The Software Publications Writing Team

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1 ISBN OPERATE A PRESENTATION PACKAGE ICAU1132B PowerPoint 2007 Supporting Certificate I in Information Technology National IT Training Package ICA05 by The Software Publications Writing Team

2 Operate a presentation package ICAU132B PowerPoint 2007 Supporting Certificate I in Information Technology National IT Training Package ICA05 Copyright Millbank Investments NZ Ltd, January 2009 ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit Gibbes Street Chatswood NSW 2067 Phone: (02) Fax: (02) Branches Melbourne and Brisbane Australia Toll Free Numbers: Phone: Fax: Web address: Published and printed in Australia

3 Slide Show Menu Exercise 51 1 Click on the Slide Show Menu button to display the Slide Show Menu. 2 Click on Next to advance to slide 2. 3 Practice using the Next and Previous options from the menu. Shortcut Keys Exercise 52 A list of shortcut keys for moving from slide to slide is shown below. shortcut keys. Ensure that you finish on slide 1. Practise using these Action Moves up Moves down Shortcut key P Page Up Backspace N Page Down Enter Moving through a Presentation by Slide Title Slide Show Menu Exercise 53 1 Click on the Slide Show Menu button and select Go to Slide. 2 Click on 4 Pre-Fabricated Modular Concrete. The presentation will advance to this slide. 3 Use the same technique to move to slide 1. Create electronic presentations 49

4 Shortcut Keys By typing the number of the slide you require and pressing Enter you can move quickly to the slide required. Exercise Ensure the slide show for appears in the slide show). 14 Type: 4 Press Enter. This will move you to slide Type: 2 Press Enter. Slide 2 will appear. Harrington Pools is still running (it doesn t matter which slide Right Mouse Button The Slide Show menu can also be accessed by clicking anywhere on the screen with the right mouse button. Notice that when the menu is accessed in this way it also displays the Pointer Options sub-menu. This feature has its own button on the Slide Show toolbar. Pointer Options The Pointer Options menu contains tools for you to point and draw over the top of your slides while delivering a presentation. Exercise 55 1 Ensure that slide 3 (Fibreglass Pools) is completely displayed (ie all bullet points are showing). 2 Click on the Pointer Options button and select Felt Tip Pen. 3 Draw a circle around the word Fibreglass as shown. 4 Click on Pointer Options, Eraser. The pointer displays an eraser with a star at one end. 5 Position the star over the line that you have drawn and click once to erasee it. 6 Select the Felt Tip Pen and draw a line under the word common in the last bullet point. 7 Click on Pointer Options, Highlighter. 8 Draw a highlight over the price in the first bullet point. 9 Press Esc to close the presentation. Click on Discard when asked if you want to keep the ink annotations. Tip Using the Eraser will remove any annotation; using the Erase All Ink on Slide option or pressing E will remove all annotations from the slide. 50 Create electronic presentations

5 Shortcut Keys when Presenting Exercise 56 1 Run the slide show and practise the relevant shortcut keys shown below. Action Blacken/Unblacken the screen Whiten/Unwhiten the screen Show/Hide mouse pointer - arrow Finish slide show Erase pen drawings Shortcut key B. W, A = Esc Ctrl Break Go to hidden slide H Note These shortcut keys do Rehearse a new time T not apply to the current slide show. Rehearse timings - use original time O Rehearse timings - advance with mouse Move to the first slide of the presentation Display mouse pointer as a pen Display mouse pointer as an arrow Move to the slide chosen Hide mouse pointer and Menu Indicator button Hide mouse pointer and Menu Indicator button after seven seconds of inactivity 2 Save and close the presentation. - E M Hold down both mouse buttons for two seconds Ctrl P Ctrl A Number of slide then press Enter Ctrl H Ctrl U Tip To display a list of shortcut keys while a slide show is running press F1. Exercise 57 1 Create a presentation using the information below. Use the slide layout shown at the left. Insert a suitable graphic where the Content Area is displayed. 2 Print a copy of the presentation. 3 Apply a suitable Theme to the presentation 4 Apply animation schemes to the presentation. 5 Save the presentation to the Travel Smart folder with the file name Touring Australia 6 Close the presentation when finished. Create electronic presentations 51

6 Touring Australia 45 Churchill Ave Strathfield, Sydney NSW 2135 New Products/Services Australian Road Atlas 24 Hour Road Reports Accessories Rental Cars Australian Road Atlas Available in small, medium and large size Shows detailed close-ups of main cities Includes a comprehensive index Also available online 24 Hour Road Reports We now provide 24 hour Road Reports Calls cost 99 cents per minute Information willl be updated every 6 hours Details for each State and Territory Accessories The following accessories can be purchased from us Price lists will be distributed later today Car Seat Covers Auto Fire Extinguisher Steering Wheel Lock Motorist First Aid Kit Road Atlas Rental Cars 5 models available Manual or Automatic Charge per day Unlimited kilometres 52 Create electronic presentations

7 Exercise 58 Plan a presentation using one of the scenarios listed below. Remember to include the following in your plan - Steps to be followed in creating the presentation Tools to be used in the presentation Presentation topic Purpose of the presentation Target audience Information to be used (communicated effectively and is appropriate) Estimated cost Due date Length of presentation The presentation must be at least eight slides long. Once you have finished your plan create the presentation in PowerPoint. Scenario 1 You have been asked to speak to a group of young adults ready to go on their big overseas experience. You are a sales person with World Travel. Design a presentation to speak to the audience about travel insurance - a new service that World Travel has just started to offer. Use the following information to help you design a presentation. World Travel now offers travel insurance. Travel insurance offers added security when travelling overseas World Travel insurance covers: - travel deposits - luggage and personal effects - cash or travel documents - medical aspects - rental car excess Travel Deposits - refunds on lost or operator cancelled deposits; refunds on missed events due to illness; all receipts must be shown Luggage and Personal Effects - covers loss and damage in the form of replacement or compensation; depending on circumstances Cash or Travel Documents - covers travellers cheques; cash (with proof); credit cards Medical Aspects - up to $100,000 medical cover; emergency assistance; a return airfare for a companion to bring you home, should you be unable to travel alone Rental Car Excess - covers a rental vehicle excess if a car hired is lost, stolen or damaged Contact Information - World Travel Monday-Friday 8am - 6pm - Saturday 9am - 1pm Create electronic presentations 53

8 Scenario 2 In order to complete this scenario you will need the Internet to source information You are a personal assistant to the managing director of Magic Shoes, which is based in Sydney. You have been asked to give a presentation on suggested locations for the annual conference to be held this year. The MD has listed suggested locations for you to research. The room rate needs to be around $200 to keep within budget. Information required for the locations will include: hotel name number of rooms conference facilities room rate (low season) return airfare from Sydney if applicable any other items of interest. Suggested locations: Sydney, Brisbane, Melbourne, Adelaide, Canberra, Hobart, Gold Coast Example Sydney Avillon Hotel 445 rooms Conference facilities for up to 300 people Cost - $215 per room Brisbane Country Comfort Lennons Hotel 154 rooms Conference facilities for up to 400 people Cost - $170 per room; $198 return airfare Contextual Spelling Contextual spelling is a new feature to Office It underlines with a red squiggle words that are out of context (i.e. correct words but possibly inappropriate in the context of a sentence), for example: To enable contextual spelling, go to the Office button, click on PowerPoint Options and select the Proofing section. Ensure that the option Use Contextual Spelling is checked. Remember: the spell checker does not always detect errors; do not solely rely on this for proofreading your documents. Keep you dictionary handy. To help you create a great presentation PowerPoint has included a style checker. By default this option is turned off. A style check will check a presentation for casing of text, punctuation and visual clarity (bullets, fonts, text size). 54 Create electronic presentations

9 Templates If you are creating a new presentation or updating an existing presentation, a template can assist you. Templates are presentations that have been created in PowerPoint 2007, which may be blank or filled with sample text. They are laid out so you can enter your own information. Any new slides are based on the theme of the template. A template that is set up for a particular presentation topic. Slides and topical information have been inserted into the presentation. When using this type of presentation you only need to replace the data with your own. If you require a consistent style to be applied to a new or an existent presentation, use the Design Themes, as indicated on page 42. Using Installed Templates Exercise 59 1 Click on the Office Button and choose New. 2 Click on Installed Templates from the side pane. 3 Click on Quiz Show. A preview of the presentation will appear in the Preview box at the right. Click on Contemporary Photo Album. 4 Click on Classic Photo Album. Click on Create. 5 To complete this presentation you will need to replace the text with your own information. 6 Choose Close from the Office Button Menu. 7 Click on No, if asked to save changes. Create electronic presentations 55

10 Using Other Templates Exercise 60 1 Click on New (from the Office Button Menu) and select New from existing. A dialogue box will pop up. Select the Standard Presentation PowerPoint 2007 template (which is located in the folder where the downloaded exercise files are). Click on Create New. 2 Type the data below onto each slide. To delete a slide choose Delete from the Slide Group of the Home Ribbon. Remember you can change the content and layout of a slide by selecting another layout from the Layout button, located in the Slide Group too. Insert pictures to enhance the presentation using the Picture and Clip Art buttons in the Insert Ribbon. 1 The Diving Centre 34 Bundall Road Surfers Paradise QLD 4217 Phone: Services and Facilities Dive Shop Dive Club Dive Trips and Travel Centre 3 Dive Club Monthly Newsletter Discount on Equipment Dive Points Tips and Hints 4 Dive Shop Wetsuits Masks, Fins and Snorkels Regulators Scuba Systems 5 Dive Trips and Travel Centre Equipment Hire Transport Accommodation Qualified Guides Local or International Travel 6 Diving is fun and exciting. Have a go! 56 Create electronic presentations

11 3 Animate each slide and apply transitions. Save the presentation with the file name Diving Centre. 4 Print and close the presentation. Tip To add a template to the My templates section select Save as from the Office Button Menu. Choose PowerPoint Template (*.potx) from the Save as type: box and click on Save. Moving and Copying Slides Exercise 61 1 With the presentation Diving Centre open change to Slide Sorter view. 2 Click on slide 3 and drag it to the right of slide 4 as shown below. This will move slide 3 to become slide 4 in the presentation. 3 To copy a slide click on slide 2. Hold down the Ctrl key and drag slide 2 to the right so the mouse pointer appears between slides 2 and 3 as shown below. 4 Release the mouse button then the Ctrl key to copy the slide. This will insert a copy of slide 2 between slides 2 and 3. 5 Double click on slide 3 to display the slide in Normal View. Modify the slide to appear as shown below. Dive Training School Courses available Open Water SSI Open Water Adventure Diving Emergency First Response 6 Switch to Slide Sorter view and click on slide 7 and press Delete to delete this slide from the presentation. 7 Save and close the presentation. 8 Alternative methods of moving and copying slides using the cut, copy and paste buttons are explained below. Create electronic presentations 57

12 9 Moving and Copying Slides using Slide Sorter View Moving a slide (using Cut and Paste) 1 Select the slide you wish to move. 2 Click on the Cut button document. (Ctrl X). The slide is cut from the 3 Move your cursor to the position where you wish to move the slide. 4 Click on the Paste button (Ctrl V). Copying a slide (using Copy and Paste) 1 Select the slide you wish to copy. 2 Click on the Copy button where it is. (Ctrl C). The original slide stays 3 Move your cursor to the position where you wish to paste the copied slide. 4 Click on the Paste button (Ctrl V). Using Themes on a New Presentation Exercise 62 5 Create a new Blank presentation 6 Click on the Design Ribbon. 7 Click on Median from the Themes Gallery. Click on Apex. Click on Oriel. 8 Click in the Click to add title box and type: New Fabrics and Colours 9 Click in the Click to add subtitle and type: Drape Makers 10 Save the presentation with the file name Drape Makers 11 Add a new slide with the following text. 12 Save the presentation. 13 Add the following information to slides with appropriate slide layouts and formatting. Insert pictures to enhance the presentation. Apply slide transitions to each slide. 58 Create electronic presentations

13 1 Topics of Discussion Trends New Fabrics Old and New Colour Schemes Effective Design 2 Trends Popular fabrics Popular colours Colours used together or to contrast Style of drapes with specific colours and fabrics 3 New Fabrics New fabrics by Fabric Design Collections available New methods in drape making New fabrics by Colour Fabric 4 Old and New Colour Schemes Current colour schemes in use New colours/fabrics that can be used in conjunction with current colour schemes New colour schemes using the latest fabrics 5 Effective Design Design flops Magic designs Handy tips Unusual windows and awkward situations Bay window solutions Identifying good design 14 Run the slide show. 15 Save, print and close the presentation. Find and Replace If you are searching for a specific word or phrase in your presentation you can use the Find tool to locate it. The Replace feature allows you to locate a specific word or phrase and replace it with a new one. Finding a word or phrase Exercise 63 1 Open the presentation Drape Makers. Ctrl F 2 Click on Find from the Editing Group of the Home Ribbon. The Find dialog box will display. 3 Type the word effective in the Find what: box 4 Click on. The Find tool will highlight the word as it locates it. 5 Click on in the Find dialog box. Press the delete key to remove the word effective from the slide. Create electronic presentations 59