LSC S2:Electronic Presentation

Electronic Presentation, The content of this chapter and the activities will enable you to:
1.Use the presentation application functions and tools to prepare interactive
presentations.
2Use presentation software to deliver a presentation to an audience.

Introduction
Electronic presentations are a common method of presenting information to a variety of audiences in gatherings like business meetings, workshops and conferences. Their use is also becoming common in teaching in school classrooms.
Imagine you did a Geography field work exercise and came up with a report in MS Word which has text, pictures and tables. You have to present your report to the entire senior one class. YOU may need to use an electronic presentation as shown in Figure 2.1.

An electronic presentation is prepared using a presentation software. In this chapter, you will learn how to use a presentation software to prepare, deliver and print presentations. Meaning of a Presentation Software
A presentation software is a graphical electronic presentation program used to organize and present information. It consists of a number of individual pages or “slides.” Slides may contain text, graphics, sound, movies, and other objects that can be freely arranged. Electronic presentations can be printed or displayed onto a large screen using a projector for larger audiences.

There are a number of presentation software which include Microsoft Office PowerPoint, Prezi, Google slides, Keynote and Open Office Impress. In this chapter, we shall use Microsoft Office PowerPoint.
Activity 2.1: Understanding a presentation software
Do this activity in a group.
I. Research about other presentation software other than the ones mentioned above.

2. Have you ever seen people make a presentation?
3. Did they use any ICT tool?
4. How was it done and what did you like about that presentation?
   Discuss your answers with the class.

Versions of Microsoft Office PowerPoint
MS PowerPoint is one of the mostly widely used presentation software. It has different versions which include MS PowerPoint 2007, 2010, 2013, 2016 and In this chapter, we shall demonstrate using MS PowerPoint 2016.

MS PowerPoint program is part of the Microsoft Office Suite.
Starting MS PowerPoint
Before starting the MS PowerPoint program, ensure that MS Office is installed on your computer. The procedure of starting MS PowerPoint is similar to the one of other programs like MS Word and MS Excel. However, there are various ways of doing it for you to explore.

Activity 2.2: Starting MS PowerPoint 2016
Do this activity in a pair.

1. Enter the word “PowerPoint” in the search box at the bottom left of your screen next to the Start button as shown in Figure 2.2.

2. Select PowerPoint 2016 application and a Window as shown in Figure 2.3 will appear.

3. Selecta Blank Presentation to get an interface similar to Figure 2.4.

MS PowerPoint interface Features
MS PowerPoint interface has various features, as shown in Figure 2.5 that enable you to design an interactive presentation.

Functions for each of the features are summarised in Tab e 2.1.

Activity 2.3: Exploring MS PowerPoint Interface features
Do this activity in a group.

1. Open MS PowerPoint application.
2. Type a text of your choice on the slide.
3. Practice using at least five features of the application Demonstrate your actions to the rest class.

Guidelines to Creating Presentations
Refer to the Geography field work at the beginning of the chapter. Assuming that you have come up with your report in MS Word and you want to present it to an audience. It is important to organise your points in a logical sequence which the audience can easily follow. It is good practice to prepare an outline
of the presentation first and then build around it.

The obvious technique is to copy content from the report and
NOTE
paste it in your presentation and then format it.
The following questions can help you organise your presentation properly.
i). Who will be in your audience?
ii)How much background will you have to cover?
iii)What topics do you want to discuss?
iv)Can the topics be narrowed down?
v)How much time will you have?
vi)Will there be time for questions? Will you need to bring your
vii)own computer and/or projector?
Will you want handouts?
viii)Will the handouts include details which are not in the
presentation?

Activity 2.4: Applying presentation guidelines Do this activity in a pair.

1. Identify a topic that you would like to present to the class.
2. State the title of the presentation and the key points you would like to talk about.
3. For each sub-title (key point), summarise the relevant information you wish to share.
   Share your responses with other pairs and keep them for use in all the following activities of the chapter.
   The key points make headings of your presentation slides.

Creating and Saving a Presentation
Under this section, you will learn how to work with a blank presentation. you are going to insert slides, change slide layout and format your content to make the presentation more appealing. Please make reference to your responses in
Activity 2.4.
When you choose to create a blank presentation, PowerPoint will open a presentation with a Title Slide.

Activity 2.5: Creating and Saving a PowerPoint presentation
Do this activity in a pair

1. Open a blank presentation to get to the title slide as shown in Figure 2.6.

2. Click on the part labelled “A” to add your presentation title as noted in Activity 2.4.
3. Click on the part labelled “B” to add the venue of the presentati0n and the name of the presenter (You can add other details about the (Decenter as the subtitle).

NOTE
it is a good practice to continuously save your files when working to prevent the possibility of losing your document due to abrupt computer failure.

Adding and Deleting Slides
After creating and setting the title slide in Activity 2.5, you can add slides where the points identified for presentation can be put. In case you discover that some slides are not needed, you can delete them.

Activity 2.6: Adding and deleting slides
Do this activity in a pair
1.Open the file saved in Activity 2.5.
2 Add a new slide by clicking in the title slide (labelled C) in the slide tab
in Figure 2.6 and press Enter. Alternatively, right click in the title slide
and select Insert new slide
3 Press Enter more times to insert as many slides as you need for your
content.
Delete a slide by clicking on it in the slides tab and press Delete or
Backspace button on the keyboard. Alternatively, right click in the
slide and select Delete.
5 Demonstrate the steps to other pairs Save your work for use in other activities.

NOTE There are various ways of adding a new slide. i) You can go to theh&
Home tab in the Slides group and click new slide. ii) You can use
shortcut Ctrl+M. iii) You can right-click a slide and select New
Slide.

Using Slide Layouts
A slide layout to be used depends on the information you have to put on the slide. A layout can be chosen when adding a new slide by clicking on the Layout drop down list in the slides group of the Home tab as shown in Figure 2.7

B clicking on the Layout drop down list, the layout panel opens as shown in

Activity 2.7: Changing slide layouts
Do this activity in a pair

1. Open the files saved in Activity 2.6.
2. Select a slide whose layout you want to change.
3. Click the layout command and select the appropriate layout.
4. Set the layouts of a number of slides.
5. Save your file for use in the next activity Share your experience with your classmates

NOTE If you decide later on that the layout you chose does not work well for that particular slide, select the slide by clicking on it in the slide panel and change the layout.

Viewing a Presentation
MS PowerPoint has four main views: Normal view, Slide Sorter view, Reading view and Slide Show view. The views can be accessed using the buttons in the status bar as shown below, or by using the View Tab on the Ribbon.

NOTE
You can switch from one view to another view.
Activity 2.8: Using views
Do this activity in a group.

1. Other than the four main views mentioned above, go to the View ribbon and identify any two views and summarize their descriptions.
2. Open the file saved in Activity 2.7 and explore how the different views work (Hint: Ensure that your file has at least five slides for better understanding).
3. In Normal view or Slide Sorter view, re-arrange the order of the slides by dragging and dropping.
   Share your work with other groups.

Adding Content to Slides
Adding content to slides is done in Normal view. Content can be text, tables, charts, graphics, pictures, clip art, and media clip for most slide layouts as shown in Figure 2.10.

NOTE The obvious technique is to copy content from any file and paste
it in your presentation and then format it.

Adding Text to Slides
Text is the default content. To add text, click in the slide and begin typing. The format for the default text is a bulleted list but this can be changed into other formats.

Activity 2.9: Adding text to a slide Do this activity in a group.

1. Open the file saved in Activity 2.7.
2. Add text to a slide by typing the slide title first. (Hint: Use key points in
   Activity 2.4 as titles). Then type the bullets under the title.
3. Modify the bullet style by highlighting the bulleted list and then select a required style from the Bullets command in the paragraph group of the Home tab as shown below.

4. Change the bulleted list to a numbered list (Hint: Highlight the bulleted list and select numbering from the paragraph group).

Adding Tables to Slides
Tables are used in case the information to be put in the presentation needs to be tabulated. To insert a table, click on the table icon as shown in Figure 2.11 and set the number of columns and rows as needed to make the required table.

Activity 2.10: Adding a table to a slide Do this activity in a group.

1. Open a file saved in Activity 2.9.
2. Add a slide in which you want to insert a table.
3. Insert the number of rows and columns required and click 0k.
4. Add text of your choice in the table (Hint: Formatting a table in MS
   PowerPoint is similar to how it is done in MS Word).
   Save your file for use in the next activity.
   Adding other Content Types to a Slide
   To add other content such as charts, graphics, pictures, clip art and media clip, click on the appropriate icon in Figure 2.10. Each icon will open the appropriate dialog box or task pane.
   Alternatively, you can insert all objects into a slide by going to the Insert tab shown in Figure 2.12.

Activity 2.11: Adding other content to a slide Do this activity in a group.

1. Open a file saved in Activity 2.10.
2. Add four slides and insert the following objects on each slide in line
   with the information you had in Activity 2.4; chart, smart art, picture and a video.
   Save your file for use in the next activity. Using Hyperlinks
   A hyperlink is a word, phrase, or image that you can click on to go to a new document, web page or a new section within the current document. When you move the cursor over a hyperlink, whether it is text or an image, the arrow changes to a small hand pointing at the link as shown in Figure 2.13. When you click on it, a new page or a location in the current page opens.

Activity 2.12: Exploring Hyperlinks

1. In groups, visita website for example www.ncdc.go.ug and click on different links or any material with hyperlinks.
2. Identify some information on different pages. Share your observations with other groups.
3. What is the main advantage of using hyperlinks?
   Using Hyperlinks in Slides
   In MS PowerPoint, a hyperlink is a connection from one slide to another in the same presentation or to a slide in another presentation, an e-mail address, a Web page, or a File.

Activity 2.13: Creating hyperlinks in slides

1. Open the file saved in Activity 2.10.
2. Select a text or an object where you want to put a hyperlink.
3. Go to the Insert tab, in the Links group and click on Hyperlink to get the interface shown below.

4. Select the slide, text, image or webpage you want to link to and click 0K. Test whether your hyperlink is working. (Hint: Go to slideshow view

If you add a link to a file and then copy your main presentation
NOTE to another laptop, you should copy the file to the same folder as your main presentation otherwise the links will not work.
Inserting Header and Footer
MS PowerPoint, like MS Word and MS Excel allows you to create headers and footers. These consist of information that appears at the top and at the bottom of all slides. This information can include; the name Of the presenters, their affiliation, the presentation title, slide number and the date.

Be careful not to spoil your presentation with too much
NOTE
Activity 2.14: Inserting footers into a slide
Do this activity in a group.

1. Open the file saved in Activity 2.13
2. Go to the Insert Tab and choose Header & Footer from the interface shown below.

If you choose the Don’t show on title slide, the footer information will be
removed from the title slide.
3.Check date and time, slide number and Footer. (Hint: Type the footer of
your choice).
4 Click on Apply to All in order for the above checked items to appear on
the slides.
5 Explain what happens when you click on Apply.

Adding Effects to a PowerPoint Presentation
Effects add beauty to presentations. Well selected and planned effects capture the audience’s attention. They include slide design, slide transitions and slide animations.
Applying Slide Design
PowerPoint has many pre-set designs and colour themes. To add a design to a presentation, go to the Design tab on the menu and click on the design. There are several Themes available from which you can make a selection as shown
in Figure 2.14).

Activity 2.15: Applying slide design

1. Open the file you saved in Activity 2.14
2. Apply any pre-set design theme.
3. Change the colors, fonts, effects and background styles by clicking on the drop down arrow on the variants group marked below.

Applying Slide Animations
You can animate both text and objects on a slide. First, you need to select the object that you want to animate then select an animation from the “Animations” ribbon as shown in Figure 2.15 and modify the animation settings to your preference.

Activity 2.16: Applying slide animations
Do this activity in a group.

1. Open the file you saved in Activity 2.15.
2. Go to the slide and click on the text or object on which you want to apply an animation.
3. Go to the Animations Ribbon and click on the preferred animation to apply it.
4. Select as many objects as you want to animate and apply the animations of your choice.
   Save the changes and present your work to the class.

Avoid applying too many effects because they can distract the
audience.
Applying Slide Transitions
Slide transitions are animated effects that occur when you move from one slide to another. They differ from animations in that animations apply to individual items on a slide whereas transitions apply to entire slides. You can control the effect, its speed, its sound effect (if any), and direction etc. Slide transitions are
handled from the “Transitions” tab. See Figure 2.16.

Activity 2.17: Applying slide transitions Do this activity in a group.

1. Open the file you saved in Activity 2.16.
2. Goto the slide on which you want to apply a transition.
3. Go to the Transitions ribbon and click on the preferred transition to apply it
4. Apply transitions to other slides.
5. View the applied transitions by clicking on Slide show on the status battle
   Save the changes and present your work to the class.
   You can also go to the Slide show ribbon and choose where to I start the slide show view.
   Printing a Presentation
   It is good practice to always have a hard copy of a presentation as a backup incase power goes off. Also, some printed slide layouts have a provision for the audience to take notes. MS PowerPoint offers several print options under Print menu shown in Figure 2.17. The print menu is under the File tab.

print Menu Details The menu details are summarized in Table 2.3.

Activity 2.18: Printing a presentation
Do this activity in a pair.

1. Open the saved file in Activity 2.17.
2. Set your printing preferences from the spaces labeled A-F.
3. Observe the print preview from label H.
4. If everything is fine, command printing by clicking on G. Present your work to your classmates.

Preparing and Delivering a presentation
Now that you have the skills of using PowerPoint, let us look at how to prepare and deliver a presentation. It is important to note that a good presentation starts with a good design, followed by a good review and then it should be well-presented.

Tips for a good Presentation
A presentation is designed basing on the expected audience. For example, A
presentation for children is different from that of farmers, educationists and
carpenters.
While designing a presentation:
1.Use visual aids (photos, charts and other graphics) whenever possible.
2 Use simple and direct sentences. This will make the concept clear and easy to understand.
3 Try to have one idea per slide. Too many ideas on a slide may confuse the audience.
5 Maintain a consistent layout and colour scheme to create uniformity.
6 Use large type and an easy to read font. Do not write your text in capital letters.
7 Use contrasting colours. Use a light background colour for overhead transparencies/projection.
Be sure to cite literature where appropriate and respect Copyright laws.

While presenting:

1. It is the presenter’s responsibility to ensure that slides run smoothly, so you may want to do a test run before the actual presentation. Make sure you have your presentation on a backup disk.
2. Do not read. Speak your ideas directly to your audience.

3. Only use a pointer if you must emphasise something on the screen. Avoid swinging laser light pointers, particularly in the direction of the audience.
4 Be prepared for distractions, people may enter and leave at any time causing distractions and less -than ideal listening/learning situation
5 Try to speak loud enough, clear enough, and with sufficient passion to hold the attention of your audience.
6 State your final conclusions and finish in ti

Activity 2.19: Designing and delivering a presentation
Do this activity in a group.
I, Using the tips above, design and deliver a presentation titled ‘About Our School” in ten slides.
i), Identify the key points and content that you want to consider in the presentation.
ii), Identify the objects and features such as, photographs, charts, images videos and audios that you want to use.
iii). Collect data and organise it in the slides and make the necessary previews.
iv). Identify and secure the ICTs you will need to deliver your presentation to your class.
v). Deliver your presentation to the class following the tips given above.
2, As a games prefect, you have been asked to prepare a presentation about the importance of sports in schools. In the presentation, include the results of the previous inter-class competitions in your school.
i). Create six slides as follows.
Title Slide: Should have a suitable title for your presentation, your name and your role in the school. This slide should also have related graphics from the clip art.
Slide Two: Learners’ benefits from participating in sports
Slide Three: A list of at least eight sports activities,
Slide Four: Previous house competitions results represented by a column
chart showing the number of points that each of the four houses got.
Slide Five: Identify four benefits and four challenges of sports (Hint:
Use Comparison Layout.
Slide Six: Summary and conclusion. Include a header Of your choice and apply a suitable slide
background, animations and transitions.
iii. Deliver unur presentation to the class in 15 minutes

Quick Check
Puzzle: Electronic Presentation
Copy and complete the puzzle below to quick check your understanding.