Presentation Software

Kelvin Chiumia
Computer Science Dept

1 4/10/2024 Nalikule College of Education

 Definitions

 An electronic presentation is a collection of slides that may contain

text, pictures, drawings, tables, sound and video.

 A slide is the work area in a presentation where information such as

text, graphics or multimedia content is placed.

 A presentation software is an application software used to create an

electronic presentation that communicates ideas, messages and other
information to the audience.

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 Examples of presentation software
 Microsoft PowerPoint
 Lotus’s freelance Graphics
 Corel presentations
 Harvard Graphics
 Open Office Impress e.t.c

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 Areas where presentation is used
 presentation facts and figures – examples, sales people often have
to give presentation to customers or managers. Just to let managers
know the sales performances or show customers their latest product.
 Teaching – presentation software is regularly used as teaching.

 Reporting research findings - researchers and students present their

project reports through electronic presentation.

 Conferences – presentation software is regularly used during workshop

and seminars. Speakers use software to drive to their main point.

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 Advantages
 It is easy to learn.
 It has large library of background templates and custom layout.
 Multimedia effects can easily be added to the presentation.
 Presentations are easy to edit.

 It can easily produce output in different format e.g. interactive

whiteboard and handouts.

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 Advantages
 Excellent for summarizing facts using charts or diagrams to an
audience.

 Can be used to produce a set of handouts for people to write on

whilst presentation is being given.

 Let’ the speaker face audience and make eye contact rather than
facing the screen

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 Features

 They have large range of readily available pre-

designed templates that one can easily use to
create the presentation.
 It has a selection of layouts used to create slides.
 It has master slide used to set up content that
presenter could wish to appear on every page such as
footers or page number or title.

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 Features

 It has animation and transition effects used to add

emphasis to presentation.
 It allows the users to run on-screen shows and
upload the presentation on the internet and
print the handouts that can be distributed to the
audience to help them easily follow the presentation.

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 Factors to consider when
designing a presentation

 Objective of the presentation. Presentation should

tally with purpose whether to inform, to persuade or to
report.
 length of the presentation. It should be of right
length to communicate the message effectively.
 The targeted audience the audience will determine
whether the presentation will be designed in a formal
manner or would be informal.

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 Factors to consider when
designing a presentation

 Type of presentation a business presentation will be

obviously be different from academic oriented one.
 Content of the presentation. The content must be
relevant to audience and subject matter.

 The organization should be organised in a good

sequence in order to flow from known to unknown.

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 Features of the PowerPoint
application window

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 File tab

⚫ allows to create a new presentation, open an existing

presentation, print, send, close, save as when saving
your work

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 Ribbon

Is a panel at the top portion of the application window

a. It has seven-to-twelve tabs like Home, Insert, Design,

Transition, Animation, Slide Show, Record Review and
View.

b. Groups organise related commands, group name

appear below the group on the ribbon.

c. Commands appear within each group.

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 Quick access button, title bar, work
area

 Quick access button contains frequently use

commands like undo or redo.
 Title Bar- shows the name of the file
followed by the name of the program.
 Work area or slide area contains panes to
insert text and graphics.

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 Status bar, mini toolbar, Note pane

 Status bar, which displays the current actions in the

slides.

 Mini toolbar it displays common formatting tools,

such as bold, Italic, fonts, Font size and Font color.
 Note pane, used to add more notes that could not fit
on the slide.

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 Slide view
 contain a group of four buttons located to the left of Zoom Control, near
the bottom of the screen.

⚫ Normal Layout view: displays page in normal view with the slide on
the right and list of thumbnails to the left. This view allows you to edit
individual slides and also arrange them
⚫ Slide Sorter View: displays all the slides as a matrix. This view only
allows you to rearrange the slides but not edit the content of each slide
⚫ Reading view: is like a slideshow with access to the windows task bar in
case you need to switch windows.
⚫ Slideshow start the playback of your presentation from the current slide

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 Status Bar

• On the left of status bar display information about the

current processing status of the application.

• On the right is the view button.

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 Creating a new presentation

⚫There are three ways of creating new power point

presentation

i. From blank slide

ii. From template
iii. From existing presentation

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 To create a new presentation from
blank slide

1. Click Microsoft office button/ File tab.

2. Click new then a new presentation dialog box appears
(Ctrl + N )
3. Click blank presentation

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 To create a presentation from a
template

1. In the new presentation window, click installed

templates or press Shift + Ctrl + P
2. In the installed template section, choose the
desired template.

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 To create a presentation from an
existing presentation

1. In the new presentation window, click new from

existing.

2. On the displayed dialog box, select the file you want to

use. The file will open in slide master view.
3. Modify the presentation as desired then save it with a
different name.

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 Choosing appropriate layout

1. On the home tab, in the slide group, click

layout icon.
2. Select a layout style from the displayed
thumbnails as shown in the figure below.

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 Choosing appropriate layout

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 Choosing a slide view
a. Normal view – is the main editing view and it has four working areas,
outlines, slide tab, slide pane and notes pane.
a. Outline pane: Shows the slides content in outline view.
Used to manipulate slides content in a presentation.
b. Slide tab: displays thumbnail sized images of all slides in
the presentation
c. Slide: when slide thumbnail is clicked displays the current
slide on the work area.
d. Notes Pane: used to add more content in the slide, to
explain further the content.

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 Outline pane

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 Slide tab

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 Slide sorter view

 Displays small outline of slides in a presentation,

complete with text and graphics
 One is able to open any slide of his choice

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 Slide sorter view

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 Slide Show

⚫ A full display screen view. The presentation is

viewed in the way the audience will see

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 Adding a new slide

1. Select the slide immediate before where you want the

new slide to be inserted.
2. Click new slide button on the Home Tab or (Shift + Ctrl
+ N)
3. Click the slide layout that fits the contents.
4. Add contents to the slide.

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 Content of slide

 Text

 Graphical objects (pictures, charts, shapes,

SmartArt's, clip charts)
 Sound and videos
 Table

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 Entering Text

 Directly type text into a text box

 Copy from an existing document.

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 Direct typing

1. Select a slide layout that has placeholders for entering

text.

2. Click in a textbox to add text

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 Copy from another document

1. Highlight the text

2. Right click the mouse button, and then select copy

3. Right click inside the text box where the text is to be
pasted
4. On the shortcut menu, click paste

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 Inserting Objects

⚫ To insert a picture:

1. On the insert tab, in the illustration group, click

picture. The insert picture dialog box appears
2. Select the folder where the picture is located
3. Click the picture icon then click the insert button.

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 Inserting Objects

⚫ To insert a clip art:

1. On the insert tab, in the illustrations group, click Clip

Art. The clip art task pane appears
2. Select a click art that will be added to the presentation

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 Inserting Objects

⚫ To insert a chart:

1. On the insert tab, in the illustration group, click chart.

2. Select a chart type on the insert chart dialog box
3. Enter or edit the base data then close excel.
4. The chart will automatically be inserted onto the slide.

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 Inserting Objects
⚫ To draw a basic shape:

1. On the insert tab, in the illustration group, click shapes.

2. Various categories of shapes are displayed
3. Click an icon of the shape you want to draw from the category
4. Place the pointer onto the slide, drag the pointer to define the
size of the shape then release the mouse button.

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 Inserting a table

1. Click insert the select Table

2. Specify the number of columns and rows

3. The table will be inserted

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 Saving a presentation

1. Click the Microsoft button or file tab and then click

save as (or Shift + Ctrl + S)

2. Browser the location where you want the file to be

saved.
3. In the file name box, enter a new name for the
presentation
4. In the save as type list, select the file format that you
want and then click save.

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 Editing a presentation

⚫Editing
means making necessary changes to an existing
document.
⚫This involves deleting text, checking for spellings
mistakes, replacing a word with its synonym or antonym,
find and replace and reversing an action

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 Delete Text

⚫To delete text within a text frame:

1. Place the insertion pointer within the frame, and then
highlight the text
2. Press the delete or backspace key on the keyboard

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 Delete a text frame

⚫ To delete a text frame:

1. Position the mouse pointer on top of the frame
boarder until the mouse pointer changes to a cross,
then click.
2. Press the delete or backspace key on the keyboard

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 Deleting a slide

1. On the slide outline pane, click the slide you

wish to delete.
2. Press the delete key or right click mouse the
on shortcut menu click delete.

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 Spell checking a presentation

1. Click the Review menu tab to display Review ribbon

2. In the proofing group, click the Spellings button on the
left
3. In the spelling dialog box, change the misspelt words

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 Using Thesaurus
⚫ To replace a word with its synonym or antonym:
1. Click on the Ribbon menu tab to display the Review ribbon
2. In the proofing group, click on the button labelled Thesaurus
3. Thesaurus pane is displayed on the right
4. Select the word with similar or opposite to the one need to be changed
on the pane
⚫ Or
1. Highlight and then right click the word
2. Point to synonyms and select a word or phrase from dropdown list

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 Find and Replace

1. Click on the home tab.

2. On the editing group click replace.
3. The replace dialog box appears (Ctrl + H)
4. In the find what box, type in the word or phrase you
want to search for
5. In the replace with box type in the text you want to
replace with, the occurrences of the found text

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 Undo and Redo

 Used to reverse the previous action.

 Click the Undo or Redo button on the Quick Access
toolbar

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 Editing graphical objects
⚫When the image object is click on the presentation it displays
Picture Tools Tab
⚫The picture Tools tab has four editing and formatting groups:
 Adjust: control the picture brightness, contrast and colors
 Picture Style: placing a frame, a border or other effects around
a picture
 Arrange: used for alignment and rotation of the picture.
 Size: used for cropping and resizing graphics

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 Formatting a presentation
⚫Formatting means enhancing the appearance of a document
⚫For the presentation to appeal to the audience do the following;
 Make text large enough
 Keep it simple
 Make use of pictures where possible
 Use good color background
 Use good background not distractive one.

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 Formatting Text

⚫To format selected text using the mini toolbar

1. Highlight the text
2. Move the mouse over to apply fonts type, styles, size,
alignment, colour, indent levels, bullet and numbering
on the selected text.

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 Formatting Text

⚫ To format selected text using the Home Tab:

1. Highlight the text then click the Home Tab to display
the Font group.
2. Select fonts type, styles, size, alignment, colour, indent
levels, bullet and numbering on the selected text

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 Applying themes
⚫ A theme is a set of formatting choices that include a set of
colours, fonts (including heading and body text fonts) and effects.
⚫ To apply a document theme
1. Select a slide in the slide pane
2. Click design tab. A theme ribbon appears see the figure below
3. Select a theme and click it
4. Theme will be applied to all slides

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 Changing the background
⚫ Under design tab, in customize group, click format background. In
format background you can change the type of shading, gradient,
texture and pattern.
⚫ To change a slide background:
1. Select a slide in the navigation pane
2. On the design tab, in the variant group, click an arrow down and
they click background styles.
3. Click one of the backgrounds.
4. The background is applied to all slides

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 Changing the slide orientation

⚫ Page orientation means the positioning of page

in relation to the text
⚫ Portrait- longest side is placed vertically.
⚫ Landscape- longest side is placed horizontally.

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 Changing the slide orientation
⚫ To change slide orientation:
1. On the design tab, in the customize group, click slide size and then click
custom slide size.
2. Slide size window is displayed
3. Choose portrait or landscape. All slide will change according to your
choice.

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 Formatting drawings

⚫To format a shape:

1. Select the shape.
2. Drawing tools tab appears.
3. Click on formatting tab to display the ribbon.

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 Formatting drawings
⚫Format the selected shape as follows;
 Fill shape with patterns click shape fill to change the fill color.
 Change shape outline, click shape outline to change the outline colour,
width and style.
 Shape effects, click shape effects to apply visual effects such shadow,
Bevel and 3-D rotation
 Group objects, click on group button in arrange group
 Align objects, click on align button in arrange group
 Rotate objects, click on rotate button in arrange group.

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 Formatting a presentation in slider
master
⚫The slide master acts as template for the whole document.
⚫To switch to slide master:
1. Click the tab view
2. Click slide master. A slide master ribbon is displayed.

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 Formatting a presentation in slider
master
3. Slide master ribbon have the following group for format;
 Edit Master
 Master Layout
 Edit Theme
 Background
 Page Setup
4. Click close on slide master ribbon to go back to Normal view

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 Applying Transition

⚫ Transitions refers to the progressive change over from

one slide to another during presentation.
⚫ Slide transition govern how slide move from one slide
to another.

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 Applying Transition
⚫ To set transitions:
1. Select a slide to apply transitions
2. On the transition Tab, in the transition to this slide group, select a
transition effect you want to apply
3. To add sound, on the timing group, click the arrow next to Transition
Sound and select a sound effect.
4. To set the transition speed, click the arrow next to Transition Speed
(duration to set time), and then select slow, medium or fast.
5. Click apply to all

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 Adding sound tracks and narration

⚫ To add sound into a presentation:

1. On the insert tab, in the media group, click Audio
2. Select audio options e.g from pc or narrating
⚫ To add a video clip:
1. On the insert tab, in the media group, click Video
2. Select video from pc or from online

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 Adding animation and special
effects

⚫ Animations add motion to text or graphics in a

presentation. Too much animation makes the work to be
unprofessional just stick to one or two throughout the
presentation
⚫ To animate text or graphics.
1. Select the text object or graphics to be animated
2. On the animation tab, in the animation group, select
the animation to use

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 Adding animation and special
effects

1. To apply custom animation, click on add Animation in

advanced Animation group from which you specify:
a) Entrance animation to apply an animation during slide
entry
b) Emphasis animation to apply an animation that
emphasizes the item displayed on the screen.
c) Exit animation to apply animation during slide exit.

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 Setting up and preparation for a
presentation

1. Rehearse and note time taken for the delivery of

presentation before hand.
2. Be sure to test the slide show using the projector if
one will be used during the presentation.
3. Decide whether the presentation is to be set up to run
continuously on a screen so that passers-by can stop
and watch.

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 Setting up and preparation for a
presentation

4. Decide handout can be given to the audience for them

to make their own notes.
5. Ask whether you will use data projector or overhead
projector.
6. Ask if the presentation software is available in the PCs
to be used and burn the presentation software onto a
CD/DVD

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 Rehearsing

⚫ To rehearse a presentation:
1. On the slide show tab, in the set up group, rehearse
timings
2. The rehearse toolbar appears and slide time box
begins timing the presentation

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 Rehearsing
3. Do one or more of the following on the rehearsal toolbar;
 To move to the next slide, click next button
 To temporarily stop recording the time, click pause button
 To restart recording the time after pausing, click pause button
 To restart recording the time for the current slide, click repeat
button
4. After the last slide, click yes to keep the recorded slide timings.

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 Setting up the show
⚫To setup the show type, proceed as follows:
1. Click the slide show tab.
2. On the slide show ribbon, click setup slide show. A dialog box is
displayed as shown below. In the dialog box, do the following:
 Click presented by a speaker (full screen) to deliver the presentation
before a live audience.
 Click browse by an individual (window) to enable your audience to view
the presentation on the CD or internet.
 Click show scrollbar check box to allow your audience to scroll through a
self – running presentation from unattended computer. Click browse to
kiosk. A kiosk is a terminal located in an area frequently visited by many
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 Setting up the show
3. In the show options tab, specify how you want sound files narrations or
animation in your presentation E.g select loop continuously until ESC.
4. Use the options in the advance slides sections to specify how to move
from one slide to another e.g. click manually to advance to each slide
manually during the presentation.
5. Click ok ok to apply the settings and close the dialog box.

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 Running a presentation
⚫ To start the slide show:
1. Simple press F5 or click the slide show tab
2. On the slide show ribbon, select any of the slide show
3. If advancing to the next slide is not automatic, you may use the arrow
keys to move forward or backwards in presentation, you can also use the
mouse.
⚫ Press the Escape (Esc) key to end the slide show

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 Writing on slides during
presentation
⚫ To write on slides during your slide show;
1. In Slide Show view, right click or press Ctrl + P on the slide that you
want to write on and then point to Pointer Options.
2. Click a pen or highlighter options
3. Hold down the left mouse button and drag to write or draw
4. To draw on a blank screen during a presentation, press the B for black
screen or W for white screen keys
⚫To erase all pen stroke, press the E key

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 Printing a presentation
⚫Check the four options below when printing a presentation:
 Full Page Slide – this option lets you prints one slide per page.
 Handout – this option allows for more slides (1,2,3,4,6, or 9) per page.
 Notes page – prints slides that includes the speaker notes.
 Outline view – used to print the outline of the presentation.

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 Print out

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 Printing a presentation

⚫To setup the print options proceed as follow

1. Click the Ms Office Button or File tab.

2. Click print. A print dialog box is displayed.

3. In the print dialog box, under settings change the

printing options. Such as number of slides, print
layout, colour, print one sides or both sides.

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 Printing a presentation

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 End

⚫ The end
⚫ Reading this book below.
⚫ Microsoft PowerPoint 2016: Step-by-Step Guide by
Andie Philo ; Mike Angstadt (MONTGOMERY
COUNTY-NORRISTOWN PUBLIC LIBRARY)

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