics on the presentation. When selecting a
theme, ensure the text is legible by the audience.

3. To change a theme color, locate Colors in the Theme grouping . Design 

Themes  Colors

4. Reorganize any images or graphics that have been affected by the theme applied.

5. Save the presentation.

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 6. View as slideshow.

Add Headers and Footers to a presentation

1. Select Insert from the main menu-Header and Footer. PowerPoint allows you to
select the information that you would like to add to the Header and Footer
section of the presentation.

1. Date and Time- can either be fixed, such as the date the presentation was
prepared or made OR auto-update which picks the current date.

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 After applying, the theme may require changes to accommodate the
information for header and footer. Make the necessary theme adjustments.

2. In the footer text, enter a custom message on the footer. “Excellence.

Transformation. Servant-Leadership”.

3. Check the option “do not show on title slide”.

4. Select “Apply to All”.

5. Save the presentation and view as slide show.

Working with a Table of Contents

Class exercise

1. Watch the Video “Table of Content Automation” and create table of content for your
presentation.

4. Section 4 – Preparing Presentations for show

4.1. Session 3A – Setting up Slide Timings

Learning outcomes

By the end of this session, you will be able to:

i. Predetermine slide transitions

ii. Set timings to an automatic slide show
iii. Customize the slide show: show type, slow slides, show options and
presenter view.
iv. Rehearse the timings of a presentation

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Slide transitions are the animation-like effects that occur when you move from one slide
to the next during a presentation. You can control the speed, add sound, and customize
the properties of transition effects.

Rehearsing a presentation gives the presenter an idea how much time is needed to
present each slide. Slide timings can be used to automatically advance to the next slide.

Class Activity

This session builds on the WelcomeEX2.pptx presentation.

1. Open the file WelcomeEX2.pptx from the last class session.

2. Select File  Save As and save the presentation as WelcomeEx3.pptx.

Applying Predetermined Slide Animations:

You can animate the text, pictures, shapes, tables, SmartArt graphics, and other objects
in your PowerPoint presentation to give them visual effects, including entrances, exits,
changes in size or color, and even movement. For example, you can make words or text
appear one line at a time. Build a slide presentation that animates bullet points or even
production credits.

Animation is a great way to focus on important points, to control the flow of

information, and to increase viewer interest in your presentation. You can apply
animation effects to text or objects on individual slides, to text and objects on the slide
master, or to placeholders on custom slide layouts.

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There are four different types of animation effects:

 Entrance effects make an object fade gradually into focus, fly onto the slide from
an edge, or bounce into view.

 Exit effects include making an object fly off of the slide, disappear from view, or
spiral off of the slide.

 Emphasis effects include making an object shrink or grow in size, change color,
or spin on its center.

 Motion Paths to make an object move up or down, left or right, or in a star or

circular pattern (among other effects). You also can draw your own motion path.

Class activity.

1. Select slide 4 ( “Core Values” slide)

2. Select the WordArt Let your light shine.
3. On the Animations tab, click on the scroll bar on the right side to see more
options. Animation.

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 4. Pick an effect under the Emphasis Effects category. Select Brush color,
PowerPoint shows you how the animation will be.

Note that a number is added in the slide to show you the

Animation is added. To remove the animation, delete the
number.

5. In the slide with Student Leaders of Daystar University Students Association,

select the slide title.
6. On the Animations tab, click Add Animation. Pick an effect under the Entrance
Effects category. Note the effect before settling on final selection.

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 7. Add a new slide to the end of the presentation, after Contact US. In the Home
tab, Slides category, select Tile Only.

8. Drag the Title Holder to the middle of the slide and type “Thank you”.
9. Center the words and change the font to Comic Sans MS and a size of 72.
10. Select the text. On the Animations tab, click Add Animation. Pick an effect under
the Exit Effects category.

11. Save the presentation. Press F5 to run the slideshow OR from the Slide Show
tab  Start Slide Show  From Beginning

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 12. Use the keyboard arrows to move in the slide show. The effects of Animation of
the text will be visible.

You can use any animation by itself, or combine

multiple effects together. For instance, to make a line of
text fly in while it grows, apply a Fly In entrance effect
and a Grow/Shrink emphasis effect to it. Click Add
Animation to add effects, and use the Animation Pane
to set the emphasis effect to occur With Previous.

Formatting Slide Transitions

You can change slide transitions, set different properties or timings for transitions, and
remove slide transitions from the slides in your presentation. Transitions are available
in the Transitions tab.

Applying Slide Transitions

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 1. Select the first slide, on the transitions tab, select a transition.
2. Do this for the rest of the presentation. For each slide, select a different transition
effect. (Cut, Fade, Push, Wipe,….,) Click on the Scroll Bar on the side to see a
complete list of available transitions.

3. Save the presentation.

4. View the presentation as a slideshow.
Until the timing options have been set, the transition and animation effects will only take
effect on mouse click.

Rehearse the Timings of a Presentation

Automatic slide shows provide the presenter with the opportunity to focus on the
audience when making a presentation. While using the click option to move to the next
slide may give the presenter control over the speed with which they move to the next
slide, it can be distracting and more time consuming.

Setting a presentation to automatic means that, the presenter is able to move seamlessly
through the presentation. It is important to give enough time to each slide when setting

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transition to automatic to avoid cases of too little time or too much time between slides.
The settings are in the Slide Show tab, Set Up grouping.

Class Exercise: Creating an automatic slideshow

1. On the Slide Show tab, select Set Up grouping, select “Set Up Slide Show”. The
Set Up Show dialogue box appears.

 Show type – determines how the slide show will appear during a
presentation. Presented by the speaker is the default option that is used
when making presentations for example in meetings and class.

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  Show Slides – Allows you to choose the slide you want to focus on. It is
not a must to include all slides.
 Show Options – allows you to select continuous lop so that the slide goes
back automatically to slide number 1, after getting to the end.
 Pen Color – Allows a user to use an “Electronic Marker Pen” while doing
a presentation.
Using Pen

1. Run the slide Show and move to slide number 2 “Introduction”

2. Press (Ctrl + P) to activate the electronic pen. The Mouse Pointer changes to a
small dot.
3. Hold down the lest mouse button and circle the first bullet as follows:

4. When you get to the end of the show, PowerPoint asks if you want to keep the
ink annotations. Select discard.

Set Up Slide Show…Continued.

2. On the slide Show tab, Set Up grouping, select Rehearse Timings

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 3. The Timer starts moving allowing the user to determine how much time to
allocate to the displayed slide.

4. While the show is on-going, use the Right Arrow to move to the next side. Allow
the timer to roll for the second slide.
5. Repeat this for all the slides. You will allow time even for the animation. Note the
accumulated time on the right.

6. When you get to the end, close the dialogue window. You will be prompted to
make changes. When prompted to save changes with duration, select yes.

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 7. Press F5 to run the show. If you had selected Loop Continuously Until ‘Esc’, the
show will run continuously.

Quiz

1. What is the difference between transition and animation?

2. How would you set timings to a presentation?

3. What is the purpose of presenter view?

4. How would one rehearse a presentation?

5. What are the four main animation effects in PowerPoint?

4.2.Session 3B – Advanced Presentation Interface

Learning outcomes

By the end of this session, you will be able to:

i. Work with different presentation views: Normal, slide sorter and

Notes
ii. Work in the slide sorter view to move, add and delete slides
iii. Work with Master menu

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The views in PowerPoint that you can use to edit print, and deliver your presentation
are as follows:

i. Normal view

ii. Slide Sorter view

iii. Notes Page view

iv. Slide Show view (which includes Presenter view)

v. Master views: Slide, Handout, and Notes

Normal view Normal view is the main editing view, where you write and design
your presentations. Normal view has four working areas:

Slide Sorter view Slide Sorter view gives you a view of your slides in thumbnail
form. This view makes it easy for you to sort and organize the sequence of your slides
as you create your presentation, and then also as you prepare your presentation for
printing. You can add sections in Slide Sorter view as well, and sort slides into different
categories or sections.

Notes Page view The Notes pane is located under the Slide pane. You can type notes
that apply to the current slide. Later, you can print your notes and refer to them when
you give your presentation. You can also print notes to give to your audience or include
the notes in a presentation that you send to the audience or post on a Web page.

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Master views The master views include, Slide, Handout, and Notes view. They are
the main slides that store information about the presentation, including background,
theme colors, theme fonts, theme effects, placeholder sizes, and positions. The key
benefit to working in a master view is that on the slide master, notes master, or handout
master, you can make universal style changes to every slide, notes page, or handout
associated with your presentation.

Views for delivering your presentation

Slide Show view Use Slide Show view to deliver your presentation to your audience.
In this view, your slides occupy the full computer screen.

Presenter view Presenter View helps you manage your slides while you present by
tracking how much time has elapsed, which slide is next, and displaying notes that only
you can see (while also allowing you to take meeting notes as you present).

Views for preparing and printing your presentation

To help you save paper and ink, you'll want to prepare your print job before you print.
PowerPoint provides views and settings to help you specify what you want to print
(slides, handouts, or notes pages) and how you want those jobs to print (in color,
grayscale, black and white, with frames, and more).

Print Preview Print Preview lets you specify settings for what you want to print —
handouts, notes pages, and outline, or slides.

Sorting Slides.

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Slide Sorter view - Slide Sorter view gives you a view of your slides in thumbnail
form. This view makes it easy for you to sort and organize the sequence of your slides
as you prepare to print your slides.

Class Activity

1. Open the presentation WelcomeEx3.pptx.

2. To reorganize the slides, select Slide Sorter in the View option of the menu.

3. Click the slide “Graduation Statistics” hold down the left mouse button, drag the
slide and place it after “Core Values” to change the order. If prompted to
confirm, select Move.

Adding a notes to a slide.

1. To add notes to a slide: Locate slide 5 “Student Leades”.
2. On the View tab, Presentations Views grouping, select Notes Page tool.

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 3. This open a different window which allows for a user to add notes. In the notes
section, write the following:
 ISADU- International Students Association of Daystar University
 DUSA elections are held every year across all Daystar campuses
 The association consists of President, Vice President, ISADU President
and Secretaries and a Treasurer.
 DUSA and its executing officials form the Student Executive Committee
4. Save changes. (Ctrl + S)

Create or Customize a Slide Master

1. Open a blank presentation, and then, on the View tab, in the Master Views
group, click Slide Master.

2. When you open Slide Master view, a blank slide-master with the default,
associated layouts appears.
Note In the slide thumbnail pane, the slide master is the larger slide image,
and the associated layouts are positioned beneath the slide master.

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 Slide
Master

Associated
Layouts

3. In the class folder, open the file, Daystar Logo Web Large by double clicking on
it. Right click on the Logo and select copy.
4. Go back to PowerPoint and on the Slide Mater, select paste.

5. Resize the logo and take it just above the footer that has “Date”. Note that the
Associated Slides get the same formatting.

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 5. To set the page orientation for all of the slides in your presentation, on the Slide
Master tab, in the Page Setup group, click Slide Orientation, and then click
either Portrait or Landscape.
6. On the Slide Master tab, Edit Theme grouping, Themes tool, select Flow.

7. On the File tab, click Save As.

8. In the File name box, type a My First template FirstName LastName. Note that
when you select File Type as PoerPoint Template, the location changes
automatically to be added in Roaming  Microsoft  Templates folder. Change
Location to class folder.

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 9. In the Save as type list, click PowerPoint Template, and then click Save.
10. On the Slide Master tab, in the Close group, click Close Master View.
11. The new PowerPoint presentation based on the new template is now available.
Add a new slide to it.
12. Close the file and save changes.

13. To create a presentation using this template, explore the location in the class
folder. Double click to open the template. Select Save As….under File type, select
PowerPoint Presentation.

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 Class exercise:

1. What is the significance of the slide sorter view?

2. What is the difference between ‘handout’ and ‘notes’ when

printing?

3. What is the effect of editing Handout Master?

4. What is the effect of editing Slide Master?

5. What is the effect of editing Notes Master?

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