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MODULE 6

Presentations & Drawing

Comprehensive Study Guides

covering
ICDL Syllabus, version 4

ã 2004 The European Computer Driving Licence Foundation Ltd

ã 2004 The Computer Society of Zimbabwe & World Links Zimbabwe

 • Presentation – Module 6 •

TABLE OF CONTENTS

INTRODUCTION.............................................................................. 3
Purpose of this Study Guide...................................................... 3

GETTING STARTED ......................................................................... 5

What is Presentation Software? ................................................. 5
What is Microsoft PowerPoint? .................................................. 5
How to Start Microsoft PowerPoint ............................................ 6
How to Create a New Presentation ............................................ 8
Saving a Presentation to a Location or Drive ............................ 10
Closing a Presentation ............................................................ 10
Closing the PowerPoint Program ............................................. 11
Opening a PowerPoint Presentation ......................................... 12
Saving in Different File Formats .............................................. 13
Using Application Help Functions ............................................ 15
Adjust Basic Settings .............................................................. 17

BASIC OPERATIONS ..................................................................... 23

Create a Presentation ............................................................. 23
Add a New Slide to the Presentation ........................................ 25
Add a Picture to the Presentation ............................................ 26
Working with Master Slides ..................................................... 28
Open & Modify an Existing Presentation .................................. 33
Save a Presentation after Modification ..................................... 34
Copy, Move, Delete – Text ....................................................... 34
Copy, Move, Delete – Images .................................................. 37

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FORMATTING ................................................................................ 40
Format Text ............................................................................ 40
Insert Bullets .......................................................................... 42
Line Spacing .......................................................................... 44
Open & Modify an Existing Presentation .................................. 49
Save a Presentation after Modification ..................................... 50
Copy, Move, Delete – Text ....................................................... 50
Copy, Move, Delete – Images .................................................. 53
Copy, Move, Delete – Slides .................................................... 53

SLIDE SHOW EFFECTS ................................................................. 56

Pre-set Animation................................................................... 56
Preset Animation Effects ......................................................... 56
Changing Preset Animation Effects ......................................... 57
Transitions ............................................................................. 58

VIEW A SLIDE SHOW ..................................................................... 60

Deliver a Presentation ............................................................. 60

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INTRODUCTION
This study guide is part of the complete set of World Links training material
which includes:

Phase O: Computer Literacy (seven modules)

Phase I: Introduction to the Internet for Teaching and Learning

Phase II: Introduction to Telecollaborative Learning Projects

Phase III: Curriculum and Technology Integration

Phase IV: Evaluation and Diffusion of Technological Innovations

Phase V: Planning for School-Based Telecenters

Phase VI: The World of ICT: A Seminar for Policy Makers

Purpose of this Study Guide

This study guide is intended to assist candidates preparing to undergo
testing for the sixth module of the International Computer Driving Licence.
It covers the theoretical background for "Module 6 Presentation" which
requires the candidate:
! To demonstrate competence in using presentation tools on a personal
computer
! To be able to accomplish basic tasks such as creating, formatting
and preparing presentations for distribution and display
! To demonstrate the ability to create a variety of presentations for
different target audiences or situations
! To demonstrate the ability to accomplish basic operations with
graphics and charts and to use various slide show effects.

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PRACTICAL EXERCISES
There are practical exercises that the user should attempt after every section
of the study guide. The exercises are designed to meet the requirements of
the ICDL test. For ease of recognition, the exercises have all been put into
boxes like the one overleaf.

Exercise

TIPS

The study guide will also contain tips, to help shed light on some
of the instructions.

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GETTING STARTED

What is Presentation Software?

Presentation software is designed to add interest and clarity to reports and
presentations. It can also be used to produce new art. With this type of
software you can paint, produce three-dimensional images and add
animation. Some popular graphics programs are Adobe PhotoShop, Ms-
Paint, Microsoft PowerPoint, Harvard Graphics, TrueSpace, 3D Studio, Corel
Draw etc. This module will use Microsoft PowerPoint as a classic example.
With presentation software you can give a professional presentation to
many people. The slides can be printed onto transparencies and used with
an overhead projector, or, using specialised hardware called a data projector,
projected directly from the PC onto a screen or wall.
As a teacher the presentation program will also allow you to prepare a lesson
and impart it. In addition, remedial classes can be prepared in advance and
students can use those presentations as many times as they wish.
For an advertiser this is the most appropriate program to launch a new
product onto the market. An accountant can present a budget perfectly to
all the board members using this program.

What is Microsoft PowerPoint?

Microsoft PowerPoint is the presentation software that comes within the
Microsoft Office package. It has the ability to combine text, sound, video
and graphics and hence produce a quality presentation.
There are different versions of Microsoft PowerPoint. Some examples are:
! Microsoft PowerPoint 4.2 which comes with MS-Office 4.2
! Microsoft PowerPoint 95 which comes with MS-Office Standard/
Professional for Windows 95
! Microsoft PowerPoint 97 coming with MS-Office 97
! Microsoft PowerPoint 2000 which comes with Ms-Office 2000
As you go up the versions the ability of PowerPoint increases as well. This
study guide will deal with Microsoft PowerPoint 2000. The good thing with
these programs is that the philosophy is the same for all the versions, so
that once you learn one you will be able to use the other versions.

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How to Start Microsoft PowerPoint

There are several ways of starting PowerPoint. You can start it either by
using the start menu or the Ms-Office shortcut bar on the desktop.

USING THE START MENU

1. Click on the Start button
2. Point to Programs
3. Click on Microsoft PowerPoint
The Microsoft PowerPoint Window appears

USING THE OFFICE SHORTCUT BAR

1. From the Office shortcut bar, click on the Microsoft PowerPoint icon.

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CREATING A NEW PRESENTATION

The following window appears when you open PowerPoint

THE POWERPOINT STARTUP DIALOG

BOX
This allows you to create a new presentation or
open an existing one. You can create a new
presentation by:
(i) using the AutoContent wizard
(ii) an in-built template
(iii) creating one from scratch (blank
presentation).

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How to Create a New Presentation

We have already discussed the startup dialog box.
From it,
1. Choose the Blank Presentation option
The same result also occurs if you choose Design template and
then click on the General tab and then select Blank Presentation.
2. The diagram below appears

3. Let us choose the title slide which is highlighted in the diagram. Click
on the OK button.
If another Auto Layout is selected on your computer, simply click
on the Title Slide. Notice that the name of the layout is shown near
the bottom right side of the dialog box.
4. You will see a text box prompting you to click in the box to add a title.
Click anywhere inside this placeholder. Can you see the insertion point
blinking? Type the text, My first time using PowerPoint
5. In the Click to add subtitle placeholder text box, type your first name,
e.g. Clara-Marie.

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Let us put in our second slide.

1. On the menu, choose, Insert then New slide… or simply click on the
New Slide icon on the standard toolbar

Alternatively the hot keys, Ctrl+M

may be used as a keyboard shortcut
2. This time choose the second option after the title slide on your right
which is the bulleted list slide. Click on this option and click on OK.
3. As in the slide before, add the title and text as in the diagram below.

Well done, you have just created your first presentation. To view other
layouts, go to new slide again and click on a layout to see the name of the
layout. As with all other programs, we need to save this presentation so
that we may be able to retrieve it at a later date. Leave your presentation
open.

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Saving a Presentation to a Location or Drive

1. Click on File
2. Click on Save As. The SAVE AS dialog box appears.

3. Click on the down arrow and choose 3½ Floppy (A:) to save on your
diskette. (Make sure your diskette is inserted into the floppy drive). If
you do not have a diskette, simply click on the My Documents Folder
on your left or select the one from your drop-down arrow options as
highlighted in the diagram.
4. Click in the File Name Text box and type in your filename, My first
Presentation.
5. Under SAVE AS TYPE, click on the drop down arrow to the right of
this command, Choose Presentation (.ppt) to save as a normal
presentation.
6. Click Save to store the document.

Closing a Presentation
When you have finished working on a presentation and you have saved it,
you will need to close it. Let us now close a presentation. You can use any
of the following methods.

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METHOD 1
1. Click on File
2. Select Close

METHOD 2
1. Click on the Presentation control menu
2. Select Close

METHOD 3 VIA THE KEYBOARD

Press Ctrl+W

METHOD 4
Click on the Presentation's Close button

Closing the PowerPoint Program

METHOD 1
1. Click on File
2. Select Exit

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METHOD 2
1. Click on PowerPoint's
program control menu
2. Select Close

METHOD 3
Click on PowerPoint's close button

METHOD 4
Press Alt+F4

METHOD 5
Right-click on the PowerPoint Button on the taskbar. Click on Close on the
pop-up menu

If you try to close a Presentation you have not saved or you have
made alterations to, PowerPoint is user-friendly and assumes you
have forgotten to save your work and will remind you to do so.

Opening a PowerPoint Presentation

Remember that the reason that we save any document is to be able to
retrieve it at a later date. Let us open the presentation, which we previously
saved.
1. Go into POWERPOINT.
2. In the startup dialog box, select, 'Open an existing presentation'.
Can you see your file 'My First Presentation' there? Highlight it and
press Enter.
3. Your file is opened and comes up instantly.
Leave this document open.

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Saving in Different File Formats

Presentations created in PowerPoint can be saved not only with the PPT,
PPS and POT extensions, but also as image files with extensions GIF and
JPG, as text RTF and TXT, and finally as a software specific file such as a
web page with extension HTML or HTM or for Adobe Acrobat with the
extension PDF. In this module steps have only been given to guide the user
in saving the presentations as a JPG and a PDF file.
Because not all PowerPoint 2000 features are supported in earlier
PowerPoint versions, you may lose data or formatting when you save a file
in a lower version. (options available from the Save as Type drop-down
box of the Save As dialog box).
Refer to the Document Exchange section of Module 3 for an example of
how you can make use of the Help facility to see the formats you lose
when you save using a lower version of PowerPoint.
Do the exercise that follows to save each image slide as an image file with
extension JPG.
1. Open the presentation 'My First Presentation' you created earlier.
2. Click on File
3. Click on Save As
4. This file should be saved as
'My Second file'.
5. Click on the down arrow on
the Save as Type combo box
6. Click on JPEG File
Interchange Format

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7. Click on the Save button

The following prompt in the diagram below appears:

9. Click on the Yes button to export all slides

10. Wait until there is the message that says "Each Slide of your
presentation has been saved as a separate file in the folder (the
folder's name is specified)"
11. Click on the OK button
PowerPoint presentations can be saved in a number of file formats with
different extensions as elaborated in the table below:

File extension Used to save a

ppt Typical PowerPoint presentation

wmf a slide as a graphic
rtf a presentation outline as an outline
pot Presentation as a template
pps Presentation that will ALWAYS open as a slide
show
gif Presentation saved as an image file. This file can
be treated as a picture and therefore be inserted
into another document.
rtf Presentation will be saved in rich-text format. It
can be opened as an outline in Word Processing
programs. Graphics do not show in this format.

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Using Application Help Functions

No matter how proficient one becomes at using any package, there are
times when there is need to use the help features. All Microsoft programs
come with a built-in help facility. In almost all Microsoft Office programs
there is also an Office Assistant that can answer questions, offer tips and
provide help for the feature selected.

USING THE SEARCH FACILITY FROM THE OFFICE ASSISTANT

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Now you are going to look for help on how to close a

presentation. There is also a need to know how to
evoke the office assistant. The office assistant is
mainly found on the standard toolbar on the far left
side and has the following symbol Clicking on
this icon will start the office assistant, you can also
start it by pressing the F1 key on the keyboard. Try
the following
1. Click the Office Assistant
2. Type "How do you close a Presentation?"
3. Click on Search
Various help topics associated with the phrase
appear
4. Click on Close a Presentation
A window appears displaying information on
how to close a presentation

WHEN TO USE THE WHAT'S THIS FACILITY OF HELP

This feature is used when
there is a need to know what
a particular icon does or to
understand what an option in
a dialog box stands for.
1. Click on Help
2. Select What's This OR
press Shift+F1
3. Click on any icon on the
toolbar
A description of what that icon means appears

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Adjust Basic Settings

Let us examine the PowerPoint window again. This window appears when
you start the PowerPoint program after selecting the option on the start-up
dialog box. It is necessary to spend some time familiarising yourself with
this window. It gives you the basic elements that you will need when you
are working with this program.

MOVE AROUND WITHIN THE PRESENTATION

To move around the presentation one has to make use
of the scroll bar and two buttons that is the Previous
Slide button and the Next Slide button. You will also
notice that as you move the Elevator box of the scroll
bar the Slide Indicator box appears showing the present
slide and if you release the mouse button the slide will
appear.
Let us examine the scrollbar.
Clicking on the Previous Slide button will take you back
to the previous slide and the Next Slide button forward
to the Next Slide.
To use the Elevator box you drag it up or down
depending on the task you want to perform.

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WORKED EXAMPLE USE THE SCROLL BAR

1. Open a presentation
2. Drag the Elevator box and release the mouse when the Slide indicator
box displays "Slide n of n"
You will view the nth slide
The reading on the status bar will show you that you are on slide n of n
(e.g. slide 5 of 6) which will give you an indication of the total number of
slides in the presentation, and the slide number that you have selected to
view.
Now use the Slide buttons to move back and forward in the presentation.

WORKED EXAMPLE USE THE SLIDE BUTTONS

1. Click once on the Next Slide button
You are now viewing the following slide
2. Click twice on the Previous Slide button
You will move back two slides

CHANGE VIEW MODES OR DISPLAY MODES

There are five view modes in PowerPoint that you can use to display your
presentation in different ways. These display modes offer different
capabilities when you are working with your document. These view or display
modes are displayed on the bottom left corner of the PowerPoint window
just above the status bar and the drawing toolbar. They are:
! Slide View
! Outline View
! Slide Sorter View
! Notes Page View and
! Slide Show View.

SLIDE VIEW
This shows one slide form in which you can work directly. This is
the default view mode when you open a presentation.

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OUTLINE VIEW
Allows you to see the slide titles and main text. A slide miniature
is displayed for the currently selected slide on the outline. This
allows you to quickly develop your content and at the same time
have a simple preview.

SLIDE SORTER VIEW

This displays all the slides and you can scroll up and down to view
all the slides. The selected slide has a bold black border around it.
Double clicking on the selected slide will take you to the Slide View.
Note that you cannot edit the slide content when you are in this mode, but
you can change the slide positions.

NOTES PAGE VIEW

Clicking on this icon will display one slide with a space below
on which you can put the speaker notes.

SLIDE SHOW
Clicking on this icon will start the slide show presentation,
showing one full slide at a time covering the whole screen and
this will display the slide show tools icon on the lower left corner
of the slide. This provides a shortcut menu used to end the
slide show.

FUNCTION OF THE ZOOM TOOL

Changing the magnification does not affect printing. The zoom tool is used
to reduce or enlarge the display. In the Zoom box, click the
size you want, or enter a number from 10 to 400. The selection
option enlarges the selected area to fill the window.
1. Click the drop-down arrow of the Zoom box and select
200%
The screen and text become enlarged
2. Click the drop-down arrow of the Zoom box and select
50%
The screen and text are reduced in size

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3. Click on View
4. Select Zoom…
5. Click in the Percent Box and type in 150
6. Click on the OK button OR more simply, just click inside the Percent
box, type in 150 and press the Enter key

HOW TO DISPLAY DIFFERENT TOOLBARS

1. Click on View
2. Select Toolbars
The toolbars that have ticks against them are
the ones currently displayed on the screen
3. Click on Formatting
The Formatting toolbar is removed from the
screen
4. Move the cursor to a blank area of the visible
toolbars and Right-click
The toolbars menu pops up
5. Click on Formatting
The Formatting toolbar re-appears on the screen

6. Move the cursor to the left edge of the standard toolbar. Drag it to the
centre of the screen
A toolbar not positioned below the menu bar is said to be floating
7. To remove the floating toolbar from the screen, click on its Close button.
8. Drag it back to its normal position just below the menu bar

POWERPOINT TEMPLATES
With PowerPoint you can create either design templates or content
templates. These templates can be found from by clicking on the File
menu, selecting NEW and then clicking on the PRESENTATIONS tab.
The Autocontent template is the one that is a content template. The rest of
them are design tables. The presentations tab is shown in the diagram
below.

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Design templates contain predesigned formats and colour schemes you

can apply to your slides to give them a custom look.
Content templates come with all the contents of a design template and
in addition have suggested content for specific subjects.
However you can also create your own templates from scratch (that is
from a blank presentation) or based on an existing presentation.

EFFECT OF CREATING TEMPLATES BASED ON AN EXISTING

PRESENTATION
All the text, graphics, and slides in that presentation appear in the new
template that you create. This means that before saving the new template,
you will need to delete any parts of the presentation you do not want as
part of the template. This might include information that was particular to
the presentation.
As an example we will create a template based on the Gwerucentre
presentation to be used by all World Links centres. This means that all the
information particular to the Gweru centre has to be removed first.

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Exercise: Saving an Existing Presentation as a Template

1. Open the “My First presentation” file.
2. Click on file
3. Select Save as…
4. From the Save as type list box, select Presentation Template
Notice that Powerpoint switches to the default Templates folder
location and its subfolders (such as Access, Other Documents and
Spreadsheet Solutions).
Note that if you save a template in a location different from the
Templates folder and its subdirectories, the template will not appear
in the New dialog box.
5. In the File name: text box type Testcenter pamphlet as the name of
the template
6. Click the Save button
7. Close the file
As an exercise, click on File, select New… and you should see the
testecenter pamphlet template. Select it and click on the OK button.
Enter the details for your own telecentre and then save the file
created with your testcenter's name AND please make sure that
the file is saved as a presentation file and not a template.

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BASIC OPERATIONS
In this section you will learn how to create a new presentation and modify
it. There are several ways of creating a new presentation, for example using
the AutoContent Wizard, Template and Blank Presentation. It is easy to
use AutoContent Wizard because you just have to follow the instructions.
With the AutoContent Wizard you are guided into creating a presentation
by answering questions.
In this section a presentation will be created using a Blank Presentation.
Do the exercises that follow and create your own presentation.

Create a Presentation
1. Open the PowerPoint Program
2. Click on the Blank presentation button
3. Click on the OK button
4. Select the Title Slide (Note the difference between the Title Slide
and Title Only Slide.)
5. Click on the OK button

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Do not close the above presentation. You will use it again. The first steps of
creating the presentation have been done. What is left now is to put in the
details of the presentation. You will create a sample presentation and save
it as "My First Presentation"

SLIDE LAYOUTS
For our presentation we selected the Title slide. However PowerPoint has
24 AutoLayouts, each offering a different layout depending on what you
want to do.
Click the Slide layout icon and take time to scroll down and view the
different layouts of the Slide Layout box. An interesting point is that you
can even change existing slides to have a new layout. No objects on your
slide will be lost! You might just need to rearrange them to fit the new
layout.
More of these layouts will be used in later exercises.

Adding Text to a Presentation

Adding text is mostly based on the use of text boxes. You can modify a
slide by adding more text boxes on the slide. The Text Box icon or tool is
found on the Drawing toolbar at the bottom of the PowerPoint window just
above the status bar.
Once you add a text box you can include any text in it. You
can also move the text box to any part of the slide.
1. Click on the Click to add Title
2. Type in World Links For Development Zimbabwe
3. Click on the Click to add sub-title
4. Type …Opening a world of Learning
You have added text to the default slide layout
5. Now you will add another text box

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WORKED EXAMPLE ADD ANOTHER TEXT BOX

1. Click on the Text box tool on the drawing tool bar
2. Point to where you want to place the text box
3. Press and drag to create the text box
4. Type Gweru District Resource Centre
5. Press Enter
6. Type Midlands Region

Add a New Slide to the Presentation

In this section you will learn how to add a new slide to the presentation.
Later in the study guide, you will learn how to add an image. A good
presentation should include images to enhance the meaning of the words.
To include clip art in your presentation you need to choose another slide
layout; this time you will use the Text and Clip Art.
There are several ways of inserting a new slide either by using the Menu
bar, the standard Toolbar or by using the combination of keys on the
keyboard.

METHOD 1 USING THE KEYBOARD

Press Ctrl + M keys

METHOD 2 USING THE MENU BAR

1. Click on the Insert menu
2. Click on New Slide
3. Select the Slide you want
4. Click on the OK button

METHOD 3 USING THE STANDARD TOOLBAR

1. Click on the New Slide Icon on the toolbar
2. Select the Slide type you want (e.g. Text and Clip Art Slide)
3. Click on the OK button

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Now do the following exercise and add the Text and Clip Art Slide to your
sample presentation. In this exercise you will use the standard toolbar.

Exercise: Add a New Slide to the Presentation

1. Click on the New Slide icon on the standard toolbar
2. Select the Text and Clip Art Slide
3. Click on the OK button
The Window below appears after doing step 3

Add a Picture to the Presentation

Inserting a picture is easy when you use the Clip Art and Text slide type. By
simply double clicking you can select the picture you want from the Clip
Art Gallery. There are also several ways to insert a picture or an image to
the presentation. You can do so either by double clicking on the add clip art
box, using the insert clip art icon on the standard toolbar or using the
insert menu on the menu bar.

METHOD 1 USE THE 'DOUBLE CLICK TO ADD CLIP ART' TEXT

B OX
1. Double click on the Double click to
add Clip Art
2. Select the category
3. Click on the desired picture
4. Click on the Insert button

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METHOD 3 USE THE INSERT MENU ON THE MENU BAR

1. Click on the Insert menu on the menu
bar
2. Point to Picture
3. Click on Clip Art
4. Select the category
5. Click on the desired picture
6. Click on the Insert button

The following exercise will allow you to insert an image in the presentation
you are creating. Please don't close the presentation. This study guide will
help you through creating your presentation.
After you have made a selection, the selected object will be highlighted with
a blue border.

Exercise: Using the Double Click to Add Clip Art Text

Box
1. Double click on the Double click to add Clip Art picture
2. Select the Buildings category
3. Click on the image selected below
4. Click on the Insert button.

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Working with Master Slides

PowerPoint presentations are made up of slides. Slides have titles, body
text and graphics and may also contain backgrounds. There are Slide
Masters in PowerPoint which are used to control the font style, background,
layout, text size and the way objects such as logos will automatically be
viewed on every slide. You can also format date and time on the slides,
such that these can be updated each time the presentation is amended.
The slide master commands are on the View menu of the menu bar.

TO OPEN THE SLIDE MASTER

1. Click on the View menu on the
menu bar
2. Point to Master
3. Click on Slide Master

Changes made on the slide master

will automatically affect the whole
presentation, such that when you
change the background of the slide
master the changes will reflect on all
the slides. The slide master then gives
a consistent look throughout the
presentation. The background that
appears when you view the Slide
Master depends upon the template
design that was chosen.

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Initially your slide master will look like this because you have not yet chosen
a background.

HOW TO INCLUDE A BACKGROUND OR DESIGN TEMPLATE

There are several methods that may be used to apply a design template to
your presentation. It is suggested that you explore all the methods and
then use the one you prefer. The methods are as follows:
! Use Apply Design on the standard toolbar
! Use the format menu on the menu bar, and
! Use the shortcut menu on the background.

METHOD 1 USE THE APPLY DESIGN ICON ON THE STANDARD

T OOLBAR
1. Click on the Apply Design Template icon on the standard toolbar
2. Select the desired design template
3. Click on the Apply button

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METHOD 2 USE THE FORMAT MENU ON THE MENU BAR

1. Click on the Format menu on the menu bar
2. Click on Apply Design Template
3. Select the desired design template
4. Click on the Apply button

METHOD 3 USE THE SHORTCUT MENU ON THE BACKGROUND

1. Right click on any blank space outside the text boxes
2. Click on Apply Design Template
3. Select the desired design template
4. Click on the Apply button
In the following exercise you will apply the background design known as
the notebook.

Exercise: Apply the Design Template Called Notebook

1. Click on the Apply Design Icon on the standard toolbar
2. Select the [Link]
When you click on [Link], the design is displayed
in the preview area
3. Click on the Apply button

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WORKED EXAMPLE FORMATTING A SLIDE MASTER

1. View the Slide Master
2. Click on Click to edit Master text styles
3. Click on the Bold icon on the format toolbar
4. Click on the Underline icon on the format toolbar
5. Click on the font combo box
6. Click on Impact
7. Click on the Slide Show button and keep on clicking the left
mouse button to see the update
You should now see these changes

INSERT DATE, FOOTER & SLIDE NUMBERS

You will now insert date and time, slide numbers and the footer. Follow
each step carefully. When you open the slide master you will see three
placeholders at the bottom of the slide master labelled Date Area, Footer
Area and Number Area. The date and time will be displayed in the Date
Area when inserted, the Footer which can be any message you will want to
appear on all slides will be displayed on the Footer Area. Remember you

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 • Presentation – Module 6 •

will use the text My First Presentation as your Footer and the slide number
will be displayed in the Number area which will automatically change when
you run the presentation.

WORKED EXAMPLE INSERT DATE, FOOTER & SLIDE NUMBERS

1. Click on View on the menu bar
2. Click on Header and Footer
3. Click in the Date and time check box
4. Click in the Update automatically radio button (this
will automatically display the current date and time.
Do not select this if you want to display a specific
date and time.)
5. Select the date format you want
6. Click in the Slide number check box
7. Click in the Footer check box
8. Type My First Presentation
9. Click on the Apply button

Run your presentation again to see the changes and keep on clicking the
left mouse button until you reach the last slide.
Remember that whatever changes you make on the Slide Master will affect
the whole presentation but you can override some of the changes by working
individually on the slides.

32 • © Computer Society of Zimbabwe ICDL Training Materials •

 • Presentation – Module 6 •

Open & Modify an Existing Presentation

This section assumes that you have an existing presentation file on a
diskette. If you do not have this material, speak to your tutor, or follow the
instructions after first locating a sample PowerPoint presentation file
([Link]) on your hard drive.
1. Insert the practice diskette in drive A
2. Click on File
3. Click on Open
4. Click in the Look in combo box
5. Click on 3.5 floppy A
6. Click on the Presentation you
created previously
7. Click on the Open button
The presentation file opens
in the diagram above once you
click on the presentation file, you
get the presentation preview so
that you can easily check
whether it is the right file before
actually opening it. This is useful
if you have a lot of presentations.
You should be able to see it now.
Now you are going to learn how to
modify an existing presentation and save the changes to your hard disk.
There are three methods to save an existing or already saved document
and these are:
! Clicking on the save icon on the standard toolbar, or
! Using the file menu on the menu bar, first clicking file then clicking
save, or
! Pressing Ctrl + S on the keyboard.

• © Computer Society of Zimbabwe ICDL Training Materials • 33

 • Presentation – Module 6 •

Exercise: Modify an Existing Presentation

1. Insert the practice diskette in drive A:
2. Open your presentation
3. Click on any word
4. Delete the word and type in Midlands

Save a Presentation after Modification

METHOD 1 USING THE KEYBOARD

Press Crtl + S

METHOD 2 USING THE STANDARD TOOLBAR

Click on the Save icon on the standard toolbar.

METHOD 3 USING THE FILE MENU ON THE MENU BAR

1. Click on File
2. Click on Save
After saving, close the document and reopen it again to confirm that the
changes have been saved.

Copy, Move, Delete – Text

So far two slides of the presentation have been created and for the second
one, which is still incomplete, we will use the copy and paste commands to
copy from an existing presentation to your presentation. This means then
that you have to open the existing presentation so that you can switch
between the two presentations.
The first thing you must do before going further is to save your presentation
and give it the name My First Presentation. If you have forgotten about
saving, go back to the section in this study guide which covers saving

34 • © Computer Society of Zimbabwe ICDL Training Materials •

 • Presentation – Module 6 •

The other point to note is that you can open

a number of presentations at the same
time, depending on the memory of your
computer. Switching between these
presentations is easy. To switch between
the presentations you follow these steps:
1. Click on Window on the menu bar
2. Click on the name of the presentation
you want
A tick / check mark next to the name of the presentation shows that
it is active

HOW DO YOU COPY TEXT FROM ONE PRESENTATION TO

ANOTHER?
1. Open any existing presentation file
2. Open your presentation if you had closed it
After opening your presentation make sure that the name of the
presentation is shown on the caption or title bar
3. Go to Slide 2 by clicking on the Next Slide button
4. Click on Window and then on the other existing presentation you
opened
5. Go to Slide 2 as well
6. Click on the Title text box and then click on the borders of the text box
7. Click on the Copy icon on the standard toolbar
8. Click on Window and then on My First [Link]
9. Click on the Paste icon on the standard toolbar
The title has been copied from the presentation to your presentation

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 • Presentation – Module 6 •

Remember that there is a difference between copy and cut,

when you copy you leave the copied object and carry a copy but
when you cut you remove the object and can only get it when
you paste.
! The Copy icon
! The Paste icon
! The Cut icon

The following exercise will let you move the text, using the cut and paste
commands, from one slide to another of the same presentation.

Exercise: Move Text between Slides in the Same

Presentation
1. Switch to your presentation by clicking on Window on the
menu bar
2. Click on My First Presentation
3. Go to Slide 1 of your presentation
4. Select the Midlands Region text
5. Click on the Cut icon
6. Go to Slide 2
7. Click on the Paste icon
Now just go back to slide 1 and check if the text is there?
As you can see there is nothing it is now on Slide 2. You
will move it to another area in a later exercise

HOW TO DELETE TEXT

PowerPoint also gives you the facility to delete text that you do not want in
your presentation. There are several ways of deleting selected text. You can:
! Use the delete key on the keyboard after selecting the text, or
! Select the text then right click on the selected text and click on cut, or
! Select the text to be deleted, click on edit and then on clear.
In this section reference will only be made to the use of the keyboard for
deleting text.

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WORKED EXAMPLE DELETE TEXT

1. Go to Slide 1 of your presentation
2. Select the word Zimbabwe
3. Press the Delete key on the keyboard
The word Zimbabwe will disappear

Copy, Move, Delete – Images

The concept is the same as that of copying and moving text. Once you
learn the procedures of copying, moving and deleting text you can easily
apply them to images. The following instructions will guide you through
copying, moving and deleting images in the same presentation.

WORKED EXAMPLE COPY AN IMAGE

1. Go to Slide 2 of your presentation by clicking on the Next Slide

button
2. Click on the picture in this slide
3. Click on the Copy icon
4. Go to Slide 1 by clicking on the
Previous Slide button
5. Click on the Paste icon

WORKED EXAMPLE DELETE AN IMAGE

The way in which you delete text is the same way used to delete images.
The first step is to select the image that you want to delete and then press
the Delete key.
1. Go to Slide 1 of your
presentation
2. Click on the picture
3. Press the Delete key
on the keyboard

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 • Presentation – Module 6 •

COPY, MOVE, DELETE – SLIDES

As the principle is similar, the same procedures will apply. To copy, move
or delete slides you need to change the view mode to Slide Sorter View.
The next set of instructions helps you to copy Slides 3 to 6 from an existing
presentation to your presentation ([Link]), and then to re-sequence
slides within your presentation. Note that you can use any of your
presentations which you already created since you do not have
[Link].
1. Switch to another presentation
2. Click on the Slide Sorter View button
3. Click on Slide 3. Hold down the Shift key
and Click on Slide 4, 5 and 6
4. Click on the Copy icon on the standard
toolbar
5. Switch to My First [Link]
6. Click on the Slide Sorter View button

7. Click outside the right hand edge of Slide 2

A vertical line appears
8. Click on the Paste icon
The four copied slides, plus the initial first 2 appear as shown

Note that as you were copying the slides from another

presentation they were being updated once you paste them.
Remember the Slide Master.

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RE-SEQUENCE SLIDES WITHIN A PRESENTATION

The best way of re-ordering the slides is by using the drag and drop mode.
The following exercise will let you change the position of slide 4 to become
Slide 5 of your presentation.

How do you Drag the Slide?

First you have to change the view mode to Slide Sorter View. Then select
the Slide you want to move or change the position. Move the mouse whilst
pressing the left mouse button and release the button when you get to the
destination.
1. Switch to your presentation
2. Click on the Slide Sorter View
3. Click on Slide 4
A black border appears surrounding the slide showing that the slide
has been selected
4. Keep on pressing the left button whist moving the mouse
5. Release the mouse button when a vertical faint line appears between
slide 5 and slide 6

DELETE A SLIDE OR SLIDES WITHIN A PRESENTATION?

You must be in the Slide Sorter View again. To delete you select the slide to
be deleted and then press the delete key on the keyboard.

Exercise: Delete Slide 5 of Your Presentation

1. Go to your presentation
2. Click on the Slide Sorter View button
3. Click on Slide 5
4. Press the Delete key

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 • Presentation – Module 6 •

FORMATTING

Format Text
This involves the choice of font (the way letters are designed), size of the
letters, colour of the text, line spacing, shape of bullets, making the letters
bold and italics etc.

1. Click on Slide View and go to Slide 1

2. Select a phrase within that slide, e.g. World Links For Development
Zimbabwe
3. Click on the Font combo box
4. Click on Comic Sans MS
The font has changed
5. Click on Bold on the format toolbar
6. Click on Italics on the format toolbar
7. Click on Underline on the format toolbar
8. Click on Shadow on the format toolbar to apply shadow to the
text
9. Click on the down arrow of the Font
Colour icon on the Drawing toolbar
10. Select the Blue colour
11. Click on the Slide Show to see the
presentation
12. Press the Escape key after viewing Slide 1

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Exercise: Using Superscript and Subscript

1. Click the New Slide icon
2. Select the Title slide layout
3. Click on OK
4. In the Title placeholder box (it is written Click to add title)
type Powers and Bases
5. In the sub-title placeholder box type Powers (X2)
6. Press Enter and type Bases (X2)
7. Select the 2 on the line Powers (X2)
8. Click on Format and
select Font…
9. Select Superscript
and click on OK
10. Select the 2 on the line
Bases (X2)
11. Click on Format and
select Font…
12. Select Subscript and
click on OK
13. Close the presentation
without saving.

HOW TO ALIGN TEXT

Text alignment involves centring text, or
aligning it to either the right or left of the
text box. You can either use the menu bar,
the keyboard or the toolbar. There are three
text alignment tools on the formatting toolbar. These look like the ones
below. The one depressed is the one that is selected. On this graphic the
selected tool is the Align Centre. To select a tool, just click on it.
The Align Centre tool will position the text at the centre inserting the text
from the centre of the text box or slide. The Align Left will start the inserting
the text from left going to the right, and finally the Align Right will insert
text from right pushing it to the left.

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 • Presentation – Module 6 •

WORKED EXAMPLE ALIGN TEXT

1. Insert a new slide in your presentation at the end of all other slides
If you have forgotten please go back to the section which deals
with this
2. Click on the Click to Add Title
3. Click on the Centre tool on the format toolbar
4. Type "End of Presentation"
Observe what is happening
as you type
5. Click on Click to Add Text
6. Click on the Centre icon
7. Type "My text is centred" &
press enter
8. Click on the Align Left tool
9. Type "My text is Aligned Left" & press enter
10. Click on the Align Right tool
11. Type "My text is aligned right" & press enter

Insert Bullets

HOW TO CHANGE BULLETS

Bullets enhance the look of your presentation. The are many
different shaped bullets from which to choose. The are several
ways in which to insert bullets or change the existing bullets. These
are:
! The first and most simple is to click on the bullet tool on the format
toolbar
! Use the Format Menu on the menu bar, or
! Use the shortcut menu.

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METHOD 1 INSERT BULLETS USING THE FORMAT MENU ON THE

MENU BAR
1. Click at the beginning
of the line so that the
blinking cursor is at the
beginning of the line
2. Click on Format on the
menu bar
3. Click on Bullet
4. Select the desired
bullet
5. Click on the OK button

METHOD 2 CHANGE OR INSERT BULLETS USING THE SHORTCUT

MENU
1. Right click at the beginning of the line
The short cut menu appears
2. Click on Bullet
3. Click on the desired bullet
4. Click on the OK button

Do the following exercise to change the bullets on your slide 6 at

• © Computer Society of Zimbabwe ICDL Training Materials • 43

 • Presentation – Module 6 •

Exercise: Change the Type of Bullets

1. Click between the tick bullet and the M of "My text is
Centred"
2. Click on Format on the menu bar
3. Click on Bullet
4. Click on the Bullets from Combo box (List box)
5. Scroll down and click on Wingdings
6. Click on the Keyboard bullet. This is the fifth bullet from
the right of the first row of bullets
7. Click on the OK button

For more practice, change the bullets on other slides in your presentation.

Line Spacing
You adjust the space between the lines by:
! First selecting the area
! Clicking on Format on the menu bar
! Clicking on Line Spacing.
After clicking on line spacing, the line spacing dialog box appears and you
can easily adjust the spacing.

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Initially your slide master will look like this because you have not yet chosen
a background.

HOW TO INCLUDE A BACKGROUND OR DESIGN TEMPLATE

There are several methods that may be used to apply a design template to
your presentation. It is suggested that you explore all the methods and
then use the one you prefer. The methods are as follows:
! Use Apply Design on the standard toolbar
! Use the format menu on the menu bar, and
! Use the shortcut menu on the background.

METHOD 1 USE THE APPLY DESIGN ICON ON THE STANDARD

T OOLBAR
1. Click on the Apply Design Template icon on the standard toolbar
2. Select the desired design template
3. Click on the Apply button

METHOD 2 USE THE FORMAT MENU ON THE MENU BAR

1. Click on the Format menu on the menu bar
2. Click on Apply Design Template
3. Select the desired design template
4. Click on the Apply button

• © Computer Society of Zimbabwe ICDL Training Materials • 45

 • Presentation – Module 6 •

METHOD 3 USE THE SHORTCUT MENU ON THE BACKGROUND

5. Right click on any blank space outside the text boxes
6. Click on Apply Design Template
7. Select the desired design template
8. Click on the Apply button
In the following exercise you will apply the background design known as
the notebook.

Exercise: Apply the Design Template Called Notebook

1. Click on the Apply Design Icon on the standard toolbar
2. Select the [Link]
When you click on [Link], the design is displayed in
the preview area
3. Click on the Apply button

WORKED EXAMPLE FORMATTING A SLIDE MASTER

1. View the Slide Master
2. Click on Click to edit Master text styles
3. Click on the Bold icon on the format toolbar
4. Click on the Underline icon on the format toolbar

46 • © Computer Society of Zimbabwe ICDL Training Materials •

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5. Click on the font combo box

6. Click on Impact
7. Click on the Slide Show button and keep on clicking the left
mouse button to see the update
You should now see these changes

INSERT DATE, FOOTER & SLIDE NUMBERS

You will now insert date and time, slide numbers and the footer. Follow
each step carefully. When you open the slide master you will see three
placeholders at the bottom of the slide master labelled Date Area, Footer
Area and Number Area. The date and time will be displayed in the Date
Area when inserted, the Footer which can be any message you will want to
appear on all slides will be displayed on the Footer Area. Remember you
will use the text My First Presentation as your Footer and the slide number
will be displayed in the Number area which will automatically change when
you run the presentation.

• © Computer Society of Zimbabwe ICDL Training Materials • 47

 • Presentation – Module 6 •

WORKED EXAMPLE INSERT DATE, FOOTER & SLIDE NUMBERS

1. Click on View on the menu bar
2. Click on Header and Footer
3. Click in the Date and time check box
4. Click in the Update automatically radio button
(this will automatically display the current date
and time. Do not select this if you want to display
a specific date and time.)
5. Select the date format you want
6. Click in the Slide number check box
7. Click in the Footer check box
8. Type My First Presentation
9. Click on the Apply to all button

Run your presentation again to see the changes and keep on clicking the
left mouse button until you reach the last slide.
Remember that whatever changes you make on the Slide Master will affect
the whole presentation but you can override some of the changes by working
individually on the slides.

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 • Presentation – Module 6 •

Open & Modify an Existing Presentation

This section assumes that you have an existing presentation file on a
diskette. If you do not have this material, speak to your tutor, or follow the
instructions after first locating a sample PowerPoint presentation file
([Link]) on your hard drive.
1. Insert the practice diskette in
drive A
2. Click on File
3. Click on Open
4. Click in the Look in combo box
5. Click on 3.5 floppy A
6. Click on the Presentation you
created previously
7. Click on the Open button
The presentation file opens
In the diagram above once you
click on the presentation file,
you get the presentation
preview so that you can easily
check whether it is the right
file before actually opening it.
This is useful if you have a lot
of presentations. You should
be able to see it now.
Now you are going to learn how to modify an existing presentation and
save the changes to your hard disk. There are three methods to save an
existing or already saved document and these are:
! Clicking on the save icon on the standard toolbar, or
! Using the file menu on the menu bar, first clicking file then clicking
save, or
! Pressing Ctrl + S on the keyboard.

• © Computer Society of Zimbabwe ICDL Training Materials • 49

 • Presentation – Module 6 •

Exercise: Modify an Existing Presentation

1. Insert the practice diskette in drive A:
2. Open your presentation
3. Click on any word
4. Delete the word and type in Midlands

Save a Presentation after Modification

METHOD 1 USING THE KEYBOARD

Press Crtl + S

METHOD 2 USING THE STANDARD TOOLBAR

Click on the Save icon on the standard toolbar.

METHOD 3 USING THE FILE MENU ON THE MENU BAR

3. Click on File
4. Click on Save
After saving, close the document and reopen it again to confirm that the
changes have been saved.

Copy, Move, Delete – Text

So far two slides of the presentation have been created and for the second
one, which is still incomplete, we will use the copy and paste commands to
copy from an existing presentation to your presentation. This means then
that you have to open the existing presentation so that you can switch
between the two presentations.
The first thing you must do before going further is to save your presentation
and give it the name My First Presentation. If you have forgotten about
saving, go back to the section in this study guide which covers saving

50 • © Computer Society of Zimbabwe ICDL Training Materials •

 • Presentation – Module 6 •

The other point to note is that you can open a number of

presentations at the same time, depending on the memory of
your computer. Switching between these presentations is easy.
To switch between the presentations you follow these steps:
1. Click on Window on the menu bar
2. Click on the name of the presentation you want
A tick / check mark next to the name of the
presentation shows that it is active

HOW DO YOU COPY TEXT FROM ONE PRESENTATION TO

ANOTHER?
1. Open any existing presentation file
2. Open your presentation if you had closed it
After opening your presentation make sure that the name of the
presentation is shown on the caption or title bar
3. Go to Slide 2 by clicking on the Next Slide button
4. Click on Window and then on the other existing presentation you
opened
5. Go to Slide 2 as well
6. Click on the Title text box and then click on the borders of the text box
7. Click on the Copy icon on the standard toolbar
8. Click on Window and then on My First [Link]
9. Click on the Paste icon on the standard toolbar
The title has been copied from the presentation to your presentation
Now try to follow the same steps and copy the timetable from
[Link] to My First [Link]

Remember that there is a difference between copy and cut, when

you copy you leave the copied object and carry a copy but when
you cut you remove the object and can only get it when you paste.
! The Copy icon

! The Paste icon

! The Cut icon

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 • Presentation – Module 6 •

The following exercise will let you move the text, using the cut and paste
commands, from one slide to another of the same presentation.

Exercise: Move Text between Slides in the Same

Presentation
1. Switch to your presentation by clicking on Window on the
menu bar
2. Click on My First Presentation
3. Go to Slide 1 of your presentation
4. Select the Midlands Region text
5. Click on the Cut icon
6. Go to Slide 2
7. Click on the Paste icon
Now just go back to slide 1 and check if the text is there?
As you can see there is nothing it is now on Slide 2. You
will move it to another area in a later exercise

HOW TO DELETE TEXT

PowerPoint also gives you the facility to delete text that you do not want in
your presentation. There are several ways of deleting selected text. You
can:
! Use the delete key on the keyboard after selecting the text, or
! Select the text then right click on the selected text and click on cut, or
! Select the text to be deleted, click on edit and then on clear.
In this section reference will only be made to the use of the keyboard for
deleting text.

WORKED EXAMPLE DELETE TEXT

4. Go to Slide 1 of your presentation
5. Select the word Zimbabwe
6. Press the Delete key on the keyboard
The word Zimbabwe will disappear

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Copy, Move, Delete – Images

The concept is the same as that of copying and moving text. Once you
learn the procedures of copying, moving and deleting text you can easily
apply them to images. The following instructions will guide you through
copying, moving and deleting images in the same presentation.

WORKED EXAMPLE COPY AN IMAGE

1. Go to Slide 2 of your presentation by clicking on the Next Slide

button
2. Click on the picture in this slide
3. Click on the Copy icon
4. Go to Slide 1 by clicking on the
Previous Slide button
5. Click on the Paste icon

WORKED EXAMPLE DELETE AN IMAGE

The way in which you delete text is the same way used to delete images.
The first step is to select the image that you want to delete and then press
the Delete key.
1. Go to Slide 1 of your
presentation
2. Click on the picture
3. Press the Delete key on
the keyboard

Copy, Move, Delete – Slides

As the principle is similar, the same procedures will apply. To copy, move
or delete slides you need to change the view mode to Slide Sorter View.
The next set of instructions helps you to copy Slides 3 to 6 from an existing
presentation ([Link]) to your presentation, and then to re-
sequence slides within your presentation.

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 • Presentation – Module 6 •

1. Switch to another presentation

2. Click on the Slide Sorter View button
3. Click on Slide 3. Hold down the Shift key and
Click on Slide 4, 5 and 6
4. Click on the Copy icon on the standard
toolbar
5. Switch to My First [Link]
6. Click on the Slide Sorter View button

7. Click outside the right hand edge of Slide 2

A vertical line appears
8. Click on the Paste icon
The four copied slides, plus the initial first 2 appear as shown

Note that as you were copying the slides from another

presentation they were being updated once you paste them.
Remember the Slide Master.

RE-SEQUENCE SLIDES WITHIN A PRESENTATION

The best way of re-ordering the slides is by using the drag and drop mode.
The following exercise will let you change the position of slide 4 to become
Slide 5 of your presentation.

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How do you drag the slide? First you have to change the view mode to
Slide Sorter View. Then select the Slide you want to move or change the
position. Move the mouse whilst pressing the left mouse button and release
the button when you get to the destination.
1. Switch to your presentation
2. Click on the Slide Sorter View
3. Click on Slide 4
A black border appears surrounding the slide showing that the slide
has been selected
4. Keep on pressing the left button whist moving the mouse
5. Release the mouse button when a vertical faint line appears between
slide 5 and slide 6

DELETE A SLIDE OR SLIDES WITHIN A PRESENTATION?

You must be in the Slide Sorter View again. To delete you select the slide to
be deleted and then press the delete key on the keyboard.

Exercise: Delete Slide 5 of Your Presentation

1. Go to your presentation
2. Click on the Slide Sorter View button
3. Click on Slide 5
4. Press the Delete key

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 • Presentation – Module 6 •

SLIDE SHOW EFFECTS

Another useful feature in PowerPoint is its ability to include animation and
sound. A presentation with pre-set animation effects can attract anyone.
There are also transitions that appear after each of the slides. The
instructions below will guide you through the steps to follow when applying
the pre-set animations and transitions.

Pre-set Animation
The animation effect toolbar is activated by an animation effect
tool or icon on the format toolbar. Clicking on it will either remove
or reveal the Animation effects toolbar. Point to all the tools on this toolbar
to find their names.

ANIMATION EFFECTS
This is the Animation effects toolbar, which you use to insert
common animation effects.
You can also obtain Pre-set Animations by clicking Slide Show
on the menu bar and then pointing to Pre-set Animation.
For more animation effects you have to click on the Custom
Animation tool.

Preset Animation Effects

HOW DO YOU APPLY PRESET ANIMATION TO YOUR

PRESENTATION
Open an existing presentation
1. Move to slide 1
2. Click on any text
3. Click on the Flying Effect
4. Click on another set of text
5. Click on the Camera Effect
6. Click on another set of text
7. Click on Laser Text Effect

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8. Click on the Slide Show button

9. Keep on clicking the left mouse button (or press the Spacebar after
every animation)
10. Save the presentation

Changing Preset Animation Effects

After having viewed slide1 of the presentation you may have the feeling
that one of the animation effects is not to your liking. The good thing about
the preset animation effects is that they can be changed.

HOW DO YOU APPLY PRESET ANIMATION TO YOUR

PRESENTATION
Open an existing presentation which you had opened in the previous
exercise.
1. Move to slide 1
2. Click on the text selected in No 2 of
page 56
Notice that the Flying Effect is the
current selected animation effect
3. Click on the Drive-In Effect
(to change the preset animation
4. Click on the next set of text
5. Click on Custom animation
6. Under Animation order select Text 2
This is because the phrase "Opening… is the second animation to
appear after the title phrase "World Links…. (In the case of the
presentation the author is using)
NOTICE that you can use the up and down arrows to change the
animation order.
Try it and see the effect on the slide show
7. Under the Introduce text drop-down box, select By Word
This will result in the phrase appearing one word at a time
NOTICE that the entry animation and sound is already given as
Box Out and Camera respectively in the Entry animation and
sound section

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 • Presentation – Module 6 •

8. Click the OK button

9. Click on the Slide Show button
10. Keep on clicking the left mouse button (or press the Spacebar after
every animation)
11. Save the presentation

Transitions
Transitions enhance your presentation. They control how slides come in
and leave the screen. Including a slide transition is very easy. There is a
preview for every transition available, so you can choose exactly the
transition you want.

TO OPEN THE SLIDE TRANSITION DIALOG BOX

1. Click on the Slide Show menu on the menu
bar
2. Click on Slide Transition
After step 2 a slide transition dialog box
appears similar to the one below
This is where you select the transition for the
current slide or you can apply the same transition
to all the slides. This is done by a click on either
Apply to All or Apply.

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Exercise: Use a Checkerboard Transition Effect

1. Click on the Slide Show menu on the menu bar
2. Click on Slide Transition
3. The slide transition dialog box appears
4. Click on the Effect combo box
5. Click on Checkerboard Across
6. Click on the Medium radio button to set the transition speed
7. Click on Apply to All button to apply the slide transition to
all slides within the presentation
8. Run the slide show by clicking the Slide Show button
9. Continue clicking the left mouse button to advance

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VIEW A SLIDE SHOW

Every time you create a presentation you need to review check it. This is
simple. You can start a presentation on any slide. It is best to change the
view mode to Slide Sorter View.
1. Click on the Slide Sorter View
2. Click on Slide 1
3. Click on Slide Show
4. To advance keep on clicking the left mouse button or pressing the
space bar. If you advance too far click the backspace key to go one
step back.

Deliver a Presentation

USE THE ON SCREEN NAVIGATION TOOLS

You navigate through the presentation using the on-screen navigation tools.
To display the menu, click on the on-screen navigation button that is displayed
at the bottom left corner of the screen when you are running the show.
With the on-screen navigation tools you can end the slide show, use the
on-screen pen to draw, go to the next slide etc. Some of the tools you can
use are displayed on the menu.
This is the On-Screen Navigation button

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DRAW IN FREEHAND WHILST THE SLIDE SHOW IS RUNNING

1. Move to Slide 1
2. Click on the Slide Show to
run the presentation
3. After the first screen is fully
displayed, click on the On-
Screen Navigation button
4. Click on Pen
5. Press and drag around the
text

What ever you draw using this pen will not be saved in your
presentation. This only helps when you want to show people a
certain part of the screen whilst you are presenting.

YOUR FINAL PRESENTATION SHOULD LOOK SOMETHING LIKE THIS

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HIDING SLIDES
There may come a time when you need to hide a slide from a slide show.
The slide will not be hidden from view. It will just not appear in the slide
show.
There are two ways to hide a slide
(i) In slide view , click on Slide Show and then select Hide Slide.
With this method, the slide you want to hide is the one that should be
active.
(ii) In slide sorter view , select the slide you want to hide, and then
click the Hide Slide button . A null sign (this shows that
slide no. 2 is hidden) appears over the slide number to show that the
slide is hidden.

Hiding a Slide
1. Open My first presentation
2. Click on slide sorter view
3. Click on slide number 2
4. Click the Hide Slide button
5. Click on Slide 1
This is to ensure that you start running the slide show from the first
slide
6. Click the Slide show button
7. Click the Undo button
8. Move to slide number 2
9. Click on Slide Show
10. Select Hide Slide
Notice that with this view you cannot see that the slide has been
hidden
11. Click on slide sorter view
Can you now tell that slide number 2 is hidden
12. Close the presentation without saving.

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