LEARNING OUTCOMES Look at the formatting options and shortcut buttons in your presentation program, Like tre buttons in Microsoft Excel that are designed to enable you to manipulate data efficient, the functions in presentation software enable you to change the design and effects of your presentation quickly and easiy. You should practise summarising information, so that you can make your points brief but informative ‘Summarise’the main idea in the following paragraph inte a single statement using eight words or less. The ability to keep information to yourself is an indication of your professionalism, Even when you are not specifically instructed to keep a matter confidential, you should refrain from discussing details about your employers or your job. Purpose of presentation software A presentation program is used to create slides containing a variety of elements such as text, pictures, sounds, graphs and video clips. You would use 2 slideshow vinen making a presentation to an audience, such as giving a report in a meeting, speaking at a conference or when teaching a lesson. injaddition to providing information, a presentation could also be used to persuade or ‘motivate people, Microsoft PowerFoint is an example of application software that is used to create presentations, Features of presentation software The ‘pages’ in a presentation program are called slides, The design elements, such as text and graphics, can be freely moved to any location on the slide. You can add animations to these objects so that they move when the presentation is viewed as a slideshow. More information on using presentation software is provided in 4.8 and 4.9, Preparing a presentation ‘Some people mistakenly think that they should type out their whole speech on the slides. This is not correct. The slide should contain a oint-form summary of the main iceas. it should not consist of large blocks of text. + Asa general rule you should use 10 more than eight words per line and no more than six lines per slide. * Make your presentations interesting. Know your audience and design a presentation that will caature and keep their attention. * Be informative. Ensure that your presentation teaches or reinforces valuable information, Its good idea to draft out your presentatio:. on paper before creating it on the computer. * First lst the main ideas that you want to communicate to your audience. Each main idea should stilise at least ove slide. The main idea should be used to compose the slide’s ttle + After you have prepared the outline lst no more than six points that you will make on each slide. Keep in mind that if the slide contains pictures you must use less text. * Do not use a picture simply to make your presentation look pretty Graphics should illustrate an essential point. Identify the key points that you will want to illustrate with a photograph, drawing or graph.Selecting the most appropriate software ‘The four applications that ar2 most frequently used in business situations include word processors, spreadsheets, database management systems and presentation software. You should be able to deternine which type of software is most appropriate for performing specific tasks. As you began to use some of these applications, you might have observed that they have some features in common. Certain features in one program, however, might make it more appropriate for one particular task than another. For example, you can type text in each of the four applications described, but a word processor allows you to easily manipulate the text to present it as an effective business document. Table 3.4.1 summarises the four applications and the tasks for which they are designed, Table 3.4.1 EXAM Tip Wher reconemending applications you should use the general name and ot the specific wane for | the software. For example: Question: What i ayplieation sofware is st suitable for prepavi Avil of sale eae aoe items, prices and total costs? noorrest answer: Microsoft Excel | a | Asspreadsheet / “ACTIVITY, GUT 1 Outline at least six princ ples that should be observed when preparing a presentation. 2 State at least three uses of presentation software. 3 When Flame De Gannes approached the Small Business Development Agency fo" a loan to start up a clothes store, the loans officer asked for the following: a detailed statement of the expenses that will be incurred in starting up the business b aletter outlining her business plan © a set of graphics and text that effectively summarise the ‘main features of her proposed business, State the most appropriate software for Flame to use when preparing each of the requested items. Your school's football coach is planning a training camp for the team. What software should he use for each of the following purposes? 1 To prepare a budget. 2 To use when speaking to the team about the camp's rules and regulations. 3 To organise each player's personal information. 4 To type a note informing parents about the training camp. 5 To produce a schedule of each day's activities. 6 To create motivational posters for the dormitory walls.Presentation programs enable you to easily insert and manipulate design elements such as text boxes, word art, pictures, photographs and chars. They are also used to create graphical documents such as certificates, banners, posters and flyers. GMncretceons Slides | ‘When you open a new presentation program window you will see a blank title side, similar to the one shown in Figure 4.8.1. The rectangles enclosed by the dotted lines are placeholders. A placeholder is a section of a document into which you may put text z 5 ‘As you add new slides, will automatically be displayed in this section. Chek a8 tte Title slide ‘The Microsoft PowerPoint window EXAM TIP AS a general guide, you should have a maximuwe Of 7-8 words per line, and G maxinuune of 7-8 lines per slidle. Lines of text _“ be clouble spaced. In PowerPoint 2003 you can access these layouts by clicking on w near the top right of ‘the toolbar; in PowerPoint 2007 this is found next to the New Slide TRY IT! button on the Home ribbon You have been invited to speak | You will observe that in some slide themes, in addition to text, with a group of 14-15-yearold | placeholders may be used for content such as tables, charts, pictures students about the importance | and movies. Once a new slide is opened, simply click on the type ‘of ergonomics in the prevention | of content you wish to insert, and PowerPoint will display the of work-related injuries and appropriate dialogue box. illness. Prepare a six-slide presentation.Slide templates Slide masters For example, if you want to use a company jogo throughout the presentation, then it should be inserted on the slide master. Appropriate font Table 4.8.1 shows the guidelines you should follow when formatting ‘ext for presentations. Table 8.1 Guides for fomating fontin presentations bottom of the window can be Used to type additional text These notes can be viewed on the presenter's screen during a slideshow while the audience will see the slides without notes. The notes can also be printed. Graphics Visual images and graphics are used to help the presenter to express information that would be difficult to describe in words. A well- chosen chart, graph or picture is usually more effective than many lines of text. Select graphics that enhance your presentation. Ifa graphic is includ on a slide there should only be 1-2 text statements ncluded. GUIaelli=siten cy 2 List at least three ‘uidelines for each of the following “eatures of a 1 Define the following terms as they relate to presentations: slide presentation: a layout b graphics © font, placeholder template slide master graphic ‘thumbnail. EXAM TIP Graphics should be used ‘for specific purposes such 4s to inform, motivate or Persuunde the audienceMotion effacts such as animations and transitions can add impact 10 a slideshow. However, their overuse can be very distracting, as the audience will become more interested in the special effects than in the information presented. You should therefore limit your use of these features. eT NNetetireenass Remember that you can use the Help feature of your software for assistance n using these tools. Animations ‘ade; end uct ore! Use ‘only one animation effect consistently roughout a slideshow. ee ae oe sou only be used to emphasise a very important point. Transitions You will not see your transitions and animations while the presentation is in Normal view. You must select Slide Show from the View menu to see the effects that you have applied.” Me Sendl_> Atma stoe on meaecht EROS wae Figure 491 J Side transitions Timing To rehearse the timing for your slide show: 1 In Micrcsoft PowerPoint 2003 click Slide Show; in PowerPoint 2007 click on the Slide Show tab. 2 Click Rehearse Ti launched. PERCU ‘Outline view, available in Microsoft PowerPoint 2007 and 2010, shows only the text that is used in a presentation, not the ings. A full-screen slide show will be3 The computer will begin to record how long you stay on each slide. Click on the Next arrow of the Rehearsal box to move ‘through the show (similar to that shown in Figute 4.9.2). 4 Press the Esc key on your keyboard to leave the rehearsal. A box will appear that offers you the option to save the slide timing, Effective communication The following guidelines will help you to effectively communicate CPeetiaenn information in your presentations MGUY ese vO 38 (see 3.4) many times as you want, until you are satisfied with the timing You can use this as you practise | the presentation to decide how long is needed gn each slide. You have observed that many of your classmates are having difficulty with creating effective presentations, 1. Prepare an eight-slide presentation with relevant Totes to assist them. 2. Explore the different Print options that are available Print out the following: a. a colour handout of your 1 Outline the guidelines that should be followed to ensure that a presentation: presentation with four a iseasy to read slides per page holds the audience's attention ba greyscale handout of, is relevant to the topic. your presentation with eight slides per page 2. You want to start up a business and want to convince friends fe and relatives to invest in your enterprise. Prepare a slideshow the notes pages that can be used with your presentation. d_anoutline view.