INTRODUCTION TO COMPUTERS AND OFFICE AUTOMATION MODULE 4

Unit IV

Presentation using (OpenOffice Impress/MS-Power Point): Presentations, Creating, Manipulating &

Enhancing Slides, Organizational Charts, Charts, Word Art, Layering art Objects, Animations and Sounds,
Inserting Animated Pictures or Accessing through Object, Inserting Recorded Sound Effect or In-Built
Sound Effect.

PRESENTATION USING (OPENOFFICE IMPRESS/MS-POWER POINT):

OpenOffice Impress and Microsoft PowerPoint are both powerful presentation software
applications with common features like creating and editing slideshows, incorporating text,
images, charts, and animations, as well as enabling effective delivery.

While Impress is open-source, part of the OpenOffice suite, and a free alternative to
PowerPoint, PowerPoint is a proprietary software that is part of the Microsoft Office suite,
widely used for its extensive design and formatting capabilities. Both applications assist
users in creating informative presentations, making them essential tools for various
professional and educational contexts.

PRESENTATIONS

A presentation is a method of communication where a person or group shares information,

ideas, or messages with an audience.

It typically involves a speaker or presenters using various media, such as spoken words,
visual aids (e.g., slides, images, charts), and sometimes interactive elements to convey their
message.

They are commonly used in business meetings, academic lectures, sales pitches, and many
other contexts to effectively convey information and engage an audience.

Presentations can take many forms, including live in-person presentations, online webinars,
and pre-recorded videos.

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CREATING SLIDES

The journey towards a successful presentation begins with creating slides that are engaging
and informative. Here are the key steps in creating effective slides:

1. Choose a Design Theme: Start by selecting a design theme that suits the nature and
purpose of your presentation.

2. Adding New Slides:

• Click on the "Home" tab.

• Select "New Slide" to create a new slide. You can choose from various slide
layouts.

3. Inserting Content: Set your slides with content, such as text, images, charts, and
multimedia elements.

• Click on the slide to add text, images, charts, and other content.
• Use the "Insert" tab to add multimedia elements like pictures, videos, and audio.

4. Designing and Formatting: Utilize the formatting options in the "Home" tab to change
fonts, text size, alignment, and other text-related properties.

• Use the "Design" tab to apply a theme or template to your slides.

• Customize fonts, colors, and backgrounds to match your style or brand.

• Preview Your Presentation: Click the "Slide Show" button to preview your presentation.

• Save Your Presentation: Save your work regularly .

Manipulating Slides

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The arrangement and structure of your slides are crucial for creating a narrative that
resonates with your audience. Here's how you can manipulate slides effectively:

Rearranging Slides: In the slide sorter view on the left, you can drag and drop slides to
rearrange them. This feature helps in organizing your presentation's flow.

Copying and Pasting: If you have content that repeats or is similar across slides, use the
copy and paste functions to save time and maintain consistency.

Deleting Slides: remove unnecessary slides. Right-click on a slide in the sorter view and
select "Delete."

Enhancing Slides

To engage your audience and make your presentation memorable, consider enhancing your
slides in the following ways:

Transition Effects:

Go to the "Transitions" tab to add slide transition effects for a more engaging presentation.

Animations:

Add animations to individual elements on a slide using the "Animations" tab. You can make
text or objects appear with various effects.

Speaker Notes: Below each slide, you can add speaker notes.

Proofreading: Before finalizing your presentation, review it for errors, and content
accuracy.

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Organizational Charts (Org Charts)

Organizational charts, often called org charts, are visual representations of an organization's
structure. They show the hierarchy, relationships, and roles of individuals within a company.
Their primary purposes are:

1. Clarity: Org charts provide a clear picture of who reports to whom and how the
organization is structured.

2. Communication: They help employees understand their roles, responsibilities, and

where they fit in the organization.

3. Decision-Making: Org charts aid in decision-making, such as selecting leaders or

reorganizing teams.

Steps to create organizational charts:

To create an organizational chart in PowerPoint, open a new presentation, go to the

"Insert" tab, select "SmartArt," choose an organizational chart layout, add text and shapes
for each role, customize the design if needed, and save the presentation.

Figure: Organizational chart

CHARTS

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A chart is a visual representation of data that helps convey information, trends, and
relationships effectively. In PowerPoint, charts are powerful tools for presenting numerical
or statistical data in a clear and understandable format.

Different Types of Charts in PowerPoint:

PowerPoint offers various types of charts to suit different data presentation needs. These
include:

1. Column Chart: Displays data as vertical bars and is excellent for comparing values within
different categories.

2. Bar Chart: Similar to a column chart, but the bars are horizontal, making it useful for
comparing data across categories.

3. Line Chart: Shows data points connected by lines, ideal for illustrating trends over time.

4. Pie Chart: Represents parts of a whole, useful for displaying percentages or proportions.

5. Area Chart: Similar to a line chart but with the area below the line filled with color,
emphasizing cumulative values.

6. Scatter Plot: Displays individual data points on a two-dimensional plane, showing

relationships or correlations between variables.

7. Radar Chart: Compares multiple data points using a radial layout, useful for displaying
multivariate data.

Steps to Create a Chart in PowerPoint:

To create a chart in PowerPoint, you can follow these steps in a single sentence:

1. Select the data you want to represent,

2. go to the "Insert" tab,

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3. click "Chart,"

4. choose the chart type that suits your data, or import your data into the Excel
spreadsheet that pops up, customize the chart's appearance, labels, and titles, and
finally, insert the chart into your presentation slide.

WORD ART

Word Art in PowerPoint is a feature that allows you to transform ordinary text into visually
appealing and decorative elements, enhancing the aesthetic quality of your presentations.

Word Arts are that it makes your text look cool and eye-catching, helping you grab people's
attention and make your documents or presentations more interesting and visually
appealing.

Steps:

To create Word Art in PowerPoint,

• select the text you want to stylize,

• go to the "Insert" tab,

• choose "Word Art,"

• select a style, customize the text, and apply various formatting options to achieve the
desired artistic effect.

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Layering Art Objects in PowerPoint:

Layering in PowerPoint involves arranging and organizing visual elements within your slides.
It's a fundamental concept for creating visually engaging presentations.

By layering art objects, you control the order in which elements appear on your slides,
allowing you to highlight, overlap, or group them effectively.

This ensures clarity and impact in your visual design, making your presentations more
appealing and understandable to your audience.

Layering also facilitates interactive elements, animations, and complex visual effects,
enhancing your ability to convey your message with precision and creativity.

Advantages of Layering Art Objects in PowerPoint:

1. Visual Hierarchy: Layering helps establish a clear visual hierarchy, making it easier for
the audience to focus on the most important content or elements in your presentation.

2. Improved Readability: By arranging objects in layers, you can prevent clutter and
overlap, ensuring that text and visuals remain legible and organized.

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3. Enhanced Design: Layering allows you to create visually appealing slides with dynamic
designs, enhancing the overall aesthetics of your presentation.

Animations and Sounds in PowerPoint:

Animations and sounds in PowerPoint are dynamic features that add depth and
engagement to your presentations.

Animations allow you to bring objects and text to life, while sounds can enhance the
auditory experience.

These elements help convey information effectively, maintain audience interest, and create
memorable presentations.

You can use animations to reveal content, emphasize key points, and create a dynamic
flow, while sounds can provide context, mood, or emphasis.

Adding Animations:

1. Select an Object: Click on the object (text, image, shape) you want to animate.

2. Go to the Animations Tab: Click on the "Animations" tab in the PowerPoint ribbon.

3. Choose an Animation: In the Animation pane, click "Add Animation" to select from
various animation effects, such as entrance, emphasis, or exit animations.

4. Set Animation Options: Customize the animation's settings in the Animation pane,
adjusting properties like duration, delay, and direction.

5. Preview: Use the "Preview" button to see how the animation will appear in your
presentation.

6. Apply Animation: Click on "Start" in the Animation pane to set when the animation
occurs (On Click, With Previous, or After Previous).

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Adding Sound:

1. Select an Object or Slide: To add sound to an object, select the object. To add
background sound to the entire presentation, go to the slide where you want it to start.

2. Go to the Insert Tab: Click on the "Insert" tab in the PowerPoint ribbon.

3. Choose Audio: Click on "Audio," and you can either insert audio from a file or record
audio directly.

4. Insert Sound: If inserting from a file, locate the audio file and click "Insert." If recording,
follow the on-screen instructions.

5. Adjust Sound Options: Once the sound is inserted, you can adjust options like volume,
start, and playback settings in the Audio Tools tab.

6. Preview Sound: Click the sound icon to preview how it will play in your presentation.

7. Set Playback Options: Use the "Playback" menu to customize how the sound plays (e.g.,
automatically, on click, looping, etc.).

Inserting Animated Pictures or Accessing through Object

Inserting animated pictures or accessing them through objects in PowerPoint refers to the
process of adding images or graphics that include animation effects.

These animated pictures can enhance the visual appeal and engagement of your
presentation.

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When you access these animated pictures through objects, you typically embed them into
shapes or placeholders, allowing you to control their animation, timing, and behavior within
your slides.

This feature is valuable for creating dynamic and visually captivating presentations, as it
enables you to convey information or tell a story more effectively by incorporating moving
visuals.

Inserting Recorded Sound Effect or In-Built Sound Effect.

Sound effects in PowerPoint can add an auditory dimension to your presentations, making
them more engaging and informative. You can either insert your own recorded sound
effects or choose from the built-in sound library to enhance the impact of your slides. These
audio elements can create mood, emphasize key points, and make your message more
memorable.

Steps for Inserting Sound Effects:

Inserting Recorded Sound Effect:

1. Select an Object or Slide: Click on the object or slide where you want to add the sound
effect.

2. Go to the Insert Tab: Access the "Insert" tab in the PowerPoint ribbon.

3. Choose Audio: Select "Audio" and then "Audio on My PC" to insert a sound file you've
previously recorded and saved on your computer.

4. Insert the Sound: Locate the audio file on your computer and click "Insert."

5. Customize Sound Options: Adjust the volume, playback settings, and other sound
options in the Audio Tools tab.

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6. Preview: Click on the sound icon to preview how the recorded sound effect will play in
your presentation.

7. Set Playback Options: Use the "Playback" menu to determine when and how the sound
effect should play (e.g., automatically or on click).

Inserting In-Built Sound Effect:

1. Select an Object or Slide: Choose the object or slide where you want to insert an in-built
sound effect.

2. Go to the Insert Tab: Access the "Insert" tab in the PowerPoint ribbon.

3. Choose Audio: Select "Audio" and then "Audio Online" to browse the built-in sound
effect library.

4. Select Sound Effect: Browse through the available sound effects, select the one you
want, and click "Insert."

5. Customize Sound Options: Adjust the volume, playback settings, and other options in
the Audio Tools tab.

6. Preview: Click on the sound icon to preview how the in-built sound effect will play in
your presentation.

7. Set Playback Options: Use the "Playback" menu to specify when and how the sound
effect should play.

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