6.

0 PRESENTATION PACKAGES
These are software packages that contain program designed to accompany the speaker when he makes a
presentation. It is always in form of a slide show.
A presentation program is a computer software used to display information in the form of a slide show.
Examples of Presentation Software’s are Open office.org impress, Microsoft's PowerPoint and Lotus's
Freelance Graphics
MICROSOFT POWERPOINT
Microsoft PowerPoint is a graphics presentation program.
PowerPoint is most useful for creating formal presentations. PowerPoint can help you produce
professional looking presentations that can be printed, viewed on a computer display or produced as a
slide, together with printed notes for your audience to take away for reference.

WHAT YOU CAN CREATE WITH POWERPOINT.

 On-screen Presentations.
You can create a slide for an electronic presentation that contains text, Charts, as well as ClipArt
pictures. You can make changes to your presentation; use Slide transitions, Timings and Animation
to control its pacing, and then run a stand-alone presentation on your computer screen or you can also
run the presentation over a network on multiple computers.
 Paper printouts.
You can design your presentation so that it looks great on the screen and print it out using a Printer.

 Overhead Transparencies.
You can create a presentation that uses overhead transparencies by printing your slides as Black-and-
White or color transparencies.
 Notes, Handouts and Outlines.
To support your presentation, you can give your audience Handouts (smaller versions of your slides
that are printed 2, 3 or 6 to a page). You can also print your Speaker notes for the audience.
Still, while working on a presentation, you can print your Outline, including Slide titles and Main
points.
1. On the File menu, choose Print.
2. In the Print What box, click Notes Page, Handouts or Outline view.
 World Wide Web documents.
You can design a presentation specifically for the World Wide Web, and then save it in a Web
compatible format, such as HTML.
Presentations can be used in certain situations to convey information more effectively. Examples of such
situations include;
1. Marketing or internal company presentations.
2. To deliver company results to a shareholder meeting.
3. To report sales figures.
4. To launch a new product into the market.
5. To introduce/induct new employees into a company operations.
6. Advertising in the media, trade fairs or exhibitions.
With PowerPoint, you can create overhead slides, Speakers notes, audience handouts, and an outline all in
one single presentation file. PowerPoint has powerful wizards to help you create and organize your
presentation systematically.
Starting Microsoft PowerPoint.
1. The PowerPoint Startup dialog box appears giving you four (4) options from which you must choose
one in order to proceed with any other PowerPoint features or functions.
 The AutoContent Wizard:
This option starts the AutoContent Wizard, which is a sequence of screens offering you with
alternations.
The wizard allows you to select the type of presentation that you would like to create, and then
prompts you for a title for your presentation as well as information about the topic that you have
chosen. PowerPoint then provides a basic outline to guide you in organizing your content into a
professional presentation.
 Design Template:
This option gives you a list of presentation designs; presentations and other templates that have
predefined slide colors and text styles.
 Blank Presentation:
This option brings up the New Slide dialog box, which has blank slide layouts. The slides are pre-
designed. After choosing a layout, the user fills in the rest of the content.
 Open an Existing Presentation:
Use this option to choose an existing PowerPoint presentation that had already been saved in
the computer.
Creating a PowerPoint Presentation.
A PowerPoint presentation consists of Slides. Slides are pages where you create your presentation and are
displayed as individual windows during the show. Placeholders hold the objects in your slide. You can
use placeholders to hold text, picture, charts, and more.
 You can use the notes area to create notes to yourself. You can refer to these notes as you give your
presentation.
 The Outline tab displays the text contained in your presentation.
 The Slides tab displays a thumbnail of all your slides. You click the thumbnail to view the slide in the
Slide pane.
Creating a Blank Presentation.
1. From the New Slide that appears, select a slide layout from the home tab under slides group
of commands.
2. To add text to the slide, click on the text placeholder and type in your own text.
Add a sub-title to the presentation, if necessary.
3. Apply any formatting that is appropriate for your needs.
Adding other Slides to a Presentation.
(i). On the Home Tab or Insert tab, choose New Slide under slides commands.
Using the Different PowerPoint Views.
 PowerPoint has six views that help you to view or work on your presentations in different ways.
The View buttons are usually located at the bottom left of the status bar OR Select one of the options
from the View Tab under presentation views commands.
1. Normal View: Normal View simultaneously displays the Slide, Outline, and Notes views in their
own, allowing you to see everything at once.
These panes let you work on all aspects of your presentation in one place. You can adjust the size of
the different panes by dragging the pane border.
In the Outline pane, you can organize and develop the content of your presentation. You can type all
the text of your presentation and rearrange bullet points, paragraphs, and slides.
 In the Slide pane, you can see how your text looks on each slide. You can add graphics, movies, and
sounds create hyperlinks and add animations to individual slides.
In the Notes pane, you can add your speaker notes or information you want to share with the
audience.
2. Outline View: Outline view allows you to see all the titles, text, etc of the entire presentation in a
single window.
In the Outline view, the text appears exactly the way it appears when you work with Microsoft Word,
i.e., you can see how your main points flow from slide to slide.
In Outline view, each slide is numbered. A Slide icon appears to the left of each slide’s title. The
text below each Slide title is indented. This is the same text contained in that particular slide.
In Outline view, you can edit the text, add and delete slides, move text between slides and change the
order of the slides themselves.
You can type in, view or edit the text for all your slides at once. To type in text, position the cursor,
type in the text, and the press the ENTER key.
3. Slide Sorter View: Slider Sorter View allows you to:
 Easily add, delete and move slides.
 Preview the entire presentation.
 Organize or rearrange the order of the slides in your presentation.
 Preview animations on multiple slides by selecting the slides you want to preview, and
then click Animation Preview on the Slide Show menu.
Use the buttons on the Slide Sorter toolbar to set timings for a slide show and transition effects when
moving from slide to slide.
4. Notes Page View:
This view enables one to create/type Speaker’s notes. These are the notes that a presenter uses as ‘cue
cards’ or reminders during a presentation.
A miniature slide appears above the speaker’s notes. you can also print a copy of your notes for
reference.
5. Slide Show:
Slide Show view displays slides on the entire screen the way the audience will view the final
presentation.
APPLYING A DIFFERENT DESIGN TO A PRESENTATION.
On the Design Tab, click Design Template.
SAVING A PRESENTATION.
o The work done is currently stored only in the computer RAM; to save your work for further use
you must save the presentation to the Hard Disk or Secondary Memory.
o You can save the presentation you are working on. You can also save a copy of it with a different
name or in a different location.
o You can save any presentation in a Web format, such as HTML so that it can be viewed and used on
the Internet.
o You can also save a presentation so that whenever you open it, it always starts as a slide show.
Note. A typical PowerPoint presentation has a .ppt filename extension, while a file saved as a slide show
has a .pps extension.
INSERTING A CHART.
 A chart allows you to graphically display data that is contained in a table or spreadsheet.
 Charts help in summarizing information in graphical form, and thereby make the
information easier to understand.
Adding charts to a presentation can add impact to your presentation.
(i). PowerPoint starts Microsoft Graph, which is the application used to create and edit charts.
A datasheet and chart window will appear, and they contain default data, which can be replaced with
your own data.
(ii). Using the datasheet, enter the data for the chart and then close the datasheet.
Working with the Datasheet.
The datasheet is made up of rows and columns. A group of related data representing one row or column
from the table is called a Data series.
Changing and Formatting a Chart.
 After creating a chart, you can select a new type of chart that will better suit the data, or
format your chart type to achieve the results you want.
 A chart gallery allows you change your chart type and then automatically format the chart.
Changing the Chart’s Appearance (Formatting). (Chart area, Chart title, Plot area, Axes (Y-axis, X-
axis, Z-axis), Legend, Gridlines, etc.
The Clip Gallery. The Microsoft Clip Gallery contains a wide variety of Clip Art images, pictures,
sounds, video clips and movies that you can insert and use in your presentation. It is in the Clip Gallery
where we choose the images to use in the presentations.
INSERTING CLIPART PICTURES IN A PRESENTATION.
Inserting a scanned picture.
Scaling a picture means resizing an entire object, or picture by a certain percentage.
Cropping the Picture: You can trim portions of a picture, so that you don’t see all of it. Basically, the
original picture is not altered in any way. Photos are often cropped to focus attention on a particular area
of the photo.
Inserting a Microsoft Word Table. You can insert other types of objects like Microsoft Word tables,
Excel worksheets or charts, WordArt objects, scanned photographs or other applications into PowerPoint.
Note. Once the table is inserted, you can perform all sorts of functions on it like sorting, calculations,
enhancing, aligning text and numbers, and so on.
Inserting Drawing Objects: To add drawings and modify them in order to enhance the look and content
of the presentation. You can draw objects such as squares, rectangles, polygons, lines, ellipses,
textboxes, or even combine different shapes. These are referred to as AutoShapes.
Resizing the Drawing Object. Drag the resize handles (the fill handles).
A dotted outline of the drawing or shape appears as you drag showing you the new size.
Grouping or Ungrouping Objects:
Grouping objects means combining them so that you can work with them as one single object.
This technique can help you to build complex drawings.
- You can rotate, and resize or scale all objects in a group as a single unit.
- You can also change the attributes of all objects in a group at the same time. For example, you might
change the fill color or add a shadow to all objects in the group.
You can ‘ungroup’ a group of objects at any time, and you can easily ‘regroup’ them by selecting any
one of the objects that was previously grouped.
ANIMATING SLIDE TEXT AND OBJECTS.
 Animation effects are usually added to slides so as to add interest to the presentation.
 They also assist the presenter to control the flow of information and to focus on important points.
Slide Text refers to any text that appears on the slides. Slide Objects refers to all other objects like
drawing, ClipArt pictures, charts, tables, etc that are included in the slides.
Animation effects are special visual effects or sound effects that are added to text or objects on a slide,
e.g., Fly from Top, Wipe left, etc.
Animating Slide text and objects means adding special visual effects or even sound effects to text or an
object on a slide. For example, you can have the text appear one word, or letter at a time from the top of
the screen.
SETTING SLIDE TRANSITIONS AND SLIDE TIMINGS.
 A Slide Transition is a special visual effect that is used to introduce a slide during a slide show.
Slide transitions are usually added to slides to create added impact to a presentation.
Examples of slide transitions include effects like Wipe Down, Box in, Cut, Checkerboard Across,
Dissolve, Fade Out, Cover Down, etc.
 Slide Timing refers to the length of time a slide appears on the screen. If you don’t want to
manually move through a slide show by clicking the mouse, you can set the length of time a
slide appears on the screen. This allows the presenter to be in control of time during a
presentation.
Note. Microsoft PowerPoint places a transition symbol below the selected slide. This shows you that the
slide has a transition effect.
Applying Slide Timings.
There are 2 ways you can set slide timings on the screen.
(i). By setting the time manually for each slide, and then run the slide show and view the timings you set.
(ii). By using the rehearsal feature, where you can record timings automatically as you rehearse.
You can also adjust the timings you’ve already set and then rehearse the new ones.
Note. In Slide Show, clicking a mouse always advances a slide, even if the timing set has not
yet elapsed.
Note. As with animations and transitions, you can see the slide timings for the slides when in Slide
Sorter view.
CREATING A SLIDE SHOW.
There are 2 ways to advance your slide show; Automatically or Manually.
 You can click the mouse manually to move your slides through the slide show.
 You can use the Automatic Advance timing feature to move your slides through the slide show
automatically. It keeps the slides for the time you specify in the Advance box in the Set Up Show.
Under Show type, select the Loop continuously until ‘Esc’ checkbox. In the Slides area, select the
slides you want to show. If you want all the slides, choose All. If you just want to view particular
slides, then type in the slides in the appropriate section.
ENTERING SPEAKER NOTES.
 Speaker Notes are the notes that a presenter uses as ‘cue cards’ or reminders in the course of giving
a slide show.
These notes are usually printed and they help the presenter to remember key points during a
presentation.
Speaker Notes can be typed in using the Notes Pages view.
 Each slide has a notes page that includes a smaller version (miniature) of the slide and space
for speaker notes.
 You can create notes pages while you are creating your presentation and then use them as speaker
notes when delivering the presentation. On the View tab, click Notes Page. On the File menu, click
Print and then click Notes Page in the Print What box.
USING THE SLIDE MASTER.
 A Master is a special slide or page on which you define formatting for all slides or pages in
your presentation.
 A Slide Master is the slide that holds information such as; Text, Pictures, background items or
any special formatting which you want to appear on every slide in a presentation.
 If you make a change to the Slide Master, the change affects all the slides in your presentation based
on the Master. To display the Slide Master, on the View Tab, select Master, and then click Slide
Master. The Slide Master appears showing the different areas of the slide, e.g., the title, date, footer,
and number areas as well as the text area.
 You can also create other types of masters in the same way. These include:
(i). Title masters.
(ii). Handout masters.
(iii).Notes masters.
INSERTING HEADERS AND FOOTERS.
You can use headers and footers to add information such as the date and time of the presentation, the slide
or page number.
On the Insert Tab, click Header and Footer.
Exercise.
1. What is the difference between Animation effects and Transition effects on a slide?
2. (i). What is a Slide Master?
(ii).What kind of information is usually included on a Slide Master?
3. (i). What are Speaker Notes?
(ii). In what view can you type in Speaker Notes?

ORGANIZATION CHARTS.
An Organization chart is a diagram showing/describing the hierarchy of staff in an organization, or the
flow of a process. An Organization chart is constructed in a similar manner to a family tree.
Uses of an Organization chart.
In most organizations, the charts are constructed/used:
 To show lines of authority in the organization and all the workers and their titles.
 To show processes or functions.
There are different types of organization charts, but the most common are; Vertical and Horizontal
organization charts or a combination of the two.
Formatting an Organization Chart.
 All elements of the organization chart can be formatted. These include; the chart title, chart boxes,
the connecting lines, etc.
Printing a presentation.
 You can print slides from a presentation when you want to get hard copies of them. In addition,
you can also print speaker notes, audience handouts, outlines, etc.
Presentation Tips.
 An effective presentation is well prepared and carefully planned.
 An effective presentation is more than just slides that contain text and shapes. It often combines
text, shapes, charts, colour, and sometimes sound or movies to produce a successful
communication tool. This is due to the fact that, most people retain 40% - 50% more information
when they see and hear simultaneously rather than from just listening.
Characteristics of an Effective presentation.
Effective presentations have some common characteristics, which
should improve communication between the speaker and the audience.
Simplicity: Good presentations are simple and to the point. They are not
long-winded and boring or complicated. They are easy for the speaker
to present and easy for the audience to understand.
Visuals: Good presentations make use of a lot of visuals, i.e., graphics, pictures,
ClipArt, charts, etc.
Colour: A good presentation usually has a lot of colour. Compared to a
black and white presentation, a colour presentation attracts a lot of
attention. However, the use of colour must be judicious (sensible / well
judged), otherwise, the presentation will end up being overly ‘colourful’
and too flashy.