Digital Literacy:

PowerPoint – Basics

Department of Applied Technologies

2024

Used with permission of the Department of

Computing Sciences.
 Table of Contents
1. Introduction to Microsoft PowerPoint .................................................................................... 1
A. Exploring the MS PPT Window........................................................................................ 1
B. Typing in a Presentation .................................................................................................. 7
C. Save a presentation in MS PPT....................................................................................... 8
D. Open an existing presentation in MS PPT ....................................................................... 9
E. Using a Template .......................................................................................................... 10
2. Edit and Navigate a Presentation ......................................................................................... 12
A. Slide Layouts ................................................................................................................. 12
B. Different Views in MS PPT ............................................................................................ 14
C. Navigation...................................................................................................................... 15
D. Selecting Slide Objects .................................................................................................. 16
E. Copy, Move or Delete Slides, an Object or Text ............................................................ 18
F. Find & Replace .............................................................................................................. 23
3. Formatting in MS PPT............................................................................................................ 25
A. Using pre-set Themes ................................................................................................... 25
B. Formatting the Font ....................................................................................................... 27
C. Formatting the Slide Master........................................................................................... 27
D. Slide Formatting ............................................................................................................ 30
4. Objects in Slides .................................................................................................................... 35
B. Tables ............................................................................................................................ 35
C. Images ........................................................................................................................... 38
D. SmartArt ........................................................................................................................ 41
E. Hyperlink........................................................................................................................ 43
F. Sound / Video Clips ....................................................................................................... 45
5. Finalising a Presentation ...................................................................................................... 48
A. Create a Presentation from other Sources .................................................................... 48
B. Check Spelling............................................................................................................... 50
C. Add Speaker Notes ....................................................................................................... 51
D. Hide / Unhide slides ....................................................................................................... 52
E. Print Slides, Speaker Notes & Handouts ....................................................................... 53
Projects ........................................................................................................................................... 58
References ...................................................................................................................................... 66
Appendix A: Troubleshooting SMark ........................................................................................... 67

i
PPT Basics Lesson 1

1. Introduction to Microsoft PowerPoint

Microsoft (MS) PowerPoint (PPT) is the part of the MS Office suite of software, used when you need
to prepare support slides for a presentation, using a data projector.
In this lesson you will learn to:
• work with the components of the MS PPT window
• create a new presentation
• enter text
• save a presentation
• open an existing presentation
• base a new presentation on an existing presentation or
template

In Microsoft PowerPoint, a set of slides to use in a presentation is the file in which you work and store
your data. Because each presentation can contain many slides, you can organise various kinds of
related information in a single file – different kinds of data, charts created from the data, etc.
The basic principle to remember is that the slides are there to SUPPORT your presentation and not
BE the presentation.

A. Exploring the MS PPT Window

When you start MS PPT, it will give you the choice to start a blank presentation, ready for you to enter
the text, open an existing presentation to continue working with it or start a new presentation based on
a template. Once MS PPT is open, you can work on multiple presentations at the same time, whether
those are new presentations or existing presentations that you open.

For HOME use ONLY

Finding tools on the Tab Ribbons: If you have Windows 11 on your computer, some of the
tools are shown in a different place than indicated in this presentation, which is based on the
Windows 10 set-up in Computer labs. You will need to look for the relevant tool, first on the
same Tab Ribbon of tools and, if it is not there, then on other Tab Ribbons to find it – all the
tools should be there somewhere.
Pinning Icons to your Task Bar: Once you have opened an app that you use often, an icon
will appear on the Task Bar. Right-click on the icon and select Pin to Task Bar in the pop-up
menu. In future, when you switch on your computer, the icon will be on the Task Bar, not
underlined, and you can just click on it to open the app.

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PPT Basics Lesson 1

The MS PPT Environment

Depending on how and when your computer was setup when you installed Office, the usual options to
launch the Microsoft products are as follows:

1. Double-click the MS PPT icon on the desktop OR

Click the Start button on the Task Bar and click on the MS PPT icon in the Windows start menu
to start MS PPT.
After starting MS PPT, you are given the opportunity to:
a. Open an existing presentation

b. Start a new Blank presentation

c. Start a presentation based on a template

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2. Click Blank presentation and a new, empty presentation will appear.

Tip – Quick Overview of MS PPT

Open MS PPT and on the New menu item, click on the Welcome to PowerPoint template. A
new presentation opens – make sure that you click on the Create button to load the template and
then view the slides in order.
Note that you will not be covering all these skills in this module, so just view it quickly to get an
OVERVIEW of what MS PPT is about.

Screen Elements
Quick Access Toolbar Tabs Main Work Area Title Bar Ribbon of Tools

Title Placeholder

Slides Panel
Sub-Title Placeholder

Zoom Control
Speaker Notes

Status Bar

Quick Access Toolbar Quick access to commonly used command tools

Title Bar Contains the file name of the open presentation.
Ribbon All the command tools available to you, in this version of MS PPT, are
collated on various Tab Ribbons, with related tools Grouped in blocks,
with more details available on the Group’s Dialog-box.
Slides Panel Shows thumbnails of all the slides in the presentation.
A thumbnail is a small version of a larger thing – usually images shown as
tiny versions in File Explorer or when looking for an image to insert in a
document or, as in this case, small versions of all the slides in your
presentation file.
Main Work Area Where each slide is shown so that you can edit it.
Placeholders MS PPT provides placeholders on a variety of slide layouts, where you can
insert a variety of items – e.g. text, pictures, charts, tables, etc.
Speaker Notes Notes to remind you what you are going to say during the presentation –
usually keywords / phrases only, as a reminder with a quick glance.

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PPT Basics Lesson 1

Scroll Bars Vertical and Horizontal Scroll Bars to scroll up, down or left and right in the
window
Zoom Control Change the view of the presentation content – click on + or move the bar
towards + to Zoom In to make view of the content larger; click on – or move
the bar towards – to Zoom Out to make the view of the content smaller
Status Bar Information about the current presentation such as Slide number of the total
number of slides, language being used, the quick access for different views,
etc. – depends what is going on and what you are doing.

The Ribbons
At the top of the program window, directly below the title bar, is the ribbon.
Home tab (selected)
Group of Tools (Font)

Dialogue box launcher Pin / UnPin

The ribbon can be hidden or displayed by double-clicking any of the tabs OR, click on the Collapse the
Ribbon icon (to hide the ribbon) which toggles to the Pin the Ribbon icon (to display the ribbon).
The Ribbon consists of several tabs – some of which are very similar to the other MS Office apps like
MS Word, such as File, Home, Insert and Help, but some are very specific to working with
presentations, such as Design, Transitions, Animations and Slide Show. Even the similarly named
tabs also have different tools, specific to MS PPT. Each tab contains several tools for accessing MS
PPT settings and commands. Depending on the task you are doing within a presentation, additional
context-related tabs may appear, to help you deal with that particular task. Commonly used tabs
include:
File A menu of tasks and sub-tasks, to provide options for dealing with the file containing
the presentation – e.g. Save, Print, Close and Share.
Home The default tab shown when you create a new or open an existing presentation, is the
Home tab that gives access to common commands such as changing Fonts and
colours, bold underline and Alignment, Number formatting, Styles, cell-related tasks
and Editing.
Insert Tools to help you insert different types of elements into your presentation – e.g. Tables,
Illustrations, Add-ins, Charts (graphs), Headers & Footers, Sound and Symbols.
Design You can select from a variety of Themes, with pre-set designs, for your presentation as
well as Colours, Fonts, Effects and Backgrounds.
Transitions A variety of choices are provided, where you can decide how your Slide Show should
transition from one slide to the next – the choice you make would depend on the
formality of the presentation event and your audience.
Animations You can select different ways that your slide content appears to your audience as well
as showing different items on your slide, to fit in with your presentation speech. Tip: It
is useful to activate the Animation Pane so that you can control the settings.
Slide Show A variety of tools provided for you to set up your Slide Show for your audience to see,
using a data projector or other forms of sharing.
Review Use the Proofing group tool Spelling to check that you have spelt all the words
correctly in your labels, etc. – remember to set your MS Office Dictionary to English
(South Africa).

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PPT Basics Lesson 1

View To set particular ways to view your presentation as well as move between the Master
slides and your actual presentation.
Help If you cannot remember how to do a task, you could always use the Help tool with a
keyword, to allow MS PPT to provide you with step-by-step instructions on how to
accomplish a particular task. Warning: This takes a lot of time, so if you use this facility
in a test, you may run out of time to finish all the tasks assigned!
If you want to check what a tool does, point to it with your mouse pointer (do
not click – just point) and a Tool Tip appears showing what the tool does and a
keyboard-shortcut if available – e.g. for Bold:

Tips – Terms Used (terminology)

Default Refers to a pre-selected option or setting used by a computer program
Tab The word TAB in English can mean a number of different things, depending on the context of use. With
reference to the computer environment, one of the meanings of Tab is a small flap sticking out of a
Ribbon of tools, e.g. the Home tab or Slide Show tab,

OR a dialog-box with more than one group of settings

The Tab key on the keyboard moves from the current placeholder to the next placeholder or from one
cell to the next if you are working in a table.
Dialog-Box A pop-up window within an app, where you can select settings related to the text or object that you are
currently working on
Key When this term is used, it refers to a button on your keyboard (NOT on the screen)
Combination-Key(s): You use two or more keys to achieve a particular task. Combination keys are also called
shortcut keys because it is usually quicker to perform a task this way, rather than selecting options on
the tool ribbons, to do the same thing. When you use a combination of keys, you press one after the
other, holding them all down until the last key is pressed:
i. you hold down the modifier key(s) (e.g. Shift, Ctrl and/or Alt)
ii. then tap the other key, and
iii. then release the modifier key(s).
Combination keys are indicated using the + sign (you do not type the + sign) – e.g. Shift+A will type
the capital letter A; Shift+7 will type the symbol & (the special character above the number 7 key)

 Exercise 1.1: Exploring the MS PPT Tool Tab Ribbons

Learn about the different tabs and dialog-boxes in MS PPT 2019.
1. Start a new blank presentation in MS PPT, if you have not done this yet
A new, 1 slide presentation opens, showing a Title slide layout with two placeholders.
2. Click on the Title placeholder
3. Maximise the window if it not maximised, so that you can clearly see all the tools in the
Tab Ribbons.

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PPT Basics Lesson 1

4. Click on the Home tab ribbon – the tools will be displayed at the top of the MS PPT screen
– note how the Ribbon is divided into groups: Clipboard, Slides, Font, Paragraph, Drawing
& Editing
5. Explore the other tabs on the Tool Ribbon and review each group associated with the tab –
e.g. Click the Insert tab ribbon and you will notice that the groups of commands change
6. Click back to the Home tab ribbon
7. Click the Dialog-Box Launcher in the lower-right corner of the Font Group

8. The Font dialog-box will appear, with default Font tab active

9. Scroll through the list of available fonts by dragging the vertical scroll bar up and down to
see the available fonts

10. Click cancel to close the Font dialog-box

11. Keep the blank presentation open as you will be using it again in Exercise 1.2

The Quick Access Toolbar

The Quick Access Toolbar is located above the ribbon and you can add commands that you access
most often such a Print, Open, and Save. By default, the Save, Undo and Redo commands display
on the Quick Access Toolbar when you launch MS PPT 2019.

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PPT Basics Lesson 1

 Exercise 1.2: Exploring the Quick Access Toolbar

Learn about the Quick Access Toolbar.
12. Return to the blank presentation you used in Exercise 1.1
13. Click the drop-down arrow on the right side of the Quick Access Toolbar

You will notice that the Save, Undo, Redo and Start from the Beginning tools have a tick
next to them on the list.
To use any of the commands displayed on the Quick Access Toolbar, you just need to click
on the task required.
14. To add the Print Preview and Print tool to the Quick Access Toolbar:
• Click on the drop-down arrow again
• Click on the option required and you should see the Quick Access toolbar with an added
icon:

15. Keep the blank presentation open as you will be using it again in Exercise 1.3

B. Typing in a Presentation
There are different types of items that you may be using in your presentation, which are readily
available for you to insert, depending on the layout of the slide you select.

 Exercise 1.3: Typing in Slides

Learn how to enter text in your slides, using a few of the different layouts provided.
16. Return to the blank presentation you used in Exercise 1.2
17. To type text:
The slide layout that a new blank presentation starts with, is the Title layout, usually the 1st
slide in any presentation. Every slide provides placeholders that you just click in, to add to
your slides.
• Click on the Title placeholder and type Learning About PPT
• Click on the Sub-Title placeholder and type your name & surname; then in the next line,
type your student email address

18. Keep the blank presentation open.

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PPT Basics Lesson 1

C. Save a presentation in MS PPT

Once you have created a presentation, you may wish to save it for future use. If you do not save a
presentation, the computer will not save it once you close it.
NB: All the exercise files you complete must be saved in the location (drive and folder-structure)
specified in your module’s weekly instructions presentation – e.g. Weekly Guide or Learning Guide.

 Exercise 1.4: Save a Presentation in MS PPT

Learn about saving a new presentation or saving an existing presentation in a different location
and/or with a different file name in MS PPT.
19. Return to the presentation you used in Exercise 1.3
20. Click the File tab on the tools ribbon and then click Save As

This is where you start to specify where you would like to save the presentation
21. Click Browse – the Save As dialog-box appears – change the location to the required
drive and folder structure specified in your weekly instructions presentation

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22. The file name for this file is L01AboutPP-studentnumber – use your student number
without the s and no space before or after the dash (-) e.g. L01AboutPPT-227123456,
where you replace 22712346 with YOUR student number
23. Make sure that the Save as type is MS PPT Presentation (*.pptx) as shown above – when
you save a presentation in MS PPT, the file is automatically given an extension of .pptx
Do not change this extension and do not type .pptx in the File name box.
24. Click Save – the name of this presentation (file) will now appear on
the Title Bar
25. Close the presentation by clicking the in the top right-hand side of your screen – this will
close the MS PPT window

D. Open an existing presentation in MS PPT

Saved presentations can be opened and edited at any time after they have been saved. As you learned
in File Management, the file extension of .pptx allows the Windows operating system to recognise that
the file was created in MS PPT and can be opened in MS PPT for editing.
When you specify the file name for your presentation, you can use letters, spaces, numbers and certain
special characters and can use up to 255 characters. In general, you should make your names
meaningful so that if you look at a list of files at the end of the year, you can recognise from the name
what the file is about.
However, when doing any tasks for this module, it is important to name the files EXACTLY as
specified AND save them in the location specified in the weekly Guides for the module. Pay
attention to plurals in a filename, as well as spaces and special characters, to be sure you name your
files correctly. Naming a file incorrectly can mean the file will not be marked.

 Exercise 1.5: Open a saved Presentation in MS PPT

Learn about opening a saved presentation.
1. Launch MS PPT (double-click the MS PPT icon on the desktop or Task Bar, or find the
program (app) using the Start menu)
2. A list of previously used presentations will display on the right-hand side of the screen

Use the scrollbar on the side of the list to see a more extensive list of recently used
presentations on the right-hand side of the screen.
3. Click Browse and the Open dialog-box appears

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PPT Basics Lesson 1

4. Change the location to the drive specified in your Learning Guide and the folder where you
saved the L01AboutPPT-studentnumber.pptx file and click on it
5. Click Open – the file will appear in MS PPT
6. Close MS PPT

E. Using a Template
When you start MS PPT, the first window asks you what file you want to work with. You can open an
existing saved presentation or start a new presentation which means that a new file with no text will be
opened.
The “New” option shows a list of new presentation templates. You can choose from numerous
templates in this window. These templates are pre-set presentations available from the Microsoft cloud
environment and you can search templates using the search box. The available templates will differ
depending on whether you are connected to the internet or not. You have to be connected if you want
to search for online templates.

 Exercise 1.6: Using a Template

Learn about starting a new presentation using a template.
1. Start MS PPT and select to create a New presentation
2. Near the top of the screen is a search box and some suggested searches. You can type a
word or click on one of the suggested searches to help find a suitable template

Take note that below the Search for online templates there are different categories
3. Below the search box, a list of common templates is shown. Use the wheel on your mouse
(or the vertical scroll-bar on the right) to scroll up and down to view the different
commonly used templates
4. To Search the available templates using a key word:
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PPT Basics Lesson 1

• Click in the Education template category

• Scroll down to find the Problem/Solution template and double-click to activate it

• Click Create
A template of 8 slides will open which you could edit for a research presentation you need
to make, where you outline the problem and provide a solution for it.

Tip – Saving a file in the same location used earlier

When you are saving a file to a location you have recently used, check the locations on the right
of the Save As window and just click on the required location if it is still there – use the scroll
bar on the right to find locations you may have used earlier.

5. Save the presentation with the name L01Templates-studentnumber.pptx in the required

location (check your module’s weekly Guide)
6. Close the presentation and MS PPT

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PPT (Basics) Lesson 2

2. Edit and Navigate a Presentation

Once you have created a presentation, you may wish to edit it, fine-tune the wording or re-organise
the slides. MS PPT has tools that make it easy to select and replace items, copy or move slides or
items and correct mistakes.
In this lesson you will learn to:
• use different slide layouts
• use different views
• insert, replace and delete text
• copy and move slides
• undo changes

A. Slide Layouts
Depending on the type of information that you want to show your
audience during your presentation, you would use appropriate
slide layouts, selected from the Slides group on the Home tab
ribbon. The most commonly used layouts for presentation
content are the Title and Content and Two Content layouts –
but the layout selected would be entirely dependent on the
content you wish to add to your presentation.
Each layout contains different placeholders to assist you with the
adding of content. You have already experienced using the Title
and Sub-Title placeholders on the Title slide layout in Lesson 1 –
you merely click in the placeholder (as the text on new slides
instructs you to do) and then type your text.
Depending on the design theme use (more about design themes
in a later lesson), the slide Title placeholder is usually at the top
of the slide with the content below. The Title and Content layout
is shown below:
In addition to entering bullet (or numbered) points of text on the
slide, there are also quick-access tools to insert other type of
objects instead of text – insert a table, a chart, SmartArt, pictures
or video – if you point to the tools with your mouse, you will see a
tooltip explaining what the tool is for.

Tips: How to use SMark Effectively

• Make sure that you work through the A05 How to use the SMark system presentation in
the Additional Learning Material folder BEFORE you attempt this project.
• Troubleshooting SMark tips are provided in Appendix A at the end of this document.
• Always check SAVING instructions in your Module’s weekly Guides.

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PPT (Basics) Lesson 2

 Exercise 2.1: Adding slides to a Presentation

Learn how to add different types of slides to your presentation.
1. Download and open the project PPT Lesson 2.1 data file from SMark,
L02Wellness-studentnumber.pptx
Save the presentation, using the SAME file name, in the required location
2. Type your name and surname in the Sub-Title placeholder, with your student number in the
next line.
3. To add a new slide with a particular layout:
• Click on the down-arrow of the New Slide tool in the Slides group on the Home tab
ribbon and select the Title and Content layout
A new slide is added AFTER the slide currently selected
4. Add text to a slide (2nd) – the text to type shown in italics here but should not be italicised
on your slide:
Title: Making Choices
Content:
• Using knee-jerk reactions to input – fight, flight, freeze, fawn
• Considering your options with Emotional Intelligence (EQ)
5. To insert a slide with a particular layout:
• Select the Title slide (1st)
• Click on the down-arrow of the New Slide tool in the Slides group on the Home tab
ribbon and select the Comparison layout
A new slide is added between the Title and Making Choices slides
6. Add the following text to your comparison slide:
Title: How do you react?
Column headings:
• Left: To other people
• Right: To your daily life
Left Content:
• Someone you want to be friends with, tells you to do something that is not part of your
value system
• Someone who looks different to you, asks for your help
Right Content:
• You have a test next week Friday
• You receive multiple assignments to do in the same week, with deadlines on the same
day
7. To insert a new slide with the same layout as the selected slide:
• Select the Making Choices side
• Click on the New Slide tool (not the down-arrow) in the Slides group on the Home tab
ribbon

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PPT (Basics) Lesson 2

A new slide is added with the same Title and Content layout as the slide that was
selected.
8. Insert a new slide between slides 2 & 3
You should have automatically added a slide with the Comparison layout as the new slide
9. Save the document using the same filename L02Wellness-studentnumber.pptx and
keep it open as you will be using it again in Exercise 2.2

B. Different Views in MS PPT

The default view when you open a new or existing presentation is Normal – this is the view that you
have been using so far. On the View tab ribbon, there are a number of different tools you can use to
view different aspects of your presentation in a number of different ways. The most commonly used
views are also on the Status Bar (on the right):

Point your mouse to each one and read the tool-tip for each.
Normal Used to edit slide content:

You can move around your presentation by clicking on the slide you want to edit on the left
or scroll up and down using to find the slide you are looking for.
Slide To check the flow of your
Sorter presentation, it is useful to use this
view so that you can scan through
your whole presentation. It is also
often easier to move slides around
in this view.
You can change the
size of your slides in
this view, using the
Zoom tool on the
View tab ribbon and either typing in a % value or using one of the pre-set
values.
When you spot a slide that needs editing, double-click on it to return to
Normal view to do your changes.
Reading This view allows you to see what your slides will look like to your audience – useful for a
quick check backwards and forwards. Tip: Press Esc key to revert to your original view to
exit Reading view.
Slide When you actually do your presentation, you use this tool to project your slides using a
Show data projector, so that your audience can easily follow what you are talking about.

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PPT (Basics) Lesson 2

Exercise 2.2: Different ways to view your Presentation

 Learn how to use different types of views of your presentation.
10. Return to the L02Wellness-studentnumber.pptx, saved at the end of Exercise 2.1
11. Try out the different views using the tools in the Status Bar:
• Click on Slide Sorter view and change the Zoom to see different effects regarding
the size of the slides displayed – you should also try the Zoom tool on the extreme
right of the Status Bar by click on the + or – buttons or dragging the zoom-box to
the left or right
• Double-click on any side to return to Normal view
• Click on Slide Show view to see how you would use your slides in an actual
presentation – click on the PgUp and PgDn keys to move forwards and backwards
through your slides
12. Nothing has actually changed in the file, so no need to save again, but keep it open
as you will be using it again in Exercise 2.3

C. Navigation
Navigation refers to moving the cursor (or insertion point) around the presentation so you can place it
where you need to make changes. You can use both the mouse and the keyboard to move through
the cells in a presentation.

 Exercise 2.3: Moving Around a Presentation

Learn how to move around in your presentation with greater efficiency.
13. Return to the L02Wellness-studentnumber.pptx, used in Exercise 2.2 in Normal view
14. If your mouse has a wheel, point at the Main Work Area and roll forwards or backwards to
move up and down through the slides in the presentation
15. Use the vertical scroll bar at the right of the Main Work Area to move up and down
through the slides in the presentation:
• Click the up-scroll arrow to scroll up one slide at a time
• Click the down-scroll arrow to scroll down one slide at a time
• Click the scroll bar above or below the scroll box to move up or down, a slide at
a time
• Drag the scroll box up and down from top to bottom – as you drag the box, the
slide number and title will be shown as a tool-tip
16. Use the navigation keys on your keyboard to move the slide selector in the Slide Panel
around in the following ways:
•  Up arrow to move up one slide
•  Down arrow to move down one slide
• Home to go to the 1st slide
• End to go the last slide
• Page Up to move up one slide
• Page Down to move down one slide

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PPT (Basics) Lesson 2

17. As you have not actually changed anything, there is no need to save your file at this point,
but keep it open as you will be using it again in Exercise 2.4

D. Selecting Slide Objects

When you are editing a presentation, you can select portions of the presentation to change the selected
content for editing or formatting. When you select objects, MS PPT highlights the objects and you can
perform an action on the selection. To select objects, you can use the mouse or the keyboard.
Notes:
✓ If you incorrectly select an object, click anywhere else on the slide to deselect and then try again.
✓ If you accidentally perform an action, remember to use your Undo tool on the Quick Access
Toolbar to undo the last action.
✓ If you do anything that you realise is a mistake, even if the mistake was a few tasks ago, you
can use the Undo tool repeatedly until that mistake has been taken away – just remember that
the further back you Undo, the more tasks you will have to do again – you cannot use Redo as
that will redo the mistake as well.
Using the mouse to select objects:
Notice how the mouse pointer changes, depending on what you point at – check before you actually
click, as the different pointers indicate different functionality:
Pointer Visible when mouse is: Function
Pointed at tools on the ribbons, Quick To select a tool or slide
Access toolbar or Status Bar.
Pointed at placeholders on a slide where To place the typing cursor in the text area.
text can be or is entered.
Pointed at the edge of a selected To drag the selected placeholder or object
placeholder or object. to a different position on the slide.
Pointed on a column line of a table To drag the column border left or right to
resize the column-width
• To select a slide – merely click on it in the Slides Panel to make that slide the selected or active
slide.
• Click anywhere within an empty placeholder to start typing text there.
• The easiest method to select a section of text within a placeholder:
• Move the mouse-pointer to the left of the start (or right of the end) of the text you wish to select.
• Hold down the left mouse button and drag over the required text to highlight – click-and-drag.
• Once you have selected the text needed, release the mouse button. Do NOT release your
mouse button until the text has been correctly selected.
Reminder: If your selection is incorrect, release the mouse button and re-do the selection.

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PPT (Basics) Lesson 2

Using the keyboard & mouse to select objects:

When one is busy typing on the keyboard, it is often quicker just to do the selection using the tool that
you are busy with:
• To select a number of adjacent slides in the Slides Panel in Normal view or in Slide Sorter view OR
to select a number of objects on a slide:
• Hold down the Shift key (combination key) on the keyboard and then either:
o use the navigation keys such as the arrows keys, Home, End, Page Up and Page Down
to move the highlight to incorporate adjacent slides in the Slides Panel or Slide Sorter view,
o click on the first slide you want to select and then the last slide you want to select – the slides
in between will also be selected OR
o click on the placeholders and / or objects on a slide that you want to select – they do not
need to be adjacent
• Once you have selected the cells needed, release the Shift key.
• To select non-adjacent slides in the Slides Panel or in Slide Sorter view:
• Click on the first slide you want to select
• Hold down the Ctrl key (combination key)
• Click on all the other individual slides you want to select
• Release the Ctrl key

Tips:
• Pay attention to the techniques you learn in Exercise 2.4 – you will use them over and over
again, whenever you work on a MS PPT presentation.
• Some text in the instructions is in italics to make it stand out. Do NOT format any text to
italics unless it is specified in the instructions.

 Exercise 2.4: Selecting Slides & Slide-Objects

Learn how to select slides or slide-objects for editing or formatting purposes.
18. Return to the L02Wellness-studentnumber.pptx, used in Exercise 2.3, in Normal view
19. To select an object on a slide using the mouse:
Select the Left Heading placeholder on the 2nd Slide (How do you react?).
• Position the mouse pointer over the text To other people – the mouse pointer changes
from an arrow to the I-bar – and click
• Click anywhere on the edge of the placeholder, so that the box-lines change from a
dotted-line to a solid-line

to
You would use this when you want delete, copy or move the object
• Deselect by clicking elsewhere on the slide
20. To select multiple objects on a slide:
Select the Title, Left Heading and Right Content placeholders.
• Select the 2nd slide in Normal view

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• Click on the Title placeholder

• Hold down the Shift combination key and click
anywhere in the Left Heading and Right Content
placeholders – all three placeholders should be
selected
You would use this to apply the same formatting
(e.g. Font Colour) to all 3 objects on the slide.
• Deselect by clicking elsewhere on the slide
21. To select a particular slide in Normal or Slide Sorter view:
• Use the scroll-bar to find the slide you want to select and then click on it – the cell gets
a dark orange border

Reminder: To edit a slide selected in Slide Sorter view, double-click on the slide to open it
in Normal view.
22. To select a number of adjacent slides (in either Normal or Slide Sorter view):
Select all the slides from the 2nd to the 4th slides.
• Click on the 2nd slide (How do you react?)
• Hold down the Shift combination key and click on the 4th slide (Making Choices)

You would use this when you want to copy, move or delete these slides.
• Deselect by clicking elsewhere on the window
23. As you have not actually changed anything, there is no need to save your file at this point,
but keep it open as you will be using it again in Exercise 2.5

E. Copy, Move or Delete Slides, an Object or Text

During the design process, one often needs to copy items from one place to another (possibly to edit
text in the copy without having to re-do the formatting), move items to provide a better flow or delete
items that are no longer required.
Working with Text
You might want to use the text or expression in a specific cell in another cell as well. Rather than
retyping it, you can copy that label or expression to the appropriate cell. In most spreadsheets you will
use, you need to perform the same calculation on different sets of data, so you want to copy an
expression to a number of different cells.
Remember that when using copy, the item will appear in both the original and destination locations.

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PPT (Basics) Lesson 2

 Exercise 2.5: Copy, Move & Delete Text

Learn about the copy-paste processes, where you have the original (source) and repeat at the
destination, the cut-paste (move) process, where you only have the item at the destination and
the cut (delete) process, where you get rid of the item altogether.
24. Return to the L02Wellness-studentnumber.pptx, saved at the end of Exercise 2.4 and
activate Normal view
25. To Copy text:
Copy text from one slide to another.
• Select the 2 bullet points in the left content placeholder on the 2 nd slide, starting
Someone you want…
• Copy the selected text (source) – use the tool in the Clipboard group on the Home tab
ribbon or the Ctrl-c keyboard shortcut
• Click in the Left Content placeholder on the 3rd slide (destination)
• Click on the Paste tool (in the same group as above or the Ctrl-v shortcut)
If you look in the Slide Panel, you should see the 2 bullet points on both slides.
26. Add the following text to slides:
• Slide 2 Right Content placeholder as 2nd bullet point:
Your roommate has just heard about a death in the family back home and you have
a test tomorrow for which you are busy doing your final reviews of all the work
• Slide 3 Title placeholder: Other People
• Slide 4 Content placeholder as the 3rd bullet point:
You drop everything to help your roommate get organised to inform his/her lecturers
and book transport because helping a friend in need is more important than helping
yourself
27. To Move text:
• Select the 2nd bullet from the Right Content placeholder on the 2nd slide, starting Your
roommate has…
• Cut the selected text (source) – use the tool in the Clipboard group on the Home tab
ribbon
• Click in the Right Content placeholder on the 3rd slide (destination)
• Click on the Paste tool (in the same group as above or the Ctrl-v shortcut)
If you look in the Slide Panel, you should see this bullet point only on the 3rd slide.
28. To Delete text:
• Select the 3rd bullet from the Content placeholder on the 4th slide, starting You drop
everything…
• Cut the selected text (source) – use the tool in the Clipboard group on the Home tab
ribbon, use the Ctrl-x shortcut or press the Delete key
You should only see the 2 original bullets on the 4th slide.
29. Save the presentation as L02Wellness-studentnumber.pptx and keep it open as you
will be using it again in Exercise 2.6

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Working with Slide-Objects

Currently, the only objects you have worked with so far, are the placeholders in which you have inserted
text. However, the same principle applies to copying, moving or deleting other types of objects like
tables, pictures, videos, SmartArt, etc., except for those types of objects, you are not required to click
on the dotted line at the edge of the object, to get the solid line, as you do for text-based placeholders.

 Exercise 2.6: Copy, Move & Delete Slide-Objects

The process of copying, moving & deleting objects is very similar to text-based tasks – it is only
how they are selected that differs.
30. Return to the L02Wellness-studentnumber.pptx, saved at the end of Exercise 2.5 and
activate the Normal view
31. To Delete an object:
You could delete a text-placeholder or any of the other objects on a slide
• Select the empty Left Heading Content placeholder on the 3rd slide – check how to
select text-based placeholders in task 19 in Exercise 2.4 above
• Cut the selected placeholder – use the tool in the Clipboard group on the Home tab
ribbon, use the Ctrl-x shortcut or press the Delete key
• Delete the Right Heading placeholder on the 3rd slide
Your 3rd slide should resemble the image below:

32. To Copy an object:

Copy an object from one slide to another.
• Select the Left Heading placeholder on the 2nd slide, starting To other…
• Copy the selected placeholder – use the tool in the Clipboard group on the Home tab
ribbon or the Ctrl-c keyboard shortcut
• Click anywhere outside of any of the placeholders on the 3rd slide
• Click on the Paste tool (in the same group as above or the Ctrl-v shortcut)
The object will appear in a similar position on the destination slide.
33. To Move an object:
• Select the placeholder that you have just copied to
the 3rd slide
• Use your mouse ( pointer) to drag-and-drop the
placeholder in the centre of your slide
Your 3rd slide should resemble the image on the right:
Note: You can also use the select-cut-position cursor-paste method, described in the
previous text-based exercise, move an object.
34. Save the presentation as L02Wellness-studentnumber.pptx and keep it open as you
will be using it again in Exercise 2.7
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Working with Slides

When you are creating a presentation, you may need to move slides around to make the flow better,
copy slides to edit but retain the formatting or even delete slides that are not pertinent to the goal(s) of
the presentation.

 Exercise 2.7: Copy, Move & Delete Slides & change slide Layout
Note that you can copy, move or delete slides in Normal or Slide Sorter view, but you need to
be in Normal to edit anything on a slide, including changing the slide Layout.
35. Return to the L02Wellness-studentnumber.pptx, saved at the end of Exercise 2.6 and
activate the Normal view
36. To Copy slide:
Make a copy of a slide in your presentation.
• Select the 2nd slide, with the title How do you react? – not that the active (selected) slide
always has a dark orange border
• Copy the slide – use the tool in the Clipboard group on the Home tab ribbon or the
Ctrl-c keyboard shortcut
• Click after the 5th slide – in Normal view, you will see a horizontal dark orange line in the
space below the slide after which you want to place the copy; in Slide Sorter view, you
will see a vertical dark orange line at the required location

(Normal) (Slide Sorter)

• Click on the Paste tool (in the same group as above or the Ctrl-v shortcut)
You should now have 2 copied of the 2nd slide – as slide 2 and as slide 6.
37. Change the Title of the 6th slide to React in a Goal-oriented but Empathetic Manner
38. To keep the Title in one line at the top of your slide, move the Title placeholder to the left-
edge of the slide and then stretch the placeholder to the right-edge by dragging (↔) the
middle size-handle to the right.

39. To Move a slide:

• Select the 4th slide
• Either use your mouse to drag-and-drop the selected slide between the 1st and 2nd
slides OR use the cut-position cursor-paste method
40. To Delete a slide:
• Select the empty 5th slide
• Cut the selected slide – use the tool in the Clipboard group on the Home tab ribbon,
use the Ctrl-x shortcut or press the Delete key
Compare your presentation to the image below, using Slide Sorter view.

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41. Add a new slide with the Title and Content layout at the end of your presentation AND add
the Title The End
42. To change a slide Layout:
• Select the 6th slide with the title The End
• Click on the Layout tool in the Slides group on the Home tab ribbon to activate the
dialog-box

• Select the Title Only slide layout

All other placeholders on this slide have disappeared.

43. Save the presentation as L02Wellness-studentnumber.pptx and keep it open as you
will be using it again in Exercise 2.8

Tip – Keyboard Short-cut Keys

You may find it quicker to use MS PPT’s keyboard shortcuts for copy, cut, paste and Undo.
When you use shortcuts, you need not take either hand away from the keyboard.
• To copy – Ctrl+c
• To cut – Ctrl+x
• To paste – Ctrl+v
• To Undo – Ctrl+z
• To Redo – Ctrl+y
You can also right-click on a cell to get a pop-up menu displaying the available commands for
copy, cut or paste OR use the Clipboard tools on the Home tab ribbon.

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F. Find & Replace

While you are creating your presentation, you may realise that you could use a better term to reference
something, that you are using over and over again. Instead of manually looking for all the occurrences
of the term you want to replace, use the Find and Replace tools to let MS PPT do this for you.

 Exercise 2.8: Finding and Replacing text

44. Return to the L02Wellness-studentnumber.pptx, saved at the end of Exercise 2.7 with
the Normal view active
45. To Find a word or phrase:
In a large presentation, it is quicker to let MS PPT search for a word or phrase, rather than
you paging up and down looking for it.
• Make sure that you are at the top of your presentation, with the 1 st slide active – select
any slide in the Slide Panel and use the Ctrl-Home shortcut
• Click on the Find tool in the Editing group on the Home tab ribbon to activate a dialog-
box

• Search for the whole word Empathetic by completing the information as indicated above
and click on the Find Next button to find the 1st occurrence of the word in your
presentation
It should be found in the Title of the 5th slide
• Click on the Find Next button to find the next occurrence of the word – as that is the only
occurrence of the word in your presentation, you will get the message:

• Click OK and then click the Close button to close the dialog-box
46. To find and Replace a word or phrase:
• Make sure that you are at the top of your presentation, with the 1st slide active – select
any slide in the Slide Panel and use the Ctrl-Home shortcut
• Click on the Replace tool in the Editing group on the Home tab ribbon to activate a
dialog-box

• Search for the word Someone and replace all occurrences with A person, using Match
case (to only replace the occurrences of the word that have a capital or upper-case S)
by completing the information as indicated above and click on the Replace All button –
note that MS PPT tells you how many times the word was replaced

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• Click OK and then click the Close button to close the dialog-box
47. Save the presentation as L02Wellness-studentnumber.pptx and CLOSE the
presentation
48. Upload your solution to the SMark project PPT Lesson 2.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
• Return to the relevant concept explanations to improve your understanding
• Check that you have followed the relevant Exercise instruction exactly

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PPT (Basics) Lesson 3

3. Formatting in MS PPT
Presentations can be made more professional or attractive by choosing fonts or formatting attributes
that are appropriate to the purpose of the presentation.
In this lesson you will learn to:
• use different design-, colour- & font- themes
• use formatting tools provide emphasis of different types of text and text-based
content
• use animated slide transitions and animation of slide objects / text
• set up a customised slide Master
• use Headers s and Footers in slides
• use different design-, colour- & font- themes
A. Using pre-set Themes
MS PPT provides you with a number of different themes to choose from and you could create your own
customised theme. Remember that when you are selecting a theme, you need to choose one that will
suit the occasion, the top and your audience and not base the choice solely on your own personality.
These are shown in the Themes group on the Design tab ribbon, with a More button to expand the
selection

In addition, you can change the Colours, Font, Effects and Background of the Theme by selecting an
option from the list provided if you click the More button in the Variants group on the Design tab ribbon.
NOTE: You want your slides to look attractive, but you do not want them to distract the attention of the
audience from your presentation, so you need to make appropriate selections depending on your
content and your audience.

 Exercise 3.1: Format your Presentation using Pre-set Designs

1. Download and open the project PPT Lesson 3.1 data file from SMark,
L03TM-Part1-studentnumber.pptx in Normal view
Save the presentation, using the SAME file name, in the required location
2. To use a Pre-set Theme:
• Go to the top of your presentation – i.e. the 1st slide is active (Ctrl-Home)
• Click on the more button in the Themes group on the Design tab ribbon
• Find the Slice theme and click on it – tip: point to each thumbnail and check the tool-tip
for the Theme name; they are NOT in alphabetical order

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PPT (Basics) Lesson 3

This looks a bit messy and the slide Titles are now mostly at the bottom of the slide in the
Slice Theme. You would perhaps prefer the slide Title at the top of each slide.
• Change the Theme to Celestial – tip: if you do not find this theme, select any other theme
– e.g. Facet – then click on the more button again and you should see the full list – the
Celestial theme should appear 5th in from the left, in the 2nd row of 5 rows of thumbnails.

If you scan your slides, this looks less messy, and the Titles are back at the top of the slides
again.
3. To change the Theme slightly, using Variants:
The Variant options will change, depending on the Theme you have selected – you decide
to change the background of the Celestial Theme to blue

• Click on the blue Variant option in the Variants group on the Design tab ribbon.
4. To change the Theme slightly, using Font Colour Variants:
Note that the hyperlink provided on the 4th slide blends into the slide background. You decide
to change the colours used in the Theme to make sure that it stands out.

• Click on the more button in the Variants

group on the Design tab ribbon
• Click on the Colour option in the drop-
down list
• Click on the Red Orange option on the list

Note: The only change you will notice is on

the 4th slide, where the hyperlink has
changed colour.

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5. To change the Theme slightly, using Font Type Variants:

The current Font Type used for all the slides is Calibri and you decide that you would like to
change this to Arial.
• Click on the more button in the Variants group on the
Design tab ribbon
• Click on the Fonts option in the drop-down list
• Click on the Arial option
This will automatically change all the text using the default
Theme font, to Arial, on all the slides.
6. Insert your name and surname in the Sub-Title placeholder on the 1st slide, with your
student number in the next line.
7. Save the L03TM-Part1-studentnumber.pptx and keep it open as you will be using it
again in Exercise 3.2

B. Formatting the Font

To make your slides look professional you need to format text to make it easier for your audience to
read at a glance and then concentrate on listening to you delivering your content. This is mainly
accomplished by using tools on the Home tab ribbon in the Font, Paragraph and Drawing groups.

Reminder: The term Font refers to the typeface, design and size of each character. Each installation
of MS PPT has a collection of Font types to select from, depending on personal choice, the audience,
the type of presentation being created and publishing regulations. Font Size is measured in points –
for example, this text here is in Arial Font and 12pt Font Size.
You can change the appearance of text. This is called formatting. If you wish to change the format of
text that you have already typed, select the text, then choose the new format. Once you have chosen
the format, deselect the text by clicking elsewhere on the slide.
There are no step by step instructions for these tasks as you learned how to do them in MS Word &
MS Excel.

C. Formatting the Slide Master

If you want to change the Titles on ALL your slides to a particular Font
format, you just need to change the Slide
Master (in the Master Views group on the
View tab ribbon) and all the slides should
automatically take on that formatting – i.e.
change in one place only.

VERY NB NOTE: When you open the Slide

Master view, the default selection is always the 2nd indented slide (3rd) on the
list. If you ONLY want to change the Title and Content slides, then you edit
this one. BUT if you want to edit ALL the slide layouts, you must move your
scroll-bar to the top of and select the Title and Content slide that is at the TOP
of the Slides Panel and has no indent.
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PPT (Basics) Lesson 3

 Exercise 3.2: Editing the Slide Master

Practise text formatting e.g. Font types and sizes, Bold, Italics and Underline using the relevant
tools on the Home tab ribbon in the Font group.
8. Return to the L03TM-Part1-studentnumber.pptx, saved at the end of Exercise 3.1 in
Normal view
9. To open the Slide Master:
• Click on the Slide Master tool on in the Master Views group on the View tab ribbon
• Scroll-up and select the top Title and Content slide in the Slide Panel
10. To edit the Slide Master:
• Select the Title placeholder (solid border line) and do the following:
➢ Bold and centre-align the title-text
➢ Remove the All Caps setting on title-text – you do NOT want to SHOUT at your
audience!
➢ Move the placeholder to the top of the slide
➢ Expand the placeholder span the width of the slide

• Select the main Content placeholder and do the following:

➢ Move the placeholder so that it lines up with the Title placeholder on left, leaving
approximately a 1cm gap between the two placeholders (horizontally)
➢ Expand the placeholder to line up with the Title placeholder on the right
➢ Change the top bullet Font size to 24 pt
➢ Change the Second level bullet to 22 pt
Similar items to those edited above, have also automatically changed in the slides within
the set – scroll up and down in the Slide Panel to see this.

11. Return to Normal view:

• Click on Close Master View tool on the Slide Master contextual tab
Check the image below to compare with your document
12. Save the L03WildSales-studentnumber.pptx and keep it open as you will be using it
again in Exercise 3.2
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PPT (Basics) Lesson 3

Tip – Keyboard Shortcuts

For the formatting of selected items, using the Ctrl key as the modifier key, in combination with
other keys to apply particular formatting:
• Ctrl+B for Bold
• Ctrl+I for Italics
• Ctrl+U for Underline

 Exercise 3.3: Additional Text Formatting

13. Return to the L03TM-Part1-studentnumber.pptx, saved at the end of Exercise 3.2 with
the Normal View active
14. Move the 3rd slide with the Title Last Word to the end of the presentation
15. Change the text, starting Time Management techniques…, in the content placeholder on
the last slide, to bold, Bradley Hand ITC and 54 pt, and the Standard Colour: Orange
16. On the 2nd slide, change the indent level of the 3 bullet points, starting Allocate time…, to
look as follows:
• Allocate time to critical needs
• Keep unimportant needs on a “rolling list”
• Eliminate time-wasters – NOT relaxation
17. On the 3rd slide:
• Move & resize the content placeholder to match the other slides – i.e. similar to the way
you set up the Slide Master
• Edit the hyperlink to display the text Find out more about the 7 Habits for Teenagers
18. On the 4th slide:
• Left-align the title starting 1. Habit of Personal…
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PPT (Basics) Lesson 3

• Change the colour of the italicized text in the title placeholder to Theme Colour: Gold,
Accent 2, Darker 25%
19. Use the Format Painter tool in the Clipboard group on the Home tab ribbon, to copy the
formatting of the italicized text in the title placeholder of the 4th slide multiple times (i.e.
double-click the tool to keep it active after the first format-copy), to the italicized text in the
titles of the 5th - 10th slides – tip: use the PgDn key to move from one slide to the next
20. To fix the titles of the 6th and 10th slides, press the Enter key at the end of the white text
21. On the 5th slide, change the bulleted sub-list of Imagination and Conscience to a numbered
list, using the 1) 2) number type
22. On the 7th & 8th slides:
• Move & resize the title placeholders to match the other slides – i.e. similar to the way
you set up the Slide Master
23. On the 11th slide:
• Highlight the title to Pink
24. Save the document using the same filename L03TM-Part1-studentnumber.pptx and
keep it open as you will be using it again in Exercise 3.4

D. Slide Formatting
In addition to the usual text formatting, there are particular formatting options for slides as a whole.
Very NB to Note: Adding multiple effects to your presentation can useful if the effect enhances the
content and / or the delivery of the presentation. However, if you add too many or inappropriate effects,
these can seriously detract from your presentation – they may seem trendy and stylish when you are
sitting in front of your computer, but during delivery, they can be highly irritating to your audience!
Transition from 1 slide to another
A transition setting refers to the animated effects that will show, when you move from 1 slide to the
next slide in Slide Show view.
The most efficient transition in terms of time, is to have no transition effect and to move directly to the
next slide when appropriate during your delivery.
Animation of Text / Objects on a Slide
Animation is also about animated effects, but these refer to animations of objects on a slide, rather
than the whole slide (transitions). These can be very useful to support the following:
✓ Revealing one point at a time, to stop your audience reading the whole slide and not paying
attention to what you are telling them about each point.
✓ Revealing the title of the slide only, while you share information with your audience orally or ask
the audience a question, before revealing the remainder of the slide.
✓ Drawing attention to a particular item on the slide.
Slide Footers, Date & Time and Numbers
You may want to repeat your name or the company name, on the Footer of each slide, so that the
audience is reminded of who you are or where you are from. If your presentation is time bound – e.g.
created for a particular seminar or conference – you can add the current date or a fixed, specific date
to your slides. It is also useful for your audience to note the slide number if they have a question they
would like to ask, at the end of your presentation.
Remember that this information will appear on all the existing slides that you select when doing the
setting and on all new slides you may add to the presentation.
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PPT (Basics) Lesson 3

 Exercise 3.4: Slide Formatting

Learn how to insert animations, transitions, headers and footers in your slides.
25. Return to the L03TM-Part1-studentnumber.pptx, saved at the end of Exercise 3.3 in
Normal view
26. To add an Animation to a slide object (4th slide – 1st Habit):
You want each point to appear only when you click or press the PgDn key.
• Select the content placeholder
• Click on the more button in the Animation group on the Animations tab ribbon

Note that there are 3 main groups of animation types:

➢ Entrance: effect for displaying text
➢ Emphasis: effects applied to the text once already displayed
➢ Exit: effect for removing text from the display
• Click on the Entrance effect: Fly In
Click Slide Show view in the Status Bar to see the effect in action in a Slide Show – either
click or press PgDn for the next point to appear.
27. To View and Edit Animations using the Animation Pane (4th slide):
• Click on the Animation Pane (toggle) tool in the Advanced
Animation group on the Animations tab ribbon and expand the
list of animated items
• Click on the 1st item in the Animation Pane
list and click on the down-arrow to activate a
drop-down menu for that item
• Click on the Remove option, to allow the first point to appear at the
same time as the slide Title
Click Slide Show view in the Status Bar to see the effect in action in a
Slide Show

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PPT (Basics) Lesson 3

The points are flying in from the bottom, but you would prefer them to fly
in from the bottom right.
• Select the 3 remaining animated items in the Animation Pane
• Click on the Effect Options tool in the Animation group on the
Animations tab ribbon and select From Bottom-Right on the drop-
down list of options
Click Slide Show view in the Status Bar to see the effect in action in a Slide
Show
28. To add a single Animation to multiple objects:
You want all the bullets in the content placeholder, to appear with one
click. There are 2 methods of doing this:
• Simple Method (7th slide – 4th Habit):
➢ Select all the text within the content placeholder
➢ Click on the Entrance Effect: Bounce
Note how all three points are allocated the number 1 on the slide and grouped under the
number 1 in the Animation Pane. Click Slide Show view in the Status Bar to see the
effect in action in a Slide Show
• Advanced Method – for use if other editing of effects is required (5th slide – 2nd Habit):
➢ Select the content placeholder
➢ Click on the Entrance Effect: Turn & Grow
Notice that the 3 main points will appear sequentially, not all at once, as indicated by
the animation numbering.
➢ Without expanding the animated items in the list in the Animation Pane, click on the
down-arrow and click on Effect Options…

➢ On the Text Animation tab of the dialog-box, click on As One Object and click on
OK
Click Slide Show view in the Status Bar to see the effect in action in a Slide Show
29. To add a Transition to a slide (8th slide – 5th Habit):
• Click on the slide that will display using the transition effect – i.e. 8th slide
• Click on the more button in the Transition to This Slide group on the Transitions tab
ribbon

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PPT (Basics) Lesson 3

• Click on the Dynamic Content: Rotate option

Select the 7th slide and then click Slide Show view in the Status Bar to see the effect in
action in a Slide Show
• On the 9th slide, add the Exciting: Blinds transition
30. To Remove a Transition:
• Click on the 10th slide (7th Habit)
• Click on the Subtle: None transition option
31. To add Footer information to many slides:
It does not matter which slide is the active slide – this task can be done anywhere in the
presentation.
• Click on the Header & Footer tool in the Text group on the Insert tab ribbon to activate
the dialog-box

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PPT (Basics) Lesson 3

• Complete the information as indicated above and then click on Apply to All
➢ For Date and time, you can select to either Update
automatically to show the current date OR Fixed – make
sure that you also change the Language to English (South
Africa)
You can select HOW you want the date displayed by clicking
on the date text-box down-arrow and selecting a date, date &
time or time format.
If you select Fixed you need to enter the date required in the
text-box in whatever format is appropriate
➢ When Slide number is checked, the slide number will appear
on the slides – usually at the bottom right, but this depends
on the initial Theme selected
➢ Footer requires that you enter text that you want to display on each slide
➢ If you do not want the information to appear on the Title (usually the 1 st) slide, make
sure that the Don’t show on title slide option is checked

32. To add Footer information to one slide only:

The only difference is that you first select the slide that you want the Footer information to
be displayed, complete the information in the dialog box and then click Apply rather than
Apply to All
• Select the 11th slide and move the content placeholder so that the text displays above
the footer information
• Change the date on the Footer information to 20 February 2023
Check that all the OTHER slides (except the Title slide) still show the current date in the
Footer.
33. To remove the changed date from the Footer:
• Click on the down-arrow next to the Undo tool on the Quick Access
Toolbar
• Click on the LATEST (top) Header and Footer action
Check that ALL the slides (except the Title slide) still show the current date in the Footer.
34. Save the presentation as L03TM-Part1-studentnumber.pptx and CLOSE the
presentation
35. Upload your solution to the SMark project PPT Lesson 3.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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4. Objects in Slides
MS PPT offers a variety of objects that can be added to your slides, to enhance the visual presentation
of content for your audience.
Many of the worksheet formatting settings are on the Layout, Design and Insert tab ribbons.
In this lesson you will learn to:
• work with tables
• add and format images
• add charts
• insert SmartArt
• use hyperlinks
• add sound and video clips

In certain layouts, the blank slide provides tools within the Content placeholder(s) – e.g. Title and
Content (left) and Two Content (right):

Insert Table Chart SmartArt

Insert Pictures Online Picture Video

If you point to these quick-access tools, you will see tool-tips to remind you what they are for.

B. Tables
Use available tools in MS-PPT to insert & format tables in your slides, to organise information for your
audience.

 Exercise 4.1: Working with Tables

Insert, populate and format tables – you will be inserting and formatting a summary of good time-
management habits.
1. Download and open the project PPT Lesson 4.1 data file from SMark,
L04TimeMgt-studentnumber.pptx
Save the workbook, using the SAME file name, in the required location
Reminder: do NOT download your SMark starter files into the local Downloads folder – too
many of you do this and then do not move it to your Submissions or Test folder, which is
especially problematic when you upload the starter file to SMark and get 0 as we have no
backup to look at to mark for you! Download your starter files directly to where they need
to be.
Read the quotes from successful people, that relate to the habits described in the Lesson 3
exercise – you may be interested enough to try and develop more effective habits for yourself!
2. Apply the design Theme Damask to your presentation
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3. Add your name and surname to the Subtitle placeholder on the 1st slide, with your student
number on the line below
4. Insert a new Title and Content slide between the 12th (7th Habit) and 13th (Last word) slides
5. Insert the Title: Summary of the 7 Habits – note that the theme automatically sets all the
Titles’ text to All Caps
Do tasks 6 -11 on the new 13th slide.
6. To insert a Table:
On the 13th slide, with the title SUMMARY OF THE 7 HABITS …
• Click on the table tool to activate the Insert Table dialog-box

• Either type the numbers in the text-boxes or use the up/down arrow buttons to insert a
table of 3 columns and 8 rows
• Click OK
A table using the theme’s default design is inserted and replaces your text Content
placeholder on the slide.
7. In the first column, from the 2nd to the 8th cell, type 1 to 7
8. To modify the column widths:

• Point to the line between the 1st and 2nd columns – your mouse pointer changes to
• Drag the border so that the first column is just big enough to display the numbers
• Resize the 2nd and 3rd columns, by dragging the border between them to be in line with
the middle size handles of the table

9. To change the Table Design style:

• Click anywhere in the table to select the object – you will know you have selected it
when the size handles appear around the edge of the object
• Click on the more button to see all the available table designs linked to this theme
• Point to the various slides to see the tooltip and click on the thumbnail for Light Style 2
– Accent 2
10. Enter the following text in the table – your columns widths will differ, so text may wrap:
Action The Habit of
1 Be pro-active Personal Vision
2 Begin with the end in mind Personal Leadership
3 Put first things first Personal Management
4 Think win-win Interpersonal Leadership
5 Seek 1st to understand then to be understood Communication
6 Synergize Creative Co-operation
7 Reflect Renew Empower Self-Renewal
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11. With the entire table selected, change the Font size to 24 point
12. Insert a new Two Content slide between the 13th (Summary…) and 14th (Last Word) slides,
with the Title Table Practice
Do tasks 13 -18 on the new 14th slide.
13. In the left content placeholder, insert a table of 3 columns and 4 rows AND in the right
content placeholder, insert a table of 2 columns and 2 rows
14. Change the design of the table in the left content placeholder to Themed Style 1 – Accent 4
15. To merge (or split) cells in a table:
• Select the top row of the table in the left content placeholder
• Point anywhere in the selected row and right-click – a pop-up menu of
tools will appear
• Click on Merge Cells

The internal border lines will have disappeared from the top row.
• Right-click in the 2nd column and 3rd row of the table in
the left content placeholder and choose the Split Cells…
option
• Split this cell into 3 columns and 1 row and click on OK

The cell now has 2 additional border lines, splitting the single cell into 3 smaller cells.
Note: An alternative method, to accomplish merging or splitting cells, is to use the
tools provided in the Merge group on the Layout tab ribbon.
16. Change the design of the table in the right content placeholder to
Dark Style 1 – Accent 6
17. To insert (or delete) columns and rows in a table:
• Click anywhere in the 2nd row of the table in the right content
placeholder and click on the Insert Below tool in the Rows &
Columns group on the Layout tab ribbon
• Click anywhere in the 2nd column of the table in the right content
placeholder and click on the Insert Left tool in the Rows & Columns group on the
Layout tab ribbon

The table on the right should now contain 3 columns and 3 rows
• Type 1, 2, 3 in the cells of the 1st column of the table and A, B in the 2nd and 3rd cells in
the 1st row of the table

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• Click anywhere in the middle row of the table and use the Delete tool Rows &
Columns group on the Layout tab ribbon to delete the middle row

18. To delete a table:

• Click anywhere in the table in the right content placeholder
• Click on the Delete tool in the Rows & Columns group on the Layout tab ribbon and
select Delete Table
19. To UNDO an incorrect action (reminder!):
• Either click the Undo tool in the Quick Access Toolbar OR use the
short-cut Ctrl-Z to restore the table you have just deleted
20. Save the document using the same filename L04TimeMgt-studentnumber.pptx and keep
it open as you will be using it again in Exercise 4.2

C. Images
A picture is worth a thousand words is saying in many languages, that means that a picture may be
able to convey an idea much quicker and more effectively than a lot of words. Remember that during
your presentation, you want the audience to listen to your presentation, not switch of and just read lots
of words on your slides.
WARNING: Never just add random images all over the place to brighten up your slide or fill white space
– the images MUST serve a purpose and relate to the content of your presentation.

 Exercise 4.2: Insert and format Images

Learn how to add images to your presentation.
21. Return to the L04TimeMgt-studentnumber.pptx, saved at the end of Exercise 4.1
22. To Add an image using the Quick Access tool:
If you look at the exercise in the 2nd slide, all those words do not clearly create an image for
the audience, regarding exactly what they need to do – an image of the spreadsheet they
need to create would assist your audience a lot.
• Insert a new Title and Content and slide between the 2nd and 3rd slides and add the title
Exercise Spreadsheet
• Click on the Pictures quick-access tool in the content placeholder
• Refer to the location of the image file in your weekly Guide and double-click or select
and Open the file TMSpreadsheet.jpg
The image is rather small with a lot of white space around the title and image, that could
be used to make the image more legible for your audience.
• To re-arrange & resize placeholders on the slide:
➢ Select the Title placeholder and use the middle placeholder at the bottom, to make
the image narrower (vertically) so that the placeholder is just big enough to display
the text – drag-and-drop the size handle

➢ Move the whole title placeholder to the top of the slide

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➢ Select the image and use the Height tool in the Size group on the
Format tab ribbon, to change the Height of the image to 6.85”
(17.4 cm) – the image top-left corner stayed in the same place but
the bottom and right edges of the image are off the actual slide
➢ With the image still selected, drag-and-drop the image to show ± in the centre of the
slide horizontally and vertically, just below the title

23. Change the layout of the 4th slide (Take Time…) to Two Content
24. In the right content placeholder, insert the image TMPlanning.jpg from the location
indicated in your weekly Guide – ignore that the image looks like it lying on its’ side, we’ll fix
it in a mo…
25. To Add an image using the Insert tab ribbon:
• Use the Slides Panel to select the 1st slide
• Use the Pictures tool in the Images group on the Insert tab ribbon, to insert the
TMWordCloud.jpg image from the location – do not worry that the image covers the
slide and looks like it has been taken from the other side of a piece of glass and is
upside down – you will learn how to fix this next…
26. To Format and Re-size an image:
• On the 1st slide:
➢ Select the word-cloud image
➢ Use the Rotate tool in the Arrange group on the Format tab
ribbon, to Flip the image Vertically – now you can actually read the words
Imagine that you want to show this slide until you are ready to
start your presentation, to keep your audience engaged and to
help them focus their minds on the topic. You will use an
animation effect to discard the image from the display, with a
click, when you are ready to start talking.
➢ Select the Appear type of Animation and activate the Animation
Pane and then click on the down-arrow next to the item in the
Animation Pane, then click on:
✓ Start With Previous, then (so that the image appears first)
✓ Effect Options…

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➢ On the Effect tab on the Appear dialog-box (Effect Options…), click on the After
animation down-arrow and select Hide on Next Mouse Click and click on OK
Run the slide show (F5 key) from this slide and check if your animation works – you
should see the word cloud and then when you click or press the PgDn key, you should
see the text on the title slide.
• On the 4th slide:
You need to rotate the image and enlarge it, to allow the audience to read the text and
get a better view of the image.
➢ Select the image in the right placeholder
➢ Rotate the image Right 90° - Rotate tool on the Format tab ribbon –
do NOT use the rotate handle on the image as SMark cannot mark
this effectively
➢ Change the Width of the image to 4” (10.16cm)
➢ Move the image to appear in the middle of the white space to the right of the text in
the left content placeholder – tip: when you move it up, you will see a faint red line to
the left of the top of the image, indicating the it is lined up with the top of the left
content placeholder

27. Save the document using the same filename L04TimeMgt-studentnumber.pptx and keep
it open as you will be using it again in Exercise 4.3

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D. SmartArt
MS PPT provides multiple organisations of objects, using multiple different colour designs, where you
can organise short items of text, to make an image of content for your audience to engage with.

 Exercise 4.3: Work with SmartArt

Learn how to insert, add, delete, copy or move a worksheet.
28. Return to the L04TimeMgt-studentnumber.pptx, saved at the end of Exercise 4.2
29. Insert a Title and Content slide between the 5th (Stephan…) and 6th (1st Habit) slides and
add the title Connected Habits
30. To insert SmartArt:
• Click on the SmartArt tool in the centre of the content placeholder of the new 6th slide
(Connected Habits) to activate the Chose a SmartArt Graphic dialog-box

• Select the Hexagon Cluster graphic in the Relations… group and click OK
A green graphic replaces the content placeholder.
31. To change the colour of a SmartArt graphic:
• Click on the Change Colour tool in the SmartArt Styles
on the contextual Design tab ribbon
• Select Colourful Range – Accent Colours 5 to 6
32. To add Text to the SmartArt graphics (method 1):
• Click on the pink-red filled shape and type: Be Proactive
33. To add a Shape to the SmartArt Graphic:
• With this shape selected, click on the
Add Shape tool in the Create Graphic
group on the contextual Design tab
ribbon
• Click on Add Shape Before
You can click on any of the coloured shapes to add text and in
the shape of graphic, you can add pictures to light tabs.
34. To add Text to the SmartArt graphics (method 2):

• Click on the icon to expand the text entry dialog-box

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• In the top, 3rd and 4th text boxes in the dialog-box, type the follow:
Begin with the end in mind
Put first things first
Synergize
• Close the dialog-box by clicking on the > icon

35. Add 3 more shapes after the Synergize shape and add the following text to the new shapes
in the same order the shapes were added – tip add the shape, type the text and with the
new shape still selected, add the next shape after:
Seek 1st to understand
Think win-win
Reflect Renew Empower

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36. Save the document using the same filename L04TimeMgt-studentnumber.pptx and keep
it open as you will be using it again in Exercise 4.4

E. Hyperlink
In Exercise 3.3 you edited a Hyperlink to display specific text instead of the URL (web address).
However, hyperlinks are not only about linking to a web-site. You can have links in your presentation
to another file or to move around your presentation depending on which hyperlink is used on a slide.

 Exercise 4.4: Work with Hyperlinks

Learn how to insert, add, delete, copy or move a worksheet.
37. Return to the L04TimeMgt-studentnumber.pptx, saved at the end of Exercise 4.3
38. To set a hyperlink to open another file:
While the image of the exercise spreadsheet on the 3 rd slide, it would be more real for the
audience to see the real thing.
• Select the image on the 3rd slide
• Either right-click on the image and select the Link option on the pop-up menu OR click
on the Link tool in the Links group on the Insert tab ribbon – either method will activate
the Insert Hyperlink dialog-box

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• Make sure the Existing File or Web Page is selected in the Link to: panel on the left
• Use the Look in: text-box down-arrow to browse for the location of the folder containing
the Time Mgt Exercise.xlsx file as indicated in your weekly guide and then click on the
file in the box below – note that the file specification is shown in the Address: box
• Click OK
Check if the hyperlink works, by activating the Slide Show view – note how the mouse-
pointer changes to a hand to indicate that a link is active, when you move the mouse-
pointer over the image. Then click anywhere on the image – the MS Excel file should
open.
39. To hyperlink to a different slide in the presentation:
• On the 6th slide, select the Title place holder containing the text Connected Habits
• Use your method of choice to activate the Insert Hyperlink dialog-box
• Click on Place in This Document in the Link to: panel on the left
• In the Select a place in this document box, use the scroll-bar to find slide 15.
Summary of 7 Habits and click on that text – an image of the slide appears in the Slide
preview: box
• Click OK – ignore any pop-up messages that may display
Check if the hyperlink works, by activating the Slide Show view on the 6th slide and then
click anywhere in the Title area when the mouse-pointer changes to a hand – you should
jump straight over the slides containing the 7 Habits and go from the 6th slide to the 15th
slide.
In Slide Sorter view, compare your slides to the image below.
40. Save the file as L04TimeMgt-studentnumber.pptx and CLOSE the file – remember that
you can use the Save icon from the Quick Access toolbar OR the Save option in the File
tab menu
41. Upload your solution to the SMark project PPT Project 4.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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F. Sound / Video Clips

There are a number of scenarios where adding a sound clip or a video clip could prove useful to not
only get the audience to pay attention, because something different is happening AND / OR it can be
very useful to enhance the content of your presentation – i.e. helps you to make the point you are trying
to get across to your audience.

 Exercise 4.5: Work with Sound & Video clips

Learn how to insert, add, delete, copy or move a worksheet. Warning: To do this part of the
exercise in the Computer labs, you need to plug earphones into the workstation.
42. In File Explorer, make a copy of your L04TimeMgt-studentnumber.pptx, saved at the end
of Exercise 4.4 and CHANGE THE NAME of the copied file to L04TMwithVideo-
studentnumber.pptx and open this withVideo file.
43. Caveat: The video file (.mp4) is over 33MB – do this task on campus if you have
limited Internet data.
Copy the files TMClock.mp3 and TMVideo.mp4 from the Data File location
to this week’s saving location – both locations indicated in your weekly
Guide

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44. To insert a Sound or Audio clip:

• Select the 1st slide in the Slide Panel
• Click on the Audio tool in the Media group on the Insert tab ribbon
• Click on Audio on My PC… option in the drop-down list
• Click on the TMClock.mp3 file in the location you saved it in
the previous task
• A strip with the image of speaker above it, appears on your slide – move it to the bottom
of the slide so that it does not obscure your word-cloud image
• The item is also added to the Animation Pane as – you need to edit the animation
effects so that this item starts the same time as the TMClock item and also disappears
at the same time – you do not want to start your presentation with a clock ticking loudly
in the background

Leave the item as 1 on the list, so that just before you are ready to start, you can start
the sound, so that the audience quietens down in expectation of you starting to talk.
45. To add a Video clip to your presentation:
If your presentation venue has wi-fi, you could use an online video by inserting,
for e.g., a YouTube video that you would like your audience to see. Otherwise,
the video file will need to be on the same folder as your presentation, for easy
access during the actual presentation – we will use the 2nd method for this exercise.
• Select the 14th slide (Summary…) on the Slide Panel
• Click on the Video on My PC option in the drop-down list of the Video tool in the Media
group on the Insert tab ribbon
• Click on the TMVideo.mp4 file in the location you saved it in the task above – there may
be a slight delay until the video object appears
• Change the Width of the video object to 10” (25.4cm) and move the object to just below
the slide Title, on the left edge of the slide
• The animation effects will need to be changed so that the video shows as soon as the
slide is activated and then disappears to show the summary table – try and use what
you have already learned about Animation to figure it out yourself. Use:
➢ The Animation Pane (make sure that only the top item is selected, otherwise you will
be editing the 2nd item instead of only the top item) and

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➢ Slide Show view (shortcut is F5 key) and drag the bar to the right to fast-track the
video to the end
Tips are provided at the end of the lesson if you get stuck – but try and problem-solve the
effects for yourself before you go and look!
46. Save the document using the same filename L04TMwithVideo-studentnumber.pptx and
CLOSE the file – Do NOT try and upload this file back to SMark

Tips – For Video Animation

You have 2 animation items in the Animation Pane:
• The top one is about the object itself
✓ Start With Previous
Set the Effect Options similarly to the word cloud
image settings on the 1st slide
• The 2nd one is about setting a particular trigger to start
the video – this is unnecessary as you want the video to
start playing immediately that the slide is activated

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5. Finalising a Presentation
You have learned how to create a presentation from scratch and format the slides to suit the content
and your audience. You can also create a presentation from a MS Word document and even copy
slides from another presentation in order to create a new set of slides that are fit for purpose.
Once you have created your slides, you still need to proof them for correct spelling, check the flow and
figure out what you are going to say when each slide appears.
Your slides are not your presentation – they are merely an aid to support you and your audience to
make the most of the presentation. You also need to prepare what you are going to say. It is very
useful to have key-words / phrases handy, so that as you are going through your slides, you can be
reminded about what you planned to say to your audience.
In this Lesson you will learn to:
• use outlines to create a presentation
• insert slides from another presentation
• check spelling and grammar
• create speaker notes
• hide / unhide slides for application in Slide Show view
• print your slides, speaker notes and handouts

A. Create a Presentation from other Sources

You may prefer to create the text for your presentation in a MS Word document before importing it into
MS PPT to create your slides. To prevent having to do a lot of editing after the import, you need to
create your MS Word document in a specific way:
• Titles of slides need to use Heading Style 1
• Bullets and sub-bullets need to use Heading Styles 2 or 3
Open the Storming Outline.docx in MS Word, from the location indicated in your weekly Guide, just to
see an example of how to set up a presentation outline in MS Word – ignore the spelling mistakes for
now; close the document when you have finished the review.

 Exercise 5.1: Using a MS Word Outline

Insert, populate and format tables – you will be inserting and formatting a summary of good time-
management habits.
1. Open MS PPT if it is not already open
2. To create a new presentation from an Outline
• Click on the File tab
• Click Open and then Browse and navigate to the location of the Lesson Data Files
indicated in your weekly Guide

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• Click on the down-arrow in the File Type button (bottom right) and
select All Outlines from the list
• Select Storming Outline.docx and click Open
A new presentation opens with 3 slides (ignore spelling mistakes for
now) – your text is now set up and you could add items like a title
slide, a theme, other objects like images and SmartArt to suite what
you need.
• Save the file as L05Storming-studentnumber.pptx in the location indicated in your
weekly Guide.
3. To re-use a slide from another presentation:
You have created presentations before and you want to use a similar title slide for this
presentation.
• Select to insert a slide ABOVE the 1st slide (Stages of Human…) in the Slides Panel
• Click on the down-arrow of the New Slide tool in the Slides
group of the Home tab ribbon and click on Reuse Slides… at
the bottom of the drop-down list

A Reuse Slides side panel will appear on the right of your Main Work Area.
• Click on the Browse button and navigate to the Data Files location indicated in your
weekly Guide
• Select the Conflict Management.pptx file and click Open
• Click sequentially on the 1st, 2nd and 3rd slides in the Reuse Slide panel – the slides
should appear in the same sequence at the top of your new presentation, with the slide
design matching the current presentation; if you want to maintain the original formatting,
you will need to open the other presentation and then Copy and Paste keeping Source
Formatting
• Close the Reuse Slides panel – click on the x top right
4. Save the document using the same filename L05Storming-studentnumber.pptx in the
location indicated in your weekly Guide but keep it open for use in Exercise 5.2.

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B. Check Spelling
Just as you need to do with any other type of document you create, you need to check the spelling –
there is nothing as off-putting for your audience, when your slides have spelling mistakes. If you have
sloppy slides, your audience will judge you and your content as being of less value. Remember that
you do not need to be an expert language person to achieve this – you have the Spelling checker to
assist you. Note: MS PPT does not check the grammar as usually text is added as bulleted or
numbered points, which do not necessarily confirm to the regular rules of grammar.

 Exercise 5.2: Proofing your Slides

Check the spelling and grammar of the text on your slides
5. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.1 in
Normal view
6. To check Spelling:
Always select the 1st slide in the Slides Panel before starting this type of task.
• Select the 1st slide in the Slides Panel
• Click on the Language tool in the Language group on the Review tab ribbon and
select Language Preferences to activate the PowerPoint Options dialog-box with the
Language options activated

• Make sure that English (South Africa) is selected and click on OK

• Click on the Spelling tool in the Proofing group on the Review tab ribbon

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The Spelling Panel will appear on the right of your Main Work Area. Pay special
attention to the available buttons to choose from as MS PPT finds words not in the
English (South Africa) dictionary – you should never leave words that you do not want
to change – like the name of a person, item or place – you need to indicate to MS PPT
that the current anomaly should be ignored using Ignore Once or Ignore All. If it is a
word you commonly use, then you may want to Add it to your dictionary.
If it is a word that you have miss-spelt, click on the appropriate word in the list and click
Change or Change All to correct the miss-spelt word(s) in your text.
• Correct the spelling of any words not in the MS Office dictionary, by changing miss-
spelt words and ignoring names of people, items or places – you should be ignoring 1
item and changing 5 items
• Click on OK once the check is complete – the Spelling Pane will automatically
disappear
7. Save the document using the same filename L05Storming-studentnumber.pptx and
keep it open as you will be using it again in Exercise 5.3

C. Add Speaker Notes

When you give a presentation, you should never read each slide aloud or read from notes – you need
to talk to your audience as if you were having a conversation with them. But, in the heat of the moment,
it is easy to forget exactly what you want to say to your audience, so you should always plan what you
are going to actually say when each slide appears and write down key words or phrases that you can
glance at as you are making your way through your slide show.

 Exercise 5.3: Add Speaker Notes

Always only use KEY words or phrases in your speaker notes – do not write everything you want
to say word-for-word as then, not only will you not be maintaining eye-contact with your audience
but your voice will become boring to listen to, while you read instead of just talk.
8. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.2 in
Normal view
9. To add Speaker Notes:

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The Notes pane is usually hidden below the Main Work Area when you open a
presentation file. You can drag-and-drop the bottom edge of the Main Work Area up to
reveal the Notes pane, but if you have a sticky mouse, this can be a fiddly method – it is
easier to use the available tool to reveal the Notes pane and then do the drag-and-drop to
enlarge it if necessary.
• Select the 1st slide in the Slides Panel
• Click on the Notes tool in the Show group on the View tab
ribbon

The Notes pane will appear at the bottom of the Main

Work Area.
• Drag-and-drop the bottom line of the Main Work Area up to enlarge the Notes Pane so
that you can see ±2” (±5cm) of space in the Notes Pane – your Main Work Area
becomes smaller and the size of the slide shown there is automatically adjusted so that
you can still see the whole slide
As there will be various dignitaries attending your presentation, you want to make sure that
you greet them in the correct order, so you decide to put that order into the Speaker Notes
so that you do not forget.
• On the 1st slide, type the following speaker note:
1. Prof N Ramantswane – Dean
2. Prof J Greyling – HoD
3. Honoured guests
4. Fellow students
• On the 5th slide, add the following speaker note:
What is the default way you handle disagreements with colleagues, friends or family?
Tip: When you actually give your presentation, you would like your Speaker Notes to
appear on your screen, but not on the screen that the audience sees. This can only be
done if you have multiple displays, so you need to have another screen or data projector
connected to your device and select to Extend desktop to this display rather than the
default setting which is to Duplicate desktop on 1 and 2.
Then, when you activate your Slide Show view, you need to check the
Use Presenter View box in the Monitors group on the Slide Show tab
ribbon
10. Save the document using the same filename L05Storming-studentnumber.pptx and
keep it open as you will be using it again in Exercise 5.4

D. Hide / Unhide slides

Hide to use only when link is used or hide for a particular presentation

 Exercise 5.4: Hiding / Unhiding Slides

11. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.3 in
Normal view
12. To hide slides:
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The 2nd slide of your presentation is not for showing during your presentation, but needs to
be included as part of your assignment submission.
• Right-click on the 2nd slide in the Slides Panel
• Click on the Hide Slide option in the drop-down list
An alternative method is to select the slide(s) you want to hide
and then click on the Hide Slide tool in the Set Up group on
the Slide Show tab ribbon.

Notice how the text in the 2nd slide is now greyed-out and the slide number has a line
through it. The * below the 3rd slide number indicates that the slide contains some form
of custom animation.
13. Hide the 6th slide using the alternative methods described above.
14. To Unhide a slide:
You decide to use the 2nd slide in your presentation, as a means of introducing yourself to
your audience. The Hide Slide tool, either on the pop-up drop-down list after right-clicking
on the slide or on the Slide Show tab ribbon, is a toggle-tool – click to switch it on and click
again to switch it off.
• Select the 2nd slide and click on the Hide Slide tool
The 2nd slide will now show in sequence in Slide Show view.
15. Save the document using the same filename L05Storming-studentnumber.pptx and
keep it open as you will be using it again in Exercise 5.5

E. Print Slides, Speaker Notes & Handouts

You can check what your Print settings will look like WITHOUT actually printing anything – save
the trees!
MS PPT offers multiple ways of printing slides for multiple different purposes. You usually use the
Print option on the File tab menu to set up your printing requirements.

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Under Printer, you can select where you want to print to – e.g. an actual printer or to a .pdf file – the
default printer connected to the device will usually be the one showing in the Printer info box. There
are multiple settings available, depending on what you want to print.
Print Slides
The default setting is to print one slide per page – which is rather a waste of paper if you want to print
the slides as part of your summary notes for a module, unless you want to add a lot of your own hand-
written notes to each slide. Usually, it would be sufficient to print multiple slides per page, so save
paper.

 Exercise 5.5: Printing Slides

You can print your slides in a number of ways, including printing to a file instead of a printer.
16. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.4 in
Normal view
17. To Create a .pdf document containing your slides:
• Click on the File tab and then click on the Save as Adobe PDF option in the menu on
the left

If you opened your slides from the location specified in your weekly Guides, the location
to save the .pdf file should be the same. If not, navigate to the required location.
• Use the same filename for your pdf – note that the file extension has automatically
changed – and click Save
If you get the following message, slide Yes to continue.

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The pdf file should open automatically for you to view – it should show 1 slide per page,
but will NOT include any hidden slides. Select Two Page view from the Page Display
options in the View menu drop-down list.
18. To print all your slides to a printer:
• Click on the File tab and then click on the Print option in the menu on the left
DO NOT ACTUALLY PRINT as we do NOT want you to waste
your print quota or paper!
• If you were going to print:
➢ You would need to make sure that you Print on Both Sides
(depending on how you are going to keep your print-out, you
would select to Flip pages on long edge or short edge)
➢ If you have a printer at home that prints colour, you may want
to select Pure Black and White to save your colour ink!
Printing multiple slides per page is considered a Handout, which is covered below.
19. Save the document using the same filename L05Storming-studentnumber.pptx and
keep it open as you will be using it again in Exercise 5.6

Print Slides with Speaker Notes

It is useful to print your speaker notes, to hold in your hand during your presentation – especially if you
use a remote clicker to move from one slide to the next and can walk around in the room instead of
being stuck behind your laptop.
Before you actually print Speaker Notes, go to the Notes Master to organise how you want your print-
out to look. Usually, the slide appears on top with the notes below, on the same page. What is useful
to add is a Header and Footer.

To save paper and the need to page constantly, print 2 per page and flip on the short edge, with a
staple in the top left corner (landscape).

 Exercise 5.6: Printing Slides with Speaker Notes

20. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.5 in
Normal view

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PPT (Basics) Lesson 5

21. To set up the Notes Master:

• Click on the Notes Master tool in the Master Views group on the View ribbon

A Notes Master contextual tab appears between the File and Home tabs.
• Un-check the Footer placeholder in the Placeholders group on
the Notes Master contextual tab ribbon
You can decide what items you want to show on your notes
pages – maybe you do not need the Slide Image or the Date.
• Type your module code and assignment title in the Header text-box:
MFX312: Communication Assignment
You can use any of the formatting tools on the Home tab ribbon to format the text in
any of the Header or Footer placeholders.
• Click on the Close Master View tool on the Notes Master contextual tab ribbon
22. To Print Notes Pages:
• Click on the Print Preview tool on the Quick Access toolbar (or click on Print in the
File tab menu)
• Click on the down-arrow next to the Full Page Slides button and click on Notes Pages
(at the top in the middle) – the preview of the page changes to the image of how you set
up the Notes Master
If the information does not show in your Header
and Footer, click on Edit Header & Footer at the
bottom of the Settings list and check the various
boxes as indicated below:
Click on the Apply to All button –
the Notes Master settings should appear
• Click on the back-arrow at the top left of the Print
window to return to the Normal view (or press the
Esc key) – DO NOT click on the Print button
23. Save the document using the same filename L05Storming-studentnumber.pptx and
keep it open as you will be using it again in Exercise 5.7

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PPT (Basics) Lesson 5

Print Handouts
Printing handouts of the slides could be very useful to your audience, so that they could make notes
about any interesting extra things you say in your speech or thoughts they may have that are stimulated
by your presentation.

 Exercise 5.7: Printing Handouts

You can print your slides in a variety of number of slides per page and even a handout with pre-
printed lines next to each slide, for your audience to write their notes.
24. Return to the L05Storming-studentnumber.pptx, saved at the end of Exercise 5.6 in
Normal view
25. To set up your Handout Master:
• Click on the Handout Master tool in the Master Views group on the View tab ribbon
• To change the default number of slides to be printed per page:
The default number of slides is 6, but this prints the slides as thumbnails, rather than
making them really legible or useful during the presentation.
➢ Click on the Slides Per Page tool in the Page Setup group on the
Handout Master contextual tab ribbon
➢ Select the 3 Slides option on the drop-down list
➢ Add the same Header you added to the Notes Master in the previous
exercise and add your initials and surname to the Footer text-box
➢ Click on the Close Master View tool
• Click on the Print Preview tool on the Quick Access toolbar (or click on Print in the
File tab menu)
• Click on the down-arrow next to the Full Page Slides button and click on 3 Slides – the
preview of the page changes to the image of how you set up the Handout Master
If the information does not show in your Header and Footer, click on Edit Header &
Footer at the bottom of the Settings list and check the various boxes required – e.g.
Header and Footer
• Return to Normal view – DO NOT click on the Print button
26. Save the document using the same filename L05Storming-studentnumber.pptx and
close it – make sure it is in your Submissions folder as you do NOT upload this document
to SMark

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PPT (Basics) Projects

Projects
Check your module’s weekly Guides to find out which Projects you are required to do AND the file
specifications of presentations for saving or opening.
VERY NB NOTE: Do NOT change anything other than what you are
SPECIFICALLY told to change
Project 1. Birds
Lessons 1 – 2
Do not use Italics on any text input, unless the instruction specifies Italics. The words you are entering
on the slides are in Italics in the instructions, to emphasize what you should type.
1. Select to attempt PPT Project 01 Birds in SMark and, if provided, enter the password provided
in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P01Birds-studentnumber.pptx
3. Open the file you saved in 2 above, in MS PPT from the location specified in the weekly Guide
– note that this file contains a blank, single slide as you will be creating the content.
4. On the blank Title and Content slide, type the Title Provinces
5. Insert a Title slide as the 1st slide
6. On the new 1st slide, type the following:
Title: South African Birds
Sub-Title: your name and surname, with your student number in the 2 nd line
7. On the 2nd slide, enter the following bullet points in the Content placeholder:
• Eastern Cape
• Western Cape
• Gauteng
8. Add a 3rd slide with the Title and Content layout and add the following text:
Title: Colour of our Birds
Content:
• Loerie
• Pigeon
• Mousebird
• Ostrich
Note: Ignore the red underlines indicating possible spelling problems for now.
9. On the 2nd slide, add Northern Cape as the 3rd bullet point
10. Edit the content of the 3rd slide, by adding the location in the Content placeholder, to look as
follows:
• Loerie (Knysna)
• Pigeon (Everywhere)
• Mousebird (Everywhere)
• Ostrich (Western Cape)

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PPT (Basics) Projects

11. Change the layout of the 3rd slide to Two Content layout and add the following colours to the
Right Content placeholder:
• Green
• Grey
• Brown
• Blue
12. Insert a Title Only slide as the 2nd slide, with the title The End
13. Copy the 3rd slide to make it the 5th slide (last) and edit as follows:
Layout: Content with Caption
Title: Loerie
Main Content: delete the bullet points to make space for a future image
Left Content: Prevalent in the Knysna forests with the most amazing song and colourful
plumage
14. Move the 2nd slide to make it the last slide (5th)
15. Change to Slide Sorter view to compare your slides to the image below
16. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
17. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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PPT (Basics) Projects

Project 2. PPTRules
Lessons 1 – 3
1. Select to attempt PPT Project 02 PPTRules in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P02PPTRules-studentnumber.pptx
3. Open the file you saved in 2 above, in MS PPT from the location specified in the weekly Guide.
4. Change the Design as follows:
• Theme: Ion
• Colour: Red Violet
• Font: Century Gothic Palatino Linotype
5. On the 1st slide:
• Change the layout of the slide to Title
• In the Title placeholder type the following text: PowerPoint Rules
• In the Sub-Title placeholder type the following text: Your name and Surname and in the next
line, type your student number
6. On the 2nd slide:
• Change the font and font size of the Title to Berlin Sans FB, 48 pt
• Change the font colour of the bulleted list text in the Content placeholder to Pink, Accent
1, Lighter 60%
7. On the 3rd slide:
• Apply the Turquoise text Highlight colour to the title text
• Change the font colour of the title to Black, Background 1
• Add the Entrance animation Zoom to the title only
• Add a new 4th item to the bulleted list: Country of Origin
8. On the 4th slide:
• Remove the bullets and indents from the bulleted list in the Content placeholder
• Move the first line of text Simple to be the last line below the text White Space
9. On the 5th slide:
• Change the layout of the slide to Two Content
• Add the Exciting transition: Shred
• Move the content in the first placeholder to the second placeholder
• In the first placeholder type the following text:
Plan first on paper
Edit Master slides
Make a backup of your file
• Change the bulleted list in the first placeholder, to a numbered list, using the 1. 2. 3. style
10. On the 6th slide:
• Apply Double-Underline & Italics to the Title text – tip: use the Font dialog box
• Change font colour of the Title to Yellow
• Remove the All Caps from the Content (do not retype the text)
• Add the Entrance animation Swivel to all the lines – each line to enter separately
11. Add Slide Numbers to all slides except the title slide.

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PPT (Basics) Projects

12. On the 8th slide, add the text: Time for questions in the Title placeholder.
13. Move the 7th slide to below the 8th slide.
Compare your slides to the image below
14. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
15. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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PPT (Basics) Projects

Project 3. Guidelines
Lessons 1 - 4
1. Select to attempt PPT Project 03 Guidelines in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P03Guidelines-studentnumber.pptx
3. Open the file you saved in 2 above, in MS PPT from the location specified in the weekly Guide.
4. Add a new title slide at the beginning of the presentation. The title of the slide should read:
Presentation Guidelines; and the subtitle should read: Creating Professional and Effective
Presentations
5. Apply the design theme called Organic to the whole presentation.
6. On the 2nd slide:
• Change the colour of the bulleted list text to Red, Accent 4, Lighter 40%
7. On the 3rd slide, insert the image Speaking.jpg into the content box on the right by selecting
the appropriate tool in the content placeholder – refer to your weekly Guide for the location of
the image
8. On the 4th slide:
• Change the font and font size of the title to Algerian, 42 pt
• Add a new 3rd item to the bulleted list: How can you appeal to them?
9. On the 5th slide, change the bulleted list to a numbered list
10. On the 6th slide, indent the second and third items (just one level indent).
11. On the 7th slide:
• Add the text Presenting as the slide title
• Add a 2 x 2 table to the content box – add the table by selecting the appropriate tool in
the content placeholder
• In the first row, first column, add the text Before
• In the first row, second column, add the text: During
12. On the 8th:
• Add the text: Any questions? as the only item in the content placeholder
• Remove the bullet
13. Add a slide number to all slides, except the title slide.
Compare your slides to the image below
14. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
15. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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PPT (Basics) Projects

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PPT (Basics) Projects

Project 4. Covid
Lessons 1 – 5
1. Select to attempt PPT Project 04 Covid in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P04Covid-studentnumber.pptx
3. Open the file you saved in 2 above, in MS PPT from the location specified in the weekly Guide.
4. On the 1st slide, type your name, surname and student number as a Subtitle in one line.
5. Change the design as follows:
• Theme: Circuit.
• Colours: Green.
• Font: Corbel
6. On the 2nd slide
• Change the size of the heading text to 45pt
• Add the Entrance animation Float-in to the bullets in the content box text (all items to
appear with separate clicks) – Note that the heading must not be animated.
7. On the 3rd slide:
• Add the Entrance animation split to the bullets in the content box text (all items to appear
with one click – not one click per item) – Note that the heading must not be animated.
• Add the Exciting transition Ripple.
8. On the 4th slide:
• Change the layout to Content with Caption layout.
9. On the 5th slide:
• Add a table of 4 columns and 4 rows
• Enter the following text in the table:
Statistics
Where Cases Recovered Deaths
World 178.2 million 162.7 million 3.6 million
South Africa 1.786 million 1.623 million 58 323
• Merge the top row of the table and centre the heading
• Change the height of the cells to 1” (2.54cm)
10. On the 6th slide,
• Use the available tool to rotate the image 90o to the left (so that the people are standing
upright)
• Copy this slide to the end so that the copy becomes the 11th or final slide.
11. On the 7th slide:
• Convert the three bullet points in the content box to a Circle Arrow
Process SmartArt graphic from the Cycle group
• Edit the graphic to add a 4th item with the text:
VAX is key
• Change the colours to Colourful Range– Accent Colours 3 to 4.

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PPT (Basics) Projects

12. On the 8th slide,

• add the following items as bulleted items in the content box (use bullets and sub-sub-
bullets as indicated below):

Create a schedule for work, play & rest

Develop self-discipline & stick to it
Do something that provides exercise, fresh air & happiness – e.g. gardening
Only have a small space – add planters & grow herbs for food
Have an outdoor space – grow vegetables & flowers
• Add the following text as a speaker note to the slide:
Choose something you have always wanted to do from your bucket list
13. On the 10th slide,
• Use the available tool to flip the image vertically (so that it shows the sky at the top of
the image)
• Move this slide to between the current 8th & 9th slides, so that this slide becomes the 9th
slide
14. Insert a footer on all the slides except the title slide:
• The text for the footer should be Survival
• Add slide numbers
Compare your slides to the image below
15. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
16. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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PPT (Basics) References

References
Parsons, J. & Oja, D. (2015) NMMU Computing Fundamentals, 2nd Ed, Cengage Learning EMEA :
Andover, UK.
Lemons, M. (2016) Microsoft Official Academic Course: Microsoft PowerPoint 2016, Wiley : USA.

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PPT (Basics) Appendices

Appendix A: Troubleshooting SMark

Note: Refer to A05 How to use Smark in the Additional Learning Materials folder for more information.
1. Signing IN
➢ Open a browser (Chrome or Edge recommended) and locate the SMARK system
(https://smark.converttocode.com.
➢ Login to the system using your mandela.ac.za email address and the password indicated in the A05
Additional Learning Material document – DO NOT change the password.
2. Download the Starter file
➢ Always download your starter file directly to the location you need to save it and then work on from
that location. If you do not do this in the TEST, you could run out of time to i) upload it to SMark and
ii) move it to your TEST folder – this will result in getting ZERO for that question.
➢ You should only need to download the starter file once – you should keep editing the same
document to resubmit to SMark after consulting the Feedback Report.
➢ If you do need to download the starter file more than once, SMark adds a number at the end of the
file name – e.g. P01Formulas-220123456 (1).pptx – make sure that you remove this addition to the
file name, before you upload it for checking.
3. Upload your Solution file
➢ ALWAYS check that you have saved the latest version of your file and CLOSE it, before you upload.
➢ Once you have uploaded your solution file, it will go into a queue to be marked – this could be very
quick, OR, if ±2000 students have submitted their files at the same time as you (usually just before
a deadline), you will get a pending note while SMark works through the queue. BE PATIENT and
DO NOT KEEP SUBMITTING THE SAME FILE as this just makes the queue WORSE!
➢ If your upload is not accepted (indicated by a red X) do the following quickly, without wasting too
much time:
i. Is your filename correct and are you sure you edited the exact file you originally downloaded
from SMark?
ii. If so, then refresh your browser (press F5 key or click ) and try again.
iii. If still not working, log right out of SMark, close your browser, activate another browser if you
have one or, if not, restart your browser and try again.
If none of the above solved the problem, you may have to download a new starter file and redo the
tasks.
4. Check Feedback Report
➢ Your mark is shown correctly in SMark’s Grade Book but the out of total marks may be shown
incorrectly due to the negative marks included in the marking-solution.
➢ The out of mark shown in the Feedback report is the correct total mark – therefore you ALWAYS
check your feedback report.
➢ Do NOT assume that you are right and SMark is wrong – try and figure out WHY you lost marks
by checking the following points:
i. The feedback item is numbered the same as the task item in the instructions above, so that you
can check back to the instruction to see what you should have done, if you get less than full
marks per task.
ii. Note that you want 0 for any tasks out of -1! Sometimes there is a -1 for tasks done incorrectly
– e.g. wrong file name.
iii. Check the instruction for that task and look at what you did, to make sure you ACTUALLY did
what was asked – fix it
iv. If you cannot see why, go and review how to do that task in relevant PPT Lesson presentation
and redo each task that needs fixing.
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