PALLAVI MODEL SCHOOL

BOWENPALLY
Class X
VOC_IT -Worksheet
Digital Presentation (Intermediate)

 INSERTING A MOVIE CLIP

 INSERTING AN AUDIO CLIP
 WORKING WITH TABLES
 WORKING WITH CHARTS
 INSERTING TRANSITIONS
 INSERTING ANIMATIONS
 GROUPING OBJECTS
 INSERTING SPEAKER NOTES
 REVIEWING CONTENT
 PREPARING TO DELIVER A PRESENTATION
 PRINT A PRESENTATION
 INSERTING A MOVIE CLIP

Presentation allows the user to add movie clips to the presentation in order to make the
presentation colourful and meaningful. You can insert movies or YouTube videos downloaded
from the Internet.

You can insert a movie in two ways:

• Using Insert tab
• Using Title and Content Layout Option
 Using Insert tab

Click on Movie option under Media clips group in the Insert tab, a drop down appears. You can
select the Movie from File… option to insert the movie clip that you have already downloaded
from Internet.
You can locate the movie clip and click OK to insert the same in the slide. You can set one of the
two options available for playing the media clip, i.e Automatically or When Clicked.
Alternatively, you can select Movie from Clip Organizer… option to insert the movie clips that
are available under Clip Organizer. Doing so displays the clip art task pane.You can select any of
the movies available and insert it in the slide. Once you have inserted the movie clip in the slide,
the presentation will be displayed .
 Using Layout Option

Open a new file using presentation software and change the layout of the slide.
Click on Layout option available under Slides group in the Home tab, a dropdown list appears.
Click on Title and Content option and a slide will be displayed with the layout.
You can insert a movie in the slide by clicking the icon in the Layout option.
When you play the slideshow, the movie clip will be played automatically.
Fill in the blanks:
1. Presentation allows the user to add ______ _______ to the presentation in order to make the
presentation colourful and meaningful.
2. You can use two options to insert a movie clip the _________________ & _______________.
3. The two options available under Movie option are _____________________ &
________________.
4. Movie option is available in ______________ group under the Insert tab.

INSERTING AN AUDIO CLIP

You can include audio clips to a presentation similar to that of videos. For example, you can play
mild background music while making your presentation. To insert an audio clip in slides:
Open a new file using presentation software. Click on Sound option under Media clips group in
the Insert tab, a drop down appears .You can select the Sound from File… option to insert the
sound clip.
You can locate the audio clip and click OK to insert the same in the slide.
There is an inbuilt clip organizer for a list of sounds. You can access them via the Sound from
Clip Organizer… option. Go ahead and insert an audio clip using this option.
When you have completed inserting the sound clip, and you play the slideshow, the audio clip
will be played automatically.
Fill in the blanks:
1. You can include _______________ to a presentation similar to that of videos.
2. Audio Clips are used for playing _____________________ while making presentations.
3. Sound option is available in the Media Clips group under the _____________ tab.

WORKING WITH TABLES

Presentation software enables the user to add tables in the slides in order to represent the
statistical data meaningfully.
Open a new file using presentation software. You can insert a table in two ways:
• Using Insert tab
• Using Title and Content Option
 Using Insert tab
Click on Table option under Tables group in the Insert tab, a drop down appears .
Try the Insert Table… and Draw Table options to create the table.
 Using Title and Content Option
Open a new file using presentation software and change the layout of the slide. To change the
layout of a slide do the following:
Click on Layout option available under Slides group in the Home tab, Click on Title and
Content option from the dropdown list. You can insert the table in the slide by clicking the icon
available within the layout. Once you click the icon, a dialog appears.
Now enter the values for the number of columns and rows that you would like to have in the
table. For example, if you need a table with 3 columns and 3 rows, type 3 in both Number of
columns and Number of rows fields.
Once you have inserted the table into the slide, additional tabs - Design and Layout - are made
available. You can use them for editing and formatting the table further.
You can change the design of the table by changing background, borders or effects by using
Table Styles group in the Design tab. To use a particular design, Select a design under Table
Styles group and double-click on it. If you would like to change a design, choose a different
design under Table Styles group and double-click on the new design.
You have learnt to create a table in a presentation, but if the table already exists in a word
processor document or a spreadsheet, you can directly import it from there. With a slide in edit
mode, choose Object from the Insert menu.
• In the Insert Object dialog box, click the Create From File option and click Browse to locate
and choose the document or spreadsheet that contains the table. By default, the presentation
software will insert the table.
• When you click OK, the entire document or spreadsheet is imported to your slide. Double click
the inserted text to remove extra text if the document contains more than the table.
• If you check the Link checkbox while inserting. On doing so, after you update the table in the
document or spreadsheet, then right click on the imported table in the presentation software, and
select the option Update Link, the embedded table gets updated automatically.
• Drag and drop the table on the slide to position it.
Fill in the blanks:
1. __________________ are used to represent the statistical data meaningfully in a presentation.
2. Table option is available in _____________ group under the Insert tab.
3. Two ways to create a table are : _______________ & _______________.
4. Additional tabs that will be available for editing and formatting the table are ______&
_________.

WORKING WITH CHARTS

Presentation software enables the user to insert charts in slides to present statistical table data in a
pictorial representation. This ensures that the audience can grasp complex data at a glance. In
this exercise you will learn to work with charts. Open a new file using presentation software.
To insert a chart in the slide-
Click on Chart option under Illustrations group in the Insert tab a dialog box appears.
Select a chart type and click OK. A default chart will be inserted on the slide. The default data
table for that chart will be opened in a spreadsheet application separately. You can edit the
values in the spreadsheet and the presentation software will automatically update the chart. You
can change the colors and effects of the chart by using Chart Styles available under Design tab.
To change to a different style, select a style from Chart Styles and double-click on it.
Some basic guidelines are as follows:
• Convey one message per chart. Make the message the heading.
• Make the chart easy to read. Label the X and Y axis and label the lines, bars, or pie wedges.
Make the
most important text largest, the most important data lines or sections darkest.
• Make bars and columns wider than the spaces between them.
• Be accurate. Always start a numerical axis at zero. Compare only like variables.
• Eliminate all unnecessary details. Avoid grid lines, data points, boxes, etc. unless they relate to
the
message.
• Use a few (maximum four) colors per visual.
Importing a chart
You can import a chart from a spreadsheet. The method is the same as importing a table into
presentation software. Since the entire sheet is imported, you may need to maneuver around and
display the chart in the embedded object. To increase /decrease the size of the object, you can
double click on it and resize it.
Fill in the blanks:
1. Presentation enables the user to insert _________ in slides to present statistical table data in a
pictorial representation.
2. Chart option is available in _____________ group under the Insert tab.

INSERTING TRANSITIONS
Transition effects can help in increasing audience’s interest during a presentation.
A slide transition is the visual motion when one slide changes to the next during a
presentation.
By default, one slide simply replaces the previous one on screen, just like a slide show of
photographs
would change from one to the next. Most presentation software provides many different
transition
effects that you can use to liven up your slide show. In this exercise you will learn to add
transitions in the presentation. Open a new file using presentation software and add contents to
the presentation based on the guidelines provided earlier. To work with transition effects, click
the Animations tab. You will be displayed with list of transition effects .

To apply, select an effect from Transitions to this slide group and double-click on it.
You can also increase or decrease the duration of the transition effect by setting up the time
interval
(in seconds) in duration option under Timing group. Try setting the duration as 1 minute and
observe
the effect by performing the slide show.
You can set sound effects during transitions by selecting a sound scheme available in Sound
option under Timing group. Try using different sound schemes and observe the sound effect by
performing the slide show.
If you would like to keep the same transition and sound effect across the entire presentation,
click Apply to all under the Timing group. Selecting this option will apply all the selected effects
across all slides.
Fill in the blanks:
1. ____________ effects can help in increasing audience’s interest during a presentation.
2. A ________ is the visual motion when one slide changes to the next during a presentation.
3. The list of transition effects will be available under _____________ tab.
4. Transition effects are available in ________________ group under the Animations tab.
5. ___________, _______________, ___________,______, ____ are some of the transition
effects
available in a presentation software.

INSERTING ANIMATIONS

While transition occurs between each slide, animation allows you to put slide elements, such as
text and graphics, in motion within a slide! Animations are helpful way to make your slides look
more dynamic. Besides adding action, they help steer audience focus and emphasize important
points. They are also a great way to reveal text or object on a slide one step at a time. For
example, you could have five bullet points of text, and reveal them one-by-one on the slide with
each click. To add animations in a presentation.
Open a new file using presentation software and add contents to the presentation . To work with
animations, Click Animations tab.
To apply, select the graphical object and click Animate under Animations group. Select the
animation effect under the Animate dropdown list. You can apply an animation effect by
selecting different animation scheme from the dropdown menu.
Once you have selected an animation scheme, play the slideshow to preview the effect.
To summarize the effective uses of animation effects:
• Helps focus audience attention on information.
• Controls the flow of information especially while explaining a diagram.
• Reveal concepts one by one.
Fill in the blanks:
1. _______enables you to put slide elements, such as text and graphics, in motion within a slide.
2. ____________ are helpful way to make your slides look more dynamic.
3. To apply an animation, select the Animate option available in ____ group under the
Animations tab.

GROUPING OBJECTS

Grouping can help when you want to move, rotate or resize multiple objects in a presentation.
You can group objects such as pictures, clip art, shapes and text box; once grouped they appear
as a single object.
In this exercise you will learn to work with grouping and ungrouping of objects. Open a new file
using presentation software and add graphical objects to the presentation based on the guidelines
provided earlier. To group the graphical objects, select all the objects that you want to group in
the slide. To select more than one objects in the slide hold down the ctrl key and select the
object in the slide.

To group the objects, click Format tab.

You can select the Group option available under Arrange group in the Format tab. Once you
select the option, you should see a dropdown menu.
Click on Group, to group all the selected graphical objects in the slide. Similarly you can
ungroup the grouped objects by selecting the ungroup option available under Group dropdown
menu.
Fill in the blanks:
1. ___________ helps to move, rotate or resize multiple objects in a presentation.
2. The Group option is available in ___________ group under the Format tab.
3. The three options available under Group dropdown option are: __________,_______ &
_______ .

INSERTING SPEAKER NOTES

Good presenters always rehearse their presentations well but there’s often one more thing that
helps them deliver flawless presentation – speaker notes. Speaker notes are guided text used by
the presenter during a presentation. Speaker notes can be short or long texts that can be used as a
reference by the presenter while making a presentation. An area of a PowerPoint or OpenOffice
Impress slide that is hidden during the presentation is reserved for notes for the speaker. Here
you as the presenter can note important key points that you wish to cover during the presentation.
You can print these notes out, accompanied by a thumbnail version of the appropriate slide, to
keep as a handy reference to use when you are making your oral presentation. This can help you
to communicate specific points related to each slide and make the presentation effective for the
audience.
In this exercise you will learn to add speaker notes. Open a new file using presentation software.
To add notes to a particular slide, select the slide and type the notes in the Click to add notes
area located at the bottom of the presentation software .
Alternatively, you can select View tab and click Notes page under Presentation Views Group.
Key things to remember about speaker notes:
1. They should not restate the contents of the slide.
2. Speaker notes should support the content of the slide with in-depth information. While the
regular presentation slides are shown on the main screen for the audience, the view on your
computer screen is slightly different – you can not only see the current slide but also the text
notes and other key points that should be discussed with that slide. To do so, open the
presentation file using your presentation software, go to the Slide Show tab and check the option
Use Presenter View.
Fill in the blanks:
1. _________________ are guided text used by the presenter during a presentation.
2. _____________ can be short or long texts that can be used as a reference by the presenter.
3. Notes page option is available in ______________ group under the View tab.

REVIEWING CONTENT

You should always review the presentation and make changes if required before you present it to
the audience. Presentation software includes options such as spell checks for correcting errors in
a presentation. However, it is the presenters’ responsibility to check each and every point
manually on each slide before attempting to make a presentation.
In this exercise you will learn to make an effective presentation. Making effective presentations
takes practice, but with a few tips up your sleeve, you are ready to take on the challenge.
1. Know your topic.
You may want to charge right in and start using the presentation software. However, do the
research first and know your material, think through what and how you will present get
comfortable with the matter before beginning the project on the computer.
Creating the presentation is the easy part. The best classroom presentations are created by people
who are comfortable with what they are going to talk about.
2. Use key phrases about your topic.
Good presenters use key phrases and include only the most important information. Choose only
the top three or four points and make them several times throughout the presentation. Highlight
key points that are necessary for the audience to remember. Keep the points as short as possible,
use 5-6 words to describe the point.
3. Avoid too much text on each slide.
Do not write your whole speech on the slides. The slide show is meant to accompany your oral
presentation. Summarize the content as bullet points. Use simple language and limit the number
of bullets to three or four per slide.
4. Limit the number of slides.
Too many slides in a presentation may cause you to rush to get through them and your audience
might end up paying more attention to the changing slide than to what you are saying. On
average, one slide per minute is about right in a classroom presentation.
5. Plan the layout of your slide.
Make your slides easy to follow. Put the title at the top. Phrases should read left to right and top
to bottom. Keep important information near the top of the slide.
6. Avoid fancy fonts.
Make sure the fonts, design and colors are consistent throughout the presentation; don’t use
different styles for each slide. Use fonts that are readable; recommended fonts are Arial,Tahoma,
Verdana. Use standard font size that is readable even from the last row if presented in a large hall
or to a large audience. Use combination of capital and small letters; Do NOT use all capital
letters as it may be difficult to read. Use bold, italics or underline only if required or to highlight
key points.
7. Use contrasting colors for text and background.
Use reasonable mix of text color and background; preview to check if it is readable without any
difficulty. Dark text on a light background is usually the best as this combination offers the
maximum visibility. Keep your slide color scheme consistent throughout your presentation.
8. Use a slide design template to keep your presentation look consistent.
Use a single background on all slides; do NOT use multiple backgrounds. Use a pleasant
template or style set; do NOT use different style sets for different slides as it will distract the
audience and they might lose the focus.
9. Use animations and transitions sparingly.
You may enjoy applying animations and transitions in every place that you can. This will
certainly be entertaining, but at the same time very distracting.
10. Also, always review the presentation 2-3 times before making a presentation, this can
help in reducing or eliminating any errors in it. Remove irrelevant points during the review, add
or remove images during review. Try presenting to a smaller audience, make necessary
corrections before presenting it to a larger audience.
Note: Most presentation software includes many features; do NOT try to overuse them!!! Once
you have created the presentation of your choice using the guidelines, you may now proceed to
reviewing the presentation. Use the additional guidelines below:
• Do a thorough spell check across all slides.
• Perform a manual spell check for terms that is not included during the standard spell check in
the presentation software; NOT all terms (particularly technical terms such as biological names,
etc.) will be checked.
• Remove irrelevant content such as images or clip arts, terms, etc. if they are not required.
Fill in the blanks:
1.Presentation software includes options such as _____ spell checks for correcting errors in a
presentation.
2. What are tips to make an effective presentation ?

PREPARING TO DELIVER A PRESENTATION

Now you have a presentation ready, you can customize the delivery of the presentation. For
example, you can customize to display selected slides to be displayed to the audience configure
for multiple monitors, etc.
In this exercise, you will learn to deliver a presentation.
To work with Slide Show, open an existing presentation . Click on Set Up SlideShow option
under Set Up group in the Slide Show tab. Once you click Set Up SlideShow, a dialog box
appears .
If the presentation is to be made to an audience, use the Presented by a speaker (full
screen)option.
If the presentation is to be made to an individual, use Browsed by an individual (window)
option.
If the presentation is to be made at Kiosks, use the Browser at a Kiosk (full screen) option.
Note: A kiosk is a computer terminal featuring specialized hardware and software designed
within a public exhibit that provides access to information and applications for communication,
commerce, entertainment, and education.
In addition, you can configure the presentation to be automated (run continuously), with or
without animation by using the options under Show Options group.
You can display selective slides from a presentation using the Show slides option.
Fill in the blanks:
1. Set Up Slide Show option is available in ________ group under the Slide Show tab.
2. The _______________ option should be used while presenting the presentation to an
audience.
3. The _______________ option should be used while presenting the presentation to an
audience.
4. A ____________ is a computer terminal featuring specialized hardware and software designed
within a public exhibit that provides access to information and applications for communication,
commerce, entertainment, and education.

PRINT A PRESENTATION
Sometimes you may need to provide print outs of the presentation to the audience as a reference
material. You can print notes, handouts or outline of the presentation using the presentation
software.
In this exercise, you will learn to print notes, handouts and outline.
To print, open an existing presentation and select the Print option.
Select the Notes Page option under Print what: dropdown list .Click OK once you are ready to
print the notes. You can print handouts for audience reference by selecting the Handouts option
under Print what: dropdown list. To save paper, you can print multiple slides on a single sheet.
To print multiple slides, select the number of slides that you would like to print by choosing the
number displayed under Slides per page dropdown under Handouts Group ..

If you would to print only the text part of the presentation, you can use the Outline option in the
presentation software.
To print the outline, select the Outline View option under Print what: dropdown list.
Fill in the blanks:
1. Print option is used to print __________ , __________ & __________ of a presentation.
2. Handouts option is available under ____________ dropdown list.
3. The ______________ option is used to print only the text part of the presentation.

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