Information Technology

NVEQF Level 1 (Subject Code- 402)

Prepared By – Mr. Devendra Bari

Chapter 6 Digital Presentation
Imagine a scenario –
you want to make a presentation on a particular topic to your class
along with text, images, figures, drawings, etc., -

How would you go about doing it?

You could have a choice of using a blackboard, posters, whiteboard,
pamphlets, chart-paper, hand-outs

Presentations made using presentation software provides an

alternative to the older kind of visual aids. Presentation software can
be used to present a formal display of information organised onto
slides.

A presentation program is a software package used to display

information in the form of a slide show
A digital presentation is a useful method to show or explain a concept to an audience.
A presentation program (also called a presentation graphics program) is actually a computer
software package used to display information; normally in the form of a slide show.

Some of the most popular presentation software are:

• MS-PowerPoint • Open Office – Impress • Google Documents

Three major functions:

1. An editor that allows text to be inserted and formatted

2. A method for inserting and manipulating graphic images

3. A slide-show system to display the content.

Presentations can be used for:

• Creating slides to display information. Slides may contain text, pictures, shapes, sound and
video. A collection of slides is called a presentation.

• Present the information in an attractive manner.

• Show the presentation using a computer, or display it using a data projector or take paper
printouts.

Microsoft PowerPoint is undoubtedly the most popular app used to give presentations.
You're likely to see PowerPoint presentations being used for everything from presentations at the
world's largest companies to grade schoolteachers sharing lessons.

How to Use PowerPoint's Ribbon

To get up to speed with PowerPoint, it helps to understand the layout of the app.
Let's walk through the key menu options so that you can learn PowerPoint quickly.
If you understand the way that the app is laid out, you're likely to find any feature you need
quickly.
This part of the PowerPoint guide will focus on the interface:
1. The Ribbon
The ribbon menu is found across many of Microsoft's apps, such as Word, Excel, and PowerPoint
It lives above the main area of the application.

The ribbon contains a series of tabs that you can switch between. Each of these have a unique
set of tools to work with your presentation differently. When you switch tabs on the ribbon,
you'll see new buttons and options to change your presentation:

File. Save, share, and export your presentation.

Home. A general-purpose collection of the most common tools that you'll use in PowerPoint.
Insert. An all-in-one tool to add every imagine-able type of content, such as tables,
pictures, charts, video, and more.

Design. Controls the look and feel of your presentation with theme and style settings.

Transitions. Add animations when you switch slides.

Animations. Controls the order and style that objects will enter or exit your slide with.

Slide Show. Control settings related to the way your presentation appears when sharing it with
an audience.

Now that you understand the layout, you've got a better idea of how you can jump to the feature
you need. Let's dive a bit deeper into how you can use several of these key tabs.

2. The Home Tab

Use it for: a general selection of the most popular tools in PowerPoint.

Usually the Home tab play very important role in PowerPoint. The reason is because it's got
practically every tool you need. From adding a new slide to changing text and paragraph settings,
the Home tab is the default for most users.

The Home Tab has commands for formatting of text, selecting a new slide and for drawing of
objects. The Home Tab is also used for editing the content of a presentation with functions such
as find and replace, cut, copy and paste etc.
The Clipboard group has options to cut, copy and paste text. The Format Painter is also present
here.

• Slides group enables you to select a theme and layout for a slide, reset a slide or delete a slide.

• Font group has options that enable you to change of the Font – font face, style, size, effects
(Strikethrough, Shadow etc.), color and character spacing. These options can be changed, before
or after typing the text.

• Paragraph group is used to change paragraph settings – alignment, indents, spacing, and
pagination like Spacing 1.5, Double Spacing, Indentation, Spacing Before and After a Heading.
• The Drawing group enables a quick selection from in-built shapes; arranging the order and
grouping objects; filling, outlining and adding effects to a selected shape.
• Editing group has options to select, find and replace text.

Getting started with Presentation software:

After you start the MS-PowerPoint

Some of the components of the
screen displayed
If an OpenOffice-Impress is opened, it looks like the following figure

You would notice that the look and feel of the MS-PowerPoint and OpenOffice-Impress
presentation software is quite alike.
 2: CREATE, SAVE AND CLOSE PRESENTATION
a) Open: Start the presentation. When you start a file with a default name is given by the
presentation software. MS-PowerPoint names it Presentation1

a. After starting PowerPoint, you will see a screen with two text boxes.

b. Enter the text in each of the text boxes

c. Click on the New Slide icon under the Home tab, in the Slides group. A new slide is added.
Enter the text.

b) Save: this file and give it the name First

a. Now this file will be saved in MS-PowerPoint with the name First.pptx. The first part is the
name of the file and .pptx is the extension name.

c) Close: Now close this file by one of the following sets of commands:

Click on the cross symbol “X” OR Click [1] File → [2] Close.
d) Open: Now re-open the above file. Add one more slide to it and also add some text in the
new slide. Save it with a different name – e.g. Second.

3: CREATE A SIMPLE PRESENTATION

To make creating slides a simple task, each new slide comes with a pre-formatted template for
you to enter your information.
You can change this format to suit the type of information you want to display.
The box on the top is where you write the title of the slide. In the bigger box,
you enter the main content.
It is also possible to create a slide, which has two boxes for writing the content. The steps to add
one more text box in the slide are as follows:
• Click anywhere inside the text box. A small rectangles will appear along the edges of the box.
• Click on the rectangular box, and drag the side of the box to the left, to reduce the width of the
box to approximately half.
• Enter one or two words in this text box.
• Select this box. Under the Home tab, in the Clipboard group, select Copy and then Paste.
You will see that a duplicate copy of the text box has been created.
• Now select this second (copied) text box, drag it and position it at the appropriate place.
Now you can text in each of these two boxes.
• In fact, you can create three of even four text boxes in a slide
Open a new file using presentation software. Create the following presentation
• Save the presentation with the name Manners.

• Close the presentation software

 4: VIEW A PRESENTATION – SLIDE SHOW VIEW
After you have created all the required slides in the presentation, you need to view the slides.

You can project the presentation on the full screen of the computer.

Your presentation can be also be viewed a projection device or an LCD screen

The three primary views are:

a) Normal: You are already familiar with this view. You used this view while creating the slides.
In this view, you can see the Slide pane, notes pane and a left pane having slides / outline tab

b) Slide Sorter: This view enables you to easily arrange, move, delete, and reorder slides.

c) Slide Show: This view is used to show the presentation to other people, either directly on your
computer / computing device or by connecting it with a projector.

In addition to these views, there are some more views, such as Notes Page, Slide Master,
Handout Master, Notes Master, Print Preview etc.
To show the presentation in a slide show view, follow the steps given below:
1. Open the presentation.
2. Click on the Slide Show icon, positioned in the right hand bottom side of the screen.
3. The current slide is shown the entire screen. You can move to the next slide by clicking your
mouse or using the Enter key.
a. You can also move across slides by using the keys :
1. Pgup and Pgdn.
2. Up Arrow and Down Arrow.
3. Right-click the mouse.
A short-cut menu appears which provides further options.
Use these options and see what happens.
4. To exit the Slide Show view:
a. Use the Esc key.
b. Right-click the mouse. A short-cut menu and select the End Show… option.
 5: EDIT TEXT - FONT SIZE, STYLE AND COLOUR
To change and customise the font sizes, style and colour, to make the presentation clear,
eye-catching and meaningful.

Use the presentation you created in Manners.pptx.

Change the font colour of the titles of each of the slide, to your favourite colour.

To do this:
1. Select the text, whose colour has to be changed.
2. Use the Font Colour option to select the colour.
3. Change a) Colour b) Style and c) Size of the fonts.
4. Save your presentation.

Make this presentation as attractive as you can make by using your creativity
6: EDIT TEXT IN A PRESENTATION
Apply some of the options available under the Home tab to edit the slides.

You need to edit this presentation and make it look like as shown in Figure
 7: INSERT IMAGE IN A PRESENTATION

It is said that “A Picture speaks louder than a thousand words”.

Presentations can be enhanced substantially by adding images and pictures in it.

To add a picture in a slide. You will search for the picture from the internet and insert it in a slide.
• Open a new presentation file.

• Create the 2 slides and enter the text.

• Open any Web Browser. Search for an image of “Stephen Covey”.

(Author of the book “Seven habits of highly effective people”)

• Copy any of the images of Stephen Covey.

• Go to Slide-2 in the file where you had entered the text.

• In the Home tab, under the Clipboard group, select the option Paste.
• The picture will get pasted on to the slide.

• Re-size and position the picture properly on the slide

• For moving the image on your slide, keep the cursor in the
middle of the image.
The cursor shape turns into a plus symbol with four arrow
head

• Drag the image by keeping the left button of the mouse pressed.

• Save the presentation file.

There is one more way to insert an image into a slide. Using this method you can insert and
image or a photo stored in your computer.
Open a new file, locate some photos stored in your computer and
insert it in a slide using the following steps:

• In the Insert tab, choose the option Picture.

• A dialogue box will appear. Select the folder in which this picture file is stored, select the file and
click on it to insert it.

• Now you can re-size and position it appropriately

8: ADD SHAPES IN A PRESENTATION

Slides in a presentation can be enhanced by adding Shapes. There are many shapes available
as a part of the presentation software.
• Open a new presentation file. Add a slide. Enter the text shown in the slide above.

• Under the Insert tab, in the Illustrations group, select the option for Shapes.

• A drop down list appears, Choose the appropriate shape

• The cursor changes to a + symbol when you move it on the slide. Left-click and drag the cursor
and then, when you have the desired size, release the mouse button.
The shape selected shape is created.

• Adjust the size of the shape added.

• You can enter the text “Do you know the origin of the term “Computer Bug”?” in this shape.
To add the text:
Keep the cursor on the created shape.
The shape of the cursor changes to a four headed arrow.
Right-click and choose the option Edit Text.
You can now write the above text.

• To format this shape, i.e. changing its colour, outlines etc.,

do the following:
Select the shape.
A Format tab will appear in the Ribbon.
Some of the options in the format tab are as shown.
Use these options to change the colour of the shape, its outline etc.
Shapes can be used to create diagrams in a presentation.
We will create a simple flow diagram using different kinds of shapes as shown below
 9: PRESENTATION THEMES

Presentation software helps in preparing attractive colourful presentations.

When you open a new file in presentation software, the default design is simple black and white.

It is possible to have different designs in a presentation. Most of the presentation software offer,
pre-defined designs called Presentation Themes.

They have different backgrounds, colours, designs and font types. Using a different “theme” can
significantly change the way the presentation looks.

Some examples of such Themes available in presentation software…

 10 : CHANGE DESIGN OF A PRESENTATION

Themes are an inbuilt part of the presentation software. You can also make changes in the design
of the presentation by using other features available in the presentation software.

The options for changing the design of a presentation are available in the Design tab. We will use
the option Themes and Background groups.

• Format Background:
• Select the option Background Styles.
• A dialogue box appears.
• Click the option Format Background. A dialogue box as appears.
• Select the options Fill → Solid fill → Colour (Click the down arrow and a color box appears.).
• Select the desired colour and select the option Apply All.
• All the slides in this presentation will get the selected background colour.
• Try changing the colour of the background to another colour.
• Also try out the option Transparency and observe what happens.
• Now try out the other options of Solid Fill, Gradient Fill, Picture Fill, and Pattern Fill.
Observe what changes occur in the presentation.
• Click on Close to close this dialog box, or click on the “X” symbol.
 11: ARRANGE, DELETE AND ADD SLIDES

So far you have learnt to view a presentation using the Slide Show view.
Another view that is frequently used in presentations is the Slide Sorter view.
Slide sorter view in MSPowerPoint or OpenOffice-Impress is a window that displays thumbnail
versions (small size) of all your slides, arranged in horizontal rows.

This view is helpful when you want to:

• Make global changes to several slides at one time.
• Rearranging or deleting slides.
• Move, copy, or delete a lot of slides

However, there is a limitation that you cannot edit the contents of a slide in this view.
To edit the contents of a slide you can use the Normal view.

• To see the slides in a Slide sorter view, under the View tab in the ribbon, select the option
Slide Sorter
 To add a slide in Slide Sorter view:
• Position the cursor between the two slides, where you want to add the blank slide
• Under Home tab, in the Slides group, select the New Slide option.

To delete a slide in Slide Sorter view:

• Select the slide to be deleted.
• Press the Delete key on your keyboard or select the option under the Home tab,
Clipboard group.
• The selected slide will be deleted.

To move a slide in this view:

• Select the slide to be moved, and drag it with the left button of the mouse pressed, to the place,
where you want to move the slide.

• You can also select multiple slides by using the combination of Shift key or Ctrl key and the left
button of mouse.

• Try selecting multiple slides and deleting them together.

• Try selecting three slides and then moving them together into another place.
 12: PRINT A PRESENTATION

Normally a presentation is made for showing it on a computer or data projector to a big audience.
Many presenters also provide a print copy of the presentation.

The basic steps to print a presentation are quite similar to what you followed for printing text
documents and Spreadsheets.

• Click [1] File → [2] Print. A Print dialog box appears

• In the Copies box, enter the number of copies you want to print.

• In the Name box, select the printer that you want to use.

• To print all slides, select All in the Print Range.

• To print one or more slides that you selected, select Selection

• To print only the slide that is currently displayed, select Current Slide.

• To print specific slides by number, click Slides, and then enter a list of individual slides, a range,
or both. Use commas to separate the numbers and no spaces, for example, 1, 3, 5-12.

→ If you select Handouts in the Print what box, you can choose, how many slides you want
to print on a page and click OK
 Information Technology

Chapter 6. Digital Presentation

Please Complete All Exercises and Assessments Which are given in in Text Book
Thank you