Download Creating and Formatting Digital Presentations: A Step-by-Step Guide and more Study notes Information Technology in PDF only on Docsity!
DIGITAL PRESENTATION
Pre-requisite: Unit II Level I
Elemen t No. Element Name Total Hour s 1 Basics of a Digital Presentation 30 2 Inserting, Duplicating and Deleting Slides 3 Formatting Slides 4 Inserting Pictures, Tables and Hyperlinks (^5) Setting up Slide Show and Printing Slides
Ignite Mind
"The audience only pays attention as long as you know where you are going"
Philip Crosby
Learning Objectives
After studying this unit the students will competencies to: Work on a digital presentation Insert, duplicate and delete slides(s) in a presentation Format a presentation Insert picture, table and hyperlink Setup a slide show and print slides of a presentation
Introduction
Consider you want to tell your grandparents about your school, if you simply speak about it, it becomes boring. How will you make it interesting? If your narration is also supported by a set of pictures and sound, it becomes more attractive. You can write about your school along with colourful pictures of your school, your friends and the various activities that you learn. You can even add some sounds to it! Let us see how we can do this! This can be done
using an application which will help you to present information in the form of a slide show. The Impress component of the Open Office combines both visual and verbal elements to make presentations easier to understand for the audience. The way we "present" our message decides how effective and well received it will be. The most popular uses of digital presentations are in modern day learning, corporate training sessions, business and marketing meetings, and sales gatherings. Even the normal teaching or training becomes interactive by just using presentations in lectures. These days school, colleges and institutions are using this powerful tool to provide tailor made presentations to students for different topics of the syllabi of study which makes learning easier, interactive and effective for students. In this Unit we are going to learn how to use a presentation application to create simple presentations.
Resource Requirements
Hardware
A working computer system
Software
A Presentation Application (Preferably OOo Impress)
Element 1: Basics of a Digital Presentation
Each page of a digital presentation is called a slide. A presentation is a collection of slides or pages arranged in a sequential manner to convey information in an attractive manner. Each page you create can contain text, images, tables, charts, pictures and other items to help you express your facts, findings, ideas, etc. through visual medium. OpenOffice.org Impress (abbreviated as OOo Impress) is a software package which enables you to prepare a digital presentation on any topic. The first step of creating a presentation is to organize your thoughts. Once you know what to present, then you can decide how to use Impress as a tool to communicate your ideas and put them in the form of slides or pages. Next, create an outline of the presentation. The next step is to break your outline into slides. Now the planning stage is over and you can launch Impress to start making the slides. To launch OpenOffice.org Impress and create a new presentation, select Start -> All Programs -> OpenOffice.org -> OpenOffice.org Impress as shown in Figure
1.. Figure 1.1 Launching OOo Impress Alternatively, you can startup Open Office by clicking on its icon on the desktop. A welcome screen of OpenOffice.org opens as shown in Figure 1.. To open OOo Impress, you can directly click on the Presentation icon or click the File menu item and select New -> Presentation from its options as shown in the Figure 1..
Figure 1.2 Welcome Screen of OOo Creating a New Presentation Once the Impress application is selected, an Autopilot window named “ Presentation Wizard” will be opened as shown in Figure 1.3. This Wizard will guide you step by step in creating the Presentation. The autopilot is a series of screens that will allow you to quickly set various options for your new presentation. From here we have 3 choices as illustrated in Figure 1. Empty presentation – It creates a new empty presentation from scratch From template – It uses an inbuilt sample presentation design as the base for creating the new presentation Open existing presentation – It opens an already existing presentation and allows
You can also have slides dissolve into each other, push each other off the screen, or open up like horizontal or vertical blinds. As soon as you select any transition from the Effect drop down list, a preview will be shown if the Preview check box is checked. Keep previewing the effects until you find a transition that you like. You can select ‘ No Effect ’ if you do not want any transition effect ( Figure 1.5 ). Transitions can be added and changed later. You can also select the speed of the transition effect using the Speed drop down list. The second part of this Wizard window allows you to select the presentation type. Choose Default option to advance each slide manually on mouse click. Choose automatic if you want the presentation to run automatically by setting the time duration. Both these steps are optional so for now you can choose the default options. Once you have made the necessary selections, click on “ Create ” button to end the AutoPilot. Impress Interface OpenOffice-Impress has a Menu bar and Tool bar which will help you in creating the presentation. Apart from the menu and tool bars, the Impress interface includes four major areas, as shown in Figure 1.6. Figure 1.6 Elements of a OpenOffice Impress window The Slide Pane in the left hand area shows the reduced image (thumbnail) of all the slides in the opened presentation. The Task Pane in the right hand Slide Pane: View thumbnail images of slides Task Pane: View different panels to perform various actions on the current slide Different View Modes
Main
Slide
Workarea
area contains tabs for all styles, Layouts and tasks you can use for each slide in the presentation like Slide Transition, Custom Animation. The central area shows the contents of the selected slide and is used for designing one slide at a time. At the top of the central area is the view tab which contains five different view options available in Impress for viewing the presentation. Master Views Impress provides five different views called Master views. These are Normal, Outline, Notes, Handout and Slide Sorter views ( Figure 1.7 ). Each view has a particular purpose and advantage. A view can be accessed by clicking the corresponding tab above the main workarea of the Impress window. Let us now try to understand the purpose and advantages of different type of views. Figure 1.7 Master views
1. Normal View: It is also known as the Slide view. It is the main working view and is used to create and edit all the slides of a presentation. The slide area is largest in this view.
Figure 1.10 Notes view of a slide
4. Handout View: It enables you to print a number of consecutive slides on one page. You can adjust the number of slides that can fit in a single printed page. A handout can have 1, 2, 3, 4, 6 or 9 slides per page. You can even add headers and footers. Headers and footers are used to add same information on every slide of a presentation without actually typing the information on each slide. The information to be shown at the top of Figure 1.11 Handout view of a slide each slide is included in the header area while information to be shown at the bottom of each slide is included in the footer area. To choose a handout design: Step 1 Click on the Handouts tab. Step 2 Choose the Layout tab from the task pane to view the different available handout layouts. Step 3 Choose the desired layout. 5. Slide Sorter View: It shows the preview of all the slides as thumbnails. In this view you can insert, delete, copy and rearrange the slides You can even change the slide layout and transition effect in this view. To rearrange the slides in "Slide Sorter" view: Step 1 Click on the Slide Sorter Tab. Step 2 To rearrange slides, click on the slide you wish to move, hold down the mouse button, and move the object to a new location in the presentation (between slides, at the beginning or at the Figure 1.12 Slidesorter view Header Area Two Slides per page will be printed Footer Area
Step 3 Step 4 end). Lift up the mouse button when you are satisfied with the new location. A vertical line between the slides indicates the position to which you are moving the slide. You can also select a particular view by choosing the appropriate option from the View menu. Saving a Presentation In order to save a presentation in the Impress format (.odp), follow some simple steps. Step 1 Select File->Save As (for first time save. Consequently just choose File->Save). Step 2 A Save As dialog box opens as shown in the Figure
1.. Step 3 Type in the name of the file in the File Name text box. Step 4 Click Save. Figure 1.13: Saving a file You can also save the presentation in other formats by selecting the desired format from the Save as type drop down list. Impress also has an option of exporting the presentation to a PDF (Portable Document Format). A PDF enables you to create a file in a format which can be viewed by others with the help of Adobe Acrobat Reader but cannot be edited. You can save your presentation in pdf file by following the steps given below: Step 1: Select File > Export as PDF. Step 2: Select the directory in which you wish to save the file. Step 3: Enter a file name. Step 4: Click Save. Opening an Existing Presentation In order to open an existing presentation, perform the following steps: Step 1 Select File->Open.
The Help function of OpenOffice.org provides a solutions to the problems that you might face while using the Impress. You should use this facility as a guide and to find solutions to your problems. Click on the Help button on the toolbar. The Help dialogue box will open. It has the Contents and Index sections which will help you in accessing to the solutions ( Figure 1.16 ). The Contents tab is the same as the table of contents at the front of a book. It organizes entries by function. You just need to Click on the Contents tab. Each book represents a major section. The Index tab functions in the same way as the index at the back of the book. It provides an alphabetic listing of topics. Just Click on the Index tab and type a term that you are interested in into the Search term window. Figure 1.16: Help function dialogue box Exiting Impress
To close all open presentations and exit Impress go to File >Exit (Figure 1.17). Impress will ask you if you wish to save the open presentations before exiting. Save or discard the changes as desired. Alternatively you can click on the cross button in the right hand corner of the Impress window. Figure 1.17: Help function dialogue box
Summary
Impress is a presentation software of OOo suite. A presentation is a collection of slides arranged in a sequential manner to provide information on a topic A slide is a single page of a presentation Slide Pane, Task Pane, Slide Area, View Area are four most essential interface elements of Impress screen Impress provides five different Master views namely Normal, Outline, Notes, Handout and Slide Sorter Open Office Impress saves a file with an extension “.odp”. The Presentation Wizard helps create new presentation, create a presentation using a template or open an existing presentation. Templates are the set of predesigned formats that include text, layouts, colour schemes, etc. The autopilot is a series of screens that will allow you to quickly set various options for your new presentation Headers contain text to be added at the top of every slide and footers contain text to be added at the bottom of every slide in a presentation
Self Assessment
S.N I am able to… Yes No
Text Icon Text Box
Element 2: Inserting, Duplicating and Deleting Slides
After learning the basics, it is now time to start adding elements to the presentation. Choose the title slide layout. The title slide comprises of two areas, one for the title and one for additional text, for example Name of the Presenter and address. If you click on one of the areas, the message in it will disappear and you can begin typing your text. Figure 1.18: Title slide Entering Text Text can be entered and edited in the Normal View. If you choose the layout with a text box placeholder , then you can straight away start typing in the text box. Placeholder is a box with dotted or hatch marked borders that is part of most slide layouts. Alternatively, it is possible to create a new text box by clicking on the Text icon. Click on the icon, then drag to create
a text box as shown in Figure 1.19. Release the mouse button and then start typing. A text box can be inserted anywhere on a slide. Figure 1.19 Adding a Text Box A text box can be treated as an object like a graphics image and can be dragged to different positions on the slide. It can also be resized. The text can be formatted in the same way as text in a writer document file. Deleting Text In order to delete text, highlight the text you want to delete by dragging the cursor over the letters, and pressing the delete key. Alternatively, click on the selection rectangle around the text so that its border changes from hatch marks to one with handles, and then press the delete key. Changing Case You can change the case of the letters in a text by selecting Home>Change Case (Aa) from the Font menu bar. The following options are available: Sentence case : Capitalizes the first letter of the first word in the sentence. Lowercase : Changes the letters to lowercase. UPPERCASE : Changes the letters to uppercase. Title case : Capitalizes the first letter of every word and the rest to lower case. Toggle case: Changes the first letter of every word to lowercase and capitalizes the remaining letters. Aligning text
Method 2 Right-click on the Slides pane and select New Slide from the pop-up menu (works in Normal, Outline and Notes view) as shown or Right-click on the main work area in Slide Sorter view and select New Slide from the pop-up menu. Method 3 In order to add a slide in between two slides, follow these steps: Step 1 Right Click in the Blank Area between two slides in the Slide pane towards left side of the screen. Step 2 Click on New Slide option as shown. Step 3 A Blank Slide will be inserted between the two slides as shown. Figure 1.21 Alternative Methods of Inserting a New Slide Copying a Slide While creating presentations, it is sometimes required to copy and paste certain slides from a different presentation or from the same presentation to a different location.
In order to Copy a slide, follow the given steps: Step 1 Select the slide which has to be copied. Step 2 Right click the selected slide to be copied and click on Copy from the popup menu. Step 3 Right click the selected slide where the copied slide is to be pasted and click on Paste from the popup menu. Step 4 A dialog box appears as shown in Figure 1.22 which prompts you to choose where you want to insert the copied slide (i.e. before or after the selected slide) Step 5 Choose the desired location and press OK. Figure 1.22 Copying and Pasting a Slide Duplicating a Slide Duplicating a slide is another technique that you may require as you work on creating presentations. For example, you may want to repeat a slide later in the presentation with slight changes to make a different point to the audience. When you duplicate a slide, you make an exact copy of it. The quickest way to add slides to an existing presentation is to duplicate the slides. Duplicating a slide can be done in Normal View. Figure 1.23 Duplicating a Slide
