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Lab Manual
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/ 23
LAB # 02
Statement Purpose:
‘This lab will provide a hands-on experience of Microsoft PowerPoint, It is a software
package used to display information in the form of a slide show. A slide show is a
presentation of a series of still images on a projection screen or electronic display device,
typically in a prearranged sequence, Some basic features and functions of MS PowerPoint,
which are mostly used for creating slideshow presentations, shall be taught and practiced.
Activity Outcomes:
‘The lab will teach students to prepare different presentations by:
‘+ Using different slide layouts and inserting multiple slides in a slide show
Inserting text and drawing, just as you have been taught in Lab 01
Creating and formatting tables
Inserting pictures, headers/footers, word art, etc
Drawing various diagrams, using built-in shapes
Using different design options, such as slide orientation, themes, etc.
Adding Transitions to slides and setting style and timing of cach transition
‘* Adding Animation to the slides
Instructor Note:
Asa pre-lab activity, read Chapters1B and 10 from the book (Introduction to Computers by
Peter Norton, 6* edition (2013), McGraw Hill) to gain an insight about computer software,
(CSC101 -Lab Manual 23 1) StageJ(Journey)
Introduction
PowerPoint presentations consist of a number of individual pages or "slides". The
ide” analogy is a reference to the slide projector. Slides may contain text, graphics,
sound, movies, and other objects, which may be arranged freely. The presentation can
be printed, displayed live on a computer, or navigated through at the command of the
presenter. For larger audiences the computer display is often a video projector. Slides
can also form the basis of webcasts.
PowerPoint provides three types of movements:
* Entrance, emphasis, and exit of elements on a slide itself are controlled by what
PowerPoint calls Custom Animations.
Transitions, on the other hand, are movements between slides
animated in a variety of ways.
* Custom animation can be used to create small story boards by animating pictures
to enter, exit or move,
ese can be
2) Stage a1 (apply),
Lab Activities:
Activity 1:
Start MS PowerPoit
Solution:
1. Click the Start button
2, Click on Microsoft Office PowerPoint on the Programs menu. If you don’t see it
there, go to Microsoft Office group first.
3. Once you run the program, you will get a new window on the right side of the
screen with several sections. Each section has different options.
‘The main part of the screen is divided into two sections. The main section shows the
current slide, while on the left, slide miniatures appear, allowing you to see the
current slide in its context.
(CSC101 -Lab Manual 24 In the top left corner of the screen is the Quick Access Toolbar which contains icons
to common commands, eg. save and undo, Below this is the Ribbon, with tabs along
the top. Each tab has a set of icons which are used to give instructions to
PowerPoint. Currently the HOME tab is displayed.
At the very bottom of the window, is the Status Bar. This shows various information,
eg, which slide you are currently looking at (here you are on slide 1) and the
Tanguage you're working in. On the right-hand side of the Status Bar are icons to
change the view of the slides and to zoom in or out.
Click to add title
Activity 2:
Use Design themes.
Solution:
Ifyou are creating a new presentation:
You could use a template different from the ones given to you by default. We go to the
website http:/ /office.microsoft.com/en-us/templates/ and search for the Template
(CSC101 -Lab Manual 25 Fireworks (Equivalent of Theme Fireworks in the new version of PowerPoint). Of the
several search results that you obtain, click and download the one for PowerPoint 2003
(It is compatible with 2010). If there is a problem, read the instructions on how to
manually download it, and the need for uncompressing the file. Remember the location
where you saved it, because you need to go back to it. The file will have a fileextension
of POT.
1, In the Design section, left click on the bottom arrow on the right of the Themes
* Select “Browse for Themes’, and look in the folder where you
placed the Fireworks template. Select it
2. You can search for a different theme, also known as template on the same
website, to use it for your slides.
Ifyou want to apply a template to an existing presentation:
1. Open the presentation to which you want to apply the template.
2. Click the Design option on the main menu. The Apply Design Template box
opens at the right side of your screen with the small version of the templates.
3. Click on the Template you wish to use for your slides.
Activity 3:
View the PowerPoint window.
Solutio:
When you open a presentation or create a new one you will see four main areas on
the screen:
1. Slides /Outline Tab: it is located on the left hand side of the screen,
a. Ifyou click the Outline tab:
+ Itwill display your presentation text in the form of an outline, without the
graphics,
+ It is easy to move text on or among slides by dragging text to reorder the
information
b, Ifyou click the Slides tab:
+ Itwill display the slides of your presentation as small images, called thumbnails.
+ You can quickly navigate through the slides in your presentation using this tab,
+ You can also add, delete, or rearrange slides on this tab.
(CSC101 -Lab Manual 26 2. Slide Pane: it is located at the center of the screen, next to the Outline pane. It
containsthe current slide of your presentation, where the cursor is, The slide will
display the text, graphics and background design.
3. Notes Pane: it is located right below the Slide pane. This pane allows you to
typespeaker notes for your reference. They are used as reminders you want to make
during the presentation, though they are not visible to the audience.
4, Task Pane: The Task Pane is a docked window within thePowerPoint interfacethat
provides more options than normal dialog boxes. The Task Pane is not always
visible. If you want it to appear, click on the Insert menu, and then in the Clip Art
item
‘At the bottom right corner, there is a set of buttons TEE, collectively called View
buttons. These buttons allow you to quickly switch between PowerPoint views. They
are (from left to right}
+ Normal View button: it displays the standard size for the Outline, Slide and
Notes panes.
+ Slide Sorter View button: it displays a smaller version of all your slides. If you
havemore slides that what you actually see on the screen, you can scroll down
to see the rest. You see neither the Outline nor the Notes panes.
+ Slide Show button: it starts your presentation, You will see your slides one by
one, withslide transitions, special effects, video, and audio clips if you included
any of them,
Activity 4:
Save the presentation,
Solution:
11. Go to the File menu and click Save As. Select a “PowerPoint Presentation”
12. In the File name textbox, type the name that you want to give to your
presentation,
13, Click on the Save in list arrow and select the storage device where you want to
save your presentation.
14. In the Save as type the extension pptx will appear. Click on the Save button,
NOTE: If you want to save an existing presentation you will use SAVE, unless you want
to save it under a different name. Then you will use the SAVE AS option.
Activity 5:
Close presentation and exit the program.
Solution:
7. Click on the File menu and select the Close option.
8. Click Yes, ifnecessary (if you want to save your work)
(CSC101 -Lab Manual 7 9. Click on the Microsoft Office button and select the Exit PowerPoint option.
Microsoft PowerPoint will terminate,
Activity 6:
Enter slide text on a slide.
Solutio
7. When you have a new slide, you will see something like “Click to add title” or
“Click to add text”. Move the mouse pointer to that area.
8 Click on that area, The insertion point, a blinking vertical line, indicates where
your text will appear in the title or text placeholder.
9, When you finish typing, click outside the area,
10, Or you can go to the Insert Menu, and select Text Box, Place the cursor where
you want to insert the text, and make your box.
Activity 7:
Create anew slide.
Solution:
1. Click the New Slide button on the Home menu. Choose the Layout of your slide
among the different layout schemes that appear when you click on Layout.
2, Each layout will display the layout's name (E.g, Title and Content)
3. Click on the desired layout. For example: Title and Content, and select Clip Art.
(CSC101 -Lab Manual 28 Activity 8:
Work in Outline view.
Solutio
1. Whenever you see the slide icon in the Outline pane, it means that whatever text
you see or type next to it represents the slide’s title.
2. On the Paragraph section of the main menu, you will find among all the buttons,
eee]
thelncrease Indent and Decrease Indent buttons. They look like this:
a Decrease Indent: [fit is enabled, you can move an item up the
hierarchy.For example if you have the following outline:
i. Games
ii, WarCraft
i, Diablo Il
iv. System Shock
Ifyou select item i, then click Decrease Indent, would make the outline
look like this:
a. Games
i WarCraft Il
it Diablo IL
iii System Shock
b, Increase Indent: If t is enabled, you can move an item down the
hierarchy. Forexample if you have the following:
1. Hardware
2. Software
3, Application Software
4, System Software
Ifyou select items 3 and 4 and click the Increase Indent button, the
outline would look like this:
1, Hardware
2. Software
a. Application Software
b. System Software
Activity 9:
Enter Notes for slides,
(CSC101 -Lab Manual 29 Solutio
12, Go to the slide, where you want to have a reminder.
13. Click in the Notes pane, The Notes pane is at the bottom of the screen, below the
slides pane.
14. Type the notes that you wish to use as a reminder
15. Click outside the Notes pane area to finish.
Activity 10:
View your presentation.
Solutio!
‘There are three view choices in PowerPoint: Normal, Slide Sorter, and Slide Show
‘View. You can access these views under the View Menu at top or by clicking on the
view icons at the bottom of the
1. NormalView: ‘This is the main work window. In this view you can easily
edit your slide, create a background color, insert a picture, format a picture,
insert text and/or format text.
oS)
side
2. Slide Sorter SoreThis view shows thumbnails of every slide in your
presentation, like a light table, You can move slides around (click once and
highlight, then drag), delete slides and choose where to add new slides.
(CSC101 -Lab Manual 30 In the Slide Sorter view, click once the slide to select/ highlight it. Then drag
and release where you want your slide to go. You will see a thin line appear as,
you move your cursor—this indicates where the slide will appear when you
release your mouse button. You can also do this in the left sidebar of the Normal
View
3. Slide Show View:In the Slide Show tab, you can see different options for viewinj
» pt “ 1B
»
From
the slides # you can view presentation from the start ®*9!°"!"9 or from the
from
current Current siise You can view your slides just as they will appear during a
presentation. To view the whole show from the beginning, you can also use Slide
Show View show from the top toolbar. If you select this (instead of the toolbar
icon), you will see a small triangular tool in the lower left. Click on this and it will
give you other options, One nice option is Pointer Options. This allows you to use
a pen or pointer tool as you show your presentation.
Activity 11:
‘Add a background to your slide.
Solution:
12, From the Design menu on top toolbar click Background.
13. In the Format Background dialogue box click on the pull down color menu to
see your color options
14, Black is recommended for the background. Choose a color or click on More
Colors, If you want to apply this color to the background of ALL YOUR SLIDES
click Apply to all
(CSC101 -Lab Manual 31 Activity 12:
‘Add a grid display to your working view. Insert a picture to the grid. Adjust the picture
(size, position, adjustment),
Solution:
8. Goto View tab.
9, Check box for gridlines.
10, Click the Insert tab, click Picture.
11. Browse to find picture and select it
(CSC101 -Lab Manual 32 12. Size of picture: Select your picture by clicking on it once. You will see the
‘cular "handle bars” outlining the image. To enlarge or make the image smaller,
simply position your mouse over a corner circle. It will change to a double-
headed arrow; click and drag, Always use a “corner” handle and drag diagonally.
This will maintain the aspect ratio of the image and not distort.
13, Position on slide: Make sure your object is selected (the “handle bars” should
be showing). When you move your cursor into the center of the image, it will
turn into a 4- headed arrow. Now you can move the entire image around on your
slide- simply click and drag the picture to the desired location. You can also use
your keyboard arrow keys to move the object up and down and side to side
14, Picture Tools: Select the picture to see the Picture Tools tab. Click Picture
Tools to see options.
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In the “Adjust” box you can choose to make changes to your images such as
brightness, contrast and color.This is also where the “Compress” function is
found. Use Compress to reduce the size and resolution of an image and of your
presentation. For details, click the help icon and search “Reduce file size of a
picture”
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Cropping reduces the picture by removing part of the image at an edge. You can
crop by clicking crop on the Picture Tools Ribbon and using the Crop handles
that appear. You can also crop to a specific size or rotate the picture by clicking
the arrow at the lower right corner of the size box on the ribbon to get the size
dialog box.
(CSC101 -Lab Manual 33 L z.
Activity 13:
‘Add text; format it.
Solution:
1. Select Insert tab and click Text Box.
2. Click where you want your text box and the box will appear. Grab a corner to
resize the box. You can resize and move the box after you have added your text.
3, Highlight the text. On the Home Tab, Select font and size and color. Other options
are also found here. When your text box is active, you can click on the Drawing
Tools Tab for more options,
Activity 14:
Add a hyperlink.
Solution:
A Hyperlink allows you to connect to another slide, a web page or a file.
1. Select the text or object that you want to use as a hyperlink.
2. On the insert tab, select Hyperlink.
3. In the hyperlink dialog box you can click theBrowse the “icon or just fill
in the url in the address box. It is wise to copy and paste long urls to avoid typos.
Always test your hyperlinks in your presentation.
(CSC101 -Lab Manual 34 Activity 15:
For acquiring a folder of images, use photo album feature.
Solution:
‘This allows you to take a whole folder of images and bring them all in at the same time,
correctly sized.
1. Goto the Insert tab, and select Photo Album.
2. Select “File/ Disk” button and locate the file folder which you want to import.
Open the folder and select all the items (click on them using mouse and the shift
key). Now click on the Insert button. Select (highlight) images and click “Insert”
button, You should now see the dialog box.
3, Make sure “Fit to slide” is selected in the Picture layout box, and click on the
Create button. You will now have one slide for each image file, sized to the slide.
4, To change all the backgrounds to black, simply follow the steps outlined above
for Add a Background (color) to Your Slide and “Apply to all’,
(CSC101 -Lab Manual 35 Activity 16:
Create following two slides by following the above activities.
IT Training
Introduction
Now create following four slides (starting from left to right, then downwards) in the
same way, choosing the correct layout as you proceed,
(CSC101 -Lab Manual
36 Different Ways of Learning Training Tooies
=i: =
Traning Methods Trang on Microset fice
Solutio.
1. Greate first two slides as you created slides in previous activities.
2. For slide 3, right click on slide miniature in the left pane and choose Duplicate
Slide. Modify the text.
3. Onslide 4, a Two Content slide layout is used. In each content box, there are
some sub-bullet points: One below Microsoft Office and second under Other
Programs. For this, type the main list item, press Enter to add a new main bullet
point, Press Tab or click on the Increase list * button to set a sublevel
bullet. Type in the required text and press Enter. Repeat.
4, For slide 5, a Tile and Content layout is used. In the content box, click onInsert
Chart icon ll oruse Insert Chart ‘"=* in the Insert tab to choose a pie
chart. The original date in the pie chart was changed through the table that
appears, and the Quick Layout button on the Chart Tools Design tab was used
to get percentages.
5. Onslide 6, a Tile and Content layout is used, An organization chart is produced.
a. Inthe content box, click on thelnsert SmartArt Graphic or
BS
from the Insert tab, choose the samesmsrtart,
b. Within the Choose a SmartArt Graphic window, click on Hierarchy on
the left
© Select the first Organization Chart layout on the right and click [OK]
d_ Enter the information that you want in the boxes - to add/cut boxes or
shapes, right click on them then choose the appropriate option from the
shortcut menu (you can also them)
(CSC101 -Lab Manual 37 Remember to save the latest version of your presentation - press . At this
point, it's also worth doing a spell check on your presentation - to do this, move to the
REVIEW tab and then click on the [Spelling and Grammar] button on the left.
Activity 17:
Use guides, gridlines and rulers again.
Solution:
When creating your slides, the placeholders have largely been left in their default
positions. Often, people move them around slightly, usually to cram extra information
onto a slide, This isn’t good practice - not only do you end up with too much on a slide
but the consistency of layout is lost. If you do need to do this then it’s better to do so on
the Master Slide (see later) but it also helps if you display the Rulers and Guides. To do
this:
1. Right click on a slide and choose Ruler - a ruler appears at the top andlleft
2. Right click again and this time choose Grid and Guide - the following dialog box
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3. Turn on Display grid on screen and Display drawing guides on screen - press
for [OK]
‘The guides are the lines which split the slide exactly into quarters, while the default grid
is shown by dotted lines 2m square. Each dot represents 0.4cm. Objects are lined up
with the grid; to see this:
4, Click on the Title placeholder (Training on Microsoft Office) on stide 6 then press
Use the arrow keys to move the placeholder slightly. Note: If you have Snap
objects to grid turned on, each key press moves it 0.2cm (a grid setting) exactly
6. Move the placeholder back to its original position - or use to [Undo]
the changes
‘o hide the grid, repeat step 2 then turn off Display grid on screen - press
for [OK]
(CSC101 -Lab Manual 38 Activity 18:
Delete and Hide slides.
Solution:
It's easiest to delete slides in Slide Sorter view (though you can also do so in Normal
view), especially if you have a lot of slides to deal with:
1. Click on the [SlideSorter] button (either on the Status Bar or VIEW tab)
2. Click on the slide to be deleted (eg. slide 4, Training Topics) then press the
key
3. Toreinstate the deleted slide (you were just practising), press for
[Undo]
You might want to temporarily hide a slide - for example, if you are giving the
presentation to a different group of people for whom that slide is not appropriate. You
could also have extra hidden slides which you could add in if you had plenty of time or if
someone asked a particular question during the show. When a slide is hidden it remains
within the PowerPoint file, but is not displayed during the presentation. To hide a slide:
4. Right click on the slide to be hidden (in Normal View you have to right click on
the slide miniature)
5. From the shortcut menu choose Hide Slide - you'll find that the number
mnderneath the slide now has a line through it indicating that it’shidden
‘o show the slide again, just repeat steps 4 and 5
6
Tip: To display a hidden slide when running a show, press the key on the keyboard
or type in the slide number and press ,
Activity 19:
Instead of simply moving abruptly from one slide to another during a presentation, slide
transitions allow slides to dissolve into each other, using a variety of different special
effects. These can make your on-screen presentation look even better and more
professional. Use different effects in your presentation.
Solutio
1. Check you are in Normal view and that the first slide is selected
2. Move to the TRANSITIONS tab to see the following ribbon:
Sia SB ee 8 BB 8 OSS
Dominating the ribbon is the Transition to This Slide group. As you click on an
icon, you'll see the transition effect on the slide (there is also a down arrow that
will show you all the different transition effects in one window). The [Effect
Options] button lets you change the direction of the effect. Timing (the group to
the right) lets you change the speed of the transition effects
3. Choose one of the transition effects for the first slide (the [down] arrow shows
all the effects).Note that a small star symbol appears to the left of the firstslide
(CSC101 -Lab Manual 39 miniature - this indicates that a transition has been setup on this slide. Explore
the options.
4. Click on [Effect Options] and change the direction of the effect
5, Increase the Duration of the transition to slow it down and see the effect more
clearly.
6. You can also set up a Sound: but note that the speakers might have been disabled
on the Lab PCs
7. Another useful feature moves on a slide automatically (without you having to
click the mouse button):Under Advance Slide, set the next slide to appear After:
a set number of seconds
8 Move to the next slide and repeat steps 3 to 7, choosing different effects
9. Finally save your presentation (press ) then run it () to see the
effects - press when you've seen enough
Having different transition effects between slides may add interest but it isn't good
practice, It distracts from the talk and isn’t good for accessibility, It’s best to stick to one
transition throughout (and only use a different one for effect, if you need to). To
standardize the transition:
10, Remove the current effects by choosing [None] (the first in the list) then click on
[Apply to All]
11. Next, choose your preferred transition (repeat steps 3 to 7) then click on [Apply
to All]
12, Finally, press to see the effects
Activity 20:
PowerPoint allows information on your slides to appear one item at a time. This stops
your audience from reading ahead of you, making them concentrate on each point
individually. Try to animate a set of bullet points.
Solution:
1. Move to the ANIMATIONS tab then click on a slide with a bulleted list on it (e.g
slide 2)
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2, Click on the bullet points then move the mouse over the Animations icons and
watch the effects
3, Click on the [down arrow] at the foot of the Animations scroll bar to see more
animations. Try setting up various animations for your slides.
(CSC101 -Lab Manual 40 ie!
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4, From the list of animations choose one of them, e.g.Fade
5. Click on [Effect Options] (if active) and see what is available
6. Repeat steps 3 to 5 for another slide with bullet points, choosing a different
animation
‘Tip: As with slide transition, it isn’t a good idea to use too many different animations as
they can distract the viewer. Always bear accessibility in mind and avoid some of the
more ‘exciting’ animations.
‘To see what you can do with advanced animation:
7. Click on the slide title on one of the slides that you've already animated
8 Next, click on the [Animation Pane] button in the Advanced Animation group
to display the task pane
Animation Pane ~ *
Play All
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9. Click on the [Add Animation] button and choose an Entrance animation
10. Click the <> button (or on [Move Earlier] in the Timing group) to animate it
before the list
11.Select the title again and this time [Add Animation] choosing an Emphasis
animation
12, Repeat step 10 to move it to second in the list
13. Click the [Play From] or [Preview] button to view your changes
14, Next, try animating the picture, displaying it after the title animations
15. Finally, save your presentation (press ) then run it from the first slide
(press )
Tip: You can also set up Exit effects and MotionPaths - for example, when the slide is
finished, you can get the picture to exit along a particular motion path. This is all done
via the [Add Animation] button (as above)
(CSC101 -Lab Manual aI 16. End by closing the Animation Pane (click on the button or on the [x] at its top
right)
Activity 21:
Create a Master slide, Master slides are very important as they control the layout of your
whole presentation. They allow you to create your own slide template which is applied
to every slide. This is useful if you want to put your own logo, picture or even just your
name in the same place on each slide.
Solutio:
1, Move to the VIEW tab then click on the [Slide Master] icon in the MasterViews
GEgn? a window similar to that below appears:
re o
Click to edit Master title style
+ Click to edit Master text styles
2. ASlide Master tab is displayed on the Ribbon indicating that you are in the Slide
Master view. Click on the first (top) slide miniature on the left
This is the Slide Master which is used by all the slides - any changes you make here are
applied to the whole presentation, The slide miniatures below are all the usual slide
layouts that are available, some of which are being used by certain slides, To make
changes just to a specific layout, you make them on that custom layout.
‘To change the look of all the information at the top/bottom of each slide:
3. Select the footer placeholders using the mouse to draw a selection rectangle over
the placeholders - hold down the mouse button and drag over them (the
rectangle must enclose the placeholders)
4, Move to the HOME tab and use buttons in the Font group to change the format,
egfont size
5. To change any placeholder's position, click on the edge (or, more easily, click on
it then press ) and use the to move it to its new position
6. Tosee the changes to all the slides, move to the SLIDE MASTER tab and (Close
Master View]
7. Save your presentation - press
(CSC101 -Lab Manual a2 3) Stage v (verify).
Home Activities;
Activity 1:
Create the PowerPoint folder in your flash drive. Run MS PowerPoint. Search and select
the template named Serenity Nature
+ Type “Introduction to ICT", as the title of the slides. Type your name as the subtitle.
Press Enter. Type your course code, registration number and section in the line below
your name.
+ Create a new slide, Its layout should be Tile and Text. In the title section, type CSC 101 -
registration number.Type Introduction to ICT in the “Click to Add Text” section (below
the slide’s title). It is going to be the first bulleted item. Type your Full Name as the
second bulleted item. Type Fall 2016 as the third bulleted item,
+ Create a new slide, Use the same layout that you used previously Switch to Outline View,
by clicking the Outline tab.Type BASIC COMPUTER CONCEPTS, next to the icon that
represents slide 3 and pressENTERClick the Increase Indent button or press Tab and
then type, "What is a Computer?" (without the quotes) as the first bulleted item.Type
the following: “It is a device that accepts input, processes data, stores data, and
produces output.” (without the quotes) as the second bullet item.In the third bullet, type
your full name.
+ For the second slide, type in the Notes pane “This definition is based on the concepts
presented in Dr. John von Neumann's paper.”
‘+ Spell-check your slides.
* Save your work in your flash disk as a PowerPoint Presentation named
FirstPresentation pptx (you do not need to type .pptx). Save it inside your PowerPoint
folder.
Activity 2:
Create slides similar to the follor
Insert tab.
ing set of slides, Use SmartArt, Chart and Shapes in the
(CSC101 -Lab Manual 8 Productty Report
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