Module 6 Part 1

ICDL for Educators Courseware – Presentation

Module 6

Read me first The ICDL® Qualification The International Computer Driving Licence® (or ICDL®) is the worldwide qualification which enables people to demonstrate their competence in computer skills. The ICDL® consists of seven module tests, which lead to the qualification.

The ECDL® Qualification The European Computer Driving Licence® (or ECDL®) is the name by which the ICDL® qualification is known in Europe.

ICDL for Educators Courseware The ICDL for Educators courseware consists of the seven ICDL modules with a specific focus on classroom use, plus additional Pupil Projects. The result is an ICDL experience that is totally in context for schools.

The courseware addresses all the skills covered in the International Computer Driving Licence® syllabus, therefore on completion of the courseware learners should feel confident to undertake their ICDL® qualification.

European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-Citizen and related logos are trade marks of The European Computer Driving Licence Foundation Limited (“ECDL-F”) in Ireland and other countries. Aston Swann and co is an entity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may be used to assist candidates to prepare for ECDL/ICDL tests. Neither ECDL-F nor Aston Swann and co warrants that the use of this courseware publication will ensure passing of ECDL/ICDL tests. This courseware publication has been independently reviewed and approved by ECDL-F as complying with the following standard: Technical compliance with the learning objectives of ECDL/ICDL Syllabus Version 4.0. Confirmation of this approval can be obtained by reviewing the Courseware Section of the website www.ecdl.com The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates will pass ECDL/ICDL tests. Any and all assessment items and/or performance-based exercises contained in this courseware publication relate solely to this publication and do not constitute or imply certification by ECDL-F in respect of ECDL/ICDL tests or any other ECDL-F test. For details on sitting ECDL/ICDL tests and other ECDL-F tests in your country, please contact your country's National ECDL/ICDL designated Licensee or visit ECDL-F’s web site at www.ecdl.com. Candidates using this courseware publication must be registered with the National Licensee, before undertaking ECDL/ICDL tests. Without a valid registration, ECDL/ICDL tests cannot be undertaken and no ECDL/ICDL certificate, nor any other form of recognition, can be given to a candidate. Registration should be undertaken with your country's National ECDL/ICDL designated Licensee at any Approved ECDL/ICDL Test Centre. ECDL/ICDL Syllabus Version 4.0 is the official syllabus of the ECDL/ICDL certification programme at the date of approval of this courseware publication

ECDL Version 4 Accredited Courseware

 Aston Swann 2006

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Module 6

The Learning ICDL for Educators Courseware can be delivered as a face-to-face (tutor led) programme, as a self-study option, as workshops; or any combination of these options.

ICDL for Educators Courseware can be managed and supported on-line through Managed Learning Environments, Virtual Learning Environments and Virtual School Environments.

The Content Module 6: Presentation The courseware for this module is contained within this workbook The workbook consists of 3 Parts Each Part takes approximately 3 hours to complete Each Part is broken down into Examples The Examples are based on classroom related documents. Each Example is broken down into a series of Exercises The Exercises cover the steps necessary to create the document in the current Example Each Exercise is written in a click-by-click format

The Exercises within the workbook cover the full range of the ICDL syllabus skill requirements for this module. It is important that learners complete this module in full, in order to have covered all of the syllabus requirements for Module 6.

It is also important to begin with Part 1, and work through to the end of Part 3, as the module builds upon the skills learned in the earlier Exercises.

This ECDL Foundation approved courseware product incorporates learning reinforcement exercises. These exercises are included to help the candidate in their training for the ECDL/ICDL®.

The

exercises included in this courseware product are not ECDL/ICDL® certification tests, and should not be construed in any way as ECDL/ICDL® certification tests. For information about Authorised ECDL/ICDL® Test Centres in different National Territories, please refer to the ECDL Foundation website at www.ecdl.com.

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Module 6

Opening and Saving Files Some of the Exercises contained within this module require learners to open pre-prepared files, and to save these files and others created during the training into the learner’s filing system.

The pre-prepared files will initially be contained on a CD. It is the responsibility of the licence holder to provide learners with a CD containing all the pre-prepared files.

If this is not

practical, it is the responsibility of the licence holder to provide learners with the pre-prepared files electronically (locally, via Intranet or via a secure Internet web site). In this instance, the licence holder should advise learners of the location of the files.

The Exercises give click-by-click instructions on how to open the pre-prepared file(s) from the CD, and how to save files to the [My Documents] folder, or another, appropriate folder. If it is not practical to save files to the [My Documents] folder, it is the responsibility of the licence holder to advise learners of the drive, folders and sub-folder(s) in which the files should be saved.

Instructions Throughout the courseware, the following methods have been used:

•

Instructions are indicated by a bullet ο

The result of the instruction is a sub-bullet below

Exercise information is written without a bullet Additional information is written in italics We use the word “Click” for a button We use the word “Select” for a menu We use square brackets to indicate a [button name] and [menu name].

ICDL for Educators courseware is authored by Aston Swann and accredited by the ECDL Foundation Ltd. ICDL for Educators courseware is a part of the ECDL for Educators courseware suite authored by Aston Swann.

All rights reserved. V4.XP.03.06

Please contact us with any queries or feedback about this courseware:Aston Swann & Co. Suite 1, 26-28 Aubrey Street, Hereford HR4 0BU, UK T: +44 (0) 8454 304051 F: +44 (0) 8454 304052 E: ws@educatorsecdl.com W: www.educatorsecdl.com


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Module 6


Module 6 Part 1

Presentation Part 1 Read me first ............................................................................................................................. i Introduction ............................................................................................................................... 3 Screen Layout........................................................................................................................... 4 Example 1 - Understanding PowerPoint................................................................................... 7 Exercise 1 Open Microsoft PowerPoint ....................................................................... 7 Exercise 2 Modify the toolbar display and display options .......................................... 8 Example 2 – A Presentation for Parents’ Evening ................................................................. 10 Exercise 3 Select a design template.......................................................................... 13 Exercise 4 Using text slides ....................................................................................... 15 Exercise 5 Add an image ........................................................................................... 16 Exercise 6 Present information in a table .................................................................. 20 Exercise 7 Create a chart slide .................................................................................. 23 Exercise 8 Create different kinds of chart .................................................................. 25 Exercise 9 Create an organisation chart slide ........................................................... 29 Exercise 10 Edit an organisation chart ........................................................................ 32 Exercise 11 Using imported images ............................................................................ 34 Exercise 12 Resize and move an image:..................................................................... 38 Exercise 13 Check spelling and grammar ................................................................... 39 Exercise 14 Save a presentation ................................................................................. 41 Example 3 - Viewing options .................................................................................................. 42 Exercise 15 Previewing your presentation................................................................... 42 Example 4 - Ways of presenting your presentation................................................................ 50 Example 5 - Printing ............................................................................................................... 52 Exercise 16 Printing a presentation ............................................................................. 52 Example 6 - Working with slide shows ................................................................................... 56 Exercise 17 Add/change transition effects................................................................... 56 Exercise 18 Run a slide show ...................................................................................... 57 Exercise 19 Close the active presentation................................................................... 62 Exercise 20 Close the application – PowerPoint ......................................................... 62 Example 7 - Working with an existing presentation................................................................ 63 Exercise 21 Open and edit an existing presentation ................................................... 63 Exercise 22 Save an existing presentation to a new destination................................. 65


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This is the Slide pane

Module 6 Part 1

Title bar Menu bar

This is the

Standard toolbar

Outline

Formatting toolbar

pane

Drawing toolbar View buttons Task Pane PowerPoint Close button Presentation Close button

This is the Notes pane

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Module 6 Part 1

Introduction

PowerPoint is a presentation and graphics package that enables you to present ideas and proposals in a highly professional way, using a variety of formats – on screen, via overheads, whiteboards, etcetera, or in printed format.


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Module 6 Part 1

Screen Layout Title Bar Identifies the application and the name of your current presentation. Menu bar Pull down menus list the commands and options available. Standard Toolbar Provides buttons for the most frequently used options. Formatting Toolbar Contains buttons to change the look of the document text. Available Toolbars Many toolbars are available - click the right mouse button in a tool bar to see a list. Move them to other areas on your page by clicking and dragging. Insertion Point Usually a flashing | cursor. Shows where the next character will appear. Document Window Main working area on the screen. The Ruler For changing margins, tabs and indents on documents and tables. Status Bar The area at the bottom of the PowerPoint Screen gives details of slide number and design template. It also provides details on the background activities of automatic document saving and printing. Scroll Bars Horizontal and vertical bars used for scrolling through a document.

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Module 6 Part 1

Other Useful Terms and Explanations

Drag and Drop A way of moving small amounts of text in a document. •

Select text, hold down the left mouse button and drag to a new destination

•

To take a copy - hold down the [Ctrl] key while dragging

Spell Check PowerPoint automatically checks the spelling as you type. Either •

If a word has a jagged red underline, click the right mouse button ο

This will give a list of alternative spellings or the option to add to the dictionary

•

Click the left mouse button to select the required option

Or •

Use the Spelling and Grammar button on the Standard toolbar to spell check the whole document

Zoom A way of changing the page magnification. •

Click the [Zoom] button on the [Standard] toolbar (it looks like a white box with a percentage in it)

Or •

From the menu bar, select [View] [Zoom]


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Module 6 Part 1

Views You can view your PowerPoint presentation in a number of different ways. •

From the menu bar, select [View], then select an option from the list:

Presentation A PowerPoint presentation is a single file ending with the dot extension .PPT. That file will be made up of a group of slides, which can be displayed as handouts, notes or outlines and may be viewed as a screen show or as a printout on paper, transparencies or 35mm slides. Slide This is the name that PowerPoint gives to a single page within your presentation. It may contain a combination of text, pictures, graphs, shapes and spreadsheets. To save time recreating existing data, it can be imported from other software applications, such as MS Word and Excel. Handout You can give your audience up to six slides from your presentation, sized to fit one A4 sheet of paper. Notes For each slide that you create, you can add speaker notes as a prompt for yourself or for someone else, should they do the presentation for you. Alternatively, a notes sheet with a scaled down copy of your slide on the top half of the A4 and printed notes below, might make an excellent handout to delegates to help them recall what was said. Outlines Starting your presentation in outline view is a quick way of inputting your presentation's headlines and text. You can print out in outline view to create an alternative plain set of speaker notes without any of the graphics.

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Module 6 Part 1

Example 1 - Understanding PowerPoint

Exercise 1

Open Microsoft PowerPoint

•

From the Task Bar at the bottom of the screen, click the [Start] button

•

Select [All Programs] (Microsoft PowerPoint] ο

Microsoft PowerPoint will open, with a Title Slide on the screen

ο

The [New Presentation] Task Pane will open at the right of the screen


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Exercise 2

Module 6 Part 1

Modify the toolbar display and display options

Several toolbars are displayed on screen when PowerPoint is opened. These provide a quick way to access common functions using the mouse. Some toolbars open at the top or bottom of the screen, others are ‘floating’ and contained within their own window on screen. Some toolbars will open as required when certain functions are being carried out (eg the [Picture] toolbar will open when a picture is selected on screen). Others can be opened and closed by the user as required in order to display those buttons needed at any time.

•

From the menu bar, select [View] [Toolbars] ο

•

A list of the existing toolbars will be displayed

Those toolbars that are currently open on screen will have a tick next to them ο

•

Clicking on one of these toolbars will close it

Those toolbars available, but not currently displayed on screen, will not have a tick next to them ο

Clicking on one of these toolbars will open it onto the screen

Ensure that the following toolbars are open:

Standard Formatting Drawing

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Module 6 Part 1

Modify the display options: Often the Standard and Formatting toolbars are shown next to each other on a single line.

When displayed in this way, several of the available buttons are not shown on the screen.

To ensure that the Standard and Formatting toolbars are shown fully on two lines: •

From the menu bar, select [View] [Toolbars] [Customize…] ο

The Customize dialog box will open

•

Select the [Options] tab

•

Point and click in the white boxes to select or deselect options as necessary ο

•

To select the options as shown in the diagram below

Click on the [Close] button ο

To close the Customize dialog box


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Module 6 Part 1

Example 2 – A Presentation for Parents’ Evening

Who are we? September 2006

©Aston Swann 2002 – 2003 All rights reserved

Here are some clues There are 25 of us We live in Shiretown We go to Uptown School Our teacher is Mr Morris


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Module 6 Part 1

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Module 6 Part 1

Our School Mr Lee Head Teacher Mrs Jones Class 1

Mr De Silva Class 2

Miss Patel Class 3

Mr Morris Class 4

Mr Smart

Mrs Powell


Who are we? We are Form B!!!


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Miss Evans Class 5



Module 6 Part 1

Creating a presentation Exercise 3 •

Select a design template

On the Task Pane, select [From Design Template] ο

The [Slide Design] Task Pane opens, showing previews of the templates available


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Module 6 Part 1

Tip:

Hold the mouse pointer over a template – to see its name Click on the template preview – to apply it to your slide Select several in turn – to see how they look on your slide The last four templates used are conveniently kept in the [Recently Used] section •

Select the [Blends.pot] template ο

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To apply that template to your slide



Exercise 4

Module 6 Part 1

Using text slides

By default, the first slide of a new presentation is a Title Slide containing two ready made text boxes in which to type your title and subtitle. •

Move the mouse pointer into the [Click to add title] box and click the left mouse button

•

•

ο

To select the text box

ο

To see the text insertion cursor

Type “Who are we?” ο

To enter text in the box

ο

The text will automatically size and position itself on the screen

Move the mouse pointer into the [Click to add subtitle] box and click the left mouse button

•

Type the date

•

Click outside the text box to confirm text

Who are we? September 2006


Tips •

Click into a text box to open it in edit mode in order to insert text

•

To edit or change text, point and click at the part to be edited and change or add as necessary

•

Click onto the outside edge of a text box to select it as an object


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Exercise 5 •

Module 6 Part 1

Add an image

On the Formatting toolbar, click the [New Slide] button ο

To open, by default, a new [Title and Text] slide

ο

To open the [Slide Layout] task pane

•

From the [Slide Layout] task pane, scroll down to [Other Layouts]

•

Select [Title, Text and Clip Art] ο

To change the slide layout to one containing a title box, a text box and a Clip Art box

Tip: •

Hold the mouse pointer over a slide layout – to see its name

•

Click on the slide layout preview – to apply it to your slide

•

Select several in turn – to see how they look on your slide

•

You may need to use the task pane scroll bar to find the correct slide layout

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•

Click into [Click to add title] box

•

Type “Here are some clues”

•

Click into the left hand [Click to add text] box

•

Type “There are 25 of us”

•

Press [Enter] on the keyboard ο

A new bulleted line is created

•

Type some short descriptions on several bulleted lines

•

Press [Enter] after each line ο

Module 6 Part 1

To create each new bulleted line


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•

Click twice in quick succession (‘double click’) on the [Double click to add Clip Art] box ο

•

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Module 6 Part 1

The [Select Picture] window opens

Select a suitable clip and click [OK] ο

To insert the clip into the box

ο

To see your inserted graphic

ο

To close the [Select Picture] window



Module 6 Part 1

Tip Sometimes, the window sits on top of the graphic and hides it! •

Click the [Change to small window] button To reduce the window size To see your inserted graphic

Tip •

Use the [Insert Clip Art] button on the [Drawing] toolbar To insert Clip Art where there is no Clip Art box

Tip It is probable that not all Clip Art shown in the Select Picture dialog box is stored on your computer, in which case you will be asked to insert the necessary disk. If that disk is not available to you, select a different picture.

To delete a selected picture or image press the [Delete] key on the keyboard


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Exercise 6 •

•

Module 6 Part 1

Present information in a table

On the [Formatting] toolbar click the [New Slide] button ο

To open, by default, a new [Title and Text] slide

ο

To open the [Slide Layout] Task Pane

From the [Slide Layout] Task Pane, scroll down to [Other Layouts] and select [Title and Table] ο

To change the slide layout to one containing a title box and a table box.

•

Click into the [Click to add title] box

•

Type “Our interests include…”

•

Double click in the [Double click to add table] box ο

•

In the [Number of columns:] box, click on the upward arrow and select [4] ο

•

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To have 4 columns in the table

In the [Number of rows:] box, click on the upward arrow and select [3] ο

•

The Insert Table dialog box opens

To have 3 rows in the table

Click on [OK] ο

To create a table with 4 columns and 3 rows

ο

To open the [Tables and Borders] toolbar.



Module 6 Part 1

Tip: A toolbar will appear in the last place it was opened up. It might be on one side of the screen, or it might be “floating”. If it is floating and in your way, click with your mouse in the title bar and drag it to where you want it. •

Click into the first cell and type “WE PLAY”

•

Click into the cells below in turn, and type “WE COLLECT” and “WE ENJOY” respectively

•

Complete the other cells in the table as appropriate


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•

Module 6 Part 1

Click into the first cell, hold the left mouse button down and drag down the column ο

•

To select the whole column

Click the drop down arrow to the right of the [Fill Color] button on the [Tables and Borders] toolbar ο

•

To see a choice of fill colours

Select a colour ο

To apply that colour to the highlighted column

Our interests include… WE PLAY

Football

Tennis

Cricket

WE COLLECT

Stamps

Postcards

Paper for Recycling

WE ENJOY Swimming Dancing


Tips: •

Click the [Table] button on the [Tables and Borders] toolbar ο

•

Click the [Draw Table] button ο

•

To be able to draw in cell lines

Click the [Eraser] button ο

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To be able to insert and delete rows and columns

To be able to erase cell lines


Singing


Exercise 7 •

Module 6 Part 1

Create a chart slide

From the [Formatting] toolbar, click on the [New Slide] button ο

The [Slide Layout] Task Pane will open

•

From the [Slide Layout] Pane, scroll down to the [Other Layouts] option

•

Double click on the [Title and Chart] slide ο

A blank [Title and Chart] slide opens within your presentation

•

Click into the [Click to add title] box and type “Sports Poll”

•

Double click on the [Double click to add chart] box

•

ο

The Datasheet window opens

ο

[Chart] and [Data] menus and buttons become available

ο

A default column chart is created

In the [Datasheet] window, click on the grey [C] column heading ο

•

Press [Delete] on the keyboard ο

•

To select that column

To erase that column

Follow the steps just taken to delete column [D] as well

Tip: Notice how the chart updates as the information is entered into or removed from the datasheet  Aston Swann 2006

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Module 6 Part 1

•

Click onto “1st Qtr” and type “Males”

•

Click onto “2nd Qtr” and type “Females” ο

To replace the text

•

Click onto “East” and type “football”

•

Replace the other row names with the sports polled

•

Complete Columns [A] and [B] with the number of times each sport was nominated

•

Click away from the chart ο

To update the presentation

ο

To return to editing your slide

From this:

To this:

Sports poll 16 14 12 10

Football Tennis Cricket

8 6 4 2 0

Males

Females


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Exercise 8 •

•

Module 6 Part 1

Create different kinds of chart

Double click on your chart ο

To open the chart object

ο

To be able to edit and change the chart data

From the menu bar, select [Chart] [Chart Type:] ο

The [Chart Type] window opens

•

Select the [Standard Types] tab

•

Select a [Line] chart and a [Chart sub-type:]

•

Click [Press and Hold to View Sample] ο

To preview the data presented in your currently selected chart type


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•

Select a [Pie] chart and a [Chart sub-type:]

•

Click [OK] ο

To see the data representing the sports results for males and females presented in a pie chart

ο

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Module 6 Part 1

To see only one data series presented in the pie chart



•

Select the [Data] menu and [Series in Columns] ο

•

Module 6 Part 1

To see the pie chart represent the sports played by the males

Select the [Data] menu and [Series in Rows] ο

To see the pie chart represent the number of males and females who play football

Tip: Note how the column or row of information being represented by the pie chart is signified by the coloured symbols in the column and row headings of the Datasheet window.


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•

Module 6 Part 1

Select the [Chart] menu and [Chart Type…] ο

The [Chart Type] window opens

•

Select the [Standard Types] tab

•

Select a [Bar] chart

•

In [Chart sub-type] select a [Clustered bar with a 3-D visual effect]

•

Click on [Press and Hold to View Sample] button and check the description of the chart in the text box above ο

•

•

To confirm that you have chosen the correct chart

Click [OK] ο

To see the data presented in a different kind of chart

ο

To see all of the data presented in a 3-D bar chart

Click away from the chart ο

To update the presentation

Sports poll

Females Cricket Tennis Football Males

0

5

10


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Exercise 9 •

Module 6 Part 1

Create an organisation chart slide

From the [Formatting] toolbar, click on the [New Slide] button ο

The [Slide Layout] Task Pane will open

•

Scroll down to [Other Layouts]

•

Hold the mouse over the slide layouts until the layout style entitled [Title & Diagram or Organization Chart] is highlighted

•

Click on this layout

•

Press [Enter] ο

To open the new slide with the [Title & Diagram or Organization Chart] layout style

•

Click into the [Click to add title] box and type “Our School”

• •

Double click on the [Double click to add diagram or organization chart] box ο

The Diagram Gallery dialog box opens

•

Click on the [Organization Chart] Diagram Type

•

Click OK ο

•

The Organization Chart toolbar opens

Click into the top box in the chart ο

To label the hierarchy of that box

•

Type in “Mr Lee”

•

Press [Enter] then type “Head Teacher”

•

Type [Names] in the three boxes in the second row


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ο

•

Module 6 Part 1

In the example they are “Mrs Jones”, “Mr De Silva” and “Miss Patel”

Press [Enter] after typing each name, to add their Class Number ο

“Mrs Jones”, “Mr De Silva” and “Miss Patel” are all Co-workers of each other and Subordinates of the Head Teacher

•

To add additional Co-workers, click on the last box in the second row (“Mrs Taylor”)

•

On the [Organization Chart] toolbar, click on the arrow to the right of the [Insert Shape] button and select [Coworker] ο

•

A new Co-worker box is inserted next to “Mrs Taylor”

Click into this box to add a name ο

In the example it is “Mr Morris”

•

Follow the steps above to set up another Co-worker named “Miss Evans”

•

Press [Enter] after typing each name, to add their Class Number ο

The Organisation Chart shows five Co-workers •

•

To add an [Assistant], click on the last box in the second row ο

•

In the example it is “Miss Evans”

On the [Organization Chart] toolbar, click on the arrow to the right of the [Insert Shape] button and select [Assistant] ο

•

Click into this box to add a name ο

•

A new [Assistant] box is inserted below “Miss Evans”

In the example it is “Mrs Powell”

Follow the above actions to add further [Assistants] as required ο

In the example, Mrs Jones from Class 1 has an Assistant – Mr Smart

• •

Add further boxes and type entries as required ο

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To create your school family tree.



Module 6 Part 1

Our School Mr Lee Head Teacher Mrs Jones Class 1

Mr De Silva Class 2

Miss Patel Class 3

Mr Morris Class 4

Mr Smart

Miss Evans Class 5 Mrs Powell


Tip: •

Click onto a box in the organisation chart and press the [Delete] key on the keyboard ο

•

To delete an entry from the chart

In the [Organization Chart] object window, select the [File] menu and [Exit]* ο

•

A warning screen appears to save changes

Select [Yes] ο

To update your presentation with the organisation chart object

*If you are using PowerPoint 2003: •

Click into a space on the slide away from the organisation chart object ο

To update your presentation with the organisation chart object


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Module 6 Part 1

Exercise 10 Edit an organisation chart •

Double click the organisation chart object ο

To open and edit that object

Change the text or box colour •

Click to select the text box you wish to edit ο

Diagonal lines surrounding the box indicate that the text area has been selected

•

Highlight the text to be edited

•

Make text amendments as necessary

•

Click away from the box that has just been amended ο

•

The box will now show the amended text

To change a box colour, click around the outside of the relevant box to be edited ο

Dotted lines surrounding the box indicate the text box has been selected

•

On the Drawing toolbar, located along the bottom of the PowerPoint screen, click the drop down arrow to the right of the [Fill Color] box ο

•

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To see the fill colour options available

Select a new colour for the text box ο

The text box will change to the colour applied

ο

Clicking away from the text box will show the finished result



Module 6 Part 1

Tip: •

To change the hierarchical style

•

Click on the first person in the Organisation Chart ο

•

In the example it is the [Head Teacher]

On the [Organisation Chart] toolbar, click on the drop down button to the right of the [Layout] button ο

•

The menu will list available style options

Choose the layout of the boxes relevant to the Groups, Assistants and Coworkers in your chart. •

• • •

Click on the [Close] icon in the top right hand corner of the toolbar ο

To close the Organization Chart toolbar


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Module 6 Part 1

Exercise 11 Using imported images This exercise will insert an image that we will download from the Internet. This will be an ‘animated’ image – which will be animated on screen when your presentation is run as a slide show.

•

Create a new [Title Slide] with the title “Who are we?” and the subtitle “We are Form B!!!”



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Module 6 Part 1

We need to access the Internet and open your Internet Browser software -this will probably be either Internet Explorer or Netscape Navigator. •

Leave your PowerPoint presentation open on screen

•

Select the [Start] button and [All Programs]

•

Select either [Internet Explorer] or [Netscape Navigator] ο

A new Browser window will open

ο

Your computer will connect to the Internet (You may need to enter your username and password for this)

•

Click into the long white address box and type in the following web site address (this is also known as a URL):

www.amazing-animations.com •

Press [Enter] on the keyboard ο

•

To connect to that web site

In the Amazing Animations website, select a category from the [Categories:] list

•

Have a look at the range of graphics within that category


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Module 6 Part 1

Save an imported image •

Right mouse click your choice of image ο

•

Select [Save Picture As:] ο

•

A “quick menu” opens up

The [Save Picture] window opens

Click the drop down arrow to the right of the [Save in…] field ο

To view the [Save in] list

ο

To see the drives and folders available to you in your filing system

•

Select the appropriate folder from the [Save in] list

•

If necessary, click [Open] to view the contents of any sub folders

•

If necessary, click the [Create New Folder] button ο

•

To create a new folder or sub-folder

When the appropriate folder has been selected, click [Save] ο

To save the image to the selected folder

Tip: In this example, the graphic is saved as “Sport” to the [My Documents] folder.

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•

Module 6 Part 1

[Close] your Internet browser and, if necessary, disconnect from the Internet

•

In your PowerPoint presentation, from the menu bar, select [Insert] [Picture] [From File…] ο

•

The [Insert Picture] dialog box opens

In the [Look in:] field, select the drive and folder in which you saved your image In this example it is the [My Documents] folder

•

Select the name of your image from those listed ο

•

In this example it is “Sport”

Click [Insert] ο

To import that image to your presentation, ready to animate when you run the presentation as a slideshow


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Module 6 Part 1

Exercise 12 Resize and move an image: •

Click once on the graphic image ο

To select the graphic

ο

To display “selection circles” at the corners and edges of the graphic

ο

To display the Picture toolbar

Tip: If the Picture toolbar does not display, •

•

Select the [View] menu, [Toolbar] [Picture] ο

To place a tick by [Picture] in the [Toolbar] list

ο

To display the Picture toolbar on screen

Position the mouse cursor over the imported graphic image ο

•

The cursor becomes a four-headed arrow

Click and hold the left mouse button and drag to an empty space on the slide ο

•

Position the mouse cursor over one of the corner “selection” boxes ο

•

The cursor becomes a double-headed arrow

Click and hold the left mouse button and drag in a diagonal direction ο

38

To move the graphic

To resize the graphic



Module 6 Part 1

Exercise 13 Check spelling and grammar If you type text that is not included in the Word Dictionary, or repeat a word: A red underline indicates incorrect spelling A green underline indicates incorrect grammar

Correct spelling and grammar as you type •

Right mouse click a red or green underlined word ο

•

To see a list of alternatives

Click on a word from the list ο

To replace the incorrect text with the alternative •

• • •

(Note, in the example, the spelling of the word “Who” was changed to “Woh” to demonstrate the [Spelling] tool)


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Module 6 Part 1

Spell check the whole document •

Click the [Spelling and Grammar] button on the Standard toolbar ο

•

To spell check the whole document

Click [Ignore All] ο

To retain this instance of your current spelling/grammar throughout the document

•

Click [Add to Dictionary] ο

To add your spelling to the PowerPoint dictionary

•

In the [Suggestions] box, click the correct spelling

•

Click [Change All]

•

ο

To accept the suggested amendment

ο

To change all instances of the amendment throughout the document

Click [Delete] ο

•

40

To delete a repeated word

Continue until the spelling and grammar check is complete



Module 6 Part 1

Exercise 14 Save a presentation Either •

From the menu bar, select [File] [Save]

Or •

Click the [Save] button on the [Standard] toolbar ο

As this is the first time you have saved your presentation, the Save As dialog box appears

•

Type an appropriate name for your presentation in the [File name:] field

Either •

Click the [My Documents] button down the left of the Save As dialog box ο

To select the [My Documents] folder in the [Save in:] field

Or •

Click the drop down arrow to the right of the [Save in:] field ο

•

To view the available drives and folders

Select the drive, folder (and subfolders) in which you wish to save this document

•

Click the [Save] button ο

To save the file in the selected folder

Tip: Selecting [File] [Save] again will update this file with any changes made


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Module 6 Part 1

Example 3 - Viewing options Exercise 15 Previewing your presentation There are several ways to view the screen whilst editing presentations in PowerPoint.

Normal View •

From the menu bar, select [View] [Normal] ο

To select normal view

ο

To edit an individual slide

You can view the slide in various degrees of magnification: •

From the menu bar, select [View] [Zoom…] ο

The [Zoom] window opens

Either •

Click a [Zoom to] percentage radio button and click [OK] ο

To select that degree of magnification

Or •

Type a number in the [Percent:] box and click [OK] ο

To select that degree of magnification

• 42



Module 6 Part 1

In Microsoft Office XP and Office 2003, the PowerPoint normal screen view is made up of three parts, known as a “tri-pane” view. These panes let you work on different aspects of your presentation on one screen. These are: the “outline” pane, the “slide” pane, and the “notes” pane. •

Position the mouse cursor over any grey pane border ο

•

The cursor becomes a double-headed arrow

Click and hold the left mouse button and drag the border ο

To resize that pane

• Each pane can be used as a view in its own right. •

To move quickly between views, use the slide view buttons in the bottom left of the screen

Tip: These three panes are also displayed when you save your presentation as a Web page. The only difference is that the outline pane displays a table of contents so that you can navigate through your presentation.

The Outline Pane

Slide View Buttons


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Module 6 Part 1

Slide sorter view Either •

From the menu bar, select [View] [Slide Sorter]

Or •

Click the [Slide Sorter View] button at the bottom left of the screen ο

To view the slides in miniature

ο

To be able to move, copy and delete slides

ο

To be able to add transition effects

Select multiple slides •

Click on the first slide in the presentation ο

•

To select that slide

Hold down the [Ctrl] key on the keyboard, whilst clicking on another slide in the presentation ο

•

To select the second slide in addition to the already selected slide

Click on further slides whilst keeping the [Ctrl] key held down ο

To add these slides to the selected ones

•

Click on a blank space on the screen to deselect all slides.

•

Click on the first slide in the presentation ο

•


Hold down the [Shift] key on the keyboard, whilst clicking on another slide in the presentation ο

To select all the slides between the first slide and the slide you are currently clicking on

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Module 6 Part 1

Copy slides •

Whilst in slide sorter view, click onto slide 6

Either •

Select the [Edit] menu and [Copy]

Or •

Click the [Copy] button on the [Standard] toolbar ο

•

To put a copy of that slide onto the Windows clipboard memory

Click in the space between slides 3 and 4 ο

To position a bar line between those slides

Either •

Select the [Edit] menu and [Paste]

Or •

Click the [Paste] button on the [Standard] toolbar ο

To paste a copy of that slide to the presentation

Tip: You can copy and paste slides between presentations in slide sorter view.


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Module 6 Part 1

Slide show view Either •

Select the [View] menu and [Slide Show]

Or •

•

Click the [Slide Show] button ο

To view the slide in full screen mode

ο

To view any animation effects on that slide

Press the [Esc] key on the keyboard ο

To exit the slide show



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Module 6 Part 1

Using Outlines Either •

Select the [View] menu and [Normal]

Or •

Click the [Normal View] button ο

The [Tri-Pane] view opens

•

In the Outline pane at the left of the screen, click on the [Outline] tab

•

In the Outline pane, click into slide 2

•

Change some of the information in the bulleted text ο

To update that slide with that information

ο

To edit the slide using outline view


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Module 6 Part 1

Using Notes Either •

Select the [View] menu and [Normal]

Or •

Click the [Normal View] button ο

The [Tri-Pane] view opens

•

Click into Slide 1

•

Click into the [Notes] pane at the bottom of the screen ο

•

To select this slide to which to add speaker notes for the presenter

In the Notes pane underneath this slide, type a few lines of text ο

To remind the speaker of how to verbally expand on the main points of that slide

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Module 6 Part 1

Re-order slides •

Click the [Slide Sorter View] ο

To change back to this view

•

Click onto the newly copied slide (slide 4)

•

Hold the mouse button down on slide 4 and drag between slides 1 and 2 ο

•

To position a bar line between those slides

Release the mouse button ο

To re-position slide 4 between slides 1 and 2

Delete slides •

Click onto the newly copied/re-ordered slide (slide 2)

Either • Select the [Edit] menu and [Delete Slide] Or •

Press the [Delete] key on the keyboard ο

To erase that slide from the presentation

Tip: If multiple slides are selected (as shown on page 44), pressing the [Delete] key will delete all selected slides


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Module 6 Part 1

Example 4 - Ways of presenting your presentation There are many different ways of presenting your PowerPoint file, and these are discussed below

Slide Show You have just created a PowerPoint file saved as a presentation – in “.ppt” format. Your file can also be saved as a PowerPoint show – that is, a presentation that will always open as a slide show. This would be saved in “.pps” format If you may need to run the slide show on a computer that does not have the PowerPoint software installed, you can opt to “Pack and Go” the presentation with a “PowerPoint viewer”. These slide show formats will be covered later in this Module.

Notes, handouts and outlines You can give your audience printed “handouts” with a number of slides in miniature on one sheet of paper. “Notes” pages allow you to include text annotations relating to the main points on that slide. These are useful both as prompt text for the speaker or as more detailed explanations for the audience to take away with them. Use “outline” to edit, view and print the main titles and text of your presentation without including the graphics and other objects. This view is useful to send the contents of the presentation to Microsoft Word.

Transparencies As well as printing paper copies to a black and white or colour printer, you can print your slides as black-and-white or colour transparencies for use with an overhead projector (OHP).

35mm slides A “service bureau” or photographer can transform your electronic slides into 35mm slides.

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Module 6 Part 1

Web pages Your presentation can be saved in a format suitable for an Internet or Intranet web site.

Tip: To optimise your output settings •

Select the [File] menu and [Page Setup…] ο

The Page Setup dialog box opens

•

Make your selections from the [Slides sized for:] list

•

Make any other selections and click [OK] ο

To confirm your choices

ο

To set up the slide size and orientation for printing


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Module 6 Part 1

Example 5 - Printing The following exercise will explore the possible printing options.

Exercise 16 Printing a presentation Print the Current slide in Slide format •

Work in “normal” or “slide sorter view”

•

Click on the slide you wish to print

•

From the menu bar select [File] [Print…] ο

The [Print] window opens

•

In [Printer] select a [Name:] from the list

•

In [Number of copies:] select [1]

•

In [Print Range] select [Current slide]

•

In [Print what:] select [Slides]

•

Click [OK] ο

To confirm your selection

ο

To print one copy of the current slide to your selected printer

Tip: Be aware that clicking the [Print] button prints your presentation without offering a choice of printer, slide selection or print format.

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Module 6 Part 1

Print All slides in Handout format •

From the menu bar select [File] [Print…]

•


•


•

In [Print Range] select [All]

•

In [Print what:] select [Handouts]

•

In [Handouts] select [6] [Slides per page:]

•

Click [OK] ο


ο

To print 6 slides to one page


53


Print a Slide in Notes Pages format •


•


•

In [Print Range] select [Slides:]

•

Type the number of the slide with notes (slide [6])

•

In [Print what:] select [Notes Pages]

•

Click [OK] ο

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Module 6 Part 1


Module 6 Part 1

Print selected slides in Outline format •

Work in “slide sorter” view

•

Hold down the [Ctrl] key on the keyboard

•

Click on slide [1] and slide [2] ο

To select both of those slides

•


•


•

In [Print Range] select [Selection]

•

In [Print what:] select [Outline View]

•

Click [OK] ο


Tip: •

Click into a blank space on the screen ο

To deselect all slides


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Module 6 Part 1

Example 6 - Working with slide shows

Exercise 17 Add/change transition effects •


•

Click onto slide [1] ο

•


Click on the [Transition] button on the [Slide sorter] toolbar

•

ο

The [Slide Transition] Task Pane opens

ο

To see a list of [Slide Transition] effects

Select an effect from the list ο

To apply an effect that introduces the currently selected slide

ο

To insert a transition effect symbol beneath the currently selected slide

•

In the same say, apply an effect to every slide in the presentation

Tip: •

Click the transition effect symbol beneath a slide ο

•

Select another effect from the list ο

56

To preview that effect

To change the transition effect of that slide



Module 6 Part 1

Exercise 18 Run a slide show •


•

Click on slide [1]

Either •

Select the [View] menu and [Slide Show]

Or •

Click the [Slide Show] button at the bottom left of the screen

Move to the next event in the slide show: Either •

Click the left mouse button

Or •

Press [Enter] on the keyboard

Or •

Press [Page Down] on the keyboard

See a menu of navigation controls Either •

Move the mouse within a slide ο

To display an arrow in the bottom left corner of the screen during the presentation

•

Click the arrow

Or •

Right mouse click a slide at any time

Next/Previous/Go Go to Slide/*Last Viewed*

Go to the next/previous/specified slide Go to the specified/last viewed slide

Meeting Minder

Add meeting Minutes or Action Items

Speaker Notes

Add Speaker Notes

Pointer Options

Select a pen, arrow or hidden pointer

Screen

Pause show; go to a black screen; erase pen marks

Custom Show*

A presentation within a presentation

Help

Bring up the [Slide Show Help] screen

End Show

End the show at that point

* MS Office 2003  Aston Swann 2006

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Module 6 Part 1

Tips: •

Press [Page Up] on the keyboard ο

•

Press [Esc] on the keyboard ο

•

To move to the previous event in the slide show

To end the slide show

Select the [Slide Show] menu ο

To see a full menu of options

Start a slide show on any slide •


•

Click on slide [3]

•

Click the [Slide Show] button

•

ο

To run the slide show from that slide

ο

To view any transition effects on that slide

Run the slide show through to the end from this point

Add preset animation effects •


•

Click onto slide [1] ο

•

Click on the [Design] button on the [Slide Sorter] toolbar ο

•

The [Slide Design] Task Pane opens

Click the [Animation Schemes] tab ο

•


To see a list of [Slide Animation Effects]

Select an effect from the list ο

To apply an effect that introduces the contents of that slide

ο

To insert an animation effect symbol beneath that slide

•

Apply an effect to every slide in the presentation

•

Run the slide show

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Module 6 Part 1

Tip: •

Press the [Ctrl] key and the [A] key on the keyboard at the same time ο

•

To select all of the slides

Select a [Preset Animation] effect ο

To apply the same effect to all slides


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Module 6 Part 1

Change preset animation effects •

Work in “Slide Sorter” view

•

Click onto a slide in the presentation whose effect you wish to change

•

Select the [Transition] button on the [Slide Sorter] toolbar ο

•

To choose a different slide transition effect

Select the [Design] button then [Animation Schemes] on the [Slide Sorter] toolbar ο

•

Run the slide show ο

60

To choose a different animation effect

To see the changed effects



Module 6 Part 1

Hide slides •

Work in Slide Sorter view

•

Click to select a slide

Either •

Select the [Slide Show] menu and [Hide Slide]

Or •

Click the [Hide Slide] button on the [Slide Sorter] toolbar ο

To put a crossed number icon beneath that slide

ο

To omit that slide from the on-screen slide show

Tip: When the presentation runs as an onscreen show, any hidden slides will not show. •

Right click the slide that precedes the hidden one

•

Select [Go], and from the submenu, select, [By Title]

•

ο

To display a list of all slides in the presentation

ο

To display hidden slides with their slide numbers in brackets

Select the hidden slide ο

To display that hidden slide during a slide show

and •

Remember when you print to mark the [Print hidden slides] box in the [Print] window ο

To include hidden slides in your printout


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Module 6 Part 1

Exercise 19 Close the active presentation •

From the menu bar, click on [File] [Close] ο

To close the current presentation

ο

To leave PowerPoint open on screen, ready to edit another presentation

Exercise 20 Close the application – PowerPoint •

From the menu bar, click on [File] [Exit] ο

To close PowerPoint

ο

To close all open presentations

Tip: Clicking the [Close] button at the top right of the screen will also close the document and, if this is the only PowerPoint document you have open, will also exit PowerPoint.

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Module 6 Part 1

Example 7 - Working with an existing presentation Exercise 21 Open and edit an existing presentation •

Click on [Start] [All Programs] [PowerPoint] ο

The PowerPoint Presentation screen opens with a blank title slide shown

The [New Presentation] Task Pane may have opened on the right of the screen. If so, this can either be used to find and open your presentation document, after which it will automatically close; or it can be closed straight away, and the document opened using the menu bar.

The [Open a presentation] section of the Task Pane shows your most recently opened presentations. Your presentation is most likely to be listed in this section, if not, it can be found by using the [More presentations…] options as shown below. •

Either

•

If your document is shown in the [Open a presentation] section of the [New Presentation] Task Pane, select it ο

•

To open your presentation on screen

If your document is not shown, click on the [More presentations…] option ο

The Open dialog box opens

•

Or

•

Close the [New Presentation] Task Pane

•

From the menu bar, select [File] [Open] ο

The Open dialog box opens


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Module 6 Part 1

Either •

Click the [My Documents] icon to the left of the dialog box ο

To view the list of files located in the [My Documents] folder

Or •

Click the drop down arrow to the right of the [Look in:] list and select the folder in which you saved the file

•

Double click the PowerPoint file name ο

To open that presentation

Work in slide [1] •

Use your skill in PowerPoint to change the date in the subtitle text box

•

Select the [File] menu and [Save] ο

64

To update the modifications to the saved presentation



Module 6 Part 1

Exercise 22 Save an existing presentation to a new destination Let’s assume that this presentation was created for last year’s class. We now have a new group of pupils in Form B. We want to keep the original presentation and create a new presentation based on the original. •

From the menu bar, select [File] [Save As…] ο

To be able to save this presentation to a new destination

ο

To leave the original presentation unchanged in its original folder

ο

The Save As dialog box opens

•

Type the [File name:] “New Form B”

•

Select [Desktop] from the left of the dialog box and click [Save] ο

To save a copy of the existing presentation to a new location with a new name

ο

To leave the original presentation unchanged.

Part 1 is complete. Use the correct procedure to exit PowerPoint.


65


This page is left deliberately blank

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Module 6 Part 1