us 116930: use a graphical user interface (gui) …

End User Computing NQF 3: SAQA ID 61591 - Handbook

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End User Computing NQF 3 - US 116930 Issue 3: 01-01-2020

US 116930: USE A GRAPHICAL USER INTERFACE (GUI)-BASED PRESENTATION APPLICATION TO ENHANCE PRESENTATION APPEARANCE

Module 1: Work with images, drawings and objects in MS PowerPoint After completing this module, the learner will be able to work with images, drawings and objects in a presentation, by successfully completing the following:

Insert / import images into a presentation

Create objects / drawings in a presentation

Create an organisational chart in a presentation

Create a graph in a presentation

Manipulate images and objects in a presentation Work with images, drawings and objects in MS PowerPoint There is a saying – ‘A picture tells a thousand words’. It is a well-known fact that people remember facts better when they are associated with pictures or objects. It is therefore wise to bring visual objects into your presentations, but make sure that they are applicable to the content and the message that you want to bring across. 1.1 Insert pictures / images into a presentation Adding pictures can make your presentations more interesting and engaging. You can insert a picture from a file on your computer onto any slide. PowerPoint even includes tools for finding online pictures and adding screenshots to your presentation. To insert a picture from a file: 1. Select the Insert tab, then click the Pictures command in the Images group.

2. A dialog box will appear. Locate and select the desired image file, then click Insert.

3. The picture will appear on the currently selected slide.

You can also click the Pictures command in a placeholder to insert images.


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Inserting online pictures If you don't have the picture you want on your computer, you can find a picture online to add to your presentation. PowerPoint offers two options for finding online pictures:

OneDrive: You can insert an image stored on your OneDrive (previously called SkyDrive). You can also link other online accounts with your Microsoft account, such as Facebook or Flickr.

Bing Image Search: You can use this option to search the Internet for images. By

default, Bing only shows images that are licensed under Creative Commons, which means you can use them for your own projects. However, you should go to the image's website to see if there are any restrictions on how it can be used.

Previously, you also had the option to insert clip art images from Office.com, but this service has been discontinued. Instead, you can use Bing Image Search to find images for your presentation. To insert an online picture:

1. Select the Insert tab, then click the Online Pictures command.

2. The Insert Pictures dialog box will appear. 3. Choose Bing Image Search or your OneDrive. In our example, we'll use Bing Image

Search.


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4. Press the Enter key. Your search results will appear in the dialog box. 5. Select the desired image, then click Insert.

6. The image will appear on the currently selected slide.

You can also click the Online Pictures command in a placeholder to insert online images.

When adding images, videos, and music to your own projects, it's important to make sure you have the legal right to use them. Most things you buy or download online are protected by copyright, which means you may not be allowed to use them. 1.1.1 Import a picture / image from different file types Microsoft PowerPoint is compatible with a number of file types. Below is a list for reference purposes.

Save As file type Extension Use to save

PowerPoint Presentation

.pptx Office PowerPoint presentation, which is an XML-enabled file format, by default.

PowerPoint Macro-Enabled Presentation

.pptm A presentation that contains code.

PowerPoint 97-2003 Presentation

.ppt A presentation that you can open in PowerPoint 97 to Office PowerPoint 2003.


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Save As file type Extension Use to save

PDF Document Format

.pdf

A PostScript-based electronic file format developed by Adobe Systems that preserves document formatting and enables file sharing. You can save as a PDF or XPS file from a Microsoft Office system program only after you install an add-in. For more information

XPS Document Format

.xps

A new Microsoft electronic paper format for exchanging documents in their final form. You can save as a PDF or XPS file from a Microsoft Office system program only after you install an add-in. For more information

PowerPoint Design Templates

.potx A presentation as a template that you can use to format future presentations.

PowerPoint Macro-Enabled Design Template

.potm A template that includes pre-approved macros that you can add to a template to be used in a presentation.

PowerPoint 97-2003 Design Template

.pot A template that you can open in PowerPoint 97 to Office PowerPoint 2003.

Office Theme .thmx A style sheet that includes definitions of a colour theme, font theme, and effect theme.

PowerPoint Show .pps; .ppsx A presentation that always opens in Slide Show view rather than in Normal view.

PowerPoint Macro-Enabled Show

.ppsm A slide show that includes pre-approved macros that you can run from within a slide show.

PowerPoint 97-2003 Show

.ppt A slide show that you can open in PowerPoint 97 to Office PowerPoint 2003.

PowerPoint Add-In .ppam An add-in that stores custom commands, Visual Basic for Applications (VBA) code, and specialized features such as an add-in.

PowerPoint 97-2003 Add-In

.ppa An add-in that you can open in PowerPoint 97 to Office PowerPoint 2003.

Single File Web Page

.mht;

.mhtml

A Web page as a single file with an .htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Good for sending a presentation in e-mail

Web Page .htm; .html

A Web page as a folder with an .htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Good for posting on a site or editing with Microsoft Office FrontPage or another HTML editor.

GIF (Graphics Interchange Format)

.gif

A slide as a graphic for use on Web pages. The GIF file format is limited to supporting 256 colours, and therefore it is more effective for scanned images such as illustrations rather than colour photographs. GIF can also be good for line drawings, black and white images, and small text that is only a few pixels high. GIF supports animation and transparent backgrounds.

JPEG (Joint Photographic Experts Group) FileFormat

.jpg A slide as a graphic for use on Web pages. The JPEG file format supports 16 million colours and is best suited for photographs and complex graphics.

PNG (Portable Network Graphics) Format

.png

A slide as a graphic for use on Web pages. PNG was approved as a standard by the World Wide Web Consortium (W3C) to replace GIF. PNG does not support animation as GIF does, and some older browsers do not support this file format.

TIFF (Tag Image File Format)

.tif

A slide as a graphic for use on Web pages. TIFF is the best file format for storing bit-mapped images on personal computers. TIFF graphics can be any resolution, and they can be black and white, gray-scaled, or colour.

Device Independent Bitmap

.bmp

A slide as a graphic for use on Web pages. A bitmap is a representation, consisting of rows and columns of dots, of a graphics image in computer memory. The value of each dot (whether it is filled in or not) is stored in one or more bits of data.

Windows Metafile .wmf A slide as a 16-bit graphic (for use with Microsoft Windows 3.x and later).

Enhanced Windows Metafile

.emf A slide as a 32-bit graphic (for use with Microsoft Windows 95 and later).

Outline/RTF .rtf

A presentation outline as a text-only document that provides smaller file sizes and the ability to share macro-free files with others who may not have the same version of PowerPoint or the operating system that you have. Any text in the notes pane is not saved with this file format.

Working with SmartArt:


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SmartArt allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas. To insert a SmartArt graphic:

1. Select the slide where you want the SmartArt graphic to appear. 2. From the Insert tab, select the SmartArt command in the Illustrations group.

3. A dialog box will appear. Select a category on the left, choose the desired SmartArt

graphic, and click OK.

4. The SmartArt graphic will appear on the current slide.

You can also click the Insert a SmartArt Graphic command in a placeholder to add SmartArt.

To add text to a SmartArt graphic:

1. Select the SmartArt graphic. The SmartArt task pane will appear to the left.


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2. Enter text next to each bullet in the task pane. The text will appear in the graphic and

will resize to fit inside the shape. 3. To add a new shape, press Enter. A new bullet will appear in the task pane, and a new

shape will appear in the graphic. You can delete any bullets you're not using to remove the shapes.

You can also add text by clicking the desired shape and then typing. This works well if you only need to add text to a few shapes. However, for more complex SmartArt graphics working in the task pane is often faster. To convert existing text to SmartArt: PowerPoint makes it easy to transform traditional bullet points into an eye-catching SmartArt graphic. If you already have text on a slide, you can convert it to SmartArt. In our example below, we'll change the bullet points into SmartArt to help illustrate a process.

1. Right-click the list or paragraph you want to convert to SmartArt. 2. Hover the mouse over Convert to SmartArt, then select the desired SmartArt graphic.

3. The text will appear as a SmartArt graphic.

You can also convert SmartArt back to text. From the Design tab on the right side of the Ribbon, click the Convert command, then select Convert to Text.

1.1.2 Resize a picture / image Once you've inserted a picture, you may want to move it to a different location on the slide or change its size. PowerPoint makes it easy to arrange pictures in your presentation.


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To select a picture: Before you can modify a picture, you'll need to select it.

Simply click to select a picture. A solid line will appear around a selected picture.

To resize a picture:

Click and drag the corner sizing handles until the picture is the desired size.

The corner sizing handles will resize a picture while preserving its original aspect ratio. If you use the side sizing handles, the image will become distorted. To rotate a picture:

Click and drag the arrow above an image to rotate it right or left.

Hold the Shift key on your keyboard when rotating an image to limit the rotation angle. To move a picture:

Click and drag to move a picture to a new location on a slide.

To delete a picture:

Select the picture you want to delete, then press the Backspace or Delete key on your keyboard.

You can access even more picture formatting options from the Format tab.


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Resize to an exact proportion

1. Click the picture, shape, text box, or WordArt that you want to resize. If you have trouble selecting the object because it is behind another object or objects, click the top object, and then press TAB until your object is selected.

2. Do one of the following: o To resize a picture, under Picture Tools, on the Format tab, in the Size group,

click the Dialog Box Launcher .

If you do not see the Picture Tools and Format tabs, make sure that you selected a picture, shape, text box, or WordArt.

o To resize a shape, text box, or WordArt, under Drawing Tools, on the Format tab, in the Size group, click the Dialog Box Launcher .

3. On the Size tab, under Scale, enter the percentages of the current height and width

that you want to resize to, in the Height and Width boxes. 4. Clear the Lock aspect ratio check box.

To apply the same height and width to different objects, select all objects that you want to have the same dimensions, and then in Size group, enter the dimensions that you want in the Height and Width boxes. To select multiple objects, click the first object, and the press and hold CTRL while you click the other objects.

Class Activity 1: Insert pictures / images into a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

1.2 Create drawings in a presentation As an illustration to show how one can create drawings in a presentation, we are going to create the design below:


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1. Select the Insert tab and then Shapes in the Illustration group. 2. Select “Sun” under the Basic Shapes section. 3. A cross sign will appear on your page. Click and drag to a desired size. 4. To change the colour of the sun, Double-Click on the image to open the

Format tab, or choose the Format tab. 5. Click on the Shape Fill shortcut in the Shape Styles group and click on the

yellow. 6. Repeat step 1-3 but select oval. 7. Drag the circle over the sun-image. Press the SHIFT key to create a circle. 8. Click the Home tab and then Arrange in the Drawings group. Choose send

to back. 9. The circle image will now be placed behind the sun. Click anywhere in the

circle area and keep it down. Move the circle until the sun image seems in the centre. You can resize the circle or sun as explained earlier.

10. Repeat step 4 and 5 to change the colour of the circle or simply right-click on the image for short-cut options to appear.

11. Repeat Steps 1 and 2 and select the arrows in the Block Arrows section. 12. Do this with the left and right hand arrows. 13. If you want to make sure that the left and right hand arrows are an exact

replica and mirror image, do the following: a. Select the image and create a copy of it by using the copy and paste in the

Clipboard group in Home tab or CTRL+C and CTRL+V. b. Select and Drag the copied image to the other side of the circle image. c. Double click on the image to open the format tab. d. In the Arrange group, choose rotate. e. Flip the image horizontal and then vertical. 14. Move and size the images to the desired sizes until you are satisfied. 1.2.1 Draw lines into a presentation Lines can be used for different purposes in presentations, but are mostly used to point to a piece of information or to separate text. To draw a line without connection points: 1. Click on Shapes in the Drawing group under the Home tab.

2. Under Lines Click Freeform 3. Click one location in the document. Move the pointer/curser to a different location and

then click again. When you are finished drawing the line, double-click.

1.2.2 Change the attributes of lines There are various ways to change the look of a straight line. 1. Draw a line using any of the types (straight line, arrow line, elbow, etc.)

2. Select the line in your presentation. 3. Click Home tab and then choose Shape Outline in the Drawing group.

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4. Choose a desired colour. 5. You can also double-click on the line in your presentation to open the Format tab in

Drawing Tools. In Shape Styles group, you will also find the Shape Outline. 6. In the Drawings Tools, click Format tab and then scroll through the Line Accents in the

Shape Styles to change the line attributes.

7. Click Shape Outline and then Weight, Dashes or Arrows to change the attribute of the

line.

8. Select Shape Effects in the Shapes Styles group and then choose any of the options.

The Glow option works well with lines to give the line a glow effect and the Bevel effect works with a heavier weight line. (Thick line),

1.2.3 Draw shapes into a presentation You can add one or more shapes in combination to your presentation to create a drawing or a complex shape. PowerPoint supplies a variety of shapes, such as lines, basic geometric shapes, arrows, equation shapes, flowchart shapes, stars, banners and callouts.

1. On the Insert tab, in the Illustrations group, click Shapes.


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2. Right-click the shape that you want to add, and then click Lock Drawing Mode. 3. Click anywhere in the document, and then drag to place the shape. Repeat this for each

shape that you want to add.

To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT while you drag.

4. After you add all of the shapes that you want, press ESC. Here is an example of a drawing compiled by a number of shapes/

1.2.4 Change the orientation of a shape When you insert a shape, you can manipulate it by rotating it to suit your need. Let’s have a look at our figure created above. We need a smile.

Click Insert tab, and then Shapes in the Illustrations group.

Select the Block Arc under Basic Shapes

Click in your presentation and drag the shape to a desired size and form. (To keep the dimensions, press SHIFT whilst dragging)

The arc is the shape we need, but it faces the wrong way. We need to turn it up.

Select an object. The Format tab will appear.

From the Format tab, click the Rotate command. A drop-down menu will appear.

Select the desired rotation option.

The object will rotate. Click on Flip Vertical. The result will be a smiley You can also rotate a shape by clicking on the shape and using the rotation handle in the direction that you want to rotate the shape.


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You can rotate a number of shapes by pressing CTRL and select multiple shapes. Leave the CTRL button and then click on any one of the green rotation handles. All shapes will rotate individually in the same direction.

If however, you need the whole doll to rotate, press CTRL and select all the shapes in the doll, or simply use the cursor and drag a large enough rectangle block around all the desired shapes.

Now you need to group all the shapes to become ONE shape.

1. Select Format tab and then Group in the Arrange group and click group .

2. The whole doll shape will now rotate as seen below

1.2.5 Change the attributes of a shape To change the attributes of a shape you can use any of the features you will find in the Format tab and in the Drawing group. The Format tab will only appear once you click on the drawing object. When you click on a shape, you can change the fill colour by selecting Shape Fill or Quick Styles. Try the various types of fill in the selection box. Gradient fills and texture fills can enhance your shapes and give them depth. You can also change the appearance of the outline by selecting Shape Outline. Change the colour or the thickness of the outline as you prefer.


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1.2.6 Resize a shape Resizing a shape or drawing is a simple task, but the result in a presentation can make a huge difference on the impact. The trick of a good presentation is balance. The size of the text and graphics must be balanced. To resize a shape or picture, simply click on the shape or picture, and resize it by dragging the sizing handles to the desired size.

1.2.7 Add connector lines between shapes A connector is a line that has connection points at the ends of the line and stays connected to the shapes that you attach it to. The three types of connectors are straight, elbow (angled), and curved. You will note that these connector lines have small circles connected to the ends of the lines. To draw a line with connection points:

1. On the Insert tab, in the Illustrations group, click Shapes.

2. Under Lines, click the line or connector that you want to add. 3. Do one of the following:

To draw a line that is not connected a shape, click anywhere in the document, and then drag to draw the line.

To draw a line connecting shapes, on the first shape, point to where you want to attach the connector, click the first connection site, point to the other shape, and then click the second connection site.

Connection sites appear as red circles as you move the pointer over a shape.

Choose the line and then


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Click on the hat and drag the line to the “Hat” label. (You will note that red nodes appear as soon as your curser hovers over the picture and also when it hovers over the label. In picture A the label is connected to the hat and in picture B the shoe and label are connected. See what happens when the labels are moved from their original positions.

The line stays connected to the “red dot”. 1.2.8 Align shapes in the presentation When you move objects in PowerPoint, alignment guides and spacing guides will appear around the objects to help you align them. However, if you have many different objects on a slide, it may be difficult and time consuming to get them perfectly aligned. Luckily, PowerPoint provides you with several alignment commands that allow sily arrange ayou to eand position objects.

To align two or more objects: 1. Click and drag your mouse to form a selection box around the objects you want to align.

The Format tab will appear.

2. From the Format tab, click the Align command, then select Align Selected Objects.

3. Click the Align command again, then select one of the six alignment options.

A B


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4. The objects will align based on the option you selected.

To align objects to the slide: Sometimes you may want to align one or more objects to a specific location within the slide, such as at the top or bottom. You can do this by simply selecting the Align to Slide option before you align the objects.

1. Click and drag your mouse to form a selection box around the objects you want to align.

2. From the Format tab, click the Align command, then select Align to Slide.

3. Click the Align command again, and then select one of the six alignment options.

4. The objects will align based on the option you selected.

To distribute objects evenly: If you have arranged objects in a row or column, you may want them to be an equal distance from one another for a neater appearance. You can do this by distributing the objects horizontally or vertically.

1. Click and drag your mouse to form a selection box around the objects you want to align.

2. From the Format tab, click the Align command, then select Align to Slide or Align Selected Objects.


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3. Click the Align command again, then select Distribute Horizontally or Distribute

Vertically from the drop-down menu that appears.

4. The objects will distribute evenly.

1.2.9 Change the order of display of overlapping shapes In addition to aligning objects, PowerPoint gives you the ability to arrange objects in a specific order. The ordering is important when two or more objects overlap because it will determine which objects are in the front or the back. Understanding levels When objects are inserted into a slide, they are placed on levels according to the order in which they were inserted into the slide. In the image below, the rectangle is on the top level, but we can change the level to put it behind the other objects.

To change the ordering by one level:

1. Select an object. The Format tab will appear.

2. From the Format tab, click the Bring Forward or Send Backward command to

change the object's ordering by one level. If there are multiple objects on the slide, you may need to click the command several times to achieve the desired ordering.


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3. The objects will reorder.

To bring an object to the front or back: If you want to move an object behind or in front of several objects, it's usually faster to bring it to front or send it to back instead of clicking the ordering commands multiple times.

1. Select an object. 2. From the Format tab, click the Bring Forward or Send Backward drop-down box.

3. From the drop-down menu, select Bring to Front or Send to Back.

4. The objects will reorder.

If you have several objects placed on top of each other, it may be difficult to select an individual

object. The Selection Pane allows you to easily drag an object to a new location. To access the Selection pane, click Selection Pane on the Format Tab.


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1.2.10 Draw SmartArt into a presentation SmartArt graphic is a visual representation of your own information. By using SmartArt you can quickly and easily create a visual to demonstrate the information in a professional way. Before you start a graphic, you must visualise that type and layout will be best for displaying your data and convey the idea or message you are trying to get across. The program allows you to quickly and easily switch layouts. You can try different layouts until you find the one that best illustrates your message. Your choice of graphic should be clear and easy to follow.

The amount of text that you have must also be taken into consideration as the amount of text often determines the layout you can use. SmartArt graphics are most effective when the number of shapes and the amount of text are limited to key points. Try to stay clear of larger amounts of text because it can distract from the visual appeal and make it harder to convey your message visually. Some layouts contain a fixed number of shapes. Such as the Counterbalance Arrows are limited to only two concepts, others can be adapted. The table below is just a guide for beginners to direct what layout is suitable for specific data.

Purpose of graphic Graphic type

Show non-sequential information List

Show steps in a process or timeline Process

Show a continual process Cycle

Show a decision tree Hierarchy

Create an organization chart Hierarchy

Illustrate connections Relationship

Show how parts relate to a whole Matrix

Show proportional relationships with the largest component on the top or bottom Pyramid

You can also create a SmartArt Graphic visual by simply inserting a desired layout and edit the boxes. Let’s look at an example.

1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.

3. Enter your text by doing one of the following:

Click [Text] in the Text pane, and then type your text. Copy text from another location or program, click [Text] in the Text pane, and

then paste your text.


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NOTES

If the Text pane is not visible, click the control.

To add text in an arbitrary position close to or on top of your SmartArt

graphic, on the Insert tab, in the Text group, click Text Box to insert a textbox. If you want only the text in your text box to appear, right-click your text box, click Format Shape or Format Text Box, and then set the text box to have no background colour and no border.

Click in a box in the SmartArt graphic, and then type your text. For best results,

use this option after you add all of the boxes that you want. The result could look something like this:

To add or delete a shape in your SmartArt graphic:

1. Click the SmartArt graphic that you want to add another shape to. 2. Click the existing shape that is located closest to where you want to add the new shape. 3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow

under Add Shape.

If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic. (double click on the design in needed)

4. Do one of the following:


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To insert a shape after the selected shape, that will overlap the selected shape, click Add Shape After.

To insert a shape before the selected shape, that will overlap the selected shape, click Add Shape Before.

NOTE:

To add a shape from the Text pane, click an existing shape, move your cursor before or after the text where you want to add the shape, and then press ENTER.

1. Select Insert tab, Shapes in Illustrations and then select a shape (To illustrate we have selected the heart shape). The menu-box will disappear

2. A cross will appear in the presentation slide. Click where you want the shape to appear. You can move and shape it the way you want it.

To delete a shape from your SmartArt graphic, click the shape you want to

delete, and then press DELETE. To delete your entire SmartArt graphic, click the border of your SmartArt graphic, and then press DELETE.

Change the colours of SmartArt graphic You can change the colours of the graphics manually by simply

Selecting a shape

Select Format tab, and then Shape Fill in the Shape Styles group, and select a colour of your choice or any of the other fill mediums.

You can also select the one of the Coloured fill shapes in the Shape Styles group.


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Change colours of an entire SmartArt graphic

1. Click your SmartArt graphic. 2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click

Change Colours.

3. If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a

SmartArt graphic. 4. Click the colour variation that you want.

Apply a SmartArt Style to a SmartArt graphic A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D, that you can apply to the shapes in your SmartArt graphic to create a unique and professionally designed look.

1. Click your SmartArt graphic. 2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the

SmartArt Style that you want.

Converting slide text to a SmartArt graphic Using this effect is a great tool to enhance your presentation. Converting text to a SmartArt graphic is a quick way to convert existing slides to professionally designed illustrations. With


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one click, you can convert a slide to a SmartArt graphic. There are many built-in layouts to choose from. Let’s look at an example:

1. Click the placeholder that contains the text on the slide that you want to convert.

2. On the Home tab, in the Paragraph group, click Convert to SmartArt Graphic ..

3. In the gallery, click the layout for the SmartArt graphic that you want. (The gallery

contains layouts that work best with bulleted lists. To view the entire set of layouts, click More SmartArt Graphics.)

4. If you have not closed your document, you can reverse the conversion to a SmartArt

graphic by clicking Undo on the Quick Access Toolbar.

Class Activity 2: Create drawings in a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

1.3 Create an organisational chart in a presentation If you need to illustrate the reporting relationships in your organisation, you can create a SmartArt graphic that uses an organisation chart layout. You can also use organisation chart to create a family tree. To create an organisation chart quickly, you can type or paste text in your organisation chart and then have the text automatically positioned and arrange for you. 1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic gallery, click Hierarchy, click an organization chart

layout (such as Organization Chart), and then click OK.

NOTE:

If you want both a slide with the text and

another slide with the SmartArt graphic

created from that same text, create a

copy of the slide before you convert it to

a SmartArt graphic.

ms-help://MS.POWERPNT.12.1033/POWERPNT/content/HA01232975.htm



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3. To enter your text, do one of the following:

Click in a box in the SmartArt graphic, and then type your text.

1. Click [Text] in the Text pane, and then type your text. 2. Copy text from another location or program, click [Text] in the Text pane, and then paste

your text. 1.3.1 Add and remove hierarchical elements To add a box: 1. Click the SmartArt graphic that you want to add a box to. 2. Click the existing box that is located closest to where you want to add the new box. 3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow

under Add Shape, and then do one of the following:

If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a SmartArt graphic.

To insert a box at the same level as the selected box, click Add Shape After or Add Shape Before.

To insert a box one level above the selected box, click Add Shape Above.

The new box takes the position of the selected box, and the selected box and all of the boxes directly below it are each demoted one level.

To insert a box one level below the selected box, click Add Shape Below.

The new box is added after the other box at the same level. A Hierarchy Layout will look like this:

NOTE

For best results, use this option after you add all of

the boxes that you want.

Add boxes by Clicking on Add Shape in the Create

Graphic group. Remember to first click on a box

closest to where you want to insert a box,


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To add an assistant box, click Add Assistant.

The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level.

Add Assistant is available only for organization chart layouts. It is not available for hierarchy layouts, such as Hierarchy.

Delete a box To delete a box, click the border of the box you want to delete and then press DELETE. 1.3.2 Change the hierarchical structure of an organisational chart You can change the structure by clicking on any of the structures in the Layouts group in the Design tab.

You can change the colours or the structures by playing around with the different layouts and SmartArt Styles in the Design Tab. You can also make manual changes to your chart by using different fills and shape effects in the Format tab.

Class Activity 3: Create an organisational chart in a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

1.4 Create a chart / graph in a presentation To create a chart or graph in a presentation is pretty simple in PowerPoint. First you have to establish what type of chart/graph would represent the given data the best as an illustration. PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like Excel. To insert a chart:

1. Select the Insert tab, then click the Chart command in the Illustrations group.

2. A dialog box will appear. Select a category from the left pane, and review

the charts that appear in the right pane. 3. Select the desired chart, then click OK.


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4. A chart and a spreadsheet will appear. The data that appears in the spreadsheet

is placeholder source data you will replace with your own information. The source data is used to create the chart.

5. Enter data into the worksheet.

Example: Let’s take for example the given number of learners at Pemba School from 1990 to1993 for the grades 8,9 and 10.

GRADE 8 GRADE 9 GRADE 10

1990 45 45 38

1991 70 60 60

1992 64 65 60

1993 80 75 75

6. If necessary, click and drag the lower-right corner of the blue line to increase or

decrease the data range for rows and columns. Only the data enclosed by the blue lines will appear in the chart.

7. When you're done, click the X to close the spreadsheet.

8. The chart will be completed.


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You can edit the chart data at any time by selecting your chart and clicking the Edit Data command on the Design tab.

You can also click the Insert Chart command in a placeholder to insert a new chart.

Adding Titles Titles are essential when creating a graph or chart. Microsoft has made it easy to create Titles in different ways to fit the type you choose. 1. Click on the Chart. The frame will appear. Click on the frame to open the Chart Tools

bar. 2. There are two ways to create titles for your chart: 3. Click on Quick Layout in the Chart Layouts. Select a chart layout that you prefer. Select

a chart with titles. Edit the titles in your presentation. 4. Click the Layout tab under Chart Tools 5. Click the Chart Title icon in the Labels group to add or delete a title. 6. Click Axis Titles to add or delete vertical or horizontal titles. 7. Click Legend, Data Labels or Data Table to add or delete the information on a slide.

0

50

100

150

200

250

1990 1991 1992 1993

GRADE 10

GRADE 9

GRADE 8


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1.4.1 Change the chart type If, however, you want to put the emphasis on the changes to the number in each grade, a Line chart would be a better option. 1. Right-click anywhere in the chart and choose Change Chart

Type. 2. Select a Line chart of your choice.

The graph shows how each grade has increased and decreased in numbers from year to year. The emphasis is on each grade individually. 1.4.2 Change chart colours The display of the graph can enhance the appearance. PowerPoint has the built-in Design features that enable you to create beautiful presentations. 1. Select Design Tab and then choose a Theme in the Themes group. Right-click on the

selected theme and then choose how you want the theme to be applied.

If you like the theme, but want to change the colour scheme, Click on the Colours icon in the Themes group and select a combination.

2. You can change the colour of an individual line or column by

clicking once on one of the bars that you can’t to change. Selection handles will appear on all of the associated bars.

Right-click in any one of the selected bars.

Choose Format Data Series in the drop box.

Choose Fill in the Series Box

Select the type of fill and choose the colour. Example: We have chosen Solid fill and the colour red.

Select Close.

US 116930


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1.4.3 Resize the chart To resize a graph or chart, simply select the graph by clicking anywhere inside it. The frame will appear around it. Stretch or shrink the graph by clicking on the corners or sides and dragging the side in or out.

Class Activity 4: Create a chart / graph in a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook.

1.5 Manipulate images and objects in a presentation In the sections above we have seen that images and objects in a presentation can be manipulated. They can change colours, style or shape. 1.5.1 Copy images and objects When presenting, you may find that you have to refer to information that you have dealt with in earlier slides. You don’t have to run back to the slide physically. It takes time and does not give a professional image. Copy the slide and paste it where needed so that your presentation will flow automatically from one to the other. Copy a slide: If you want to create several slides with the same layout, you may find it easier to copy and paste a slide you've already created instead of starting with an empty slide.

1. Select the slide you want to copy in the Slide Navigation pane, then click the Copy command on the Home tab.

2. In the Slide Navigation pane, click just below a slide (or between two

slides) to choose a paste location. A horizontal insertion point will appear.

3. Click the Paste command on the Home tab.

4. The slide will appear in the selected location.


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Images and objects can be copied in one slide and pasted into another slide. In this example we are going to copy the right hand doll-image in slide 4 and place the copy in slide 6.

Click in the left-hand slides pane on slide 4 to activate it.

Click on the image to select. (If the image indicates that it consists of various individual shapes, it will be best to group the shapes to become one shape)

To group: Select all the shapes and then click the Group icon in the Arrange group in the Format tab.

Select the image by clicking on it, and copy the item (refer to steps above)

The image will now be placed on a ‘clipboard’ to be used when needed. (You can view the images on the clipboard by selecting the arrow in the corner of the Clipboard group in the Home tab)

Click on slide 6 in the left-hand slides pane to activate the slide.

Press CTRL + V (Paste) or click on the Paste icon in the Clipboard group, in the Home tab.

Resize the image to in with the slide.

Any object, picture, graph or even sections of objects can be copied and pasted where needed. Simply click on the desired image (If you need multiple images, press CTRL and click on the images) copy, open the destination slide, and paste. 1.5.2 Move images and objects To move an entire slide from one position in the presentation to another:


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Example: Move slide 3 to appear after slide 6 .

after There are two ways we can do this:

1. Dragging:

Select the slide that you want to move by clicking on it in the Slides view pane.

Click and drag the slide to the desired position. or

1. Cut and paste:

Select the slide that you want to move by clicking on it in the Slides view pane

Click on the cut icon in the Clipboard group in the Home tab or CTRL +X. The slide will disappear from the slides view pane. It will be sent to the Clipboard, awaiting an instruction.

Note that slide 4 has now moved to the slide 3 position, etc.

Position the pointer in the position between the slides where you want it to be.

Paste. (CTRL + V)

1.5.3 Delete images and objects To delete an image or object, simply select it and press DELETE.

If you realised that you have deleted a wrong image, simply press the undo button in the short-cut menu at the very top of your page in the left-hand corner or press CTRL + Z. The last function required will be undone. 1.6 Perform presentation tasks in compliance to laws, organisational policies, procedures and standards All organisations have policies and procedures that guide how decisions are made and how the work is done in that organisation. Well written policies and procedures increase


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organisational accountability and transparency and are fundamental to quality assurance and quality improvement programs. Even where policies and procedures are not written down they exist, guiding the decisions and determining how people who interact with the organisation are treated. The problem with unwritten policies and procedures is that they are not subject to the usual organisational reviews and accountability processes. In the absence of written policies and procedures, unacceptably different approaches which make the organisation inconsistent and inefficient can develop. There are a great number of laws of the country that you need to comply with, that could relate to any IT type of work, such as the following:

State Information Technology Agency Act (Act no. 88 of 1998)

Electronic Communications and Transactions Act (Act no. 25 of 2002)

SACSA/090/1(4) “Communication Security in the RSA”.

Protection of Information Act (Act no. 84 of 1982).

Constitution of the Republic of South Africa (no. 106 of 1996)

Copyright Act (Act no. 98 of 1978)

Electronic Communications and Transactions Act (no. 25 of 2002)

Communication –related information Act (Act no. 70 of 2002)

National Strategic Intelligence Act (Act no. 39 of 1994).

Provincial Asset management framework

National Archives of SA Act (Act no. 43 of 1996).

Minimum Information Security Standards (MISS).

Public Service Act (Act no. 103 of 1994).

Public Finance Management Act (no. 1 of 1999)

Control objectives for Information and related technology (COBIT)

Information Technology Infrastructure Library (ITIL)

ISO 17799

Promotion of Access to Information Act (no. 2 of 2000) You need to ensure that you work within the laws of South Africa, especially with regard to:

copyright,

privacy,

health and safety, and

consumer rights You need to also ensure that your work performance of the elements involved in presentations complies with any policies, procedures and requirements of the organisations involved, the ethical codes of relevant professional bodies and any relevant legislative and/or regulatory requirements. You also need to ensure that you comply to your organisational standards and procedures for the following when working with a computer / pc:

quality assurance,

documentation,

security,

communication,

health and safety, and

personal behaviour 1.6.1 Performing presentation tasks in compliance to normal cost and time Compliance is either a state of being in accordance with established guidelines, specifications, or legislation or the process of becoming so. Software, for example, may be developed in compliance with specifications created by some standards body, such as the Institute of


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Electrical and Electronics Engineers (IEEE), and may be distributed in compliance with the vendor's licensing agreement. In the legal system, compliance usually refers to behavior in accordance with legislation. Compliance in a regulatory context is a common business concern because of an increasing number of regulations and a lack of understanding about what is required for a company to be in compliance with new legislation. As compliance has become a concern of corporate management, corporations are turning to specialized software and consultancies to assist. When employees are requested to do presentations, you must ensure that they have the necessary knowledge, skill, capability and ability to carry out the given instructions. Companies developed performance standards that each employee is expected to practice while on duty. These behaviours and standards are should be incorporated as a measure of overall work performance but will also be used to measure task effectiveness. Companies must make it clear that all employees are expected to adhere to and practice the Standards of Performance. Here are some examples of performance standards Make a Positive Impression

Be clean and professional looking. Follow dress code at all times. Greet customers and co-workers with a smile. Offer to assist customers.

Respect and Caring Make sure that information is kept confidential. Listen to customers with empathy; be courteous and do not use jargon. Treat other employees as professionals deserving courtesy, honesty and respect. Welcome new employees.

Innovation Apologize for poor service, and fix what is in your control. Identify ways to solve problems. Offer suggestions. Follow up and follow through to get problems resolved. Take a personal interest in meeting the needs of the customers.

Dedication Take pride in the organization as if you own it. Accept the responsibilities of your job. Support your co-workers. Do no chastise or embarrass fellow employees. Participate in staff meetings and company events. Be an ambassador for the Company. Adhere to policies and procedures. Arrive to work on time. Do the right thing. Pick up litter and dispose of it properly.

Exceptional Service

Our job is to serve our customers and provide high quality service with care and courtesy.

Anticipate and exceed all customer expectations - "Go The Extra Mile." Demonstrate enthusiasm and a high degree of professionalism while performing your

job. Make a difference. Consider the safety and well-being of others in all actions.


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Invest in compliance. Auditing your reports, maintaining accurate and complete records, following a sound policy and training your staff is costly. But it may be less expensive than the alternative.

Class Activity 5: Manipulate images and objects in a presentation

Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

Module 2: Customise master slides in a presentation

After completing this module, the learner will be able to customise master slides in a presentation, by successfully completing the following:

Copy an item to a master slide

Change formatting Customise master slides in a presentation A slide master is the top slide in a hierarchy of slides that stores information about the theme and slide layouts of a presentation, including the background, colour, fonts, effects, placeholder sizes, and positioning. Every presentation contains at least one slide master. The key benefit to modifying and using slide masters is that you can make universal style changes to every slide in your presentation, including ones added later to the presentation. . When you use a slide master, you save time because you don't have to type the same information on more than one slide. The slide master especially comes in handy when you have extremely long presentations with lots of slides. Because slide masters affect the look of your entire presentation, when you create and edit a slide master or corresponding layouts, you work in Slide Master view.

Using Slide Master view Whether you're making significant changes to your slides or just a few small tweaks, Slide Master view can help you create a consistent, professional presentation without a lot of effort. You could use Slide Master view to change just about anything in your presentation, but here are some of its most common uses:

Modify backgrounds: Slide Master view makes it easy to customize the background for all of your slides at the same time. For example, you could add a watermark or logo to each slide in your presentation, or you could modify the background graphics of an existing PowerPoint theme.

Rearrange placeholders: If you find that you often rearrange the placeholders on each slide, you can save time by rearranging them in Slide Master view instead. When you adjust one of the layouts in Slide Master view, all of the slides with that layout will change.

Customize text formatting: Rather than changing the text color on each slide individually, you could use the Slide Master to change the text color on all slides at once.

Create unique slide layouts: If you want to create a presentation that looks different from regular PowerPoint themes, you could use Slide Master view to create your own layouts. Custom layouts can include your own background graphics and placeholders.


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2.1 Copy an item to a master slide If you want to change something on all slides of your presentation, you can edit the Slide Master. In our example, we'll add a logo to every slide.

1. Select the View tab, then click the Slide Master command.

2. The presentation will switch to Slide Master view, and the Slide Master tab will be

selected on the Ribbon. 3. In the left navigation pane, scroll up and select the first slide. This is the slide master.

4. Use the desired tabs on the Ribbon to make changes to the Slide Master. In our

example, we’ll insert a picture in the upper-left corner of the slide.

5. Move, resize, or delete other slide objects as needed. In our example, we'll resize

the background graphic to fit below our newly inserted logo.

6. When you’re finished, click the Close Master View command on the Slide Master tab.

7. The change will appear on all slides of the presentation.


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When you make a change to the Slide Master, it's a good idea to review your presentation to see how it affects each slide. You may find that some of your slides don't look exactly right. 2.2 Change the formatting in the master slides You can also customize the text formatting from Slide Master view, including the font, text size, colour, and alignment. For example, if you wanted to change the font for every title placeholder in your presentation, you could modify the master title style on the Slide Master.

Each title placeholder is connected to the master title style on the Slide Master. As you can see in the example below, modifying the font on the Slide Master changed the title font on each slide.

Rather than customizing individual placeholders, you could change the theme fonts for a presentation. From the Slide Master tab, click the Fonts command in the Background group, then select the desired fonts.


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2.2.1Change bullet’s and numbering in the master slide 1. Select the text box containing the bulleted text. 2. Click anywhere with the curser on the first line (1st level) text 3. Select the Home tab 4. Click the arrow to view the pull-down menu of the bullet’s in the Paragraph group.

5. Select a different bullet. 6. You may want to change the colour and size of the bullet. 7. You can create your own bullet by clicking on Customize. In the Font window, choose

Webdings or Windings for interesting bullet’s. You may search through any of the font styles for a desired bullet. Click on a picture of your choice and click OK.

8. The new bullet will be added to the selection. 9. When done with editing, click OK You can change all the levels by following the same steps as above. The bullets can be replaced by numbering if you wish.


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2.2.3 Change line and character spacing in the master slide 1. Select Paragraph group in the Home tab.

2. Click on the Line Spacing icon and then Line spacing options.

3. Click on Line Spacing and change the spacing between to the desired width. 4. Make the changes and click OKI

2.2.4 Change footers in the master slide You can change the header and footer placeholders by resizing, repositioning or reformatting the font, size, colour, case or spacing. . Placeholders are the boxes with dotted borders and appear on most slide layouts. They hold title and body text or objects such as charts, tables and pictures. You can use the Header and Footer dialog box to add text (such as your presentation’s title, the presenter’s name, a file name, company name, and more) to the bottom or top of one or more slides, handouts, or notes pages in your presentation.

1. On the Insert tab, in the Text group, click Header & Footer.

2. In the Header and Footer dialog box, on the Slide tab, select the Footer check box, and

then type the text that you want to appear in the center-bottom of the slide. 3. To keep the text in the footer from appearing on the title slide, select the Don't show on title

slide check box. 4. Do one of the following: 5. To display footer information on the selected slide only, click Apply. 6. To display footer information on all of the slides in your presentation, click Apply to All.

2.2.5 Change background in the master slide You can add various types of background to your presentation by using different methods. If you use of a Theme, it is advised to choose a theme before you start editing the master slide, because the theme overrides all prior changes made to the slides.

1. In Slide Master tab, go to Edit Theme and click on Themes. 2. Click on a suitable theme. 3. Change the colour scheme and Fonts to your liking.

You can add a colour background, texture or a picture to your presentation by adding a background style.

1. In Slide Master tab, go to Background and click on Background styles. 2. Click on a suitable background colour or choose Format Background. 3. Choose the type of fill you prefer then click Apply to All


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4. Click the Office button and then SAVE AS 5. Save the document file as a PowerPoint Presentation.

Class Activity 6: Customise master slides in a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

Module 3: Apply animation effects and transitions to a slide presentation

After completing this module, the learner will be able to apply animation effects and transitions to a slide presentation, by successfully completing the following:

Apply animation effects to the presentation

Add slide transition effects and timing to a presentation Apply animation effects and transitions to a slide presentation Animation is a wonderful method to provide additional emphasis or show your information in phases. You can add animation to slides or to individual shapes in your slides. For example, you can make a shape appear by flying in quickly from one side of your screen or slowly fade in. 3.1 Apply animation effects to the presentation To decide which animation works best with the layout for your presentation, view your work in the Text pane, since most animation starts at the top of the Text pane and moves down. The types of animations that are available depend on the layout that you choose. However, you can always animate all of the shapes at once or individually. The best way to animate, is to use the choices in the Animate list. If needed, you can customise an animation in the Custom Animation task pane. Animated items are noted on the slide by nonprinting numbered tags. These tags correspond to the animations in the Custom Animation list and are displayed to the side of your SmartArt graphic or slide. It only appears in Normal view with the Custom Animation task pane is displayed.

The four types of animations There are several animation affects you can choose from, and they are organized into four types:

Entrance: These control how the object enters the slide. For example, with the Bounce animation the object will "fall" onto the slide and then bounce several times.

TIP

Apply animation sparingly to prevent

obscuring your message or

overwhelming your audience.


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Emphasis: These animations occur while the object is on the slide, often triggered by a mouse click. For example, you can set an object to spin when you click the mouse.

Exit: These control how the object exits the slide. For example, with

the Fade animation the object will simply fade away.

Motion Paths: These are similar to Emphasis effects, except the object moves within

the slide along a predetermined path, like a circle.

3.1.1 Add animation to an object

1. Select the object you want to animate. 2. On the Animations tab, click the More drop-down arrow in the Animation group.

3. A drop-down menu of animation effects will appear. Select the desired effect.

4. The effect will apply to the object. The object will have a small number next to it to

show that it has an animation. In the Slide pane, a star symbol also will appear next to the slide.

At the bottom of the menu, you can access even more effects.


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To remove an animation

1. Select the small number located next to the animated object.

2. Press the Delete key. The animation will be deleted.

Effect options Some effects will have options you can change. For example, with the Fly In effect you can control which direction the object comes from. These options can be accessed from the Effect Options command in the Animation group.

From the Animation Pane, you can access the Effect Options dialog box, which contains more advanced options you can use to fine tune your animations. To open the Effect Options dialog box:

1. From the Animation Pane, select an effect. A drop-down arrow will appear next to the effect.

2. Click the drop-down arrow, then select Effect Options.

3. The Effect Options dialog box will appear. From here, you can add

various enhancements to the effect: o Sound: Adds a sound effect to the animation o After animation: Changes the colour or hides the object after the animation is

over o Animate text: Allows you to animate text all at once, one word at a time,

or one letter at a time


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Some effects have additional options you can change. These will vary depending on which effect you have selected. To change the effect timing:

1. From the Effect Options dialog box, select the Timing tab.

2. From here, you can add a delay before the effect starts, change the duration of the

effect, and control whether or not the effect repeats.

3.1.2 Apply multiple animation effects to a single object If you select a new animation from the menu in the Animation group, it will replace the object's current animation. However, you'll sometimes want to place more than one animation on an object, like an Entrance and an Exit effect. To do this, you'll need to use the Add Animation command, which will allow you to keep your current animations while adding new ones.

1. Select an object. 2. Click the Animations tab. 3. In the Advanced Animation group, click the Add Animation command to view the

available animations. 4. Select the desired animation effect.

5. If the object has more than one effect, it will have a different number for each effect.

The numbers indicate the order in which the effects will occur.


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3.1.3 View a list of animations currently on the slide Any animation effects you have applied will show up when you play the slide show. However, you can also quickly preview the animations for the current slide without viewing the slide show.

1. Navigate to the slide you want to preview. 2. From the Animations tab, click the Preview command. The animations for the current

slide will play.

3.1.4 Set the effect options, timing, or order for an animation The Animation Pane allows you to view and manage all of the effects that are on the current slide. You can modify and reorder effects directly from the Animation Pane, which is especially useful when you have several effects. To open the Animation Pane:

1. From the Animations tab, click the Animation Pane command.

2. The Animation Pane will open on the right side of the window. It will show all of the

effects for the current slide in the order in which they will appear.

If you have several animated objects, it may help to rename the objects before reordering them in the Animation Pane. You can rename them in the Selection Pane. To open the Selection Pane, click an object, then from the Format tab click Selection Pane. Double-click the name of an object to rename it.

To reorder effects from the Animation Pane:


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1. On the Animation Pane, click and drag an effect up or down.

2. The effects will reorder themselves.

To preview effects from the Animation Pane: 1. From the Animation Pane, click the Play button.

2. The effects for the current slide will play. On the right side of the Animation Pane, you

will be able to see a timeline that shows the progress through each effect.

If the timeline is not visible, click the drop-down arrow for an effect, then select Show Advanced Timeline.

To change an effect's start option: By default, an effect starts playing when you click the mouse during a slide show. If you have multiple effects, you will need to click multiple times to start each effect individually. However,


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by changing the start option for each effect, you can have effects that automatically play at the same time or one after the other.

1. From the Animation Pane, select an effect. A drop-down arrow will appear next to the effect.

2. Click the drop-down arrow. You will see three start options:

o Start on Click: This will start the effect when the mouse is clicked. o Start With Previous: This will start the effect at the same time as the previous

effect. o Start After Previous: This will start the effect when the previous effect ends.

3. Select the desired start option.

When you preview the animations, all of the effects will play through automatically. To test effects that are set to Start on Click, you will need to play the slide show. 3.1.4 Copy animations with the Animation Painter In some cases, you may want to apply the same effects to more than one object. You can do this by copying the effects from one object to another using the Animation Painter. In our example, we want text to appear on our banner shape, so we've added a text box on top of the banner. We'd like the text to appear using the same effects we used on the banner, so we'll use the Animation Painter to copy the effects from the banner to the text box.

1. Click the object that has the effects you want to copy. In our example, we'll click our banner shape.

2. From the Animations tab, click the Animation Painter command.


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3. Click the object you want to copy the effects to. The effects are applied to the object.

In our example, the effects from the shape are applied to the text box.

To see the final effect which includes all the slides, Select the Slide Show tab and then click From Beginning in the Start Slice Show group.

You can stop the slide show by pressing the escape (ESC) key. It will open the current slide in Normal mode. You can apply changes to the slide and then start the Slide Show again by clicking From Beginning or From Current Slide.

Class Activity 7: Apply animation effects to the presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

3.2 Add slide transition effects and timing to a presentation Slide transitions are motion effects that occur in Slide Show view when you move from one slide to the next during a presentation. You can control the speed, add sound, and even customize the properties of transition effects. 3.2.1 Add a transition to a slide Add transitions between slides Slide transitions are the animation-like effects that occur in Slide Show view when you move from one slide to the next. You can control the speed of each slide transition effect and you can also add sound.

There are three categories of unique transitions to choose from, all of which can be found on the Transitions tab:


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Subtle: These are the most basic types of transitions. They use simple animations to move between slides.

Exciting: These use more complex animations to transition between slides. While they're more visually interesting than Subtle transitions, adding too many can make your presentation look less professional. However, when used in moderation they can add a nice touch between important slides.

Dynamic Content: If you're transitioning between two slides that use similar slide layouts, dynamic transitions will move only the placeholders, not the slides themselves. When used correctly, dynamic transitions can help unify your slides and add a further level of polish to your presentation.

Add the same slide transition to all of the slides in your presentation 1. Select the desired slide from the Slide Navigation pane. This is the slide that will

appear after the transition.

2. Click the Transitions tab, then locate the Transition to This Slide group. By

default, None is applied to each slide. 3. Click the More drop-down arrow to display all transitions.


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4. Click a transition to apply it to the selected slide. This will automatically preview the transition.

You can use the Apply To All command in the Timing group to apply the same transition to all slides in your presentation. Keep in mind that this will modify any other transitions you've applied.

3.2.2 Set the timing for a transition You can rehearse your presentation to make sure that it fits within a certain time frame. While you rehearse, use the Slide Timing feature to record the time that you need to present each slide, and then use the recorded times to advance the slides automatically when you give your presentation to your actual audience. The Slide Timing feature is ideal for creating a self-running presentation.

Normally, in Slide Show view you would advance to the next slide by clicking your mouse or by pressing the spacebar or arrow keys on your keyboard. The Advance Slides settings in the Timing group allows the presentation to advance on its own and display each slide for a specific amount of time. This feature is especially useful for unattended presentations, such as those at a trade show booth. To advance slides automatically:

1. Select the slide you want to modify. 2. Locate the Timing group on the Transitions tab. Under Advance Slide, uncheck the

box next to On Mouse Click. 3. In the After field, enter the amount of time you want to display the slide. In this

example, we will advance the slide automatically after 1 minute and 15 seconds, or 01:15:00.

4. Select another slide and repeat the process until all the slides have the desired timing.

You can also click the Apply to All command to apply the same timing to all slides. Turn the recorded slide timings off before you give a presentation If you do not want the slides in your presentation to advance automatically by using the slide timings that you recorded, do the following to turn the slide timings off:

On the Slide Show tab, in the Set Up group, clear the Use Rehearsed Timings check box.

It is important to note that you must be prepared to start delivering your presentation

immediately after you complete step 1 below.



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3.2.3 Add sound to slide transitions To add sound:

1. Select the slide with the transition you want to modify. 2. Click the Sound drop-down menu in the Timing group. 3. Click a sound to apply it to the selected slide, then preview the transition to hear the sound.

Sounds are best used in moderation. Applying a sound between every slide could become overwhelming or even annoying to an audience when presenting your slide show. 3.2.4 Preview a transition You can preview the transition for a selected slide at any time using either of these two methods:

Click the Preview command on the Transitions tab.

Click the Play Animations command in the Slide Navigation pane.

Class Activity 8: Add slide transition effects and timing to a presentation Please follow the instructions from the facilitator to complete the formative activity in your Learner Workbook

Reflection Individually, complete the formative activity in your Learner Workbook

Facilitator Observation Checklist The facilitator will provide you with feedback about your participation during the class activities in your Learner Workbook

Summative Assessment You are required to complete a number of summative assessment activities in your Learner Portfolio of Evidence Guide. The Learner Portfolio of Evidence Guide will guide you as to what you are required to do:

Complete all the required administration documents and submit all the required documentation, such as a certified copy of your ID, a copy of your CV and relevant certificates of achievement:

Learner personal information form


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Pre-assessment preparation sheet

Assessment plan document

Declaration of authenticity form

Appeals procedure declaration form

Place your complete Learner Workbook (with the completed Class Activities) in the specified place in the Learner Portfolio of Evidence Guide.

Complete the summative assessment activities in your workplace:

Knowledge Questions Individually, complete this summative activity in your Learner Portfolio of Evidence Guide

Practical Activities Individually, complete this summative activity in your Learner Portfolio of Evidence Guide

Witness Testimony Individually, complete this summative activity in your Learner Portfolio of Evidence Guide

Logbook Individually, complete this summative activity in your Learner Portfolio of Evidence Guide

Once you have completed all the summative activities in your Learner Portfolio of Evidence Guide, complete the Assessment Activities Checklist to ensure that you have submitted all the required evidence for your portfolio, before submitting your portfolio for assessment. Glossary

Animations Animations allow you to have one line of text appear on the screen at a time, presenting the opportunity for you to pause and discuss each point. As the next line appears, the previous lines can be greyed out. This feature is available with printed presentations but is most effective (cost and impact) with electronic presentations.

Clip Art Clip Art is the collection of pictures available in the PowerPoint Clip Art gallery.

Master A Master contains formatting and design elements common to every slide in your presentation.

Object Any element that appears on a PowerPoint slide, such as clip art, text, drawings, charts, sounds, and video clips. You can refer to a clip art object, a text object, a title object, a drawing object, etc. An Object can be one of several things. Common objects include items that you create with the drawing tools and pictures that you import from other sources (such as scanned images).

Presentation The Presentation is the collection of slides.

Presentation File The file you save to disk that contains all the slides, speaker's notes, handouts, etc. that make up your presentation.

Slide An individual screen in a slide show.

Slide Show A Slide Show is the PowerPoint presentation given from a computer. This generally requires the use of a projection device such as a video-data projector or an overhead projector with an LCD (liquid crystal display). A series of slides displayed in sequence. A slide show can be controlled manually or automatically.

Template A Template contains slide default settings. These characteristics include colours, fonts, bullet types and special elements such as graphics.

Transition A Transition is the effect that takes place when you advance from one slide to the next. This feature is available only with Slide Shows. A special effect used to introduce a slide during a slide show. For example, you can fade in from black, or dissolve from one slide to another.

Wizard A Wizard is a step-by-step guide for completing a task

References and Further Reading

http://office.microsoft.com/en-us/powerpoint/

http://office.microsoft.com/en-za/powerpoint-help/change-or-remove-transitions-between-slides-HA010338372.aspx?CTT=5&origin=HA010336722

Screen shot(s) reprinted with permission from Microsoft Corporation.

http://office.microsoft.com/en-us/powerpoint/



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