Lab 2

Task 1 : Learning basic tasks with PowerPoint Objective : To familiarize with basic tasks in PowerPoint :

1. Create a presentation

2. Find and apply a template

3. Insert a new slide

4. Format text

5. Add a design theme

6. Insert a clip art

7. Add slide transitions

8. Add slide animations

9. Additional features:

11.1 Add shapes to the slide

11.2 Insert pictures

11.3 Modify graphics

11.4 Insert WordArt

11.5 Insert SmartArt

11.6 Insert Tables or Charts

11.7 Insert Hyperlinks

11.8 Create a Photo Album

10. View a slide show

11. Save a presentation

12. Print a presentation

13. Tips for effective presentation

Estimated time : 40 minutes

Create a Presentation

1. Click the File tab → New

2. Click Blank Presentation, and then click Create.

3. In the first text box (labeled as no. 2 in figure above), type in subject code and subject name.

4. Type in your full name, matrix number, and lecturer's name in the next text box.

5. On the notes pane in 4, type “Welcome to my presentation”.

Note: The notes pane is where you type speaker notes that you can refer to when you present. You

can also print speaker notes to use when presenting a slide show.

Find and Apply a Template

1. Click File tab → New

2. Under Available Templates and Themes, do one of the following:

To use one of the built-in templates installed with PowerPoint, click Sample Templates, click

the template that you want, and then click Create.

To use a template that you already have installed, click My Templates, select the template

that you want, and then click OK.

To find a template on Office.com, under Office.com Templates, click a template category,

select the template that you want, and then click Download to download the template from

Office.com to your computer

To start with a blank slide, click Blank Presentation.

Insert a New Slide

1. On the Home tab, in the Slides group, click the arrow below New Slide, and then click the Blank

slide.

Format text

1. When typing text, PowerPoint will automatically place the text into bulleted lists to make minor

points under major points. It will also automatically fit the text by reducing font size and line

spacing to fit everything into the placeholder boxes. 2. Use commands in the Font group to change the text font, color and size. Set font to Arial, size

32, font color black. 3. The commands in the Paragraph group is used to change paragraph formatting such as bullet

type, text indentation, and line spacing.

Type “List of Chapters” as a title for this slide. Then, click on bullet command on

Paragraph group. List down all chapters in subject SK2003 using bullets.

Note: See number in figure that shows number according to these steps.

Add a design theme

1. Click the Design tab on the Ribbon. The Themes group provides thumbnails of different design

options. 2. To see additional themes, click the More arrow button on the right of the group.

3. When you point and hover on any theme thumbnail, a preview of the theme will appear on the

slide. To apply the theme to your slides, click on the thumbnail design you like. 4. Select any one of the theme and apply to your slide.

Insert a clip art

There are two ways to initiate inserting Clip Art depending on where you would like the

graphic to be located.

1. Go to the Insert Ribbon and click on the Clip Art command. You can also click on the Audio

or Video commands and opt to pick from the Clip Art gallery.

2. The second method is to click on the Clip Art icon in a placeholder. The Clip Art task pane

will open on the right. Type “computer” as a keyword in the Search for box that suggests the

type of clips you want. Use the Results should be drop down to select the media type to search

in then click Go.

Clips that fit the keyword will appear in the box below. Click on the clip that you would like on

your slide.

Add slide transitions

1. The Transition to This Slide group provides thumbnails of various slide transition options. To see

all of the transitions options click on the up and down arrows or the More arrow to the right of this

group. 2. When you point and hover over any transition thumbnail, a preview of the theme will play.

3. To apply the transition to your slide, click on the thumbnail you like.

4. To apply the same transition to all of your slides click on the Apply To All command

after selecting the transition of your choice. 5. To apply a Sound, click on the sound drop down arrow. Then Click on the sound you

would like to use during the slide transition. Click the Apply To All command to have the

chime occur during each transition. 6. The Advance Slide group, allows you to decide if a transition should appear when the mouse is

clicked or after a specified time. Click the On Mouse Click box for transitions to occur only when

forced. Click on the After box for the slide to transition at the time specified such as 5 seconds or

minute. 7. Preview the current slide by clicking on the Preview command.

Add slide animations

Slide animations create animated effects to text and graphics during a slide show. There are a

variety of animations that can be applied to text or graphics in multiple ways from a single word to all

of the text on a slide.

1. To see all of the animation options click on the Up Row, Down Row and More arrows to the right of the

Animation group. The Effect Options command provides additional animation options for each

animation command in the Animation group. The Add Animation command provides a visual of all of

the animation options to animate text and graphics upon Entrance, Exit and as an Emphasis. These commands are the same as the commands in the Animation group.

2. On your previous slide (List of Chapters), highlight first line on the bullet list. Then point and hover

over any animation command. It will be highlighted in a golden color and a preview of the

animation will appear. To apply an animation, click on the command. The selected command will

remain highlighted in a golden color.

3. The Timing group allows you to modify the sequence and timing of the animations selected. You

can decide if an animation should appear when the mouse is clicked or after a specified time. You

can also decide if text should be animated together or separate as well as reordering the

animations. Use the Start drop down, select Start on Click.

Click on the Duration box for the text or graphic to animate at a specified time. Set as 0.

4. The Animation Pane displays all of the animations you have applied to each slide. It also

enables you to modify each animation similar to the Timing group and play the animations

applied to the slide.

5. Preview the current slide by clicking on the Preview command.

Add shapes to The Slide

1. Create a new blank slide.

2. Go to the Insert tab.

3. Click on the Shapes command.

4. A large selection of shapes will appear in a drop down menu.

5. Double click on the shape you want to insert.

6. The shape will appear on the slide. Double click on the selected shape, type in SK2003.

7. Move the shape to any area of the slide by clicking on the edge of the shape and dragging it.

Expand or shrink the shape by clicking on the circles surrounding the shape and drag.

NOTE: Inserting a Text Box is done in the same manner except when it is inserted a cursor will

appear inside the box so you can enter text.

Insert Pictures

1. Create a new blank slide.

2. Go to the Insert tab.

3. Click on the Picture command.

4. A Insert Picture box will appear.

5. Select the picture to insert using the folders on the left of the Insert Picture box.

6. Click Open.

7. The picture will appear on the slide.

8. Move the picture to any area of the slide by clicking on the edge of the picture dragging it. Expand

or shrink the picture by clicking on the circles surrounding the picture and drag.

Modify Graphics

Any graphical element inserted into the PowerPoint can be modified by using the Specialized

Tabs that appear when working with graphics. For example the Picture Tools Format tab allows you

to change the shape, effects and colors of the picture you inserted.

Insert WordArt

1. Create a new blank slide.

2. Go to the Insert tab.

3. Click on the WordArt command.

4. A drop down menu of text options will appear.

5. Click on the text design you prefer and a text box will appear on your slide.

6. Click in the text box to modify the text. Type in SK2003.

7. Move the WordArt to any area of the slide by clicking on the edge of the text and dragging

it. Expand or shrink the WordArt by clicking on the circles surrounding the text and drag.

Insert SmartArt

1. Create a new blank slide.

2. Go to the Insert tab.

3. Click on the SmartArt command.

4. A Choose a SmartArt Graphic box will appear.

5. Click on the graphic you prefer and it will appear on your slide.

6. Click in the areas of the SmartArt graphic to enter text in the graphic.

7. Type in chapter name for SK2003 on each of the block list.

Insert Tables or Charts

First, go to the Insert Tab:

To insert a Chart:

1. Click on the Chart command

2. An Insert Chart box will appear

3. Click on the chart you prefer.

4. An Excel worksheet will open, enter the data in the Excel Document that you want displayed on the

chart

Note: Use sample data in this figure:

To insert a Table:

1. Create a new blank slide.

2. Click on the Table command.

3. Highlight the number of cells you want in your table.

4. Click for the table to appear on your slide.

5. Click on each cell to enter the data you need displayed.

Note: Use data in previous figure to create a table

Insert Hyperlinks

1. On the same slide, press “Enter” to bring the cursor below the table, then go to the Insert tab.

2. Type in “This is hyperlink. Click here.” Click or highlight “here” to set as hyperlink.

3. Click on the Hyperlink command.

4. A Insert Hyperlink box will appear

5. Click on the Existing File or Web Page command on the left of the Insert Hyperlink box.

6. Type in “Google” in the Text to Display box.

7. Enter the web address as http://google.com in the Address box, then click OK.

8. The hyperlink will appear in the text on your slide by changing the color of the text to blue

and underlined. 9. To use the link you must be viewing the slide show.

Create a Photo Album

To create a photo album:

1. On new blank slide, click on the Insert tab.

2. Click on the Photo Album command.

3. Click on the New Photo Album option.

4. Save at least 5 images from the Internet into one folder and name it as Your_Matrix_Number.

4. Click on the File/Disk command to select pictures you have saved on your folder that you want to

incorporate into your Photo Album. Once you select a picture it will be listed in the Pictures in

album box. 5. Click the Create command and your photo album slide show will be created.

To modify your photo album:

1. Click on the Edit Photo Album command.

2. Use the Album Layout group to select the Picture layout, Frame shape and add a Theme.

3. Once all changes are complete, click on the Update command and the changes will be applied

to your photo album.

View a slide show

To view your presentation in Slide Show view from the first slide:

1. On the Slide Show tab, in the Start Slide Show group, click From Beginning.

To view your presentation in Slide Show view from the current slide:

1. On the Slide Show tab, in the Start Slide Show group, click From Current Slide.

Save a Presentation

1. Click the File tab → Save As

2. In the File name box, type a name for your PowerPoint presentation as Matrix_Number

Slides, and then click Save.

Note: - By default, PowerPoint 2010 saves files in the PowerPoint Presentation (.pptx) file format.

- To save your presentation in a format other than .pptx, click the Save as type list, and then select

the file format that you want (as shown in red box in figure).

Print a presentation

1. Click the File tab, and then click Print.

3.Under Print What, do one of the following:

- To print all slides, click All. - To print only the slide that is currently displayed, click Current Slide.

- To print specific slides by number, click Custom Range of Slides, and then enter a list of

individual slides, a range, or both. NOTE :Use commas to separate the numbers, with no spaces. For example: 1,3,5-12.

3.Under Other Settings, click the Color list, and select the setting that you want.

4.When you finish making your selections, click Print. (P/S: Omit this step.)

Tips For an Effective Presentation

1. Minimize the number of slides

To maintain a clear message and to keep your audience attentive and interested, keep the number

of slides in your presentation to a minimum. 2. Choose an audience-friendly font size

Choosing the best font size helps communicate your message. Remember that the audience must be

able to read your slides from a distance. Generally speaking, a font size smaller than 30 might be

too difficult for the audience to see. 3. Keep your slide text simple

You want your audience to listen to you present your information, instead of reading the screen.

Use bullets or short sentences, and try to keep each to one line; that is, without text wrapping. Some

projectors crop slides at the edges, so that long sentences might be cropped. 4. Use visuals to help express your message

Pictures, charts, graphs, and SmartArt graphics provide visual cues for your audience to

remember. Add meaningful art to complement the text and messaging on your slides. As with text,

however, avoid including too many visual aids on your slide. 5. Make labels for charts and graphs understandable

Use only enough text to make label elements in a chart or graph comprehensible.

6. Apply subtle, consistent slide backgrounds

Choose an appealing, consistent template or theme that is not too eye-catching. You do not want the

background or design to detract from your message. However, you also want to provide a contrast

between the background color and text color. The built-in themes in PowerPoint 2010 set the contrast

between a light background with dark colored text or dark background with light colored text. 7. Check the spelling and grammar

To earn and maintain the respect of your audience, always check the spelling and grammar in

your presentation.

Task 2 : Exploring Beyond the Basics Features in PowerPoint

Objective : To make an interactive, non-linear slide shows and enhance formatting

1. Add action buttons

2. Create hidden slides to a presentation

3. Customize slides design

4. Applying customized backgrounds to the slides

Estimated Time : 60 minutes

Add action buttons

1. In the PowerPoint File menu click on Open. Navigate on your disk to the location of your

saved PowerPoint file. 2. In the Slide View toolbar click on Normal View.

3. Then, in the left hand frame of the PowerPoint window, click on Slide #1 (the Title slide). In the

Insert Ribbon > Illustrations Group, then click on the Shapes icon to show the selection of

Shapes you can use in Office 2010. 4. From the Shapes > Action Buttons panel, click on the Action Button for the Forward or

Next slide 5. Without clicking, roll the mouse cursor down over the large version of the slide on the right of the

PowerPoint window and notice that the arrow pointer changes from a pointer to a cross hair “+” .

Put the cross hair in the lower right corner of the slide and hold down the left mouse button and

drag to create a box about a half inch square then let go of the mouse button.

Note: If the button you have created looks too large or too small to you, go ahead now and click on

it, grab one of the handles and adjust the size to your satisfaction.

6. (If you don’t see the Action Settings dialog box as in figure above, right click on the Action

Button and from the pop up context menu, select Edit Hyperlink… 7. Click to put a check mark (tick) in the box next to Play sound: then click on the down arrow at

the end of the Play Sound box and, from the menu of sounds, select Arrow. Click on OK.

Create hidden slides to a presentation

1. Create a new blank slide and position it as the second last slide.

2. Type “Any Question?' on the text box of the slide.

3. Create another new blank slide and position it as the last slide.

2. In the Slide Show Ribbon > Set Up Group, select Hide Slide.

3. On the text box, type “This is a hidden slide”. On next text box, type “this slide will be unseen”.

4. The slide is hidden, so we have to give a way to find it by creating an Action button that links to it.

5. On the second last slide (Any Question slide), in the Slide Show > Insert Group, select the

Shapes button > Action Buttons and from the Action Buttons panel click the Action button for

Forward or Next slide. Without clicking the mouse button, roll the mouse cursor down over the

slide and notice that the arrow pointer changes to crosshair (+). 6. Position the cross hair near the end of the text that you typed in the slide’s text placeholder.

7. Let go of the mouse button when you're done—you can still adjust the size of the button if you

want by clicking on the button to select it and then dragging on the handles around the button 8. The default Hyperlink is to the Next Slide and this is not what we want, so click on the arrow to the

right of the Hyperlink to: to show the drop down menu of Hyperlink to: options 9. Choose Slide... from this drop-down menu. Select the hidden slide that we have created.

10. We have to do one more thing to complete the content on the hidden slide. We need to put an

action button on there to go to the next slide. Click in the left hand frame on the thumbnail for

“Any Questions” slide. Now click once on the action button in the lower right corner of the slide

(the button to go the next slide), then press ctrl-c on the keyboard to copy the action button to the

clipboard. Next click in the left hand frame on the thumbnail for the hidden slide, and press ctrl-v

on the keyboard to paste the action button onto the hidden slide.

Customize slides design

1. Change your view to Slide Sorter View, click on the first slide and then hold down the Ctrl

button down as you click on the last slide to select just those two slides. 2. In the Design Ribbon > Themes Group click on the button to see More Design

Themes. You'll see thumbnails of the various Design Themes available to you. 3. Click on one of the Theme thumbnails to Live Preview it; Do this for a few themes that look

good to you and click on your chosen Theme to select it.

Note: Only those slides you selected have that specific Design Theme. You can do this for just one

slide or several slides.

Applying customized backgrounds to the slides

1. Click on any of your existing PowerPoint slides.

2. Click on the Format Background… option at the bottom of this menu to bring up the

Format Background dialog box.

3. Take a few minutes now to play around with the various options in this Format Background

dialog box. Live Preview your ideas. 4. Click on the Close button (Don’t click on Apply to All) so it only set the background for the

current slide.

LESSON: AUTO RUN

By using the slides that you have finished before, open the transition menu, and you need to disable on

mouse click as shown below.

Next, you need click for after and change the timing that you want for the next slides to appear. The

timing is related to how long the time that you want to explain regarding the slide.

Exercise : Implement Interactive PowerPoint Presentation

Objective : Using basic and advanced features in PowerPoint

Problem Description : 1. You are as a marketer, you are assigned to create an interactive powerpoint o

promote your product.

2. Options for a product would be eatery places (eg:cafe, restaurant) or

travel packages (eg: Trip to South Korea)

3. Your powerpoint must have most features learned. Use your creativity

to make the slides engaging.

4. The slides must include pictures, slides with customized background,

and with animations.

5. Minimum number of slides is 15 slides.

Estimated Time : 60 minutes