Computer Studies
Form 2
Chapter 3
PRESENTATION SOFTWARE
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Compiled By: Eliot Kalenga
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CHAPTER 3: PRESENTATION SOFTWARE
Introduction: business executives, managers, marketers, teachers and many other
categories of people often find themselves faced with the challenge of talking to an
audience concerning a particular topic when trying to sell new ideas. Presentation
software helps to simplify the work of managers.
Presentation software
What is presentation graphics
➢ 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.
➢ The presentation collection can run automatically or can be controlled by a
presenter.
➢ A presentation software is an application software used to create an electronic
presentation that communicates ideas, messages and other information to the
audience.
Types of presentation soft ware
There are many types of presentation software available as stand alone or as a
component of a suite. Example of presentation software are;
➢ Microsoft PowerPoint
➢ Lotu’s freelance Graphics
➢ Corel presentations
➢ Harvard Graphics
➢ Open Office Impress e.t.c
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Purpose of using presentation software
Some of the areas where electronic presentation has become handy include;
➢ presentation facts and figures – examples, sales people often have to give
presentation to customers or managers just to let managers the sales
performances and the customers the 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 their point home.
Advantages of using presentation software
➢ It is easy to learn.
➢ It has large library of background templates and custom layout.
➢ Multimedia effects can easily be added to the presentation.
➢ Presentation are easy to edit.
➢ It can easily produce output in different format e.g. interactive whiteboard and
handouts.
➢ Excellent for summarizing facts using charts or diagrams to an audience.
➢ Can be used to produce a set of hangouts for people to write on whilst
presentation is being given.
➢ Let’ the speaker face audience and make eye contact rather than facing the screen.
Features of presentation software
➢ 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.
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➢ It has master slide used to set up content that presenter could wish to appear
on every page such as footers or page number.
➢ 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.
Presentation design guidelines
To produce an effective presentation one should adhere to four P’s that is
Plan
Prepare
Practice
Present
The following factors should be considered when designing a presentation;
➢ You must have the objective of the presentation.
➢ You must consider the length of the presentation.
➢ You must consider the targeted audience.
➢ You must consider the type of presentation e.g business or academic
➢ You must consider the content of the presentation e.g should meet subject matter.
➢ You must consider the organization e.g should have opening slide, main body and
the conclusion
Starting PowerPoint 2010/ 20013
1. On the programs menu , point on Microsoft Office
2. Click Microsoft office PowerPoint 2003 / 2007. The PowerPoint application window
with a default blank slide will appears. Check the figure below;
Features of the PowerPoint application window
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When working with Ms PowerPoint observe the following features;
➢ Microsoft office button which will help you to perform command like save as
when saving your work e.t.c
➢ Ribbon, it has tabs like Home, insert, Design, Animation, Slide Show, review and
view in Ms Office 2007.
➢ Quick access button contains frequently use commands like undo or redo.
➢ Work area contains panes to insert and graphics.
➢ Status bar, which displays the current actions in the slides.
➢ Mini toolbar it display 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.
Working with Presentation Software
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
To create a new presentation from a blank slide proceeds as follow;
1. Click Microsoft office button.
2. Click new then a new presentation dialog box appears (Ctrl + N )4we
3. Click blank presentation
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To create a new presentation from 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.
To create a presentation from 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.
Choosing appropriate layout
To apply a slide layout, proceed as follows:
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1. On the home tab, in the slide ground, click layout icon.
2. Select a layout style from the displayed thumbnails as shown in the figure below.
Choosing a slide view
There are three main views of slides in a presentation
1. Normal view – is the main editing view and it has four working areas, outlines,
slide tab, slide pane and notes pane.
2. Slide sorter view
- Displays all the slides
- One is able to open any slide of his choice
-
3. Slide show
- A full screen view
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Adding a new slide
To add a new slide proceeds as follows:
1. Select the slide immediate before where you want the new slide to be inserted.
2. Click new slide layout that fits the contents.
3. Add contents to the slide.
Formatting a presentation
For the presentation to appear 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.
Formatting drawing
To format a shape :
1. Select the shape.
2. Drawing tools tab appears.
3. Click on formatting tab to display the ribbon.
Format the selected shape as follows;
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➢ 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 arrange group
➢ Align objects, click on align button in arrange group
➢ Rotate objects, click on rotate button in arrange group.
Setting up preparation for a presentation
To make the presentation happen do the following setup;
1. Rehearse and time the delivery of presentation before hand.
2. Be sure to test the slide show using the projector if one will be used during the
preparation.
3. Decide whether the presentation is to be set up to run continuously on a screen
so that passersby can stop and watch.
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 are available in the PCs to be used and burn the
presentation software onto a CD/DVD
Setting up the show
To setup the show type, proceed as follows:
1. Click the slide show tab.
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2. On the slide show ribbon, click setup slide show. A dialog box is displayed as shown
below.
3. 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 a 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 people.
4. In the show options tab, specify how you want sound files narrations or animation
in your presentation E.g select loop continuously until ESC.
5. 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.
6. Click OK to apply the settings and close the dialog box.
Printing a presentation
Check the four options below when printing a presentation:
➢ 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.
To setup the print options proceed as follow
1. Click the Ms Office Button.
2. Click print. A print dialog box is displayed.
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3. In the print dialog box, click the arrow next to print what. Choose what you want
to print.
4. Click the preview button to see how the hardcopy will look like
5. Specify other print options and click OK.
Presenting
To start the slide show proceed as follows:
1. Simply press F5 or click the slide show tab
2. On the show ribbon, select any of the start show options.
3. If advancing to the next slide is not automatic, you may use the arrow keys to
move forward or use a mouse. Press Escape (ESC) key to end the slide show
References
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Ministry of Education, Science and Technology (2001). Malawi senior secondary teaching
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Ministry of Education, Science and Technology (2001). Malawi senior secondary teaching
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Wikipedia
Online Oxford dictionary
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