Unit 6: Information and Technology

Learning Objectives
You will learn to:
 create a new presentation using a text file

 insert a new slide

 select different slide layouts depending on its contents

 save a presentation

 use a master slide to insert and edit objects consistently, including images,

text, shapes, logos, slide headers and footers, placeholder position, automated

slide numbering

 format master slide objects, including headings, subheadings, bullets,

background colour

 apply transitions between slides

 apply animation effects on text, images and other objects

 insert an action button, including modifying settings to navigate to a specified

slide or file

 insert and edit a hyperlink, including linking text or objects to a slide within

the presentation, an external file or an email address

 display the presentation for a variety of purposes, including a looped on-

screen carousel, presenter controlled

 print the presentation in a variety of layouts, including full-page slides,

presenter notes, handouts

Vocabulary
placeholder
template
animation
transition

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 Let Us Start

Hey, have you heard about Microsoft Sure! Microsoft PowerPoint is a

PowerPoint? I am not familiar with presentation software that allows
what it does. Could you tell me more you to create slideshows and present
about it? information in a visually engaging
way. It is widely used in business,
education, and various other fields.

Let Us Explore
Your Geography teacher has divided your class into five groups and assigned a

project to each group. After completing the project, one student from each group

has to explain the project to the class. List the different ways you can use to explain

the project to the class.

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Get, Set, Go
Creating presentations
Presentations involve presenting the data by combining text, audio, video and

animations. It displays information sequentially. This makes it easy for the audience to

understand the content. A presentation application can be used to create a

presentation. Microsoft Powerpoint and OpenOffice Impress are popular presentation

application software used to create attractive presentations on a computer.

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6.1 Creating presentations in MS PowerPoint
Microsoft PowerPoint is a presentation application in the MS Office package. It can be

used to display the information in an organized manner. It is a digital presentation of

data to show and explain a concept to an audience.

Features of Microsoft Office PowerPoint

 Microsoft Office PowerPoint is a part of the Microsoft Office suite that

includes a word processor (MS Word) and a spreadsheet application (MS

Excel).

 A slide can contain multimedia elements such as text, images, audio and

video.

 You can add tables and charts to a slide.

 It allows you to give special animation effects to the slides and objects to

make the presentation more attractive.

 It allows you to display your presentation in full-screen.

 It has a gallery of images of things that can be added to a slide.

 It allows adding notes to each slide to read from while giving a presentation.

Open MS PowerPoint
Steps to start PowerPoint
Step 1: Click the Start button.

Step 2: Type Powerpoint in the search box.

Step 3: Click the PowerPoint application from the list.

Creating a Blank Presentation

Once you start the Microsoft PowerPoint application,

you need to select a presentation template. A

template is a sample document with some details

added that act as a guide to do something.

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To create a blank presentation, click the blank presentation tile.

Once you click the blank presentation tile, a blank presentation without any template

will be created.

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Components of MS Powerpoint window
The following screen shows the components of the MS PowerPoint window.

Components Explanation
Title bar It displays the name of the application and the file currently in
use.
The Ribbon It displays the functions and tools available to work with your
presentation.
Quick Access It enables customising the toolbar to contain the commands you
Toolbar use most frequently.
File tab It provides access to basic commands such as New, Open, Save,
(Backstage Print and Share to customise the application.
View)
Slides pane It displays a thumbnail version of each slide within the
presentation.
Slide It is the area that will be displayed as a full screen when viewed in
Slide Show mode.
Status Bar It provides information on features such as slide number, spell
check and shortcuts to Notes, Comments, different views and
zoom functions.
Placeholders It is displayed as dotted lines that allow you to identify where to
add text and insert elements such as images or tables.

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Creating a presentation using a text file
You can import text files (.rtf) to create a PowerPoint presentation quickly.
Steps to create a presentation using a text file
Step 1: Click the Home tab.
Step 2: Click the New Slide arrow and select Slides from Outline. The Insert outline
dialog box appears.
Step 3: Browse for the .rtf file and click Insert. A presentation with slides is created
with a text file.

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 A presentation created using the text file

Inserting new slide

You can add multiple slides to a presentation.
Steps to add a new slide
Step 1: Click the Home tab.

Step 2: Click the New Slide button. The slide will be added.

Changing slide layout

A slide layout defines the placement of slide elements such as title and content. When

you create a new presentation, it has a single slide with the ‘Title Slide’ layout. The

dotted rectangular boxes are called the Placeholders. They are used to show the

placement of various objects on the slide. Whenever you add a new slide to a

presentation, its layout is default selected as ‘Title and Content’. You can, however,

change the layout of this slide.

Steps to change slide layout
Step 1: Select the Home tab

Step 2: Click the Layout option from the slides group.

Step 3: Click the required layout from the list.

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Saving a presentation
It is important to save your presentation whenever you start a new project or change

an existing one. Saving early and often can prevent your work from being lost.
Steps to save a presentation
Step 1: Locate and select the Save command on the Quick Access Toolbar.

Step 2: The Save As dialog box

will appear. Select the location

where you want to save the

presentation.

Step 3: Enter a file name for the

presentation, then click Save.

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 Activity 1
Perform the following tasks to create a presentation on the culture and heritage of
India.
1. Gather information on the culture and heritage of India. Create a text file to
save the information.
2. Create a presentation using the information from the text file.

3. Insert new slides as per the requirement.

4. Change the layout of the slide as per the requirement.

5. Save the presentation with ‘Yourname_Culture and Heritage of India’

6.2 Using Slide Master

The master slide is used to design the layout of slides before you start to add content

to individual slides. The master slide can specify colours, fonts, headings, images and

object positions. Once added to the master slide, these specifications will automatically

be applied to all other slides in the presentation. This saves a lot of work and time.
Steps to open the slide master
Step 1: Click the View Tab.

Step 2: Click the Slide Master option. The slide master interface appears.

Slide Master Interface

Slide
Master Title
placeholder

Slide Text
layout placeholder

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Adding background
A background is an image that appears behind a slide's main objects or text. We can

use different backgrounds for different slides in our presentation.

Steps to add a background to a slide using the slide master
Step 1: Open the Slide Master.

Step 2: Click the Background Styles.

Step 3: Click the Format Background… option. The Format Background pane appears.

Step 4: Select the desired option from the fill option.

Adding Slide Numbers and Dates to the Master Slide

Steps to add slide numbers to all slides
Step 1: Open the Slide Master.

Step 2: Select the Slide Master.

Step 3: Click the Insert tab.

Step 4: Click the Header & Footer

option. The Header and Footer

window appears.

Step 5: Check the ‘Date and time’

and ‘Slide number’ options.

Step 6: Check the Slide number option.

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Changing text styles on the Master Slide
You can change how the text looks on slides directly from the Master Slide.

When we change text styles on the Master Slide once, it will automatically change

how the text looks on all the slides. You can change Font Styles, Font Size, Font

Colour, Bold, Underline and Alignment.

Steps to add the same shape to all slides
Step 1: Open Master Slide View.

Step 2: Click the Title/Text box

Step 3: Click the Home tab.

Step 4: Use the formatting tools under the Font group to change Font Styles, Font

Size, Font Colour, Bold and Underline.

Adding images on the Master Slide

You can add clipart, logos and pictures to the master slide that you wish to see in all

the slides.
Steps to add an image to all slides
Step 1: Select the Slide Master.

Step 2: Click the Insert tab.

Step 3: Click the Pictures option.

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Step 4: Browse for the desired image to be added. Drag and drop the image

wherever required.

Step 5: Click the Open button.

Activity 2
Open the presentation created in Activity 1 and perform the following tasks using

Master Slides.

1. Add a background to the presentation

2. Add the slide number in the footer of each slide

3. Add a logo at the top-left corner of each slide

6.3 Adding effects

Special effects are given to individual objects, such as pictures and text boxes on a

slide or an entire slide. This is a powerful and effective tool in MS Powerpoint for

attracting the audience's attention. MS Powerpoint provides us with two types of

animation effects, Custom Animation and Slide Transition.

Custom animation
Custom Animation is a tool used to animate individual objects, such as text or

images that are present on the slide. Animation effects are divided into four main

categories. These indicate the point at which you want the animation to occur.

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 Category Effects Purpose
Entrance Appear, Box, Circle It is used to decide how an object

appears on the slide.

Emphasis Change Fill Color, Change It is used to highlight an object

Line Color, Spin etc. with different effects.

Exit Diamond, Disappear, It is used to decide how an object

Dissolve etc. leaves the slide.

Motion Paths Curve, Polygon, Freeform It makes the object follow a path

Line defined by the user.

Steps to apply Custom Animation

Step 1: Select an object on the slide.

Step 2: Click the Animations Tab.

Step 3: Select the desired animation.

Step 4: Click the Effect option.

Step 5: Select the required effect. The required animation is applied to the object.

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Slide Transition
Slide transition is a way of applying an animation effect to the entire slide. This decides

how your slide will appear on the screen while running the slide show.
Steps to apply slide transition to slides
Step 1: Select the slide on which you want to apply the slide transition effect.

Step 2: Select the slide on which you want to apply the slide transition effect.

Step 3: Click the drop-down arrow to see all the available effects.

Step 4: Click the drop-down arrow to see all the available effects.

Step 5: Select a desired transition effect. Click ‘Apply to All’ to apply the transition to

all the slides.

Activity 3
Open the presentation created in Activity 2 and perform the following tasks.

1. Apply custom animations to the objects and text in the slides wherever

required.

2. Apply suitable slide transitions to the presentation.

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6.4 Adding action buttons
An Action Button is a shape or an image that can be set up to perform some action. It

connects to a webpage, file or another slide. It can also be used to play a sound or exit

the presentation. You can click on the action button in the Slide Show view to start the

action.
Steps to add an action button
Step 1: Click the Insert tab.

Step 2: Click the Shapes option.

Step 3: Select the required action button.

Step 4: Drag and place the action button in the desired location. The Action Settings

dialogue box will appear once the action button is placed on the slide.

Step 5: Select the Hyperlink to option. Expand the dropdown box.

Step 6: Select the required action when the action button is clicked.

Step 7: Click the OK button. The action button becomes clickable when the

presentation runs as a slideshow.

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6.5 Adding hyperlinks
When you use the internet, hyperlinks are used to navigate from one webpage to

another. If you want to include a web address or email address in your PowerPoint

presentation, you can format it as a hyperlink for navigation.

Steps to add a hyperlink

Step 1: Select the image or text you want to link.

Step 2: Click the Insert tab and select the Link command. The Insert Hyperlink dialog

box will open.

Step 3: If you selected text, the words will appear in the ‘Text to display’ field at the

top. You can change this text if you want. Type the address you want to link to in the

Address field.

Step 4: Click OK. The text or image you selected will now be a link to the web

address.

Steps to insert a link to email address

Step 1: Click the Insert tab and select the Link command. The Insert Hyperlink dialog

box will open. On the left side of the dialog box, click Email Address.

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Step 2: Type the email address you want to connect to in the Email Address box, then

click OK.

Activity 4
Open the presentation created in Activity 3 and perform the following tasks.

1. Add two action buttons on each slide that allow going to the next and

previous slide when clicked.

2. Use hyperlinks for text and email addresses wherever required.

6.6 Displaying the presentation

PowerPoint presentations can be displayed for

different purposes. There are several ways you can

begin your presentation. The simplest way is to click

the Start From Beginning command on the Quick

Access Toolbar or press the F5 key at the top of your

keyboard. The presentation will appear in full-

screen mode. To stop a running presentation, press the <Escape> key.

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Looped On-Screen Carousel
It is ideal for displays in public spaces like receptions or exhibitions.
Steps to set up the slide show for
looped on-screen carousel
Step 1: Go to the 'Slide Show' tab, then

click the 'Set Up Slide Show.

Step 2: Select Loop continuously until

Esc.

Step 3: Click OK.

Presenter controlled
It allows you to control the presentation during a live presentation.
Steps to set up the slide show to be presenter controlled
Step 1: Go to the 'Slide Show' tab, then 'From Beginning' or 'From Current Slide'.

Step 2: Select any option from the Start Slide Show group to start the presentation.

 From Beginning – It starts the presentation from

the first slide.

 From Current Slide – It starts the presentation from

the current slide.

Activity 5
Open the presentation created in Activity 4 and display it using different options.

Printing a presentation
PowerPoint presentations are designed to be viewed on a computer. However, there

may be times when you want to print them. You can even print custom versions of a

presentation, which can be especially helpful when presenting your slide show.

The Print pane makes it easy to preview and print your presentation.

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PowerPoint offers several layouts to choose from when printing a presentation. There

are four types of print layouts.

Full Page Slides
It prints a full page for each slide in your presentation. This layout is helpful if you

need to review or edit a printed copy of your presentation.

Notes Pages
It prints each slide, along with any speaker notes for the slide. If you have included

notes for each slide, you could keep a printed copy of the notes while presenting.

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Outline
It prints an overall outline of the slide show. You could use this to review the

organization of your slide show and prepare to deliver your presentation.

Steps to print a presentation in full-page layout

Step 1: Click the File tab and select Print. The print pane will appear.

Step 2: Select Full Page Slides/Notes page/Outline under Settings.

Step 3: Click the Print button.

Unit Review
1. Presentations involve presenting the data by combining text, audio, video and
animations.
2. Microsoft PowerPoint is a presentation application in the MS Office package.
3. Powerpoint presentations can be created using the .rtf file.
4. A slide is an area that will be displayed as a full screen when viewed in Slide
Show mode.
5. Placeholders are displayed as dotted lines that allow you to identify where to
add text and insert elements such as images or tables.

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 6. A slide layout defines the placement of slide elements such as title and
content.
7. The master slide is used to design the layout of slides before you start to add
content to individual slides.
8. The master slide can specify colours, fonts, headings, images and object
positions.
9. Custom Animation is a tool used to animate individual objects, such as text or
images that are present on the slide.
10. Slide transition is a way of applying an animation effect to the entire slide.
11. An Action Button is a shape or an image added to a slide that can be set up to
perform some action.
12. Slide transition is a way of applying an animation effect to the entire slide.
13. Hyperlinks can be created to add web addresses and email addresses.
14. You can display your presentation as an on-screen carousel and be presenter
controlled.
15. You can print the slides of the presentation in three ways: Full page Slides,
Notes pages and outline.

Check for Understanding

1. Circle the most suitable file type to open as a presentation.

.csv .pdf .tif .rtf .zip

2. Answer the following questions.

a. Why a master slide is used when creating a presentation?
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b. Rehan has used a master slide to create a presentation. What will happen to
the object placed on the master slide?
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c. Differentiate between custom animation and slide transition.

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d. Explain the following terms.

Slide

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Placeholders

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Slide layout

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Project Work
Gather the information on Formula One car racing. Arrange the information in the

format given below.

Slide 1 Slide 2

Slide 3 Slide 4

Slide 5 Slide 6

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Lab Activity
Create a presentation in MS PowerPoint on ‘All about Formula One’. Use the

information collected in the project work section. Make sure the presentation

includes the following.

 Title slide

 Slide number and date

 Images

 Custom Animations

 Slide transition

 Use of action buttons and hyperlinks

Resources
https://edu.gcfglobal.org/en/powerpoint2016/

Reference Material
https://www.youtube.com/watch?v=TRHfD3RP9cg

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