Unit 7
Introduction to Presentation Software
Part B
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Learning Objectives
On completion of this unit, students should be able to:
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Insert SmartArt Graphics in PowerPoint
Enter Text in a SmartArt Graphic
Create and Format Word Arts
Create charts and graphs in PowerPoint
Design and generate Tables in a Presentation
Apply animations and transitions to slide objects
Insert Objects on a Slide
Apply more than one slide master to a presentation
Allocate Rehearse Timing to a presentation
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Working with SmartArt Graphics
 SmartArt graphics are dynamic and exciting graphics. PowerPoint includes over
80 styles of SmartArt graphics organized into seven categories.
 You can insert a SmartArt graphic by clicking the SmartArt icon on a content
placeholder. You can also create a SmartArt graphic using the SmartArt dialog
box.
1- Click on the INSERT TAB
2- Click on Smart Art Button
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SmartArt
 Each SmartArt graphic style can be altered to give you artistic
control. Work with the SmartArt Tools tab on the Ribbon to
change layouts, styles, and colors.
Dialogue window
when selecting
SmartArt.
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Organization Charts
 Organization charts show the hierarchical structure and relationships
within an organization, and can graphically explain the structure of an
organization in terms of rank.
 To add an organization chart, you can apply a Content layout to a slide
and then click the SmartArt Graphic icon in the content placeholder. The
Hierarchy category of SmartArt Graphics provides many different
organization chart layouts.
 To fill in the chart, click in a text box and type the text.
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Organization Charts … cont
2-Select
Style
1-Select
category
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Entering Text in a SmartArt Graphic
 You can type text directly in the graphic or you can open the Text
pane to the left of the SmartArt graphic to enter text. Click the Text
Pane button to open and close the Text pane.
 SmartArt graphics consist of text boxes and graphic elements that are
grouped together. As you enter text in the text box, the font size will
adjust so the text is visible in the graphic.
 You can animate a SmartArt graphic just as you do other slide objects.
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Entering Text in a SmartArt Graphic
Text Pane
You can also type the text in directly by
clicking here and typing
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Creating and Formatting Word Art
 WordArt is decorative text that you can insert on a slide.
 You can work with QuickStyles, predetermined combinations of color, fills,
fonts, and effects, to create dramatic graphics from text.
 WordArt can also be shaped so the text fits a shape such as an arc, arrow, or
oval.
 To insert WordArt, click the Insert tab on the Ribbon; in the Text group, click the
WordArt button.
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…Creating and Formatting Word Art
1-Click on the INSERT TAB
2-Click on the WORDART BUTTON and choose
a style for the text.
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Working with Charts
 Charts, also called graphs, provide a visual way to display numerical data in a
presentation.
 When you create a chart in PowerPoint, you are working in a program called
Microsoft Excel.
 If you do not have Microsoft Excel installed on your computer, you can use a
program called Microsoft Graph to create and edit the chart.
 If you have an existing chart in an Excel worksheet, you can include that chart on
a slide by linking or embedding the worksheet as an object in the slide.
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Building a Chart
 Building a Chart: Choose a slide layout that contains a content placeholder for a
chart. If you do not have a placeholder, you can still insert a chart.
 When you select a chart type, the chart appears with default data. The screen splits
into two, with PowerPoint and Excel windows open side-by-side.
 The data for the chart is in the Excel window. This is the datasheet, a worksheet
that appears with the chart and has the numbers for the chart. You replace the
sample data with your own.
 A worksheet is made up of columns and rows. The intersection of each column and
row is a cell.
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Working with Tables
 Tables are useful when you need to organize information that can be displayed in
rows and columns.
 Each intersection of a row and column is a cell.
 A table can have column headings to identify each item in each column and row
headings to identify the rows.
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…Working with Tables
 To include a table on a slide, use the Content slide layout and click the Insert
Table icon to open the Insert Table dialog box. Type the number of columns and
rows you want, and then click OK, and a table is inserted on the slide.
 You type the text in the table; you can move between cells by pressing the Tab
key.
 To modify a table’s borders, fill, or text boxes, select the table to open the Table
Tools Design tab on the Ribbon.
 Modify a table’s layout, such as inserting rows or adding gridlines by using the
Table Tools Layout tab on the Ribbon.
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Animating Objects
 Animations can be made on shapes, text and other objects.
 You can also include slide transitions
Click on the Animations TAB
Click on the Transitions TAB
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Inserting Objects on a Slide
 Objects can include Excel charts, media clips, bitmaps, or almost any other media
file that can be embedded into a PowerPoint presentation.
 To insert an object on a slide, click the Insert tab on the Ribbon.
 To insert a video, click the Video button in the Media Clips group.
 To insert an audio, click the Audio button in the Media Clips group.
 To insert an object, click the Object button in the Text group.
 The Insert Object dialog box opens. Scroll through the list of objects, and click
the type of object you want to insert.
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Creating New Masters
 PowerPoint will allow you to apply more than one slide master
to a presentation. There are several ways that you can create a
new master.
 Display the slide masters by clicking the View tab on the
Ribbon, and then clicking the Slide Master button.
 In the Edit Master group, click the Insert Slide Master button.
 Another way to create a slide master is to apply a new theme.
Each theme will generate a new slide master and the
corresponding layout masters.
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Editing Slide Master
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Slide Notes
 You can insert comments in slides by using the click to add notes pane at
the bottom of the slide.
 Notes allow the presenter to remember important points about a slide.
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Delivering a Presentation
 To start a slide show, click the Slide Show button on the status bar.
 Creating Custom Shows
 If you want a particular slide to be hidden when you run your presentation,
click the Hide Slide button.
 A custom show is a way to limit the slides shown in a slide show. Click the
Slide Show tab on the Ribbon, click the Custom Slide Show button in the
Start Slide Show group, and then click Custom Shows.
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Using On-Screen Tools
 There are on-screen navigation tools you can use to control a
presentation while presenting it.
 When you run the presentation, a navigational toolbar appears in
the lower-left corner of the screen.
 Click the rectangular button and a Slide show menu is displayed.
 When you click the mouse, the slides advance in order (to the
next slide )..
 You can choose the Previous or Next button to display the slide
before or after the current one.
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On-Screen Tools : Images
Proceed to next Slide
Return to previous
Slide
Slide Show Menu
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Annotating a Show:
 Annotating a Show: As you are presenting, you can use the on-screen
annotation tools to emphasize specific text or graphics on a slide. Pointer
options include:
 Automatic: Displays the arrow as you move it around a slide.
 Visible: Displays the arrow all of the time.
 Hidden: Hides the arrow during a presentation.
 The Pen and Highlighter tools allow you to write or highlight features on the
screen.
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Setting Up a Slide Show
 PowerPoint has many features to help you make a presentation interesting
and effective.
 A presentation can be set up to be self-running, for viewing at a trade show
booth.
 An individual can view a presentation over a company intranet or on the
Web.
 The most common method is to run a presentation with a speaker who
directs the show.
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Rehearsing Timing
 PowerPoint can automatically advance the slides in your
presentation at preset time intervals.
 To rehearse timing for a presentation, in the Slide Show tab in the
Set Up group, click the Rehearse Timings button.
 When you think enough time has passed for a slide to appear on
the screen, click the Next button.
 To view rehearsal times for each slide, view the presentation in
Slide Sorter view. The time allocated to each slide is listed at the
lower-left corner of each slide.
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Creating Output
 You can alter the output format of your presentation by working in the
Page Setup dialog box under the Design button on the ribbon.
 You can change the orientation of your slides or notes, handouts, and
outline.
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Creating Output …
 When printing, you can set your printing options as follows
under Settings:
 You can either choose to print All Slides, one or more slides
that you selected, the slide that is currently displayed or print
specific slides by slide numbers.
 Under Collated list, choose whether you want your slides to
print collated or uncollated.
 You can set your printing layout, handouts, slide frames,
quality and paper scale under Full Page Slides
 Under handouts you can choose the number of slides you
want per page, and whether you want them to appear in order
vertically or horizontally.
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