Pr J Cirtc fril'~

Ml' ,rv,ul b~le onion!'

Sf'!' b .IC k CO VI' I

International Computer Driving License

• Module Six A practical course

Presentation in Windows 7 &
Authors Office 2010
Lorna Bainton
Alan Bo urke
Editor
Claire Rourke
module

Presentations
CO Blackrock Education Centre 2012

ISBN 978-0-9563141-7-8

Blackrock Education Centre, Kill Avenue, Dun Laoghaire, Co Dublin, Ireland.

Tel : (+353 1) 230 2709, Fax: (+353 1) 236 5044

E mail: [email protected]
Websites: wwwbecpublishing.com and www.blackrockec.le

First published 2012

All rights reserved . No part of this publication may be produced, stored in a retrieval system or transmitted
in any form or by any means without the prior written permission of the publisher, nor be otherwise circulated
in any form of binding or cover other than that in which 1t is published and without a similar condition being
imposed on any subsequent purchaser or user.

Microsoft• Windows•, Microsoft• Office• , Microsoft• Word • , Microsoft• Access• , Microsoft• Excel•, Microsoft•
PowerPoint•, Microsoft• Internet Explorer• and Microsoft• Outlook• are either registered trademarks or trademarks
of the Microsoft Corporation . The use of Win zip and the Winzip trademark is with the kind permission of
Winzip Computing Incorporated.

Other products mentioned in this manual may be registered trademarks or trademarks of the ir respective
companies or corporations.

The companies, organisations, products, the related people, their positions, names, addresses and other details
used for instructional purposes in this manual and its related support materials on the manual's support website
www.becpublishing.com are fictitious. No association with any real company, organisations, products
or people are intended nor should any be inferred.

Every effort has been made to ensure that this book contains accurate information.
However, Blackrock Education Centre, its agents and the authors shall not be liable for any loss or damage
suffered by readers as a result of any information contained herein.

CC.uu.r~JJ1
BEC Director
Proofreading
Pat Seaver
Claire Rourke
BEC Production Lorna Bointon
Carrie Fonseca
Line Drawings

Original Text Annette Bolger

Lorna Bointon
Text Design
Alan Bourke
Liz White
Adapted for Office 2 010
Cover Design
Lorna Bointon
Karolina Mosz
Editing and Formatting

Claire Rourke
Note to Reader

Learn Office 2010: The Definitive Guide to Windows 7 and Office 2010 has been wrilten
to enable the absolute beginner to arri ve at an understanding o f basic com puter app lications.
It has been written in clear English w ith step-by-s tep instructions to be easi ly understood as
either a sci f-study guide or for the tutor- led environment. I t is applicable for both desktop

PCs and laptops.

T he Before You Begin section, unique to the Blackrock Education Centre computer

manuals, has been w rillcn for those students who arc absolute beginners. It starts w ith the
basics of how to switch the computer on and o ff, it ex plains the usc of the mouse, the
taskbar, and introduces the student to the keyboard and the cursor. The student is then

introduced to the windows , the ribbon, settings and the Help function.

Each new topic is fully and carefully explored, complemented with numerous exercises for
student practice. Small amounts of additional information have been included to enhance the
students' understanding o f vcry important topics .

Particular attention is given to ensuring that the content o f the manual rcnccts the v iew on the
screen. T he manual has large-format A 4 pages and is fu lly illustrated w ith screen shots
throughout. The placing o f the graphics and text side by side make this an idea l training
manual.

T his manua l w ill usc Microsoft Outlook to teach the usc o f the e-mai l, w ith an opportunity to
practi se creating and sending an e-mai l. It wi ll also o ffer interactive website tra ining at
www.bccpubl ishing.com. There arc also FREE online resources ava ilab le to download from
the website.

T here is a fu ll glossary of computer terms in module 7.

IMPORTANT

In accordance with copyright

law, no part of this publication
may be photocopied or
reproduced in any form .
module
Presentations
MODULE GOALS ~ .......................................................................................................................................................... 7

INTRODUCTION ~Wh at is a Presentation? .................................................................................................... 7

SECTION 1 ~ Using the Application ... .................................................................................................... 8

1.1 Working w ith Presentations ............................................................................................ 8
1.2 Enhancing Product ivity......................................................................................................... 16

SECTION 2 ~ Developing a Presentation............................................................................................... 20

2.1 Presentation Views ............................................................................................................. 20
2.2 Slides .. .. ..... .... ..................................................................................................................... 22
2.3 Master Slides ... ..................................................................................................................... 34

SECTION 3 ~ Text ... .. .... .. .. ........................................................................................................................ ... 38

3.1 Hand ling Text .... .. ............................................................................................................... 38
3.2 Text Fo rmatting ... .. .................................................................................................. 42
3.3 Bullet and Number Lists ...................................................................................................... 46
3.4 Tables .. .. . .. .. .. . ....................................................................................................so

SECTION 4 ~ Charts ...................................................................................................................................... 52

4.1 Using Charts . .. ... ...... ......................................................................................................... 52
4.2 Orga nisation Charts.... ........................................................................................................ 57

SECTION 5 ~ Graphical Objects. .... . ........ .. .. ...... .......... .. ... .. ...................................................... 60

5. 1 Inserting and Manipu lating Graphical Objects .. ................................................... ..60
5.2 Drawn Objects.. .. .. .. ...... .. ..... ... ... ......... .............................................................. 65

SECTION 6 ~ Preparing Outputs .......... . ................................................................... 72

6.1 Preparation - Transitions and Animation ................................................................... 72
6.2 Checkin g and Delivery . .. ...... ..... .. ... .. ........................................................................... 76
Training for ICDL Modulo 6 ..,. Presentat ions

Module 6 Presentations requires the candidate to demonstrate competence in using presentation

software.

The ca ndidate shall be able to:

• Work with presentations and save them in different file format s
• Choose built-in options such as the Help function within the application to enhance productivity
• Understand different presentation views and when to use them, choose different slide layouts and
designs
• Enter, edit and format text in presentations. Recognize good practice in applying unique titles to
slides
• Choose, create and format charts to com municate information meaningfu lly
• Insert and edit pictures, images and drawn objects
• Apply animation and tran sition effects to presentations and check and correct presentation
content before finally printing and giving presentations.

Introduction

What is a Presentation?
A presentation is a set o f slides that display on screen in sequence and present information to an
audience. T he subject matter can be aimed at a specific group, i.e. age and ra nge of knowledge, or
be aimed at th e widest aud ience avai lable. Presentations arc crea ted using an application such as
M icrosof t PowcrPoint or similar so n ware package. A slide show can be presented by a speaker
or set to loop continuously. When presented by a speaker, the presentation can be projected on to a
whitcboard so that it is v isible to a large audience. 1\ presentation needs to be presented with
slides structured in a logical sequence.

0
• What 1s l'ow~r l>o u11 '? Audience
Aguide to PowerPoint • What is a prcscnl!ltion"l und
• Creating a slide ~ how A~<, , nulation

Unauthorised Photocopying is Unlawful 7

Module 6 • Presentations Training for ICDL

Using the Application

An app licalion refers to the son.warc package that is used to perform a task. The application that
wi ll be used for this training manual is Microso ft PowcrPoint 20 10. This is a comprehensive
presentations package, capable of creati ng slide shows wi th mu ltiple slides contain ing a variety of
media, such as images, animations and effects.

1.1. Working with Presentations

A presentation consists of a set of slides in an ordered sequence that arc all related to a specific
subject.

In this section, you will learn about the following:

Opening an existing presentation.
Closing a presentation.
Creating a new presentation.
Switching between open present ations.
Saving a presentation to a location on a drive and with a different name.
Saving a presentation in another format, such as rich text format, template, show, image file
format and version number.

1.1.1. Opening a Presentations Application (&.t 1 • )

PowcrPoint, the presentations application used in thi s module, wi ll ei ther be displayed as an icon
on th e desktop of your computer or found in th e Start menu.

To open PowcrPoint, do the following:

• Select the Start menu .
Select All Programs.
Select Microsoft Office.
Select Microsoft PowerPoint 2010.

All Programs All Progr1ms

.P
Start button

[JijL!:Jl Microsoft PowerPoint 20lO ]_

1
Select the Microsoft Office folder
and then Microsoft PowerPoint
20010

Alternatively, Microsoft PowerPoin t may be displayed as a shortcut icon

on th e desktop of your computer.
Right-click the icon and select Open from the shortcut
menu (or double-click to open).

8 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 IJJo Presentations

Microsoft Office PowerPoint 2010 opens.

-- -••..

Click to add titl e

C ck to odd .Jbtltle

..

The screen layout will display the following :

Q) The Quick Access Toolbar.
a> The File menu.
a> The ribbon .
Chck the File Homt
@) A new, blank slide. menu
1.4 Snt
1.1.2. Closing a Presentations Application .1 1 1.) l.tJ. Save As
To close PowcrPoint, do the following: ·Open

Select the File menu. ' Clost

Select Exit.
lnf~ ~
The PowerPoint program will close.
Recent

New
Alternatively , Select the Close X button in the
top-right corner of the title bar. j Pnnt

Close X button Save & Send

Help

Select Exit J Opltons

U E•ot

1.1.3. Opening a Presentation

To open an ex isting presentation, do the fo llow ing:
Open PowerPoint.
Select the File menu.
Select Open.
File menu J
The Open window opens.

Unauthorised Photocopying is Unlawful 9

Modulo 6 ~ Presentations Training for ICDL

Select the location of the file by clicking the Look in arrow and choosing a drive and/or folder.
Select the file.
Click Open. I Check the file locat1on 1n the Address Bar

l 1Pf

2 Select the file

1 Select the
drive and/or
folder in
which the
.v. . . .
.. Ptctures

file Is saved 3. Click Open

• Computw
COMPAQ((:)
...., FACTORYJMAGI • ,
~--------------~--
o.nt PJewnt.ttOns •)

Tool> • Coned ]

To display the Open window , press CTRL + 0 .

Opening Recent Presentations

Presentations, w hich have been opened recently , can be accessed more quickl y than by using the
Open option.

To view recently opened presenta ti ons, do the following:

Select the File menu .
• Select the required file from the Recent Presentations list.

lol ' -
w W..At
i.J O.rl'l
:lOU) p,, ,.nletoliW'I
My Ooci.JfMI"«s\Off~t , .IOl<ft.Updb.t IQUJ
.. ,.. U,.t.. M JOJO
(. '\l.kat\COf'I\P'<I Oo.ounvrCI\(Ifttu IOJCN.#pcta.d 1010
..
C/ ( lf\f

L
lnlo

Select a recently
opened file from
the Recent
Presentations list

To change the number of documents listed in Recent Presentations, do the following:

Select the File menu.
Select Options.
Select the Advanced command.

10 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 ..,. Presentations

• Scroll down to the Display section of the window.

• Enter the number of recent documents that should display in the File menu.

·-·
Gentrtl Enter the number of
Proolong
Show thiS number of Becrnt Documents 25~ recent documents
that should d1splay
Save 1.1 Show shortcut keys In Scrunnps in the File menu
f./] Show xertlcal ruler
Language
l Orsablt hllclwtre graphics acceltraUon
Advanced Qpen all documents usrng this votw The vrtw stved In the ltle

• Click OK.

1.1.4. Closing a Presentation ( 1 1 1.)

To close a presentation, do the foll owing:
• Select the File menu .
• Click Close.

If changes have been made to the file, a message will appear asking if you want to save
the file before closing.
• Click Save to save the file.
Click Don't Save to close the file without saving.
• Click Cancel to cancel the message and return to the presentation.

1.1 .5. Creating a New Presentation based on a Default Template ( 1.1.2.)

To create a new presentation, do the following:
• Select the File menu.
• Click New.
• Select Blank Presentation.
• Click Create.

Select New

.
...
A~•h..ht
·- -- --
TempiM" ..wl n..m..

Q .......
._
-
Q? ~.~1 ~ ~
""" ........ ,..._
........... MotMI'I~,.n

-·...
,....,,,.,...

2J
...... (<tltt~C~J~o•
..... ......
c...... - P.~tm·
,_..,....,... .......

Select Blank
Presentation

Unauthorised Photocopying Is Unlawful 11

Module 6 <1111 Presentations Training for ICDL

A new blank slide

appears with a
default slide layout
(Title Slide layout).

Click to add title

Click to add subtitle

1 1 6. Saving a Presentation to a Location on a Drive 1.1 3.)

To save a presentation for the first lime, do the following :
Select the File menu.
Select Save.
The Save As window opens.
Select the correct drive and/or folder from the Navigation Pane.
Enter a name in the File name box.
I Check the file location 1n
Click Save. the Address Bar

Documents library Anongt by. fold11 •

Omf
1 Choose a
dnve and/or t
tUmt
folder in which to
save the file
2. Enter a file name in the box
The default file name g1ven to a

I
presentation when saved lor the
..u l•bronts first time Is Presentatlon1 .
• Do<umtnts
jl Musoc
To h1de the flit JIOMt:l
Nav1gat1on Pane.
click Hide Folders.

0~
To d1splay folders Al:lhon Compaq l•!r· Add o tog 3 Click
agam. select
Save
Browse Folders
Hodt Foldtn Tool> •

~------~----- ~
Alternatively, click Save on the Quick Access Toolbar to save a file. ~

SWhen saving a presentation for the first time, clicking Save or Save As from the File
menu will result in the Save As window opening . Subsequent changes to a presentation
can be saved by selecting the Save option from the File menu. This will save the

l presentation with the same name and overwrite the original file.

The keyboard shortcut to save is CTRL + S .

I

12 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 IJJ> Presentations

1.1.7. Saving a Presentation under Another Name

To save an existing presentation with a different name, do the following :
Select the File menu.
Select the Save As menu option.
The Save As window opens.
Select the correct drive and/or folder from the Navigation Pane.
• Ensure that PowerPoint Presentation is displayed in the Save as type box.
• Enter a name in the File name box and click Save.

1.1.8. Saving a Presentation as Another File Type

A presentation can be saved in a variety of different fom1ats. ce the different formats listed below .
.
~ ...........
Presentation (.pptx) Windows Metafile (.wmf) Outline/rtf (.rtf)
Design Template (.potx) GIF (.gif)
PowerPolnt Show (.ppsx) JPEG (.jpg)
PNG (.png)
--
Rich Text Format
When a presentation is saved in Rich Text Format, it retains all its formatting features and saves
in a format that enables it to be opened and viewed in out line view. This format loses all the
graphical content that exists in the presentation.

To save the presentation in Rich Text Format, do the following:

Select the File menu and then select the Save As menu option.
The Save As windows opens.
Select the correct drive and /or folder from the Navigation Pane.
Enter a file name into the File name box and then click the Save as type arrow.
• Select Outline/RTF.
Click Save. File name: Windows Metafile

Save as type:

1 Select Outline/RTF
Template
A template contains standard content that wi ll appear on all slides in a presentation . 1\ template
can be used repeatedly with other presentations. This saves time and effo rt when creating a new
presentation. Templates arc saved with a potx file extension and, unless another location i s
specified, wi ll automatically save in the foll owing location:
C:\Uscrs\ user name \AppOata\Roaming\Microsofi\Tcmplatcs

To save a presentation as a template, do the following:

Select th e File menu and then select the Save As menu option.
The Save As windows opens.
• Click the Save as type arrow.
Select PowerPoint Template.
Enter a file name into the File name box.
Select the correct drive and/or folder from the Navigation Pane .
• Click Save.

Unauthorised Photocopying Is Unlawful 13

Module 6 ~ Presentations Training for ICDL

I Check the file location 1n the Address bar. The default

location for templates Is C:\Usersl user name
\AppDataiRoaming\Microsoft\Templates
r.~
~.. ~~~•.~~--~~,.~~~"F

2. Choose the
correct dnve/folder
• I~

o~~ Oot-ll•-
... ~- ...... ..
.. .......... a...,_,
c... -
-~·IU1
1~120111~
UA121'l01tn~l
,. .,_
ltpc

' -
lulolda
in which to save
the template
3 Enter a ftle name

1. Select PowerPolnt

To save a template in a previous version of Powt<Pomt PrtHntotoon

p.,..,Poont Mocro· ENI>I.td Pr~HMfloon
PowerPoint, select PowerPoint 97-2003 P~oont97 ·2001 Pr-ntwon
template (*pot). POf
llPSDo<urntnt
P""<rl>Otnt Ttmplflt
Powt<Potnt Mocro Enobltd Ttm l.ttt

Oflteelhtm«

Slide Show
A presentation saved in this format wi ll be displayed as a full screen slide show when opened.

To save a presentation as a slide show, do the following:

Click the File menu.
Select the Save As option .
The Save As windows opens.
Select the correct drive and/or folder from the Navigation Pane.
Enter a file name into the File name box.
Click the Save as type arrow. Select PowerPolnt Show
Select PowerPoint Show.
Off1ce Theme
Select the Save button. PowerPomt Show
PowerPomt Macro-Enabled Show

Image File Format

A presentation can be saved in a variety of image file formats, such as jpeg, gif, png and wmf.
A windows metafile (.wmf) image file is a drawn graphic made up of lines rather than picture
elements. This means that the picture does not distort when it is resized .
A bitmap image (such as jpg, gif or png), is a scanned or photographic image that is made up
of small dots (or picture elements called pixels).
To save a slide for use on the web, save in GIF, JPEG or PNG format.
Jpeg is an image format used in the compression of photographic images. This format is
suitable for on-screen display of low resolution photographs but unsuitable for high resolution
commercial printing. Gif is an image format used for simple graphics with solid colour and is
unsuitable for photographs. This format supports transparency and animation (non-
photographic) and is best suited to on-screen display.

14 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 .,. Presentations

To save a presentation in image file format, do the following:

• Select the File menu.
• Click Save As.
The Save As windows opens.
Select the correct drive and/or folder from the Navigation Pane.
• Enter a file name into the File name box.
GIF Graphocs lnt~rchang~ Format
• Click the Save as type arrow. JPEG Fol~ lnt~rchang~ Format
PNG Portabl~ Network Graphocs Format
• Select an image file TIFF Tag Image Fole Format
format from the menu Devoce lnd~pendent Botmap
(i.e. jpg, .gif, .wmf or png). Wondows Metafole
Enhanced Wondows Metafole
I
I Select an 1mage file format from tho
Click Save. Save as type drop-down menu
A confirmation window opens.
• To save only the current slide in
image file format, select Current Oo you want to export every slode 1nlhe presentabon or only the osrent llode?
Slide Only.
I ~ent Side Only I I
Version Number
Each version of PowerPoint has a different number. I f th e presentation needs to be opened and
viewed in a previous version of PowerPoint it can be saved wi th a different version number.

To check the version number of the software on your computer, do the following:
• Select the File menu and select Help .
• Read the information in the About Microsoft PowerPoint section of the window.

Tool1 for Worlcfng With Offlca About Mlcrooott Powetl'olnt

v.,.,on 1~.0 .61115000 (32· bot)
Optoon•
Add!bOoal ~mron •?d CrPYnght lofmmatron
Cu·~omozo II"'!Wg<. drtplly, lnd oth<t p<ogttm
1tt1mgs. Port of MI(!O\Oft Offoco Poof•noon.tl Plu• 2010
C 2010 M1< rOl>oft CorpOtotoon. All nght• rtstrved
tJ Exot
M!i•!!}9ft.! ~\1QD1Uf'ill runs! S>'J1l'IH1
Chrck for UpdotH Pooduct l!Hl160 018 0000106-~8310
Gtt the Ia tt t tr Wtll.tbl• fcH M•<h~St~rt
Mil.t!21!lf1 $oftwttC LKCOS$ I nrru
Ofloco.

Check the version - it should be Microsoft PowerPoint® 2010.

Click the File tab to close the menu.

To save the presentation wi th a di ffcrcnt version number, do the following:

Select the File menu.
Select the Save As menu command.
The Save As windows opens.
Select the correct drive and/or folder.
Enter a file name into the File name box.
• Click the Save as type arrow.
Select PowerPoint 97-2003 Presentation to save a copy of the presentation that is fully
compatible with PowerPoint 97-2003.
Click Save.

PowerPoml97-2003 IS
an earlier vers1on of tho
software

Unauthorised Photocopying Is Unlawful 15

Module 6 <II Presentations Training for ICDL

'8 PowerPoint 2010 does not support saving to PowerPoint 95 and earlier file formats. If
you convert your presentation to a 95 or earlier file format, some Office 2010
formatting features may be lost during the conversion.

1.1.9. Switching between Open Presentations 1.1 s)

Open presentations wi ll be displayed as tabs on the taskbar.

To switch between open presentations, do the following:

Select the View tab from the ribbon.
---,
I
In the Windows group, select the Switch Windows button.
A tick will display beside the file name of the currently active
presentation .
• Click another file name in the menu
to make that the active presentation. A tick beside the file name
indicates that 1t Is the active
presentation, currently
displayed on screen

Alternatively, open more than one presentation. The presentations will be displayed as tabs on
the taskbar at the bottom of the screen. When the mouse is hovered over a tab, a thumbnail
appears (not in Windows 7 Basic). Click a tab and then a thumbnail to open a presentation.

Tab and thumbnail on the

Wmdows 7 taskbar Thumbnails display
differently In W1ndows 7
Bas1c

To switch between open presentations, using the keyboard, hold down the AL T key
and press TAB .

1.2. Enhancing Productivity

Productivi ty can be increased by setting user preferences, such as adding a user name and/or
creating a default folder from which to open and in which to save all presentations. Usi ng the
llelp faci lity can also aid producti vity by providing tips and advice on how to usc the program
effectively.

In this section, you will learn about the following:

Setting user preferences.
Using available Help functions.
Using magnification/zoom tools.
Restoring and minimising the ribbon.

1.2.1 . Setting User Preferences

User preferences refer to the user name and the defau lt location of opened and saved fi les. These
can be changed as appropriate so that the user name is different or so that files can be opened or
saved in another location.

To set user preferences, do the following:

16 Unauthorised Photocopying Is Unlawful

Training for ICDL Modulo 6 Ill- Presentations

User Name
Select the File menu .
Select Options.
Select the General command.
In the Personalize your copy of Microsoft Office, position the cursor in the User name box
and delete the current user name.
Enter the new user name.
Click OK.

PowerPomt Opt10ns

G~neral

Prootmo

Savr
J Show hllnl Toolbar on selection
J Enable Lrvt Prmtw •
Adiancrd
Color schemr Sliver c:J
Enter or ed1t the Custom1u Ribbon ScreenTip stylr· Show future duwpt1ons In ScrrrnTips
Usor namo
Per.on.~~fut your copy of Mkrotell Olfo<t

!,!srr namr Compaq

Trust Crntrr
,, jnotiiiS: c

Default File Location

Select the File menu.
Select Options.
Select the Save tab.
In the Default File Location box, enter the required file location of opened and saved files.
Click OK.

P~omt Opttonl

Enter the file ~ cu-..tonlllt haw documenuer" sr ...u

location

\.a.t lllu '" lNs tOt liNt ftoVrf'ttPotnt "tunt•t•on .. EJ

'ol Sht !ut.lRtcO'rtf lnto,....t C>n MI'J' tO au'tUltt
I ltfO the a.n allt01.e1td vtwon K I dent wtthout \aVtng
AutofttU,.Ht hit toUihOn (: Uun\COf91P.tQ ,AppOiteiRO•~·no· MicrO lOft ~rPolnt ~
Otfeutf ftlt IOCtl iOI'\ CI'U•trt\Comp.tq Ooc.umtnl1\

1.2.2. Using the Help Function -

1 he llclp function is available 10 gi ve advice and help on aspects of the so f1warc that you arc
using. T his is use fu l when you arc trying to perfonn an action and don ' t know how to proceed
further. Just a!.k the I k ip function a specific question and then select a relevant topic for the
answer.

To usc the llelp functi on. do the following:

Select the Help button.
The PowerPoint Help window opens.
Browse through the categories.
Select a link to a relevant topic.
A further set of links will appear that correspond with the selected topic.

Unauthorised Photocopying is Unlawful 17

Module 6 ~ Presentations Training for ICDL

Select a relevant link to refine your search.

Read the information on the chosen topic.
Use the Back button to go back a step or the Home button to return to the first
window of PowerPoint Help.
.
m a

Select a link
tdrtf't!Wit""lf Wt•fOIOt ~
and read the
•'Nhlt•fl-
·-·.... ~u..rt•dMthP~ ~
Information on
the chosen

---
.
·~""'"""""''..,.. ·~ Mk~ top1c
.,,.~ • t..tt,.tt..tlrd..rJ!t
<••••.
...... t»w. ·~
.,.~"""'" ... • ,.... • ...wt'M.,..
J)ftW..

Browse
through the
. .,.....,....... ~ Wgot. . -.tt~(twtl ......
,~ JOWitl ..ct'llt\t ,~"" p«t

venous Help •Werl.ifiii..U.~

.......... Wl'llt ifti~,CI""'
......
I~• ~MI '11110 the rj)bon _, 'o.f'ffon: 2010

tOpiCS ·'W'Orb'lg.-.~

•
.....
O.,~antf..I1Yttlf'l9

Ut.ntMH~m
. ......,_
• 'lllot~•!ft9.nWoMM

·UWI'I9 ·~"
...,.
Add. rutr"'Ot and ~· tStMt

• Wcw l ~Mtti.,.,.,..IQI\ •wortlflt....._ ..~

• hlo"'fWII~fNMt'l WMINJ~,..._, ~.'htn oll\d hO• to \l::t " ' " • In PG-t,f'OinllOlO
andntoon~ .fwt11.M

Click Print to print a copy of the topic information.

You can also enter specific search cri teria into the Search box to loca te informati on on speci fi c
topics.

To enter search criteria, do the followi ng:

Enter a question 1n the Search box and click Search .
A list of topic links relating to the search criteria will appear. Click a link to view the topic
informat1on.

Enter the search Click Close X to close

words and click the Window when
Search f1n1shed

Sc,uch results for vcr~io n s

Click Next to move
A list of topocs through the pages
correspondmg to
e No
or click the page
the search cntena numbers
will be dosplayed Rt co~ .. , UnS..t'fed Vtr5tons m Offtct. :'010
1

Art• eft

Press the F1 key to d1splay the PowerPoint Help window.

1.2.3. Using Magnification (Zoom)

The magnification tool s arc used to /Oom in and out in a presentation.
\ ~
Zoom Fot to
To usc the maglficati on tools, do the fo llowing: Won dow
Zoom
Select the View tab from the ribbon .

18 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 IJil> Presentations

• In the Zoom group, click Zoom. Zoom f}

liiiil
The Zoom window opens. Zoom to
e f:ol e.ercent:
Select Fit to ensure that the slide will fit the window. jOO% %
Select an option button to change the view
Select a Zoom to
ophon button or use ZOO% "
percentage or use the scroll wheels to increase the scroll arrows to lOO%
rncrease or decrease ~%
or decrease the percentage in the Percent box.
the percentage ~%
Click OK. JJ%

Alternatively, using the Zoom bar at the bottom of the screen, select the Zoom Out button to
reduce the view. Select the Zoom In button to enlarge the view.
Alternatively, drag the slider towards the Zoom Out or Zoom In buttons to decrease/increase
the view.
Zoom Out

Fit slide to current window

1.2.4 Minimising and Restoring the Ribbon ~ 2 4 .)

The ribbon can be minimised and then restored as req uired. 0 Rultr
CJ Grtdhnu
To minimise or restore lhe ribbon, do the following: adrno
otw
Slodt Handout Notu
M11ttr Muttr Masttr 0 Guodtl

Add to Qutek Accus Toolbar

Minimising the Ribbon
tu•tomozt Quocl. A«tssloolbar...
Right-click the ribbon bar.
~how Qu11l Ace us Toolblf Btlow tht Robben
Select Minimize the Ribbon.
Cu•tomozr thr Bobbon ..
The ribbon is hidden and only the tab headers M•o•m•zt lht Robbon
are visible.

Restoring the Ribbon

Right-click the bar containing the tabs. "'4AM• a..w ...• f\.N'"'n T, • ...,.t i,An,
.tu>lomllt Qui< I Acctu Toolblf, .
Click Minimize the Ribbon (note how a tick ~how Quill Atctsl Toolbar Btlow lht Robben

~
is displayed beside the menu command to 1
indicate that it is active). Cu•tomrzt thr Bobbon-
J M•n•mozr lht Ribbon
~---------~

,n
Open PowerPornt and create a new presentation.

2 Save this presentation as sale rn the default presentatron format. ,.___j

3 Save another copy of the presentatron rn RTF/Outline format with the frlename sale RTF.
D
4 Reopen sale and practise switching between the two presentations. [ J
5 Zoom the sale presentatron to 80% and save. [1
6 Use the Help functron to find rnformatron on savrng a presentatron as a template
D
7 Close all presentatrons and exrt PowerPoint. []

Unauthorised Photocopying is Unlawful 19

Module 6 <1111 Presentations Training for ICDL

Developing a Presentation

A presentation i s developed in Normal View. When all slides have been added to th e presen tation
they can be viewed in Slide Sorter view, which wi ll display all slides as thumbnai ls, or v iewed as
outline display ing the titles on each sl ide. It is important that all slides have appropriate titl es so
that they arc distinguishable in outline view. ll also helps to have recognisable titles when
navigating a presentati on in Slide Show view.

2.1. Presentation Views

A presentation can be displayed in a variety of views: Normal, Slide Sorter, Slide Show and
Outline. Normal view is displayed as a single slide and is used to create and edit a ~ I ide, Slide
Sorter view disp lays miniature, thumbnails of all slides, making it easier to delete and move
slides, and Slide Show view is used to v iew the presentation as a slide show. Outline view
di ~pl ays the titles onl y, making it easier to view and move slides.

In this section, you will learn about the following:

Understanding the use of different presentation view modes.
Recogni sing good practice in using different titles for each slide to distinguish it in outline
view and when navigating in slide show view.
Changing the presentation view modes.

2.1 .1 View Modes

To change a presentation to Norma l, Slide Sorter or Reading v iew modes, do the fo llowing:
Select the View tab. In t•• 0• . r II on to .

Select a view mode, such as Normal , Slide

Sorter, Notes page or Reading View.
rlotts ~ldong Slodt Hand out Not u
P1gt Votw Ma,ttr M11ttr Muttr
PYuentatlon VI~ MUI'PtVIt>VJ

Normal View
Normal View enables the user to view an indi vidual slide. The
Jumble Sale
slide can be v iewed w ith different magnifica tion by zooming in
or out using the Zoom buttons at the bottom of the screen. T his
view enables editing and formatting to be carried out on a single
slide.

Slide Sorter View

Slide Sorter View enables the user to view all of the slides as thumbnails (mi niature slides). This
view is used to appl y effects or timing~ to all s lide~ . This view is also useful i f you want to move
slides to a different position.

Stalls
JumtlleSale . . . ...J Eartv &ord 8t'II IN
• C\ttto u
.,.. . .
.. ""'
"' ..........-c...
( 1· ,·
,· •.;i
""''('
·~ · ··

20 Unautho rised Photocopying Is Unlawful

Training for ICDL Module 6 Ill> Presentations

Slide Show View

Slide Show View enables the user to view all of the slides as a slide show. In this view, you can
navigate the slide show and pause or end th e slide show.

To navigate a slide show, do the following: I f) L!']

Select the Slide Show tab and choose to start the slide show From Beginning
or From Current Slide.
Right-click the slide and a sub-menu will appear displaying
l from from
Brgonnong Currrnt Shdr

options to move onto the next slide or enabling you to IJr•t

choose a specific slide.
To move to the next slide, click Next.
'-o to Skdt • J 1 Jumblt S.lt
To select a specific slide, click Go to Slide and choose a l stalls
slide from the list. s,utn 'hriJ lwd ..,o,•nt

To end the show, click End Show. PJilnttr Opt1on1 •

!:!rip

Outline View 1nd91ow

To select Outline view, do the following:

Selecting Normal from the View tab. )(

Click the Outline tab.

This view will only display the titles and text in each slide,
with no graphical content. This view makes it easier to
Sllturday 11til July 7008
see the slide content at a glance and to edit the content on Vollege Hell
each slide. It is also easier to move slides to a different
Stals
position using this view (more on moving slides later). · Books
• Oothes
l
The view mode of a presentation can also be changed • Shoes
quickly using the view buttons at the bottom right of the • HiltS
• Household Goods
screen.
-'T,'_. .
Normal Voew ---;-fl;l
..,

Slide Sorter Voew

Slide Show
c,g , J '"r'---voew
, '<:"',.....
Readong View
• Toys
• Broc·D br11c
Earty Bird Bargains
S!ru:ts ..u .DJll
Come e11rly and gr11b 11 bargain!

2.1.2. Slide Titles

It is good practice to usc differen t titles fo r each slide to distinguish them in Outline view and
when navigating a slide show. For example, the foll owing slides display bad practice and would
be hard to distinguish when navi gating a slide show.

Jumble Sale Jumble Sale Jumble Sale

Saturday
• Bool<l
•
•
Cloohet
Shoet
'~
Starts 12 am
• Ha11
11 July 2008 • Household Goode Come early and
Village Hall • TOY~~
grab a bargain!
• Bne a broe

·~·~=-
Wh en navigating these slides in a slide show, it would be
difficult to distinguish between each slide as they wou ld
appear with the same titl e.
, 2 tumblt Slit
:J Jumblt Salt
Pglnttt Opt•ons •
l!rlp

Lnd Show

Unauthorised Photocopying Is Unlawful 21

Module 6 ~ Presentations Training for ICDL

To ensure that each slide is easily distinguishable, usc appropriate titles for each slide.
Jumble Sale Stalls Early Bird Bargains

Saturday
11 July 2008
Village Hall
• Books
•
•
•
•
•
Clothes
Shoes
Hats
Household Goods
Toys
• Brie a brae
• Starts 12 am
Come early and
grab a bargain!

.~~"~
!lUI

.....---- When nav1gat1ng a slide show it1s

~toShdt / easier to 1dent1fy slides by the1r t1lles
1f they are relevant to each slide
2MIIIt
SJ,tttn
Pglnttr OptiOn\ ~

1 Open PowerPoint and then open the skills presentation

D
2 View the presentation in Slide Sorter View. D
3 View the presentation in Outline View .
D
View the presentation in Slide Show View and navtgate the show using the Go to
slide sub-menu: D
Go to slide 3.
4
Go to slide 5.
Go to last viewed slide
Go to next slide.

5 Pause the slide show.

D
6 Resume the show and go to slide 9
D
7 End the show
D
8 View the presentation 111 Standard VIew
D
9 Close the skills presentation.
D

2.2. Slides
Slides can be formatted with different slide layouts, background colour or design. Slides can be
copied and moved within and between presentations.

In this section, you will learn about the fo llowing:

Choosing different slide layouts for a slide.
Applying design templates to a presentation.
Changing the background colour on specific slide(s).
Adding a new slide with a specific slide layout.
Copying and moving slides in and between presentations.
Deleting slide(s).

22 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 ~ Presentations

2.2.1. Slide Layouts

The default slide layout in a new presentation is the Title Slide layout. This layout can be
changed depending on the type of slide layout required. For example, you may want to create a
slide to hold a title along with a graphic object, such as a picture or chart. l·or this you wo uld
select the Title and ontcnt slide layout.

To change the layout of a sl ide, do the fo llowing:

Select the Home tab from the ribbon.

~
• Select the Layout button .
Select the required slide layout to match its content.
,.,.ct·onHuorr
The slide layout will be applied to the selected slide.

L· · I
Two Contt nl (Ofr!P.t•••on frtle Ontr

[Jt -J[_ iJ
ltlf' ~ Contt,..t Wlth
b otlon
Ptthll t wtth
c,.pt ton

The default slide content for a slide in a new presentation

is the Title Slide. Subsequent new slides will be inserted
Ntw
with the Title and Content slide layou t, unless another ~lld t• ·~~~--~--~~
layout is chosen from the New Slide menu .

2.2.2. Applying a Theme (Design Template) € " ~-

A th eme is a slide or set of slides that has been formatted with background colour, layout and
theme fon ts, and then saved as a theme. This theme can be applied to another presentation so that
it displays the same formatting. In Office 20 I0, des igns can be applied to a presentation by usmg
a template that uses a customised theme. Themes can be customised to dtsplay dtfferent colours,
fon ts and effects and then saved as a custom theme or you can choose from various built-in
themes that arc available through the T hemes command in the Design tab.

Standard content. such as the t1tle, logo,

text and background formatllng are all
applied to the template - th1s template CERTIFICATE
can be used repeatedly w1th content.
such as name and date bemg added to Aw,ud for otJt ~ t<lndrnq tlc htt•vem c rlt 111 If
the slide as requ1red
. ' ' .
Awcu cl<:'d To ~ ~~
. ' '
. .
I
'
' l '
'.)

On tim Day

Themes have replaced design \ .-

templates used in previous I
'<I
versions of PowerPoint. .7 ~(.>;.·

, .,~r

Unauthorised Photocopying is Unlawful 23

Module 6 <Ill Presentations Trai ning for ICDL

Applying a Built-In Theme

To apply a theme to a presen tation, do the following :
Open the presentation.
Select the Design tab in the nbbon .
The Themes group displays the bu1lt-in themes available for use with the current presentation.
Move the mouse over a theme to see a preview of it applied to the current slide.

-. -
"""' ~.,_ . '[~ l r

These are bu1lt-1n themes wh1ch can Use the arrows to see
, ,.,.,.

be applied to your presentat1on more bu1lt-1n themes

move the mouse over a theme to see or to open the drop
how 11 will look when applied down menu

The Themes menu displays the theme that is applied to the current presentation. The built-in
themes are also displayed . More themes can be accessed by selecting Enable Content
Updates from Office.com.

-
liE ]

f n•hl• (Of!\~ •t l tl d t he .- Qtl U fOift...

"ow'• lor fli

~ ~
l Click Save
Current Thome
'-------
Select Browse for
Themes to find themes
or templates w1th a Select a bu1lt-m theme
to save a potx extens1on wh1ch
custom1sed are stored on your
theme on your computer

The default theme is the Office Theme.

Select a theme from the Built-in section of the menu.

Customising a Theme
The fonts, colours and lines/fi ll effects can all be changed to customi se a theme.

To customise an ex isting built-in theme, do the following:

Customise the theme by selecting formatting commands from the
Colors, Fonts and Effects menus. The theme colours and fonts are
ind1cated by the bar of colour and the lettering (Aa) on the Theme
command.
Aa
•• •••
24 Unauthorised Photocopying is Unlawful
Training for ICDL Module 6 ..,. Presentations

"• J C.mbrY

otthrU•'"'
AnOI
A, T_..,.._~·IMito

Of't111r ,.,.,'- 1
AnOI
As Arnl

.....
~ [A. lu< 1da <;,1n'
llott~ .V.tl~J•

Select a colour AtVftl

Aa\ ::~~
scheme or Create
New Thome
Colors
Aa c~~"'

~·~:;ec~ ;font scheme

1

or Create New
Theme Fonts

Click the Colors arrow.

The theme colours currently applied to this theme
are indicated by an outline around the menu command. Office
Gr1y1<ale
Aptx
The theme colours for
A1ptct
Aspect are highlighted
Civt(

Concourse

Theme colours consist or four text and background colours, !>ix accent co lours and two hyper! ink
colours.

To create a new theme colour, do the fo llowing:

Select the Colors arrow.
Click Create New Theme Colors.
-
The Create New Theme Colors window opens.
Choose the colours for the different elements of
the theme and then enter a name for the new
theme colour.
Click Save.
The theme currently applied to your
slide displays the new theme colours.
~ ..
-"-
t-

Choose
colours for the - GMool
different
elements of
the theme

Click the Colors arrow in the Theme group to see your ....
custom colour.
Lorna s colours
The new theme colours
n
are d1splayed m the
Colors menu w1th the
saved file name

To return all theme elements to the original theme

colours, select the Reset button and then Save.

Unauthorised Photocopying is Unlawful 25

Module 6 ~ Presentations Training for ICDL

To create New Theme Fonts, do th e foll owing:

Select the Fonts arrow.
Click Create New Theme Fonts.
Aptl
The theme fonts currently applied to this theme is Lucida Sans
highlighted in the menu. BookAntlqua

Aspecl
In th1s example, the Verd~ma
chosen theme uses verdana
Verdana theme fonts

To create new theme fonts, select the Fonts arrow and then click Create New Theme Fonts.
Choose the fonts for headings and body text and then enter a name for the new theme font.
Click the Save button.

Creal~ New Theme Fonu A preview of the

new theme fonts is
~adlno font: ~
prov1ded 1n the
sample box
Choose fonts {
for the head1ng c:J Heading
and body text IIOdy t~•t body t~"l body text.
Body te"l body t~xt
El Click Save

Enter a name -+----"

for the new
theme fonts

Click the Fonts arrow in the Theme

group to see your custom fonts.
The new theme fonts l01rw•IC1111
are displayed 1n the TwCenMT
Fonts menu w1th the TwCenMT
saved file name
llutllln

Theme effects consist of sets o f lines and fill effects. To apply an effect, click the Effects button
and then select an effect
The theme effects applied to the current
theme is highlighted in the menu.
Burtt In

Saving a Theme
More button
To save a customised theme, do the following:
In the Themes group on the ribbon, click the More button.
Select Save Current Theme.
The new theme will save in the Document Themes folder.

If you want to save the theme in a different locat ion, do the fo llowi ng:
Select a drive and/or folder in which to save the theme.
Enter a name in the File Name box.
The Save as type box will display the file extension associated with themes - Office Theme
(*.thmx).
Click Save.

26 Unauthorised Photocopying Is Unlawful

Training tor ICDL Module 6 ._ Presentations

Themes are automatically

saved m the Document
Thomes folder - th1s location
can be changed 1f reqwed
• Oo<unttftt,. 111"

·y-
h
J! M.,...
, ... , .... "
11\<Mo(.....
T...mf'lfftrU
Thfflw IOI:!U
CliO! '2011 11 \1
01 I lOIII I S1
C!!JOI11llllls.!
, ., _
IM , _ ,
IJ.I

Enter a file
name for the
new theme It Click Save
w111 save w1th a
thmx extens1on
unless you
change 1t

Applying a Saved Theme to a Presentation

To apply a theme that is stored on a drive on your computer, do the following:
On the Design lab, in the Themes group, click the More button.
Select Browse for Themes .
Select a drive and/or folder from the Navigation Pane.
Select the theme and then click Apply (or double-click the theme to apply it).
--~=n

Documents library
o~t•F~•

Choose the dnve

and/or folder ltbflfiCI

• Oo<utn~t'

J. MusiC
\_ Select the theme

... P•CIIIfOS
Chck Apply
.'1/odtoS

... Horn'llroup

Tool• •

Click the More button in the Themes group to see the

customised theme.

Click the All Themes arrow in the Themes menu to change

how you view the menu items. You can choose to see all
themes, including custom themes which you have applied, themes
only in the current presentation or built-in themes.

Unauthorised Photocopying is Unlawful 27

Module 6 ~ Presentations Training for ICDL

2.2.3. Background Colour E

T he background of a slide can consist o f solid colour, gradi ent co lour (using more than one colour),
texture or picture. Background co lour can be applied to one slide or all slides in a presentation.

To change th e background colour, do th e following:

On the Des ign tab, in the Background group, click the Background Styles arrow.
Select a colour from the menu or click Format Background to see the Format Background
window.
The Format Background window opens.
Click the Solid Fill option button.
Click the Color arrow.
Choose a colour from the menu ,
or click More Colors. Select Solid Fill to
apply solid
background colour

Click the Color

arrow and then
choose a colour

Click Moro
You can also apply Colors to see
gradient, texture or the colour
p1cture fill from this palette
wmdow

When More Colors is selected, the Colors window opens.

From the Standard tab, select shades of different colours or click the Custom tab to mix
colours together to create a custom colour.
Colon

Select a ... or mix colours

-
shade .. for a custom
shade

Click OK.
Click Close to apply the background colour to the
current slide only or click Apply to All to apply the
Close II App\y to All

background to all slides in the presentation.

To return the background to the original background colour, click the

Reset Background button before you click Close. Gradient, texture [ Reset ~oood I
and picture fills can all be applied from the Format Background window.

28 Unauthorised Photocopying is Unlawful

Training for ICDL Modulo 6 ..,. Presentations

2.2.4. Adding a New Slide

To add a new slide to a presentation, do the following:
Select the Home tab and then, from the Slides group, click the New Slide arrow.
Choose a slide layout to match the intended slide con tent.

The two most commonly used slide

layouts are Title Slide and Title and
Content

Title Slide prov1des placeholders (frames)

for a head1ng and a subheadmg , Title and
Content prov1des a Iitie frame and also a
frame to hold bullated text, tables.
spreadsheets and graph1cal data. such as
1mages and charts

Select the Tile Slide layout.

The slide layout provides a placeholder (frame) for the heading and also a placeholder to hold
a subtitle.
To add a title, click into the placeholder
and type the title text. Repeat this to
add a subtitle to the subtitle
placeholder
Click to add title
Chck 1n the Click to
add title placeholder Click to add subtitle
and type the Iitie text

Select the New Slide arrow and choose the Title and Content slide layout.
Add a title and then click into the second placeholder to add bulleted text or select one of the
content icons. Table, Chart.
SmartArt
When the mouse is moved over an icon, a tag appears,
describing its function. Picture. Clip
Art, Media
Double-click an icon to add content. Chp

Sta ll~
Chck to add a Iitie, e .g
Stalls, and then 611her chck
to add bullated text or
double-click the relevant • Click to add text
content 1con 1n the centre of
the slide to add a table,
chart, graphic, etc

Unauthorised Photocopying Is Unlawful 29

Module 6 <1111 Presentations Training for ICDL

Bullets
Bullets arc used to defin e lists of informati on.

To add bull ctcd text to a slide, do the following:

Click into the placeholder beside Click to add text.
Enter the text - this will be displayed with the Stal ls
default bullet style.
• Books
Press the Enter key to add another line of
text - this will also display with a bullet. • Clothes
• Shoes
Repeat to add further text to the bullated list. • Hats
• IIOUSf'hold Good~
• Toys
• BricaBr<~c

Tables
A table is used to display informati on in tabular format, i.e. in columns and rows. T he intersection
or a column and a row is ca lled a cell.
Insert Table
button
To add a table to a slide, do the following:
Click the Insert tab and then select the Table command. Select
Insert Table from the drop-down menu.
Alternatively, insert a slide with Title and Content layout and
double-click the lnsertTable icon.
Ntmbe' of tows:
The Insert Table window opens.
Select the number of columns/rows that are required.
Click OK.
The Table Tools contextual tab appears on the ribbon, holding the Design and layout tabs
which provide more tools for creating and formatting tables.
From the Design tab, and in the Table Styles group, click the More button.
Choose a table style.
Click the More
button

~~
----- ~=-~
~==~=
[
----- ~!'!'~!
-----
::::~ ::::: ----- -----
c:a= DIDDOD

Move the cursor over the

styles to see a tag.

Click the reqwed style to

apply it to the table

Enter text into the first cell of the table. Helpers

Press the Tab key on the keyboard to move
to the next cell.
Ml#yO'(Of'll .. •• ,.,..... "'. .'

~::::·
o..••,,.,.,..,. "'"'"'""""''

....
....... DIM!~ .... " ' ' '
c.. ,.~o.. -
lol'llll•••
Oy '"'at'~" ........
\.tilt

~~~: ....
30 Unauthorised Photocopying is Unlawful
Training for ICDL Module 6 Ill> Presentations

Pressing the Tab key at the end of the final row will insert a new row.
Press the Shift and Tab key to move to the previous cell in a table.

Charts
A chart is used to display information in graphica l format, i.e. in bars/columns or segments or lines.

To add a chart to a slide, do the following : lnsort Chart

From th e Insert tab, click the Insert Chart button on the ribbon. button

The Insert Chart window opens.

Select the type of chart that
you want
Column
(i.e. column, line, pie).
Click OK.
The window splits into two
~MJJMJ~tdM11J
sections;
one side d1splays the slide w1th
~ lMJ~~~JtJ
chart and the second side
displays ~~~~~
,..~

a spreadsheet. The information

that you enter into the
spreadsheet will create the
~kJ~k:JtJ[j~
chart.

Note how the contextual Chart Tools tab appears on the

ribbon, with Design, Layout and Formatting tabs
containing more tools for creating and formatting charts.

Add the data to the spreadsheet.

Click the Close X button in the
top right corner to close the
("
.....rt
II
(~o~~M.croscftP-oml

Pog< loyoul
. -- .
fGtmub1

I;•
o.to
- "'"roudtb<el

C.t ntr•l

....,
~·%
....
.4.
SfY'Itt
v-
... .
I!"' I
G) I
spreadsheet.

• The chart will display the data that was

Popularity of Items
entered in the spreadsheet.

.o.,,.,..
..,".
• toT<

a trtc•lr•

• Data labels and titles can be added to the chart (see sections 4.1.4 and 4.1.5).

Unauthorised Photocopying Is Unlawful 31

Module 6 • Presentations Training for ICDL

2.2.5. Copying and Moving Slides

Slides can be copied or moved within a presentation or between open presentations.

To copy and move slides, do the following :

In the Same Presentation

Select the View lab and then click Slide Sorter from the Presentatio n VIews group.
This view will display all of the slides in the presentation in thumbnail view.

To copy a slide, do the following:

Select the slide and then, from the Home tab, select Co py from the
Clipboard group.
Select the slide that appears before the required position and then
click Paste (slides will be pasted in position after the selected slide).
The duplicated slide will appear in the new position.

To move a slide, do the fo llowing:

Select the slide and then , from the Home tab, select Cut from the Clipboard group.
Select the sl1de that appears before the required position and then click Paste (slides will be
pasted in poSition after the selected slide).
The moved slide will appear in the new position.
Alternatively, use the Drag and Drop method of copying and moving slides by dragging the
slide to the new position using the mouse. As you drag the slide observe the black vertical line
that moves with it. This line should be placed in the required position before releasing the
mouse button. To copy, hold down the CTRL key whilst dragging to the new position.

Between Open Presentations

Open the required presentation files. Both files will be displayed as tabs on the taskbar at the
bottom of the screen .
Ensure that the presentation containing the slides to be copied, is the active presentation.
Select the View tab and then click Slide Sorter from the Presentation Views group.
This view will display all of the slides in the presentation in thumbnail view.

To COI>Y a slide, do the followin g:

Select the slide and then , from the Home tab, click Copy from the
Clipboard group. ttomt In)

Click the other presentation on the taskbar or select the View tab and
Switch Windows . Choose the other presentation from the list. Putt
~Format Pa•nttr
Ensure that you are viewing th1s presentation in Slide Sorter View. ' Cl "boord•
Click the mouse in the required poSition of the cop1ed slide (a vertical line
appears where you click) or click the slide that appears before the required posit1on.
From the Home tab , in the Clipboard group, click Paste.
• The slide will be duplicated in the selected position within the presentation.

To move a s lide to another presentation , do the following:

Select the slide and then , from the Home tab, click Cut from the Clipboar d group.
Click the other presentation on the taskbar or select the View tab and Switch Windows .
Choose the other presentation from the list.
Ensure that you are viewing this presentation in Slide Sorter View.

32 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 IJIJ> Presentations

Click the cursor in the required position of the copied slide (a vertical line appears where you
click) or click the slide that appears before the requi red position.
From the Home tab, in the Clipboard group, click Paste.
The slide will be moved to the selected position within the presentation.

If you want to copy or move more than one slide, select the first slide and then , holding
down the CTRL key, click the other slides to cop1ed/moved.
The keyboard shortcuts are CTRL + C to copy, CTRL + X to cut and CTRL + V to paste.
J
2 2.6. Deleting Slides
Selected slides can be deleted within a presentation when they arc no longer required.

To delete slides, do the fo llowing:

Select Slides in Normal view (or view slides in Slide Sorter View)
Right click the slide to be deleted and choose Delete Slide.
The selected slide will be deleted. ll
~ ,.,
C\11

;:===::::l11J. P~t,.()ptiOO•.

·-·--
....
You can also press the Delete key on the keyboard to delete a selected slide. ~

•1 Open PowerPoint and open a new presentat1on . []

.2
Ensure that the first slide has the Title Slide layout and enter the follow1ng t1tle
Jumble Sale 0
3
Enter the subtitle: Saturday 11th July 2008 on one line and Village Hall on a
separate line. D
•4 Create a new slide w1th the Title and Content slide layout and enter the title Stalls. []
Add the followmg bullated text to the slide .1
Books
Clothes
• Shoes
5 • Hats
• Household Goods
• Toys
• Brie a Brae

6 Create a new slide with Title Slide layout and the Iitie: Early Bird Bargains
ll
Enter the subt1t1e: Starts 12pm on one line and Come early and grab a bargain!
7
on a separate line.
Create a new slide with the Title and Content slide layout. Add the title: Helpers.
Create a table with 9 rows/2 columns. Add the data below into the table: 0
8 Jane Roberts Sales
Cla1re Brennan Sales
Mary O'Connell Refreshments

Unauthorised Photocopying is Unlawful 33

Module 6 ~ Presentations Training for ICDL

Bill Tyler Park1ng

Jack Mason Park1ng
De1rdre Brown Refreshments
Carne Bourne Sales
Dylan Jones Sales
Cerys Hughes Sales

9 Create a new slide with Title Slide layout and the IItie: Popularity of Items. CJ
Create a p1e chart with the following data:
D
Clothes 10
Toys 5
10 Shoes 3
Bnc a Brae 8
Books 10
Household Goods 6

11 Apply the des1gn template called blue.potx to the presentation

n
12 Change the background of slide 5 to a light blue solid colour D
13 Copy slide 2 so that the duplicate slide appears before slide 5 (the chart). D
14 Move slide 4 so that it is the last slide in the presentation.
0
15
Delete the duplicated slide (now slide 4 ). Save the presentation and keep open for
the next step.
[]
16 Open a new presentation and copy slides 2 and 5 into 11.
0
17 Save this presentat1on as manage and close
D
18 Save the presentat1on as Jumble Sale.pptx and close 11.
D

2.3. Master Slides

To ensure con sistency throughout your presentation it is adv isable to create a master slide to
contain standard content and formatting. A presentation can be produced by creating indiv idual
slides and applying formatting directly on to each slide. This can be time consum ing if the
presentation contains numerous slides and a more time effective method i s to app ly formatting and
standard slide content once to a master slide.

In this section, you will learn about the following:

Inserting a graphical object (picture, image, drawn object) onto a master slide.
Removing a graphical object from the master slide.
Entering text into the footer of specific slides and all slides in the presentation.
Applying automatic slide numbering.
Applying an automatically updated date and a non updating date into the footer of specific
slides and all slides in a presentation.

34 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 .,. Presentatio ns

2.3.1. Creating a Master Slide

To create a master slide, do the fo llowing:
Select the View tab and then, in the Master Views group, click the
Slide Master button.
The master slide opens.

2.3.2. Inserting a Graphical Object into a Master Slide

A graphical object refers to a picture, image or drawn object If inserted on to a master slide, the
graph ica l object wi ll appear on all slides based on the sl ide master.

To insert a graphical object onto the master slide, do the following :

. +I
Ensure that Slide Master view is selected.
• Select the Insert tab. Plcturt Clip S<rer nshot Photo
Art Album·
From the Images group, click Picture.
1ma9n

The Insert Picture

window opens.

* ,.......
•

-
Dt1Hop

,,.... ,..,..

• VMI<ol

Choose a drive and/or folder from the Navigation Pane.

Select the picture file.
Click Insert.
Drag th e picture to the required position on the slide.

Resizing a Graphical Object

The picture or drawn object may need to be rcsi:.red so that it docs not overlap text or other items
on th e slide. It is important that the ori ginal proportions of the object arc maintained wh il st
resi/ing.

To rcsi/e a graphical object, do the fo llowing:

Select the object - the object is surrounded by resizi ng handles.
Position the mouse arrow over a corner handle (resizing from a
corner handle will maintain the original proportions) and then drag
in the required direction to either 1ncrease or decrease the size of
the object. Resize handles

Unauthorised Photocopying IS Unlawful 35

Module 6 ~ Presentations Training for ICDL

2.3. 3. Removing a Graphical Object from a Master Slide (

Removing an object from the master slide wi ll also remove it from any slides that arc based on the
slide master.

To remove a graphical object from the master slide, do the fo llowing:

Open the Master Slide. Select the graphical object.
Press the Delete key on the keyboard.

2.3.4. Inserting a Footer

A footer is an item of data that appears at the bottom of each slide that is based on the master
slide. A footer may consist of a company name, the presenter's name or subject specific title.

To insert a footer on the master slide, do the following:

Ensure that Slide Master View is selected .
From the Insert tab, and the Text group, Tttrt Hudtr WordArt Oalt Slillt Objtct
select Header & Footer. Bo• & foottr & T1mt Numbtr
Ttttt
The Header and Footer window opens.

Select Apply to All

to apply the footer
to all slides

Select Apply to
apply the footer
to the current
slide only

Enter the footer text

~
: . . . . . . . . . . 11

---
·:::::::::.;·
[ ........;
:

Click the Footer checkbox to add a tick.

Enter the text that you want to appear in the footer of each slide.
Ensure that the Don't show on title slide tick box is unchecked if you want the footer to
appear on all slides, regardless of slide layout.
Select Apply to All to apply the footer to all slides in the presentation or Apply to apply the
footer to only the current slide.

2.3.5. Inserting Automatic Fields (E -- - •

Automatic fields arc items, such as dates and slide numbers, that update automatically. Some
fields, such as fixed dates, do not update.

To insert an automatic field on the master slide, do the following:

Slide Numbering
Ensure that Slide Master View is selected.
From the Insert tab, and the Text group, select Slide Number.
Select the Slide Number checkbox (to add a tick in the box).
Ensure that the Don't show on title slide tick box is unchecked if you want the slide numbers
to appear on all slides, regardless of slide layout.
Select Apply to All to apply the slide number to all slides in the presentation or Apply to apply
a slide number to only the current slide.

36 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 ~ Presentations

Automatically Updated Dates

Ensure that Slide Mast er View is selected .
From the Insert tab, and the Text group, select Dat e & Time.
• Select the Dat e and Time checkbox (to add a tick in the box).
The Update automatically option button should be selected by default.
Choose a date format from the drop-down
[tJ Q&e and tme
list.
G) IJpcU!te automat1caAy
• Choose a language by selecting the
[21/07/2008 --~
Language arrow and choosing from
the list.
Ensure that the Don't s how on title t=:c::~)
slide tick box is unchecked if you
Select a date format and language
want the footer to appear on all slides,
regardless of slide layout.
Select Apply to All to apply an automatically updating date field to all slides in the
presentation or Apply to apply a date to the current slide only.

Fixed Dates
• Ensure that Slide Master View is selected.
From the Insert tab, and the Text group, select Dat e & Time.
Select the Date and Time checkbox (to add a tick in the box).
Choose a date format from the drop-down list.
• Choose a language by selecting the Language arrow and choosing from the list.
Select the Fixed option button. This ensures that the
date is fixed and will not update when the presentation
is reopened on another date.
Ensure that the Don't s how on title slide tick box is unchecked if you want the footer to
appear on all slides, regardless of slide layout.
Select Apply to All to apply an automatically updating date field to all slides in the
presentation or Apply to apply a date to the current slide only.

2.3.6. Closing the Slide Master

To close the Slide Master, do the fo llowing:
Clost
From the Slide Mast er tab, click the Close Master View button. Mafltr llltW

Ensure that the presentation is saved .

1 Open the Jumble sa le presentation.

D
2
Open the master slide and insert the 1mage shop.gif. Pos1tion th1s 1mage 1n the top right
corner of the slide. To ensure that it Will not obscure or overlap any other slide items, D
resize the image.

3 Insert a footer that will appear on every slide in the presentation with your name.
0
4 Insert an automatically updating date to appear on every slide.
J
5 Insert slide numbers to appear on every slide in the presentation. []
6 Close the master slide and save the presentation With the same name.
D
7 Close all open presentations.
D
Unauthorised Photocopying is Unlawful 37
Modulo 6 ~ Presentations Training for ICDL

Text

Wh en entering tex t into a presentation, it is good practi ce to usc short concise phrases, bullet
points and numbered lists to display data. Bu lleted and numbered lists can be inden ted and line
spacing altered to enhance clarity. Text can be entered and edited w ithin a placeholder (frame) in
either standard or outline view. Editing text consists of deleting, adding and amending tex t. I f you
make a mistak e whil st entering or editing text, the undo/redo functions enable the user to undo or
redo a previous action. Text entered into a placeholder, as a bu lleted/numbered list or a table, can
be formatted to display w ith different fonts, sizes, co lour and sty les and in di fferen t alignments,
such as left, right and centre. Tables can be further formatted and edited to insert and delete rows
and columns and modify row/column height and w idth . Text can be copied or moved w ithin and
between presentations.

3.1. Handling Text

A presentati on should contain short concise sentences or tex t broken down into bullctcd or
numbered lists. A presentati on contai ning too much text may appear too busy and lose the
attention of the audience. Large amounts of information should be summarised into brief
sentences or bulleted lists for the benefit of the audience.

In this section, you wi ll learn about the following :

Recognising good practice in creating slide content: using short concise phrases, bullet
points
and numbered lists.
• Entering text into a p laceholder in standard and outline view.
Editing text in a presentation.
Copying and moving text within and bet ween presentations.
Deleting text.
• Using the undo and redo commands.

3.1.1. Slide Content (6. 1 • 1 l

Slide content may consist o f tex t entered directly into a placeholder, in the form of titles, subtitles,
phrases, bulleted or numbered lists, or entered into a table. T he most important point to remember
is that slide content should enable an audience to v iew and understand the information 'at a
glance' without the need for read ing large amounts of tex t. Text may be entered in Normal V iew
in either Standard (Slide) or Outline View.

3.1.2. Entering Text in Standard View (6 1 )

Tex t may be entered in Standard View (Sl ide View). This view enables the user to sec each slide
indi vidually.

To enter tex t in Standard Vi ew, do th e following:

Select the View tab and then , from the Presentation View s group,
select Normal.
Shdes
Ensure that the Slides tab is selected.
Enter text into the relevant placeholder (frame to hold title or subtitle or bullated lists).

38 Unauthorised Photocopying Is Unlawful

Training for ICDL Modulo 6 IJII> Presentations

3.1.3. Entering Text in Outline View

Outline View gives an overview of all slides in the presentation and enables the user to sec the
titles, subtitles and text wt thin each slide, without viewing the graphical content. This makes it
easier to edit slide content.

To enter text in Outl ine View, do the following:

Select the Outline tab. .__S_Id--'· Outhne )

Existing slides will appear in the left hand pane, displaying text only.
• Click the mouse where you want to start typing and enter r----;~-"""'i-----x,
the required text.
Seturdoy ulh July 2008
Vlfl11ge Hill ~

3.1.4. Editing Text in a Presentation (t 1 ... ) Stals

·Books
Text can be edited wilhin Standard or Outline View. • Clothes
• Shoes

To edit text, do the fo llowing:

Position the cursor within the placeholder and then make the necessary adjustments.
In the example on the right, the text is edited to Outlont
include the town in the second line of the subtitle
text. Sllturdey 11"' July 2008
Vlflllije Hilll, BBrton-on the
Wolct
3.1.5. Selecting Text
Text must be selected before it can be formatted, copied, cut or deleted. Multiple items of text can
be selected, whether adjacent or non-adjacent.

To select text, do the following:

Single Item of Text

Position the cursor in front of the text and, holding down the left
mouse button, drag to highlight the text. The text will display
o--------
Books
1
I
highlighted in grey/blue. 1 Clothes
I
Alternatively, position the cursor in the text to be selected and
double-click the left mouse button.

Multiple Adjacent Items of Text

Select the first item of text and then drag to highlight further items of text on the slide.

Multiple Non-Adjacent Items of Text o---------

1Books
I
Select the first item of text and then, holding down the CTRL key, select 1 Clothes
further items of text on the slide. I
I Sh~
I

"6 ! Press CTRL + A to select all items within the selected placeholder.
note Press CTRL, SHIFT + END to select all items from the current cursor position.
l Hold down the SHIFT key and then press a directional arrow to select to the right, left, up
or down.

Unauthorised Photocopying is Unlawful 39

Module 6 ~ Presentations Training for ICDL

You can also select a placeholder to format or copy/move the text within it. This
method will select all of the text existing within the placeholder. To select a
placeholder, click it.

Alternatively, select the Home tab and then the Select command from the Editing
group. Select Selection Pane and then click the relevant placeholder from the task pane .

To select all items on a slide, click the Select

command and then click Select All. ~Select . 1
[~Q. Select 811
[ Select QbJects
~ Selection fane ...

3.1 6. Copying and Moving Text

Text can be copied or moved within a presentation in Standard or Outline View. ll can also be
copied or moved between open presentations.

In the Same Presentation

Select the View tab and then click Normal from th e Presentation Views group.
Text can be copied or moved using either Standard or Outline View.

To copy text, do the fol lowing:

Select the text to be copied and then, from the Home tab, click Copy
from the Clipboard group.
Select the destination slide (the slide to which the text is being copied)
and then position the cursor where the duplicated text is to display. :1 Format P1onltr
Click Paste. Cl pboard

The duplicated text w1ll appear in the new position

To move text, do the fo llowing:

Select the text to be copied and th en, from the Home tab, click Copy followed by Cut from the
Clipboard group.
Select the destination slide {the slide to which the text is being copied) and then position the
cursor where the duplicated text is to display.
Click Paste.
The moved text will appear in the new position.
Alternatively, use the Drag and Drop method of copying and moving text by dragging the text
to the new position using the mouse (in Standard View if copying or moving within the same
slide or Outline View if copying/moving between slides in the same presentation). As you drag
the text observe the vertical line that moves with it. This line should be placed in the required
posit1on before releasing the mouse button . To copy, hold down the CTRL key whilst dragging
to the new position.

Between Open Presentations

Open the required presentation files. Both files will be displayed as tabs on the taskbar at the
bottom of the screen .
Ensure that the presentation containing the text to be copied is the active presentation.

40 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 Ill- Presentations

To copy text, do the following:

Select the text and then, from the Home tab, click Copy from the Hom< lnu
Clipboard group.
Click the other presentation on the taskbar or select the View tab and
Switch Windows. Choose the other presentation from the list. :/Format Parnt<r
Open the required slide in either Standard or Outline View. a pboard
Click the mouse in the required position within the slide.
From the Home tab, in the Clipboard group, click Paste.
• The text will be duplicated in the selected slide within the presentation.

To move text, do the fo llowing:

Select the text and then , from the Home tab, click Copy followed by Cut from the Clipboard
group.
Click the other presentation on the taskbar or select the View tab and Switch Windows.
Choose the other presentation from the list. Jnu
Open the requ1red slide 1n either Standard or Outline View.
Click the mouse in the required position within the slide.
Pa1lt
From the Home tab, in the Clipboard group, click Paste. :/format Painter
Clipboard
The text will be duplicated in the selected slide within the presentation.

If you want to copy or move more than one item of text, select the first item of text and
then , holding down the CTRL key, click the other items of text to be copied or moved .
Press CTRL + C to copy, CTRL + X to cut and CTRL + V to paste.
L

3.1.7 Deleting Text

Text can be deleted in either Standard or Outline View.

To delete text, do the following :

Select the text to be deleted and then press the Delete key on the keyboard.

To delete one character at a time.

Position the cursor in front of the character(s) to be deleted and press the Delete key
(alternatively, position cursor behind the character(s) to be deleted and press the Backspace
key on the keyboard).

To delete whole words without selecting text.

Position the cursor in front of the word to be deleted and then, holding down the CTRL key,
press Delete (or position cursor behind the word to be deleted and use CTRL + Backspace).

3.1.8 Undoing and Redoing

I f a mistake is made when entering, editing or deleting text, it can be corrected by using the undo
button. To redo the action, the redo bullon can be used.

To usc undo and redo, do the following :

Undo Redo
To undo an action, click the Undo button from the Quick
Access Toolbar.
\ r
lit)·~
To redo an action , click the Redo button from the Quick
Access Toolbar. L Arrowto
drsplay
hst of
actrons

Unauthorised Photocopying Is Unlawful 41

Module 6 ~ Presentations Training for ICDL

To sec a list of actions that have been made recently, do the fo llowing:
C lick the arrow and select an action from the list.
Any actions that were completed before the selected action will also be undone.

The Redo button displays as a repeat button, until the Undo button is utilised. When the
Undo button is u sed, the Redo button becomes active.

The Redo button displays

Select the Undo arrow to
as the Repeat button until
see a list of actions
the Undo command is used

---------
Press CTRL + Z to undo and CTRL + Y to redo.

1
Open the Jumble sale presentation and edit slide 1 by adding the name of the village
Barton-on-the-Wold after the text Village Hall. 0
2
Move the text Come early and grab a bargain from slide 3 to slide 1 so that it appears
beneath the existing subtitle text. D
3 Open the presentation called manage and create a new slide with the Title Slide layout,
with the title Details. D
Switch to the Jumble sale presentation. Copy the text Saturday 11 1h July 2008 from
4 slide 1 of the sale presentation and paste it into slide 1 of the manage presentation so D
that it appears beneath the t1tle.

5
Switch to the Jumble sale presentation. Copy the text Starts 12am from slide 3 so that it
appears beneath the existing subtitle text on slide 1 of the manage presentation. Save D
the manage presentation and close.

6 On slide 2 delete the text Brie a Brae from the bullated list.
D
7 Practise using the Undo command to return the text Brie a Brae to the bullated list.
D
8 Save and close the Jumble sale presentation. D

3.2. Text Formatting

Text formatting includes fonts, sizes, styles, co lours, case and alignment. It is good practice to
have consistent fonts and styles th roughout a presentation; too many di ffercnt formatting features,
such as fonts, sizes and colours can detract from the presentation and appear unprofessional.

In this section, you w ill learn about the fo llowing:

Changing text formatting: font sizes and font types.
Applying text fo rmatting : b old, italic, underline and shad ow.
Applying different colo urs t o t ext.
App lying case changes to t ext.
Aligning t ext: left, centre and right in a text frame.

42 Unauthorised Photocopying Is Unlawful

Training for ICOL Module 6 ... Presentations

3.2.1. Font Types

Font types determine how the type face displays. Fonts can be serif or sans serif A serif font is a
font with 'tai ls' on the character.

Times New Roman This is a serif font the ' tail s' arc most
apparent on the T and theN.

A sans serif font is a plain unadorned font without ' tail s' on the character.

This is a sans serif font - this font is

ARIAL plain and without 'tails'.

There arc many serif and sans scrif fonts avai !able for usc.

To apply font types, do the following: The font arrow

Select the text to be changed.

1~fonb

From the Home tab, click the Font arrow in the Font group. 't I •llbrl

Choose a font from the list. l't CJIIbrl

Alfonh

0 A# bo Culoo ""'

I
As the mouse is hovered over the font types, the selected ~ :;;N~P.S•Ll
text displays the font type. Click to make the selection.
't AL6fJUAN
't Anal

3.2.2. Font Sizes

Font si/cs determine how big or smal l the text appears and should vary for different slide
clements. ror example, titles should be disp layed in a larger font si.t.c than subtitles which, in
turn, shou ld be a larger fon t size than bul lctcd list text or phrases. Font sizes should be consisten t
throughout the presentation to enhance clarity and provide a professional appearance, i.e. all titles
shou ld be the same si1e.

To change the font size, do the fo llowing:

Select the text to be changed.
8
From the Home tab, click the Size arrow in the Font group. 9
Choose a size from the list. 10
10.5
As the mouse is hovered over the sizes, the highlighted text displays
the currently selected size. Click to make the selection.

3.2.3. Font Styles

Font styles can be used to enhance speci fi c items of text within a slide. For example, yo u may
wish to make a certain word stand out by making it bold, underlining it, or applying italic or
shadow to it. Font styles should be used spa ringly and be com,istent throughout the presentation to
enhance clarity and provide a professiona l appearance.
To change the font style, do the fo llowi ng:
Select the text to be changed . Bold Underline
From the Home tab, click the
required style in the Font group. I 6s
- \_
Italic J Shadow

Unauthorised Photocopying is Unlawful 43

Module 6 <Ill Presentations Training for ICDL

3.2.4. Font Colour {

Font colour can be used to enhance speci lic items of text within a slide. Font co lour should be
used sparingly and be consistent throughout the presentation to enhance clarity and provide a
professiona l appearance.

T o change th e font colour, do the following:

Select the text to be changed.
From the Home tab, click the Font Color arrow in the Font group.
The menu will display the font colours used in the currently applied theme and also the
standard colours.
Select a colour from the menu or choose More Colors to see the colour palette.

Thomo Colors and

Standard Colors

More Colors provides a w1der

choice of colours

The Colors window opens when More Colors is selected.

From the Standard tab, select a colour.
Click OK.
Alternatively, fonts, sizes, styles and colours can all be
applied from the Font window. To open this window, select F "'

the Font window launcher in the Home tab.

Font window launcher j
Select font type

Font

Select font s1ze

Fonts~ :

r::J R~
Select font
style
Select font
colour

~ str•~ttvooq.
SUQencJl)l O~t: 0%
[1 ~11)1

Press CTRL + T to open the Font window.

44 Unauthorised Photocopying is Unlawful

Training for ICOL Module 6 • Presentations

3.2.5. Changing Text Case

The term case refers to the capitalisation of characters. Text can be displayed in lower, upper or
sentence case or you can choose to capitali se each word. Another feature is the Toggle case
command which displays sentence case in reverse, with the initial letter of a sentence in lower
case and the rest in upper case.
Sec the examples below.

this is in lower case.

This is in sentence case (initial character of each new sentence will appear in upper case).
THIS IS IN UPPER CASE.
Each Word Is Capitalized.
tHIS IS TOGGLE CASE (initial character of each new sentence will appear in lower case).

To change the case of text, do the following: Change case

arrow~
Select the text to be changed . ~--'------
~rntrntr <lit.
From the Home tab, click the Change Case arrow in the jowtrCist
Font group. UPP£RCASE
Select a case from the list. Copllllllr El<h Word
tOGGLE <AS£

To 'cycle' through lower, upper and sentence cases using the keyboard hold down the
Shift key and press F3.

3.2.6. Aligning Text

Text can be aligned so that it is displayed on the len, right or centre of the slide.

Sec the examples below.

This text is left aligned.

This text Is centred.

This text is right aligned.

This text is justified which provides a straig ht edge to both the left and right margins. Justification Is
only apparent on more than one line of text. The text is stretched so that it matches the line endings
of other text in the paragraph.

To align text, do the following:

Select the text to be aligned.
From the Paragraph tab, click the required alignment button.
Left ~ • J Jushfy

Centre '__/ ~ Right

Unauthorised Photocopying is Unlawful 45

Module 6 • Presentations Training for ICDL

Alternatively, alignment can be applied from the Paragraph window. To open this window,
select the Paragraph window launcher in the Home tab.

Paragraph
Select the window
A lignment arrow launcher
and choose an
alignment from
the list

~] OK lI cancel

To change alignment using the keyboard, hold down the CTRL key+ the following :
L = Left R = Right
E =Centre J =Justify

1 Open the Jumble sale presentation.

0
2 Format the bulleted list on slide 2 to be Arial 28.
0
3 Apply shadow to the bullet text on slide 2.
D
4
On slide 1, format the text Come early and grab a bargain ! to display as bold and
italics and with a dark blue font colour.
[]
5
Change the text Starts 12 am on slide 3 so that it displays in upper case and format
with an underline. 0
6
Change the alignment of the tabular data on slide 5 so that it displays in both columns
with Centre alignment. D
7 Save and close the Jumble sale presentation.
D

3.3. Bullet and Number Lists

Lists arc bu llctcd or numbered ordered items of text. Bu ll ets and numbers can be formatted to
appear with a different symbol/number style and be indented by a specific measurement from the
edge of the placeholder. Lists can also be enhanced by increasing or decrea sing the line spacing
between each line of text.

In this section, you wil l learn about the following:

Indenting bulleted text.
Removing bulleted text.
Adjusting the line spacing before and after bulleted and numbered lists.
Switching between different standard bullet and number styles in a list.

46 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 .., Presentations

3.3.1. Applying and Removing Indents

The default indentation between a bullet and text, using th e Title and Content layout with the
standard Office theme, for a newly inserted bullet is 0.95cm. This can be altered to suit your
presentation . Indentation can also be applied to the bullet or number itself so that it displays at a
speci fie measurement from the edge of the placeholder.

To apply and remove indentation from a bulleted list, do the following:

Select the bulleted/numbered list.
Click the Paragraph window launcher icon .
The Paragraph window opens.
Using the Before text scroll arrows,
select a measurement for the l,ndmtl and Splalg
~----------------------------1
indentation between the bullet and
text.
~t: Left r::J
Select the Special arrow and
choose Hanging so that lines of Indent.aban
text will indent beneath each other. Befo{e text: 1 an ~: tw>g;ng c::J By_: 1 an

Select the By scroll arrows to

increase or decrease the 7.68pl
measurement (the hanging 1ndent Opt
should match the Before text
indent).
Click OK.

To remove indents, do the following :

Open the Paragraph window.
Decrease the indent measurements to Ocm.

Alternatively, in the Paragraph group of the Home tab:

Click the Increase List Level button to increase the indent.
Click the Decrease List Level button to decrease the indent.
Use the Ruler Bar to drag the indent markers to the required measurement.
Firs t line indent
~, --,z~,-.-,4~.-.-,6~.-.-,o~.-.~.1~o-.-.~,1~z-,-,-,1~4-.-.~.1~6-.-.~.1~a-.-.~,z~o-.-.~.2~
2•
Hangtng Indent

3.3.2. Adjusting Line Spacing ~ ft ~)

Line spacing refers to the space before, after or between bulleted lines of text. The default line
spacing between lines of text using the standard Office theme i s single.

To adjust line spacing in a list, do the following:

Select the bulleted/numbered list to be adjusted .
Click the Paragraph window launcher icon .
The Paragraph window opens.
• In the Spacing section of the Window, use the Before scroll arrow to select a measurement for
the spacing before bullated text.
Use the After scroll arrow to repeat this to increase the spacing after bulleted text.
Select the Line Spacing arrow and choose an option from the list to change the line spacing
between lines of bulleted text. If the Multiple Lines or Exactly options are selected , the At list
box becomes active to choose a measurement from.
Click OK.

Unauthorised Photocopying is Unlawful 47

Module 6 ~ Presentations Training for ICDL

Paragraph

J.ndents and Spaong

k-------------~-----------------
~<11

Aliglment: Lefl r:J

lndentabon
Befo(e text: I an Line spacing
Increase or option to Increase
decrease the Spaong or decrease the
spacing before or
after text
{I ~fore:

After:
7.68pt
Opt :
spacmg between
lines of text

Cancel

3.3.3. Bullets and Numbering Styles ( ft ft ft)

Bullet and numbering sty les can be changed to display a di fferent symbol or number sty le.

To change bull ets and numbering sty les, do th e following:

Bullet Styles
Select the bullated list to be changed.
Bullets arrow
Select the Home tab.
/
Click the Bullets arrow in the Paragraph group. ·-
Select a bullet style from the menu or select Bullet s 0
and Numbering for more options. None 0

The Bullet s and Numbering window provides more 0

style options.
0 •!•
Click the Color arrow and select a different colour
0 ·!·
for the bullet. .:..
0

n
Change the size of the bullet by a specified
percentage of the text. ;..
Click OK. ;..
).o

·- Bull ell and ttumbtrtng •

Bullet styles

0 :;.. ,/
Bullet size -=·
·:· :;.. ,/

:;.. ,/

%oftut
The Customize
button provides
more symbols

Color arrow makes

more colours available

Standard Colon

•••••••••
•• M<>r• Colort...

48 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 IIJ> Presentations

Numbering Styles
Select the numbered list.
Numbers arrow
Select the Home tab.
Click the Numbering arrow in the Paragraph group.
/
Select a number style from the menu or select Bullets I 1,
and Numbering for more options. None 2 2)
The Bullets and Numbering window provides more 3 3)
style option s. Ensure that the Numbered tab is selected .
A a)
Select a numbering style from the list. u b)
Choose a different size for the numbers in relation Ill I,; ~)

to the text.
Click the Color button to change the colour of the
a
b II
numbers. c: Ill
Select Start at to change the number sequence.
Click OK. ·- Sunns and Uumbrnng

Number size
None

m a)
b)
1)
2)
3)

a.
b. II
Number styles

c) c Ill The Start at scroll

arrows change the
%of trxt numbenng
sequence
:]
The Color arrow
makes more
colours available
L()(:J

0The Mini Toolbar appears when text is selected . Formatting options such as font, sizes,
notE styles, colour, alignment, indents and bullets can be accessed from this toolbar.

Open the Jumble sale presentation

D
2
Format the bullated list on slide 2 so that the text is indented from the bullet with a
hanging indent of 1cm. D
3 Format the bulleted list on slide 2 so that 1t displays w1th a square, pale blue bullet. [l
4
Format the bullated list on slide 2 that it displays w1th 4.5 pt spacing before the
bullated text. D
5 Change the line spacing of the bullated list on slide 2 to 1.5. []
6 Save and close the Jumble sale presentation.
D
Unauthorised Photocopying is Unlawful 49
Module 6 <1111 Presentations Training for ICDL

3.4. Tables
A table displays text in tabular format, in rows and columns. The intersection between a row and
a column is called a cell. Tables can be formatted to display with or without borders.

In this section, you wi ll learn about the following:

Entering and editing text in a table slide.
Selecting rows, columns and an entire table.
Inserting and deleting rows and columns.
Modifying column width and row height.

3.4.1. Entering and Editing Text (£.3.4.1.)

To enter text in a table, do the following:
Create a new slide with the Title and Content layout.
Double-click the Insert Table icon .
Choose the number of rows and columns required for the table.
Click OK.
Enter a title for the slide.
Position the cursor within the first cell of the table and enter text.
Press the Tab key to jump to the next cell in the same row and enter text.
Repeat to enter text into the relevant cells (pressing the tab key at the end of the final row
creates a new row).

To edit text in a table, do the following:

Position the cursor in the cell and delete/amend text as appropriate (see Section 3.1.4 ).

3.4.2. Selecting Rows, Columns and an Entire Table (6.3.4.2.)

To select a table, or rows or columns in a table, do the following :

To se lect a row, do the following:

Position the cursor so that it is pointing at the row.
The cursor turns into a black arrow. •tUM lldl•n•
Click to select the row. Ci&Jn81'9nruon
J
To select a column, do the following:
•
I
Position the cursor so that it is above the column.
The cursor turns into a black arrow.
Click to select the column.

To select an entire table, do the following:

Position the cursor to the left of the first row to see the
black arrow.
Drag the mouse over the remaining rows.
Alternatively, place the cursor in the table, row or column to be
selected and, from the contextual Table Tools tab, select the
Layout tab . Select the Select command and then choose Row,
Column or Table.

O Z To select rows or columns using the keyboard , hold down the Shift key and use the
notE directional arrow keys on the keyboard . To highlight the whole table, press CTRL + A .
1
50 Unauthorised Photocopying Is Unlawful
Training for ICDL Module 6 Ill> Presentations

3.4.3. Inserting and Deleting Rows and Columns in a Table (& 3.4.3.)
To insert rows in a table, do the following:
• Select the row below or above the intended position of the new
row.
Drlrtt 1n1trt ln•rrt lnlfrt ln.trt
From the Table Tools tab and the Layout tab, click the Insert "bovt Btlow ltft RtQhl
Above or the Insert Below command from the Rows & Rows & Columns

Columns group.

To insert rows in a tabl e, do the following:

Select a column to the left or right of the intended position of the new column .
• From the Table Tools tab and the Layout tab, click the Insert Left or
the Insert Right command from the Rows & Columns group.

To delete rows and columns in a table, do the following:

• Select th e row or column to be deleted.
From the Table Tools tab and the Layout tab , click the Delete Otltlt ~olumns
command from the Rows & Columns group. ~ Dtltlt .Bowl

Select Delete Columns or Delete Rows. [SI Otlt!t Tablt

3.4.4. Modifying Row Height and Column Width (&- • • )

T he rows and the columns in a tabl e ca n be modified to increase or decrease the height of a row or
width of a column. T his is usefu l to ensure that all text is v isible w ithin th e table.

To modify the height of rows in a table, do th e following:

i UHttQht l 03 <m : BI Ontnbutt Rows
• Select the row or rows to be modified.
·~· Wtdlh: 4 57 <m : tlJ Otllnbutt Columns
• From the Table Tools tab and the Layout tab, click the [
<I
scroll arrows on the Table Row Height list box to
increase or decrease the height of the row (in centimetres) from the Cell Size group.

To modify the wi dth of columns in a table, do the following:

Select the column or columns to be modified.
From the Table Tools tab and the Layout tab, click the scroll arrows on the Table Column Width
list box to increase or decrease the width of the column (in centimetres) from the Cell Size group.

1 Open the Jumble sale presentation. 0

2 On slide 5 delete the row for Dylan Jones. D
3 Edit the name Cerys to read as Cheryl. 0
4 Insert a new row above Deirdre Brown and enter details for David Black, Sales. D
5 Modify the row height of all rows in the table to 0.75cm 0
6 Mod1fy the column width of both columns in the table to Scm D
7 Save and close the Jumble sale presentation. D
Unauthorised Photocopying Is Unlawful 51
Modulo 6 ~ Presentations Training for ICDL

Charts

Charts arc visua l graphical representations of numerica l data, making it easier to sec rcsulls 'at a
glance'. Charts can be displayed in different formats, such as pic, bar/column and line and formatted
with different colours and fonts, sizes and sty les. Charts can also be created to display a hierarchical
structure, such as organisational charts. This type o f chart uses shapes and connecting lines to show
the hierarchical relationship existing between di ffercnt levels.

4.1. Using Charts

To usc charts, you need to input data in a spreadsheet. This data is then displayed in chart format
in the chart type that you specify. The chart can be modified if required to display a different chart
type. C hart titles can also be added or removed as required. The chart data is described by the data
labels that arc applied. If no labels arc applied, the chart is meaningless.

This chart conta1ns

Th1s chart does
category and
not conta1n data
labels and so is
meanmgless
-
....
percentage data
labels which
descnbethe
segments

In this section, you will learn about the following:

Inputting data to create built in charts in a presentation: column, bar, line and pie.
Selecting a chart.
Changing the chart type.
Adding, removing and editing a chart title.
Adding data labels to a chart: values, numbers and percentages.
Changing the background colour of a chart.
Changing the column, bar, line and pie slice colours in a chart.

4.1.1. Creating Charts ( 1 l .)

To create a chart, do the following: Insert Chart
icon
Create a new slide with the Title and Content slide layout.
Click the Insert Chart icon on the slide.
Select a chart type, i.e. column, bar,
line or pie, in the left hand pane.
Select a chart sub-type in the right
pane.
Click OK.
Chart types

...
Chart sub-types

52 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 .,.. Presentations

• The screen will split so that both the slide and the spreadsheet are displayed .
Enter data into the spreadsheet.
A 8 C 0
1 Weekday Saturday Sunday This example shows data
2 Mormng 25 85 65 that will be used to create
3 Afternoon 14 92 5 a comparison chart
4 Evemn 35 18
• Close the spreadsheet and return to the chart by clicking Close (X) in the top-right corner.

4.1.2. Selecting Charts ( • • 2 )

Be fore a chart can be edited or formatted, it must fi rst be selected. When a chart clement is
selected, it can be deleted, resized, formatted and moved.

To select a chart do the following: Home lm

Click the chart or chart element to select it. Chart Arta

Alternatively, select Chart Tools/layout and then, in the Current ~Format StiHIIon
Selection group, click the Chart Elements arrow and select a chart ~ Rtstt to Match Stylt
element from the list. Current Stltdlon

The selected chart element will display with handles surrounding it.

4.1.3. Changing the Chart Type (t ... 1 1)

A chart can be modi lied to display a di f ferent chart type i f required.

To change the chart type, do the following:

• Click the chart to select it.
Alternatively, select Chart Tools/layout and then, in the Current Selection group, click the
Chart Elements arrow and select Chart Area.
Select Chart Tools/Design .
• From the Type group, click the Change Chart Type button.
Choose a chart type and sub-type. Change
Chart Type
• Click OK.

4.1.4. Chart Titles and Axis Titles (f: 4 1

Chart titles help to descri be the purpose of the chart. For example, a chart that displays the annua l
sales ligures for a company in 20 I I would be entitled: Annual ales Figures 20 II . Ax is ti tl es
can also be used to identify each ax is on the chart.

Add a Chart Title

To add a chart title, do the foll owi ng:
Click the chart to select it.
Alternatively, in the Chart Tools/layout tab, select the Chart
Elements arrow and select Chart Area from the Current
Selection group.
Select the Chart Tools/layout tab.
Click the Chart Title command from the labels group. None
Do not diSplay a cha rt T1tlt
From the menu you have the following options:
Centered OYeo~y Title
None (do not display a chart title). Onrl•y ctnttred Tltlt on
chart wothout resizing chart
Centred Overlay Title. Above Ch.lrt
Above Chart (this is the usual position). Display Totlt at top ol cha o1
area and resize chart
More Title Options (to format the chart title). More Totlt Opti ons ...

Unauthorised Photocopying Is Unlawful 53

Module 6 ,. Presentations Training for ICOL

• Select Above Chart to add a chart title above the chart.

• Position the cursor within the chart title box, ·:
delete the existing text and enter the required
chart title text.

Chart title

Momoon

Edit a Chart Title

To edit a chart title, do the following:
• Position the cursor in the chart title box and amend, or delete, the existing text as necessary.

Format a Chart Title

To format a chart title, do the following:
• Click the title to select it.
Alternatively, select Chart Tools/Layout and then, in the Current Selection group, click the
Chart Elements arrow and select Chart Title.
Select Chart Tools/Layout tab from the ribbon.
• Click the Chart Title command from the Labels group.
• Select More Title Options from the menu.
The Format Chart Title window opens.
• Select the required formatting options.
Select the Home tab.
Form.t Chait Title
• From the Font group, select a font, size, style
and colour. Fl Fill
Click Close.
From this window you can apply a
solid, gradient picture or texture fill,
a border w1th a specific colour and
style or shadow effect

You can also apply a 3·0 format

to the chart title and change the
alignment

Remove a Chart Title

To remove a chart title, do the fo llowing:
Click the chart title to select it.
Alternatively, select Chart Tools/Layout and then, in the Current Selection group, click the
Chart Elements arrow and select Chart Title.
• Select Chart Tools/Layout tab from the ribbon .
Click the Chart Title command from the Labels group.
• Select None.
Alternatively, select the chart title and press the Delete key.

Axis Titles
The methods above can also be used to add, format or delete axis titles by accessing th e Axis
T itles menu.
• Click the chart to select it.

54 Unauthorised Photocopying Is Unlawful

Training for ICDL Modulo 6 Jli> Presentations

Alternatively, select Chart Tools/Layout and then, in the Current Selection group, click the
Chart Elements arrow and select Chart Area.
Select Chart Tools/Layout tab from the ribbon .

•
Click the Axis Titles command from the Labels group.
Select an axis title option for the horizontal or vertical axis.
A sub-menu opens to provide further options.
Select an option from this sub-menu.
Position the cursor within the Axis Title box.
1
r._ -1
l!..bJ

." I
liJJ
NOM
Do not dosploy 1n Am Trtlt

Title ..,._ ""'"

D11ploy Trtlt btlow tlonzonlol "'" ond
rouu chart
Mort Pttrn.ory Horozonlll A.rs Tille Opllons ..
-l
• Delete the existing text.
• Enter the axis title text into the box.
Repeat for other axes on the chart.

4.1 .5. Adding Data Labels

Data labels help to identify the segment, line or column/bar in a chart.

To add data labels, do the following:

Values/Numbers and Percentages

Click the chart to select it.
Alternatively, select Chart Tools/Layout and then. in the
Current Selection group, click the Chart Elements arrow Non•
Turn ott D.tt•t•llflt fDt
and select Chart Area. ultctlon
(f'fltf'f
• Select Chart Tools/Layout tab from the ribbon D•tpl.ty Oal•l•btll 1nd pout ton
ctr'lttud on thot d•ta PO•f'II!JI
Click the Data Labels button from the Labels group. ln\MI.[nd
D•lPIIt O.t J l•bth and POI•IIC)n
trn•dt ""' tl"d ot i.l1ta POihttt)
Select an option from the drop-down list. Out\ad~ lnd
Dttpilf o.ta UOtlt and pot•t• on
Select None if you don't want data labels or select one of outddt t ~ end ot ~~point 1J
the display options from the list. - ktl[lt
OttP'tl' DIU labtll o11\d potltJOn
wrt'tlf'lt f,t
Click More Data Label Options to see the Format Data
Labels window.
From this window, you can select the type of data label, such as Value/number, Category
Name, Series Name or Percentage. fCHYNIDololobok
You also have the option of changing I '
the label position.
Click Close when finished .
Choose a
Label options data label

Data label
D1splay legend pOSitiOn

Examples of data labels, all with Outside End position.

Category
labels
Percentage
labels
Value
labels

Unauthorised Photocopying Is Unlawful 55

Module 6 ~ Presentations Training for ICDL

4.1.6. Background Colour !" ,

T he background of a chart can be formatted to display a different colour.

To apply background colour, do the following:

Click the chart to select it.
Chert Area
Alternatively , select Chart Tools/layout tab and then, in the ~Format Selection
Current Selection group, click the Chart Elements arrow and
~ Rut! to Match Style
select Chart Area .
Select the Format Selection command from the Current
l Current Stlectoon

Selection group.
Formrt Chart Art•
The Format Chart Area window opens.
Fl
From th e Fill command, select the Solid fill
option button.
Select the Color arrow and choose a colour
from the palette or click More Colors to see a
e ~..... "' ..,...... 111
P1ttem I'll
wider choice of colours. You also have the e At.t~omotoc
Hl f «""'t
option of formatting the chart area with gradient,
picture or texture fill.
Click Close. Ah Te1tt

Alternatively, select Chart Tools/Format tab ~Shape Foil • J

and then click the Shape Fill arrow from th e Shape Styles group and
choose a colour.

4.1.7. Changing a Series Colour ~

The indiv idual seri es on a chart can be form atted to display a different colour. For example, you
may want to display each column in a column chart as a different colour to differentiate between
the series. T he individual seri es arc th e bar, lines, pic slices or columns that make up a chart.

To change th e colour of a series, do the fo llowing:

Click the series to select it.
Alternatively, select Chart Tools/layout tab and then, in the Current Selection group, click
the Chart Elements arrow and select Series 'series name'.
Select the Format Selection command from the Current Selection group on the ribbon
The Format Data Series window opens.
From the Fill command , select the Solid fill
option button.
Select the Color arrow and choose a colour
from th e palette or click More Colors to see 1)1Ut'OIIt'WIU'tfl
a wider choice of colours. O•••-M
Click Close.
Repeat this procedure to apply colour to each
_ .... Sohedgtl
o -"'
r:J -·~-
""""'
,...., ~ ·J
..
series in the chart.
Ir-- ' ";"' (~ • • • • •

I
56 Unauthorised Photocopying is Unlawful
Training for ICDL Module 6 ~ Presentations

1 Open the Jumble sale presentation. U

Create a new slide with the slide title Prefer red Days and a line chart w1th the followmg
data· r-
D
Weekd•y S1turd1y Sundly
2 Morning 2.5 8.5 6.5
Aft1rnoon 1.4 9.2 5
' - - Evening 3.5 _ _ _ 1.8 1.2

3 Add the following chart title: Popular ity of Days.

LJ
4 Format the chart title to be Arial , 18, dark blue and italic.
D
5 Add a vertical rotated axis title: Vo ting results. []
6 Add a horizontal axis t1t1e· Day s
u
7 Edit the chart t1tle to read Preferred Days.
D
8 Change the chart type to a column chart. l
9 Remove the chart title form the chart. 0
10
Format each series in a different colour:
Weekday=d ark blue, Satu rd ay=green, Sunday =yellow .
D
11 On slide 4, format the p1e chart to display category and percentage data labels L J
12 Change the background colour of the p1e chart to wh1te u
13 Save and close the Jumble sale presentation. l1

4.2. Organisation Charts

Organisation charts arc used to display a hierarchical structure. This type of chart uses shapes and
connecting lines to show the hierarchical relationship existing between different levels.

In this section, you will learn about the following:

Creating an organisation chart with a labelled hierarchy by using a built in organisation chart
feature of PowerPoint 2010.
Changing the hierarchical structure of an organisation chart.
Adding and removing co workers and subordinates in an organisation chart.

4.2.1 . Creating an Organisation Chart 4.2.1.)

To create an organisation chart, do the following:
Create a new chart with the Title and Content slide layout.

~J
Add a title for the slide.
Select the SmartArt icon on the slide or, from the Illustrations group on the Insert tab,
select the SmartArt button.
The Choose a SmartArt Graphic
window opens.
Select a chart type, such
...
'I•
.A.. A ..
4T .·::
_/ ·-.. .-
as Hierarchy. ....
Select a chart sub-type. I• -:1
~­
..._-·"-"
...... .....-......._.
...........
·-.................. ....
Click OK. Soloct a chart type '--
_... ....-
.._ .. .._.,........ o.t
._

Unauthorised Photocopying Is Unlawful 57

Module 6 ~ Presentations Training for ICDL

The organisation chart displays,

ready for inputting data.

4.2.2. Changing the Structure of an Organisation Chart (6 D 2 >

An organisation chart can be modi lied to display a different hiera rchal structure if required. For
example, a subordinate or co-worker may need to be moved within the structure if they arc promoted.

To restructure the organisation chart, do the following:

Select a level on the organisation chart.
• From the SmartArt Tools/Design tab and the Create Graphic group, <.,ja Promote
select Promote to increase the level or Demote to decrease the level.
Alternatively, drag a box to the required level and release Demote

Changing Layout
Select SmartArt Tools/Design . More button
Click the More button in the Layouts group.

Choose a layout from the menu.

Select a
layout

Select More Layouts for

further layout options

Select Right to Left to change the alignment of the chart. Right to Left
Select Text Pane to add text to the chart (or right-click within a box
and select Edit Text).

4.2.3. Adding and Removing Levels (£

An organisa ti on chart can be ed ited to display or remove specific leve ls in the hierarchy, such as
co-worker or subordinate.

To add or remove levels in an organisation chart, do the fo llowing:

Adding Co-workers or Subordinates

Select a box on the level to which the co-worker will be added.
Select SmartArt Tools/Design.
• Click the Add Shape button in the Create Graphics group.
Choose an option from the menu :
Add Shape After (to add a co-worker after a selected box).
Add Shape Before (to add a co-worker before a selected box).
Add Shape Above (to add a higher level above the selected box).
Add Shape Below (to add a subordinate below the selected box).
Add Assistant (to add an assistant to the selected box).

58 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 Ill- Presentations

A new box will be added to the chart. Top of the h1erarch1cal tree
• Right-click the box.
• Select Edit text.

Assistant

Co-workers

Subordinate to Claire Brennan

Removing Co-workers or Subordinates

To remove co-workers or subordinates in an organisation chart, do the following:
• Select the co-worker or subordinate to be deleted .
Press the Delete key.

Open the Jumble sale presentatiOn.

D
Create a new slide with the slide
title Club Members and an D
organisation chart slide layout
with the data on the right.

3
Add a co-worker to Claire Brennan w1th the following deta1ls: Cheryl Hughes,
Events Organlser. D
4
Add a subordinate to Claire Brennan w1th the following details Deirdre Brown,
Admin . D
5 Delete the co-worker Jack Mason, Events Organiser.
D
6
Change the hierarchical structure of the chart so that Deirdre B rown, Admin
now co-worker to Claire Brennan, Treasurer
IS
D
The new structure follows
the one on the right. D

8 Save and close the Jumble sale presentation. D

Unauthorised Photocopying is Unlawful 59
Module 6 <Ill Presentations Training for ICDL

Graphical Objects

A graphical object refers to an image, picture, drawn object, diagram or chart. Graphical objects
can be manipulated by rcsi.t:ing, deleting, rotating and nipping, and by copying and moving
between sl ides and between open presentations. Graphical objects can be aligned in a specified
position re lative to the slide.

5.1. Inserting and Manipulating Graphical Objects

In this section, you will learn about the following:
Inserting a graphical object into a slide.
Selecting a graphical object.
Copying and moving graphical objects within a presentation and between open
presentations.
Resizing and deleting graphical objects in a presentation.
Rotating and flipping a graphical object.
Aligning a graphical object relative to a slide: left, centre, right, top and bottom.

In this module, the term 'picture' refers to a visual representation available from an
inbuilt gallery, such the ClipArt Gallery. The term 'image' refers to a visual
representation that is inserted from a file, such as a scanned photograph or drawing.
For inserting drawn objects, see Section 5.2.

5.1.1. Inserting a Graphical Object into a Slide

Graphi cal objects picture or image can be inserted by creating a new slide with a slide layout
that enables graphical content or by inserting a graphica l object into a slide from a stored location
on your computer.

To insert a graphical object into a slide, do the fo llowing:

Inserting a Clip Art Picture Using Slide Layout

Create a new slide with the Title and Content slide layout and click
the Insert ClipArt button.
The Clip Art task pane opens.
Find a picture in a specific category by positioning the cursor . )(

in the Searc h for box and entering a search word.

Click Go.
Pictures matching the search word will appear.
Select a picture .

Inserting a Stored Image Using a Slide Layout

Create a new slide with the Title and Content slide layout and click the
Insert Picture from File icon.

60 Unauthorised Photocopying is Unlawful

Training for ICDL Modulo 6 ~ Presentations

The Insert Picture window opens.

• Locate the correct drive and/or folder from the look in box .
• Select the image.
Click Insert.

Inserting a Clip Art Picture onto Any Slide

• Select the Insert tab.
• Click the Clip Art button in the Images group
The Clip Art task pane opens.
ChpArt . )(

s-ch for.
Find a picture in a specific category by positioning the
cursor in the Search for box and entering a search word .
,_t:l'>g
~
Click Go. __,_______EJ
Pictures matching the search word will appear.
Select a picture.

Inserting a Stored Image onto Any Slide

Select the Insert tab.
Click the Picture button in the Images group.
The Insert Picture window opens.
Locate the correct drive and/or folder from the look in box.
Select the image.
Click Insert.

5.1.2. Selecting a Graphical Object

Before a graphical object can be ed ited, formatted or manipu lated, it must fi rst be selected.

To select a graphical object, do the following:

Click the object.
Handles appear around the object to indicate selection.
Alternatively, from the Home tab, click Select and then Selection Pane. Select the picture
placeholder from the list of slide elements.

5.1.3. Copying and Moving Graphical Objects •t - • 1. ·

Graphical objects can be copied and moved in the same presentation or between different
presentations.

In the Same Presentation

To copy graphical objects, do the following:
• Select the View tab.
Click Normal from the Presentation Views group.
Select the object.
From the Home tab, click Copy from th e Clipboard group.
Select the destination slide {the slide to which the object is being
copied) and click Past e.
The duplicated object will appear in the new position.

Unauthorised Photocopying is Unlawful 61

Module 6 ~ Presentations Training for ICDL

To move graphical objects, do the following:

Select the View tab.
Click Normal from the Presentation Views group.
Select the object.
From the Home tab, click Copy and then Cut from the Clipboard
group.
Select the destination slide (the slide to which the object is being copied)
and click Paste.
The duplica ted object will appear in the new position.
Alternatively, use the Drag and Drop method of copying and moving objects within the same
slide by dragging the object to the new position using the mouse. Drag the object to the
required position before releasing the mouse button.
To copy, hold down the CTRL key whilst dragging to the new position.

Between Open Presentations

To copy graphical objects, do the following:
Open the required presentation files.
Both files will be displayed as tabs on the taskbar at the bottom of the screen.
Ensure that the presentation containing the objects to be copied is the active presentation.
Select the object.
From the Home tab, click Copy from the Clipboard group.
Click to the other presentation on the taskbar or select the View tab
and Switch Windows.
Choose the other presentation from the list.
Open the required slide in standard view.
Position the cursor in the required position within the slide.
From the Home tab, in the Clipboard group, click Paste .
The object will be copied in the selected slide within the presentation.

To move graphical objects, do the following:

Open the required presentation files.
Both files will be displayed as tabs on the taskbar at the bottom of the screen.
Ensure that the presentation containing the objects to be copied is the active presentation.
Select the object.
From the Home tab, click Cut from the Clipboard group.
Click to the other presentation on the Taskbar or select the View tab and
Switch Windows.
Choose the other presentation from the list. Paste
Format Painter
Open the required slide in standard view.
Position the cursor in the required position within the slide.
From the Home tab, in the Clipboard group, click Paste.
The object will be copied in the selected slide within the presentation.

f Images, drawn objects and charts can all be copied and moved in the same way. If you
note want to copy or move more than one object, select the first object and then, holding

1 down the CTRL key, click the other objects to be copied/moved.

~s CTRL + C to copy, CTRL + X to cut, CTRL + V to paste

62 Unauthorised Photocopying is Unlawful
Training for ICDL Module 6 Ill> Presentations

5.1.4. Resizing Graphical Objects 6.- 1 •

Graphical objects can be rcsi7cd to increase or decrease the size. It is important to ensure that the
original proportions of a graphical object arc maintained.

To rcsi...:c a graphical object, do th e fo llowing:

Using the Mouse

• Select the object.
It will be surrounded by handles.
• Position the cursor over a corner handle.
The cursor turns into a double headed black arrow.
• Left-click the mouse.
Drag the cursor inwards or outwards to decrease/increase the size.
Release the mouse when the object is the required size.

Always resize from a corner handle to maintain the original proportions of the image. J
Using Picture Tools
• Select the object.
It will be surrounded by handles.
The Picture Tools/Format tab becomes available.
Click this lab to see the picture formatting tools.
t UHtlgh t: 0 em
Use the scroll arrows on the Height and Width list boxes to increase
Crop ~ Wrdth ~ .as em
or decrease the size of the object.
Alternatively, click the Size window launcher icon . Srzt

Enter a measurement into the Height and/or Width boxes.

To maintain the original proportions, only change the height or the width and ensure that the
Lock Aspect Ratio button is selected.
Click Close.
,..
Change he1ght or
w1dth or 1mage

-
LntSI,tt

c;bo"""''"- 1 ~W't: 100..

I ) Lod<-treiO
•

Ma..,,...,.,.og~n~~.,...,
lftla.. ,

••,.
100"1. •

J G<>l ... b*t. .....

Select Lock Aspect
Ratio to ensure that tho
width Is resized In
proportion to tho he1ght
....
-
5.1 5. Deleting Graphical Objects (( - 1.4.)
To delete graphical objects, do the following:
Select the object, it will be surrounded by handles.
• Press the Delete key on the keyboard.

Unauthorised Photocopying Is Unlawful 63

Module 6 ~ Presentations Training for ICDL

5.1.6. Rotating and Flipping a Graphical Object (£ .5.1.5.)

To rotate and nip graphica l objects, do th e following: ..::... Rotttt •l
~.. Rotatt Bight 90'
Select the object, it will be surrounded by handles.
..: Rotatt ltft 90'
The Picture Tools/Format tab becomes available.
:; Flop )irrtocai
• Click this tab to see the picture formatting tools.
"" Flip l:lorozontal
Click the Rotate arrow to see a list of rotation and flip commands. Mort Rot•toon Optoons ...
Select an option from the list or click More Rotation Options to
rotate by specified degrees.
Click Close when finished.
...~

Use the scroll arrows on the '"''·'"'

Rotate list box to select a -
specific measurement

Alternatively, objects can also be rotated by using the Rotate

handle on a selected object. Position the mouse arrow over Rotate
the rotate handle and drag in the required direction. handle

5.1 .7. Aligning a Graphical Object t& £

A graphi cal object can be aligned hori zontally on the left, centre or ri ght of th e sli de, or aligned at
the top or bottom of a slide.

To align an object, do the following:

ldAhg~

Relative to a Slide ll> .AIIgnldt

Select the object to see the handles surrounding it. l!lo Alogn l:tnttr
.,I .Anon Bight
The Picture Tools/Format tab becomes available.
lj1 Align !OP
Click this tab to see the picture formatting tools.
~ Align t:l•ddlt
From the Arrange group, select the Align command to see
ill Align,llottom
the menu.
lt()e 011trobutt ttorozontally
Select th e Align to Slide menu option (a tick beside a menu
option indicates that it is active). f Oostrobutt 'itrtocaily
.; Align to Slodt
The object will align relative to the slide. llgn ltCitd t t

Votw Grodlont1
fitt ~rod Stttongs ...
Alignment (Left, Right, Centre, Top and Bottom)
Select the object to see the handles surrou nding it.
The Picture Tools/Format tab becomes available.
Click this tab to see the picture formatting tools.
From the Arrange group, select the Align command to see the menu.
Choose an alignment option from the menu.

1 Open the Jumble sale presentation.

D
2
Create a new slide with a Title and Content slide layout and the title ClubMeetlng .
Enter the bullated text: Next meeting 301h December 2008. D

64 Unauthorised Photocopying Is Unlawful

Training for ICDL Modulo 6 ~ Presentations

3 Insert a relevant picture from ChpArt.

D
4 Insert the picture called sell.gif into slide 1 so that it displays beneath the title.
0
5 Resize the picture so that the height is 3cm and the width will alter proportionally.
D
6
Insert the picture called clock.g if on slide 3 so that rt appears on the right srde of the
subtrtle text. D
.7 Resize the picture so that the height is Scm and the width will alter proportionally .
D
8 Rotate the clock so that it is displayed at 35° clockwrse. ~
·9 Flip the picture horizontally on slide 1. D
'10
Copy tho picture on slide 1 of tha Jumble sale presentation into slide 3 of the
manage presentatron. D
11 Save and close the manage presentation.
D
12 Save and close the Jumble sa le presentation. lJ

5.2. Drawn Objects

Drawn objects can be added to a slide in a variety of shapes and sizes. Drawn objects can be
formatted with colour, shadow effect, borders and line style. Multiple drawn objects can be
ordered so that speci lie shapes appear in front of or behind other obj ect s or they can be grouped
together to create one single object.

In t his section, you will learn about the following:

Adding different types of drawn object to a slide: line, arrow, block arrow, rectangle, 5quare,
oval, circle and text box.
Entering text into a text box, block arrow, rectangle, square, oval, circle.
Changing t he oackground colour, line colour, line weight, line style of a drawn object.
Changing arrow start st yle and arrow finish style.
Applying a shadow to a drawn object.
Group and ungroup drawn objects ih a slide.
Bringing a drawn object one level forward, one level backward, to the front and to the back of
other drawn objects.

5.2.1. Drawn Objects

To add a drawn object to a slide, do the following:

Line
Select the Insert tab from the ribbon.
From the Illustrations group, click the Shapes command.
Select the line tool from the Lines section of the drop-down menu .

Clrck the Line tool ~

l.n~
• ,
•
l... 1.. 1. (. (. ~. ('\ r3 ~
I
The cursor turns into a black crosshair symbol (t).

Unauthorised Photocopying is Unlawful 65

Module 6 ~ Presentations Training for ICDL

Position the crosshair symbol where you want the

line to start and then drag the mouse to create the line. o~--------------~o

Arrow
Select the Insert tab from the ribbon.
From the Illustrations group, click the Shapes command.
Select the Arrow tool from the Lines section of the drop-down menu.

Click the Arrow tool ~ '\. l_ l_. 1... (. (.. (.. f\. C, ~ I
The cursor turns into a black crosshair symbol (t).
Position the crosshair symbol where you want the
arrow to start and then drag the mouse to create the arrow.

Hold down the Shift key to create a line or arrow that is straight.

Block Arrow
Select the Insert tab from the ribbon .
• From the Illustrations group, click the Shapes command.
Select one of the Block Arrow tools from the Block Arrow section
of the drop-down menu . BkKII Arrows

Click a Block
Arrow tool

The cursor turn s into a black crosshair symbol (t ).

Position the crosshair symbol where you want the arrow to start
and drag the mouse to create the block arrow.

Rectangle
Select the Insert tab from the ribbon.
From th e Illustrations group, click the Shapes command.
Select one of the Rectangle tools from the Rectangles section
of the drop-down menu. - - . . . .
Click a ectangles
Roctanglo tool
DDOOODDD
The cursor turns into a black crosshair symbol (t)
Position the crosshair symbol where you want the rectangle
to start and then drag the mouse to create the rectangle.

Drawing a square: Follow the instructions to draw a rectangle, but hold down the Shift
key whilst dragging to create a perfect square.

66 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 ..,. Presentations

Oval
Select the Insert tab from the ribbon.
From the Illustrations group, click the Shapes command.
Select the Oval tool from the Basic Shapes
section of the drop-down menu.

Click tho Oval tool

The cursor turns into a black crosshair symbol (t).

Position the crosshair symbol where you want the oval to start and
then drag the mouse to create the oval.

Create a circle: Follow the instructions to create an oval, but hold down the Shift key
whilst dragging the shape to create a perfect circle.

Text Box
• Select the Insert tab.
• From the Illustrations group, click the Shapes command.
• Select the Text Box tool from the Basic Shapes
section of the drop-down menu.

Click tho Text

• 06'D.OQ 0 0000®
Box tool ®6DOCrr1~00f3Bl
D ©@IRIO©O~¢·(( 0"'\
() {} ( ) { }

The cursor turns into a black crosshair symbol (t)

Position the crosshair symbol where you want the text box to start and
drag the mouse to create the text box.

5.2.2. Entering Text into a Drawn Object (6. 5 2.2)

Text can be entered directly into a drawn object as required.

To enter text into a drawn object, do the following:

• Click the drawn object to select it.
The cursor appears within the drawn object ready for text
insertion.
Enter the required text into the drawn object.
Click outside the drawn object to continue.

To edit or format the text in a drawn object, right-click on the object and select Edit Text
from the pop-up menu that appears. The cursor appears within the text.

Unauthorised Photocopying Is Unlawful 67

Modulo 6 ~ Presentations Training for ICDL

5 2 3 Formatting a Drawn Object

I o format an object w1th background colour, line colour, line weight and line style, do the
fo llowing·

Background Colour
Select the object. thftnt <otort

From the Drawing Tools/Format tab on the ribbon, select the ••••••
Shape Fill command from the Shape Styles group.
Select a colour or choose More Fill Colors for a wider choice of
colours or select No Fill to remove colour.
From this menu, you also have the choice of formatting the shape
with a p1cture, gradient or texture.

Thftnc!Colon
Line Colour
• •••••••
I
Select the obJect.
From the Drawing Tools/Format tab on the ribbon, select the Shape
Outline command from the Shape Styles group.
Select a colour or choose More Outline Colors for a wider choice of
colours or select No Outline to remove the line. ••••••••• fio Outlont

~Oit Outhnt CoiOII.

- J.llclght
O•!hts

, .. pt
Line Weight 1\ pt
"pt
• Select the object.
I pt
From the Drawing Tools/Format tab on the ribbon, select the Shape l~pt

Outline command from the Shape Styles group 2~ pi

Select Weight and choose a weight from the list. I PI

The weights are displayed in points (pt). · ~ pt

6 PI
Select More Lines to see more line options. Mort ~tnts ...

Line Style
Select the object.
From the Drawing Tools/Format tab on the tab, select the
Shape Outline command and then the Dashes command
from the Shape Styles group. Mort,L.inu.

Select a style or click More Lines to

see more line options.
Line Style
The Format Shape window opens ytldf>: 0. 7S PI
• Select the Line Style command .
Format the line using the Line Style
opt1ons (w1dth, type, etc.).
Click Close.
-
Lro<SI)le

R <-
Giow end &on~
~-,

Qooht,.;

ctP t;l» '

joo\t-
[

Rot
-
-·

·J
EJ
(:]
.)OF..,..!

3-0ROWbOn 11o9fntypo [:: • 1 tndt><OO :: • ,

I e.gr,,,. ~ fttd- ~

68 Unauthorised Photocopying is Unlawful

Training for ICDL Modulo 6 • Presentations

5 2 4 Arrow Styles
An arrow can have an arrow shape at the start and or at the end of the line.

To apply styles to the arrow, do the following :

Select the arrow.
From the Drawing Tools/Format tab from the ribbon , select the Shape Outline command
from the Shape Styles group and choose Arrows.

Select an arrow style from the sub-menu or

click More Arrows for further formatting options.

The Arrow Settings in the Format Shape

window enable Begin and End types to be applied
to arrows (a double headed arrow would have both)
Arro.... ~ttnos

~on~: [3 ~ t)'IM!: IE · I
aeon i'Ze: [:.... ... J EQd Size: I .. I
Select a Begin Type or End Type and then choose a size for the Begin/End types.
Click Close.

5.2.5. Applying a Shadow to a Drawn Object 5.2.5)

To app ly shadow to a drawn object , do the following :
Select the object.
From the Drawing Tools/Format tab, select the Shape
Effects command from the Shape Styles group
Select Shadow.
Select a shadow style from the sub-menu.

u- · l 1
I, •D•···l- . -, n r 1

5.2 6. Grouping a Drawn Object

Multiple drawn objects can be grouped togeth er into one single object, making it easier to
manipulate. 1 he grouped objec t can be ungrouped when required for editing and modification.

To group or ungroup a drawn object, do the foll owing:

Group
Select the first object.
!£i Group •
Holding down the CTRL key, click the other objects to be grouped .
From the Drawing Tools/Format tab from the ribbon, select the Group !in »roup
command from the Arrange group %:J
Select Group from the drop-down menu . It]

t.;'o ntf"
r ain or
ahlnf'!
rt+ ·"'~r -lI
.l'lli&>
:o shint-!
Ungrouped ObJects

Unauthorised Photocopying is Unlawful 69

Module 6 ~ Presentations Training fo r ICDL

Ungroup
• Select the object.
• From the Drawing Tools/Format tab from the ribbon, select the Group
command from the Arrange group.
• Select Ungroup.
The objects will display as individual objects.
!J.ngroup

Regroup
Objects can be regrouped w ithout selecting each individual obj ect.

To regroup the objects, do th e fo llowing:

• Select an object (there is no need to select each of the objects to be
regrouped).
• From the Drawing Tools/Format tab from the ribbon, select the !ili ,.
Group command from the Arrange group.
• Select Regroup. ~ R!gro up
The objects will display as one single object. If.:I l::!,t1yruu~
Alternatively , selected objects can be grouped, ungrouped and
regrouped by right-clicking the selected objects and selecting
Group and then an option from the pop-up menu that appears.

5.2.7. Ordering a Drawn Object (6 5.2.7)

Drawn objects can be ordered so that objects appear in front of or behind specified objects. T his is
useful w hen creating a picture consisting of multiple objects.

To order obj ects, do th e following:

Bring Forward One Level

• Select an object.
• From th e Drawing Tools/Format tab on the ribbon, select the ~ Brrno Forward· J
Bring Forward command from the Arrange group to bring the selected object forward by
one level.

Send Back One Level

• Select an object.
• From the Drawing Tools/Format tab on th e ribbon, select the
Send Backward command from the Arrange group to send the selected object
~ Stnd BackWard 3
backward by
one level.

Bring to the Front of Other Objects

• Select an object.
• From the Drawing Tools/Format tab on the ribbon, select the Bring
Forward arrow from the Arrange group.
• Select Bring to Front from the menu to bring the selected object forward to the front of all
objects.

70 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 ..,. Presentations

Send to the Back of Other Objects

• Select an object.
From the Drawing Tools/Format tab on the ribbon , select the Send
Backward arrow from the Arrange group.
Select Send to Back from the menu to send the selected object behind all
other objects.

Alternatively, selected objects can be ordered by right-clicking the selected objects and
selecting Bring to Front or Send to Back from the pop-up menu, followed by an option from
the sub-menu .

Open the Jumble sale presentallon

D
2
Using drawing tools on slide 2, add a block arrow posttioned at the right side of the
bullated text. The ltp of the arrow should be potnling at the bullated text. D
3
Format the block arrow with a red solid fill colour, a dashed line style with 3pt weight
and grey line colour. D
4 Apply a Perspective shadow effect to the arrow.
D
5
Add the following text to the arrow shape: What's on offer. Format the text to
display with a white font colour and Comic Sans MS, 18, bold. D
6
Using the drawing tools create a cloud shape (from Basic shapes) and format with
white solid fill colour and a pale grey outline. Position the cloud shape so that it
[]
slightly overlaps the end of the block arrow.

7 Add the following text to the cloud shape: Come rain or shine!
D
8 Format the text to display tn Comic Sans MS. 18, blue, bold and Italic D
9
Ustng the drawing tools create a sun shape and format wtth a yellow fill colour and a
pale grey outline. Postlton the sun image on the left side of the cloud . D
10 Order the cloud shape so that 11 displays behind the other shapes. D
Group the 3 shapes as one
object. D

11

12
On slide 1, draw a solid line to separate the lttle and image from the subt1tle text
Format the line to be dark blue wtlh a wetght of 4Y. pts. 0
13 Format the line to display as a double headed arrow. D
14 On slide 7 insert a text box with the following text: 2008-2009. D
15 Save and close the Jumble sale presentation. []

Unauthorised Photocopying is Unlawful 71

Module 6 <1111 Presentations Training for ICDL

Preparing Outputs

Output refers to the way that the presentation is viewed, either on screen or as printed hard copy.
Both types of output require preparati on by applying effects and choosing an appropriate output
format for slide presentati on, such as overhead, handouts or on-screen show. Slides ca n be hidden
as part of a slide show if required and presenter notes can be added to spcci lie slides in the
presen tati on. ll is good practi ce to check spell ing and proofread a presentation to ensure it is error
free and presented to a professiona l standard . The layout of a presentation can be altered so that it
di splays in a different ori entation and paper size and then printed in a vari ety o f formats, such as
specific slides, handou ts, notes pages or Outline View.

6.1. Preparation
In this section, you will lea rn about the following:
Adding and removing transition effects between slides.
Adding and removing preset animation effects to different slide elements.
Adding presenter notes to slides.
Selecting an appropriate output format for slide presentations, e.g. overhead, handout or
onscreen show.

6.1 .1. Transition Effects ( f 1• )

A tran sition is the effect that displays between each slide in a slide show. There arc a variety of
slide transition effects to choose from.

T o add or remove a transition effect, do the followi ng:

Adding a Transition Click the scroll button or the

Select the Transit ions tab from the ribbon. More button to see more
transition effects
From the Transit ion t o This Slide group, select the More button.

HOMt lnurt Ottlgn TrAfUitll>n'l .Anrm•t•ont Shdt Show RtvitW Vltw

l Nont
J

The None (No

~
Cut F11dt Pu>ll
~
W1Pt
&J
Sp ht
r-
Rnul

Tr•nsltron to Th" SUdt

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~lndom Ban
t:O:J
Shapr
•JJ
U rUO¥f l Cowr'

Transition) command
is selected by default

• Click a transition to select it.

The transition will be applied to the currently selected slide.
To apply the selected transition to all slides in the presentation, click the Apply to [t:J Apply To All ]
All command .
To specify th e length of the transition use the scroll arrows on the Durat ion l~~ oo.1o :]
list box.
Advance Slld t
Automatic transition timing s can be set by selecting a time in the After box (or
0 On Mouse Clic~
choose to control the slide show by On Mouse Click ).
0 Alte r 00:00.00 :

72 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 .. Presentations

An effect can be applied to each transition by selecting the Effect

Options command .
In the example on the right, the Wipe Transition Effect can appear from
different directions on the slide. The Effect Options differ depending on
the currently selected transition effect.
A transition effect is indicated by the following symbol beneath a slide
(in Slide Sorter view).
Click this symbol to see a preview of the transition
effect.

A slide show presented by a speaker should be controlled by mouse click. A self-running

slide show that is looped to play continuously (such as displaying services in a reception
foyer), can be set to play with automatic timings.

Removing a Transition
To remove a transition, do the fo llowing:
Select the Transitions tab from the ribbon.
From the Trans ition to This Slide group, select the No ne command.
Select Apply to All to remove the transition from all slides in the presentation.

6.1.2. Animation Effects

An animati on effect is applied to indi vidual slide clements. T he ani mation effects arc displayed
when the slide is viewed in Slide Show V iew.

To add and remove animation effects to slide clements, do th e following:

Adding a Preset Animation Effect

In Normal View , select the An im ations tab from the ribbon.
Select the slide element(s) to which the animation effect is to be applied.
From the Animation group, select an animation (the default animation effect is None).

*
Fly In Fioot In
t"
Spilt
~
Wipt Whtti

Repeat this procedure to apply animation effects to different slide elements.

Alternatively, animation effects can be applied to slide elements by selecting
Add
Add Animation and choosing an animation effect. An1m1tton •

Select the Effect s Options command to see different effects that can be
applied to the chosen animation.
In the example on the right, the direction can be changed for the Fly In
animation effect.
The Effect Options differ depending on the currently applied animation
effect.
Timing, duration and start trigger can all be
applied from the commands in the Timing
group.
~

19
St art: On Click
Durat ion: 00 .50 ;I
Dtlay: 00 .00
Timmg

Unauthorised Photocopying is Unlawful 73

Module 6 ~ Presentations Training for ICDL

Re-order Animation Effects

In Normal View , select the Animations tab from the ribbon.
Select the Animation Pane command from the Advanced Animation f:»An1matlo~
group.
Animation effects which are applied to elements on the current slide will be displayed .
1
Al\trn11t1on Pane • x Antmahon P11ne .... )(

An1ma1tons can be re-

An1mat1ons are
displayed in the ordered as shown see
how the textbox animation
Animations Pane In
the order In which I#'Chart3 ~ IS now above the chart
they w111 be played 2 Tn1Solf<l ~ [)_Q I animat1on

Rtordtr An1mat1on
Select the animation to be re-ordered and select a command from the
• Movt Earlier
Reorder Animation group (choose Move Earl ier to move up one level and
Move Later to move down one level). • Mon llttl

Removing a Preset Animation Effect

In Normal View , select the Animations tab from the ribbon .
Select the slide element(s) from which the animation effect Is to be removed.
From the Animations group, select None.

6.1.3. Presenter Notes r 1- J

Presenter notes arc added below a slide and do not display when the slide show is nmning.
Presenter notes can be viewed in standard view and Note Pages view, and can be printed with the
slides if required .

To add presenter notes to a presentation, do the following:

In Normal View , select the notes pane beneath the slide.
Enter the notes text.
Click to add notes
Click In the Notes Area to
add presenter notes

To see the full notes pane, select the View tab and then Notes Page.
The notes page will appear, displaying the slide above and the notes
pane below.
Enter text as required and format in the same way
as normal text.
Click No rmal View to close Note Pages View . Preferred Oays ~~r

-
_s_
Note Pages View diSplays the ---r-_.,
-..=.:-.;,-.;:;.-.;;:.'!t.
~..::.
~,....,.,...,.,
-.;;;;.-=-~,
.....,._....,.. ....
~~.- ~
-..;--- q
.. I
notes pane beneath the slide I I
I I
I I
I I
Click 1n the note pane to add text I I
I I
I I
0 0
I
I
I
I
I
I
I
I
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0 ------------ ~ ------------~

74 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 ~ Presentations

6.1.4. Presentation Output (

The de fault presentation output formal is On-Screen Show. If the presentation is to usc overhead
transparencies, select the Overhead output fonnat. Handouts from the presentation can be
created and given out to audience members so that they can follow the presentation or be provided
for future reference . l landouts can be printed with I, 2, 3, 4, 6 and 9 slides to a page. The 3 slide
handout provides space for the audience to add notes.

To select appropriate output formats for a slide presentation, do the fo llowing:

• Select the Design tab.
From the Page Setup group, click the Page Setup command .
The Page Setup window opens.

0r1C'J11ab0n
Slldf!s
Output rx-t>. e ~ortraot
format ~ e ~ondscape Orientation for
handouts and
notes
e PQ!(traot
LQ!ldscape

Select the Slides sized for: arrow and choose an option, such as On-screen Show or
Overhead from the list.
• Use A4 Paper (210 x 297) to format the slides for A4 paper or select Custom if you want to
set the measurements yourself.
• Click OK.

6.1.5. Hiding and Showing Slides

Specific slides in a presentation can be hidden if required. This is useful when presenting a slide
show to different audiences as you can hide certain slides that should only be viewed by a specific
audience (for example, sensiti ve materia l such as personnel records or accounts).

To hide or show a slide, do the following:

Hiding Slides
• In Slide Sorter View, select the slide or slides to be hidden.
• Select the Slide Show tab from the ribbon.
From the Slide Setup group, click the Hide Slide command .
The hidden slide(s) will display in Slide Sorter View with a line through
the slide number to indicate it is hidden.

Showing Slides
• In Slide Sorter View, select the slide or slides to show.
Select the Slide Show tab on the ribbon.
From the Slide Setup group, click the Hide Slide command (this is a toggle button, which
means that each time it is clicked it turns on/off).

Unauthorised Photocopying is Unlawful 75

Module 6 • Presentations Training for ICOL

Open the Jumble sale presentation. D

2 Add a Dissolve transition effect to all slides in the presentation. [J
3 On slide 2, apply a Wipe (All at Once) animation effect to the bulleted text. [ ]
4 On slide 2, apply a Fly In an imation effect to the grouped drawn object. LJ
s On slide 4, apply a Wipe (By Category) animation effect to the pie chart. []
6 On slide 6, apply a Fade (By Series) animation effect to the column chart. 0
7 On slide 7, apply a Fly In animation effect to the title Club Members. u
8
Add the following notes to slide 6: These results were compiled from voting carried
out by club members and volunteers. The preferred day for activities appears to be
[l
Saturday afternoon.

9
Add the following notes to slide 8: This meeting is to plan the Spring Fair in March
2009.
LJ
10
Check that the current output format for your slide show presentation is On-screen
Show.
LJ
11 Hide slides 7 and 8. []
12

13
Show sl1de 7.

Save and close the Jumble sale presentation.

u
[J
6.2. Checking and Delivering
It is good practice to spell check and proo fread your presentation prior to showing or print ing, to
ensure that it is error free and presented to a professional lltandard. Slide setup should be modified
before printing to ensure that an appropriate 0 1ientation and paper si/e i s applied to the presentati on .
A presentation can be printed as specific individual slides, as handouts (miniature thumbnails),
notes or in outline format (this formal w ill only display text but not graphi cs that appear in th e
presentation). Once checked, th e presen tation can be delivered in slide show format. A slide show
can be started from any slide and navigated using a shortcut menu .

In this section, you will learn about the following:

Spell checking a presentation and make changes, e.g. co rrecting spelling errors and deleting
repeat ed words.
Changing the slide setup and the slide o rientatiOn to portrait or landscape.
Changing the paper size.
Printing the entire presentation, specific slides, handouts, notes pages and ou tlin e view of slide
and choosing the number of copies of a presen tation.

6.2.1. Spell Checking a Presentation

It is important before showing or printing a presentati on to check the spelling on each slide and
correct errors or repea ted words.

To check spelli ng, do the fo llowing:

76 Unauthorised Photocopying is Unlawful

Training for ICDL Module 6 ... Presentations

Select the Review tab from the ribbon.

Sprlllno
From the Proofing group, click the Spelling button .
Spelling errors will be displayed in the Not in Dictionary box and
suggestions provided below.
Select the correct suggestion and click Change to correct the spelling.
Some words that are not in the Spellrng dictionary are rncorreclly flagged as errors. When this
happens, click Ignore.

The spell1ng error

1s nagged
Click Change to
change to the
suggested spelling
Suggest1ons are or Ignore to reta1n
prov1ded for the correct the current spell1ng
spe111ng or the word

You arc given the opportunity to delete or ignore repeated words.

Click Delete to delete a repeated word or Ignore to keep the repeated word and continue the
spelling check.

Click Ignore 10
Repeated words reta1n the
are d1splayed 1n repeated word
the Repoated or Delete to
Word box delete the
repeated word

When the spell check is complete, a confirmation window

opens.
Click OK.
LOK
6 2.2. Slide Setup
Slide setup should be performed to change the orientat ion and paper si/e before the presentation
is printed. Slide orientation refers to portrait or landscape. Portrait is taller than it is wide and
landscape is wider than it is tall.
ThiS
Th1s onentat1on IS onentation
landscape IS portr811

Select the Design tab on the ribbon.

From the Page Setup group, click the Page Setup command.
The Page Setup window opens.

Select the
o...ontAobcn
slide
Select the Sklea
onentahon
paper s1ze
f"Al>>
~ .. fCf "
~~
'«<tn, """'lo.111 II ouUnt

Select a slide orientation option button.

Unauthorised Photocopying is Unlawful 77

Module 6 <1111 Presentations Training f o r ICDL

Alternatively, select the Design tab and then, from the Page Setup group, click the Slide
Orientation command. Choose Portrait or Landscape .
Select a paper size from the Slides sized for box. l
~
etter P~r (B.Sxll In)
edQer Peper (llx17ln)
Slides can be sized for the various paper sizes. 3 Peper (297x420 mm)

Click OK.
4 Peper (210x297 mm)
84 (ISO) Peper (250x353 mm)
J
85 (ISO) Peper ( 176x250 mm)

6.2.3. Printing a Presentation (C e 2.3.)

To print a presentation, do the following :
w--. . ....
Entire Presentation w. ._.••
c..,...
Select the File menu and then select Print. cJ ,,..,
.... I

Ensure that the Print All Slides option is selected lrolo Print•
from the Slides menu in the Settings section and
Rt<tnt
that Full Page Slides is selected from the Print
Layout menu. N•w

Select the Print command.

Select Print All

Slides to pnnt all
,..............
.,009<_
••;nt Oftt s.d.cf
_
slrdes in the
..>nl)lprinloroone_of.,.po'l'
presentation
C~.ttd
I~) IU I l l

Select Full Page ,....

Slides to print 1 ld.tH•tftrlfootu
slrde per page

Specific Slides
Select the File menu and then select Print.
Select the Custom Range option from the Slides menu in the Settings section of the window
and enter the slide numbers that you wan t to print (separate the slides with a comma, i.e. 1, 2,
5).
Ensure that Full Page Slides is selected .
Chck Current Slide
Click Print. to pnnt the currently
selected shde

Current Slide s.ttlngJ

Select the File menu and then select Print.
Select Print Current Slide from th e Slides menu
in the Settings section of the window.
Click Print. Print tnhrt pro>tnt1toon

WJ
!!J
Pnnt Sd«tlon
Only pnnt tht St lt <ltd slodts

PJ1nt Curr~t ~e
"nty pnnt lht cuntnt slodt
I
Custom bog~
(j!J (nttr sptctflc sl1du to print

78 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 6 .,.. Presentations

Handouts
,.....l.,...,
[j J
Select the File menu and then select Print.
Select the Print Layout menu from the
Settings section.
-u
'uii'-GtUdl t

I \INk
HcJttt"--• t

u
.ISWtt
()u!ln•

,_,
From Handouts select the required amount and orientation of
slides per page.
u
41itdts ~fllOfltfl • Slldtt HofUOht .. t Sttdt~ HOfllilr't ..

• A preview of the handouts will be displayed in the right-hand •u\ han \lf' r1•cM
u
• S~u \ltr1•u l
section of the window. Select the number of _j tt••• 'Uid' t
~t j lt 10 r1t ,fptt
• Click Print. slides per page

[ -- ][~ - l
l--- I
'---+t- A preVIew as
dasplayed

Notes Pages
• Select the File menu and then select Print. CNIIIf\f

Select Notes Pages from the Print Layout menu in the Settings :.J
I SO,o
u ......J
section.
Click Print.
LJ

--
Outline View
Select the File menu and then select Print.
Select Outline from the Print Layout menu.
Click Print.

Number of Copies
Print
Select the File menu and then select Print.
Copaes: 1
Use the scroll arrows on the Copies list box to
increase/decrease the required amount of printed copies.
Click Print.

If you want hidden files to print, select the Print Hidden Slides option in the Print
Layout menu .

6.2.4. Starting a Slide Show

A slide show can be started from any slide in the presentation.

To start a slide show, do the fo llowing:

From the Start

Select the Slide Show tab on the ribbon.
From the Start Slide Show group, select From Beginning. From
Btglnnan
The slide show will start from the first slide in the presentation.

Unauthorised Photocopying Is Unlawful 79

Module 6 ~ Presentations Training for ICDL

From the Current Slide

Select the slide from which you want the slide show to start.
From
Select the Slide Show tab on the ribbon. Current Slide

From the Start Slide Show group, select From Current slide.
The slide show will start from the currently selected slide.

6.2.5. Navigating a Slide Show (f 1.2- ·

You can navigate between different slides in a slide show by selecting a speci fic slide title or by
selecting the next or previous slide.

To navigate a slide show, do the fo llowing:

Run the slide show. N••
('YtwtO\H

Right-click the slide to see a shortcut menu .

Select Next to go to the next slide in the slide show or Previous to go
U!l)'•,..•d
,. ,.~tot, .1. ./
INII'II•t~lt

lSt.tUt

to the previous slide. To go to a specific slide, click Go to Slide and "''""

pt.ntrrOphOI'U ~
Jhr!rlkld ... O•~t~t
4J'oi)Uittlf'rOI'It•t
select a slide title. tjtllt SHtiiUit

• Press Esc or click away to close the menu without selecting an

option.

Open the Jumble sale presentation.

D
2 Spell check the presentation to ensure that there are no spelling errors or repeated words.
D
3
Practise changing the orientation of the slides to Portrait and Landsca pe. Ensure that
the slide orientation is Landscape before continuing the task. D
4 Change the paper size to A4 Paper (210 x 297 mm).
o.·
5 Print one copy of slides 1, 2, and 5.
D
6 Print all slides in the presentation in handout format, with 6 slides por page.
0
7 Print slides 6 and 8 in notes pages format.
0
8 Print 2 copies of all slides within the presentation in Outline View.
D
9 Start the slide show from the first slide and navigate to slide 5 Helpers.
D
10 Go to previous slide.
D
11 Select slide 4 and start the slide show from this slide.
D
12 Go to slide 8 and end the show.
D
13 Save and close the Jumble sale presentation and exit PowerPoint. [ J

80 Unauthorised Photocopying Is Unlawful

•

• Do you know what a Spreadsheet is capable of?

• Can you create a simple Presentation?
• Do you dare update a Database?
If not, this is the book for you.

Training for ICDL Syllabus 5.0: A practical co urse in Wind ows 7 &
Office 2010 is th e essential co mputer training manual for beginners.
It can be used in the classroom or as a se lf-study guide, and is
inva luable as a referen ce in the workplace.
Each of the seven ICDL modules covered in the manual is written in
plain Eng lish, with ext ensive screenshots, clear examples and a
wea lth of exercises.
Bl ackrock Education Centre has been successfully writing excellent
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experi ence of training over 20,000 stud ents. All seven modules are
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Practrce fi les needed for the lessons rn the drfferent modules are avarlbale for downloadmg from
www.aspbooks.com/download/lcd l5 2010 eng Zip

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