PowerPoint course material on graphics representations

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PowerPoint course material on graphics representations

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1.1 What is Presentations?

Definition:- A presentation is actually a type of communication where you put your thoughts, ideas and feelings across to an individual or to a group so that they are accepted by entire group.

It is simply the way an idea or a thought is communicated to another person.

In the business world a presentation would be used to communicate your thoughts to a group of people who may be senior to you, in which case it would involve convincing them about something.

Why are presentations needed?

A presentation allows you to structure your thoughts in a very clear way. When you stand in front of a group of people, your thoughts should come across in a way where there is no confusion in the minds of the audience. Each step of your idea should be clearly laid out, explained in a manner that is easy to understand so that you can smoothly progress to the next idea.

Arranging your thoughts before you speak to someone with the intention of convincing that person about what you want is very important. When that is done your ideas are accepted more easily. This is why Presentations are so necessary.

1.2 What are Presentation Graphics?

Presentation Graphics are application software available to design charts. The package allows the user to

 Design charts

 Arrange the matter in a readable format.

 Add pictures in the chart to make them more meaningful and attractive

 Change the appearance of the alphabets on the charts

 Print these charts

The charts thus created can be printed on transparent sheet of plastic called Transparencies. These Transparencies can be seen by a group of people if used with an Over Head Projector.

Another way of doing presentation is, the computer can be attached to a device called a LCD(Liquid crystal display). This device is attached in place of monitor. Instead of displaying the contents on the monitor, using LCD you can display directly on the screen to a large group of audience without printing them, straight from the computer. For more details please refer session 4.

Why are Presentation Graphics needed?

Presentation Graphics add an interesting aspect to your thoughts and ideas. They make your ideas look nice on the transparencies. The combination of your voice and the visual appeal created via the graphics, help in capturing and sustaining the audience’s attention.

1.3 Physical components of Presentation

When a formal presentation has to be made, several components are required to ensure that the presentation is effective. Given below is a list of the things that are required while making a presentation:

Slides or transparencies: The matter that you want to convey will appear on the slides in your PowerPoint window. Transparencies are the transparent sheets that you use for making presentation. The information that you want to project can be written on the transparencies using marker.
An Overhead Projector or OHP: The OHP will reflect your slides on a large screen in front of the audience.
Slide Markers: Slide markers are special marker pens available in different colors. Markers are used to write on transparency sheets, because you can’t use ordinary pens to write on them. It also allows you to highlight certain points in front of the audience while you are making the presentation.
Speakers Notes: The person making the presentation may have made notes while developing the presentation. These can be saved and carried along with the slides to make sure that the points are not forgotten or missed.
Handouts: A speaker may have some very important points to say. To ensure that the audience remember everything he say would be very difficult. This problem is solved by giving an outline of the matter in the form of notes to the audience. The audience can take their copy home and go through it later,

1.4 Delivering a Presentation

The presentation can be delivered in three ways:-

Presentation using LCD

The computer can be attached to a device called a LCD (Liquid crystal display). This device is attached in place of monitor. It has two cables. One cable is for power & you have to attach it to a power box. Another is the data cable which will attach to the computer in place of monitor. Instead of displaying the contents on the monitor, using LCD you can display directly on the screen to a large group of audience without printing them, straight from the computer. In LCD the video input can be from many sources. You have options to select the source your source of input. Also you have many options like contract, bright etc to make your presentation more attractive. Using LCD for doing presentations have many advantages over other methods because, in other two methods you have to make slides, print them and then only you can project it on the screen. But in LCD you don’t have to make slides or print them, you can directly display the contents on the screen.

Transparencies projected with over head projector

Another way of doing presentation is by printing the slides on transparencies and displaying them using over head projector. transparent sheets can be printed or you can write on it using markers.

Transparent slides showed using the slide projector.

Third way of doing presentation is by using slide projector. These slides are the ones that are prepared using a camera with transparencies instead of normal camera real. The transparency which we are using in slide projector is different from the one using in over hear projector. OHP uses A4 size transparent sheets and you can print it using normal printers and can also be written using markers. But the transparent sheet used by the slide projector looks same as the one which we are using in camera reels. The small sheets are pasted in big sheets and can be projected from a slide projector.

The following tips show the effective way of conducting a presentation:-

 KISSS - Keep It Short, Simple, Strong (positive) and Sincere

 Prepare the audience for the presentation and make sure they understand you.

Overview - Tell them what you are going to tell them
Presentation - Tell them
Summing up - Tell them what you told them

 Body Language:

Always talk to an individual, many individuals and not a mass.
Make an maintain eye contact with different members of the audience.

iii. Do not keep your eyes fixed on only one person or one area.

 PEP

Make a Point
Give an Example
Repeat the Point

 Speech: Learn to control your

Volume - Keep modulating your voice as required
Speed - Don't rush through the main points
Silence - is very effective. You can pause before making a significant point. Since the audience is tuned to your voice, sudden silence makes them sit up.

 Control Time: Set the time to 00:00 hr. when you start the presentation. Make sure that you don't end up spending more that the budgeted time on a module. This will have a cascade effect and delay the entire schedule.

 Handling questions :

Handle directly: Don't divert or ignore the questions.
Use a slide to write down the question and display the slide for the benefit of the audience.

1.5 General guidelines to follow while presenting

Don't cast shadows on the screen.
You can be very enthusiastic about your views, which is fine, but you should achieve some balance between your enthusiasm and the practical aspect of what you are presenting.
Practice voice modulation by recording your voice, listening to it and evaluating yourself.

 Am I interesting?

 Do I pause enough?

 Am I giving the right emphasis?

 Am I too loud?

Don't just read the slide. Explain it.
Have a colleague seated at the last row to check whether you can be heard.
Use diagrams / charts / graphs wherever necessary.
Ask questions; get people together.
When using a chart specify reading pattern, i.e. left to right or column wise
Don't point to something on the screen with your finger. Use a pointer preferably.
The colors that are most effective are blue and black. Avoid orange, green, red, yellow colors for OHP presentations.
Give a brief background of the presentation. After the audience has finished reading the matter displayed on the slide, you are likely to elaborate the points of the slide. At this point the OHP should be switched off.
Never turn your back to the audience.
Rehearse your presentation at least once.
Ensure that you are formally dressed. The purpose of wearing formal clothes is to look dignified, feel dignified and act in a dignified manner. It also makes you look neat and tidy. In large companies the work environment is very formal.

CHAPTER - 2 ABOUT POWERPOINT

2.1 Loading powerpoint

MS-Office with any of the GUI Operating system have to be installed to open PowerPoint application. The following steps are required to be carried out for opening MS-PowerPoint.

Press on windows button
Use arrow keys to move to the Programs option
Then select Microsoft PowerPoint using arrow key or by pressing letter M repeatedly.
Press enter.

This will open PowerPoint application and you will get a message Microsoft PowerPoint Presentation 1 edit blank.

Some times while opening new presentations you will get a new presentation dialog box. It will have three option buttons 1-open auto content wizard

2-blank presentation

3-open existing presentation

To open a new presentation using tab key select blank presentation option and press enter. To open an presentation which you have created already select the third option open an existing presentation and press enter. Auto content wizard is used to create presentation using wizard. A wizard is a step by step process which collects information from the user by asking questions and completes a process or task. Auto content wizard has many inbuilt presentation models in variety of topics. You can choose a particular topic and put your information in it using wizard.

Creating new presentation

For creating new Presentation press alt + f to open the file menu select new and press enter. This will open a new presentation task pane. Task panes are the window within an office application that provides commonly used commands. You can access that task pane by pressing F6 key. From their go to the option blank presentation option using arrow keys. Press enter. You will be displayed with different slides available in PowerPoint. To know about the features of different slides refer to session2.2 – Types of slides. Choose the slide you want and press enter.

Ctrl+N will also help to open a new presentation. A blank slide is opened automatically with the name as presentation1. Now you can enter the data in the slide.

2.2 Types of slides

The different types of slides available in blank presentations options are:-

Title Slide

It contains two parts, one for title and one for subtitle. You can only enter the title and sub titles in this slide.

Title only

In this type of slide you have only one section for adding titles ie you can add only title to this slide.

Title and text

In this slide you can enter both title and text ie you can type a heading and describe about that topic in detail.

Title and 2-column text

In this slide you can give both title and text but its layout is little different from the earlier one. Text can be typed in column format. But it will provide you only 2 columns.

Title, text and clipart

This slide allows you to enter title, text and also allow you to insert picture from clipart. Clipart is a tool which contains varieties of pictures arranged in different categories. You must have used clipart in ms-word also, it functions same way in PowerPoint. In this slide you will have title at the top, text at the left side and clipart at the right side.

Title, clipart and text

This functions same way as the previous slide the only difference is that the text will be at the right side and clipart will be at the left side.

Title, text and chart

This slide contains title part, text part and chart also. Chart is the graph which you can insert in your slide. You must have used charts in excel also. It is the graphical representation of data.

Here text is placed at the left side and chart at the right side. For details of how to use chart refer to session 18.

Title, chart and text

This chart functions same as the previous one, the only difference is that text will be placed at right side and chart at the left side.

Title and Table

This slide provides two options one for title and another for table. You can enter data in the form of table. You can also specify the no of rows and columns. For more details refer to session 18.

Title and chart

It provides two options one for giving title and another for inserting chart. You can’t enter text in this slide.

Title and Organization chart

It has two objects one for giving titles and other for inserting organization chart. Organization chart is used to represent hierarchical relationships.

How to insert organization chart.

To insert organization chart

 Select organization chart from the Slide layout option.

 Using tab button select organization chart portion in the slide and press enter.

 A diagram gallery dialog box opens. You have to select the type of diagram you want to insert and press enter on ok button.

 Now the organization chart will get open in edit mode. You can enter data by selecting the shapes pressing enter from the keyboard.

 Data cannot be added to the lines or connectors of organization chart.

 A toolbar also gets opened along with the chart which contains the objects –

1.Insert shape:it contains the options for inserting shapes in the organization chart.

The different options available are:

 Subordinate :-It is the shape that is placed below and connected to a superior shape.(superior shape is the one which is placed at the top of the hierarchy model)

 Assistant :-The shape that is placed below and connected to any other shape with an albow connector. It is placed above any additional subordinate shapes

 Coworker:-In an organization chart a shape next to another shape that is connected to the same superior shape is the coworker shape.

2.Layout:- It provide different layout for the organization chart. In different layouts the shapes are arranged in different manner. The different layouts available inside this objects are-standard, auto layout, left hanging, right hanging and both hanging.

3.Select:- Through this option you can select the different parts of the chart. The options available are: connecting lines- it selects only the connecting lines in the chart. Level: you can select a particular level in the chart. Branch: you can select a particular branch through this option.

2.3 Layout of powerpoint application

Layout of PowerPoint is divided in to different sections. These include:

Task panes: - Task panes are the window within an office application that provides commonly used commands. Its location and small size allows you to use these commands while still working on your files. The different task panes available in PowerPoint are: New presentation task pane, Clipboard task pane, Basic search task pane, advanced search task pane, Slide layout task pane, Slide design task pane, custom animation task pane, Slide transition task pane which contains its related commands. Task panes are located on the right hand side of the screen. To access it you have to press F6 from the keyboard.
Slide: The slide which you have inserted from the blank presentation option will be placed at the centre of the screen.

Layout of the slide: The screen of the slide is divided into different placeholders. The placeholders can contain text, title, picture, or a chart. Placeholders are nothing but the different objects like title, clipart, chart etc inside the screen.

Thumbnails: Thumbnails are located at the left side of the screen. It contains two tabs, outline and slide. Slide tab displays the full view of the slide. From here you can change the slide design, layout, insert new slide, delete a slide, change the slide transition, you can cut, copy & paste the slides and you can hide any slide. Outline tab displays the contents (text) of the slide. From here you can format the text, insert hyperlink, cut copy & paste the text.
Speaker notes: It is located at the bottom of your slide. The person making the presentation may have made notes while developing the presentation to make sure that the points are not forgotten or missed. PowerPoint provides a space called notes page at the bottom of your slide to type such notes. It can be viewed while running your presentation.

Pressing the function key F6 moves us between each of these sections.

Apart from the above options you have menu bar, status bar and toolbars same as in Microsoft Word.

2.4 Navigation in objects and slides with jaws and methods of entering data

You know the different objects present in your PowerPoint screen. Now we will see how to navigate between these objects and enter contents in it.

Levels of navigation in PowerPoint

In PowerPoint there are two levels of navigation. The first level is identified by JAWS as the Object Level and means that you can navigate between the objects on the slide using the TAB or SHIFT+TAB key. At the Object Level, JAWS will tell you about the whole object selected. To repeat the selected object’s description, use the INSERT+TAB key combination.

The second navigational level is called the Edit Level. Once you navigate to an object on a slide in either Normal or Slide view and press ENTER, you are at the Edit Level. At this level you are free to edit the text associated with the selected object. Navigation is then restricted to the text within the selected object.

When you open the Microsoft PowerPoint screen you will have all the objects which you have seen in the previous session. The default slide which will get inserted when you open the PowerPoint screen is the Title and Text slide. If you want to change the layout you have to access the new presentation task pane. For that you have to press F6 till jaws says new presentation task pane. From there using down arrow you can choose blank presentation option and press space bar, it will open all available layout of the slides. Again using down-arrow you can select the type of slide you want and press enter to insert it.

You can access any task panes using F6 key. Also if you want to go to any other objects like thumbnails or notes page you have to press F6 key till it is activated. In the thumbnails option if you want to navigate between outline tab and slide tab you have to press ctrl+shift+tab button.

Placeholder Navigation

For entering contents in slide first activate it by pressing F6 key. By default the title portion will get selected. You can enter the title directly. After entering the title press esc and tab to activate text portion. Because as you enter the title you are in edit level and your navigation is restricted within this object. To move to the next object you have to press esc and then tab. You can enter the data by typing text from the keyboard. If you have inserted the clipart slide, press tab till clipart placeholder is selected press spacebar from the keyboard. The clipart dialog box will open, use the down-arrow to choose the picture you want and press enter to insert. The keyboard shortcuts for opening any menu is the same as you have done in ms-word.

CHAPTER 3 BASIC OPERATIONS OF POWERPOINT

3.1Saving, opening and closing a presentation.

SAVING:- To save a presentation you have to press CTRL+S from the keyboard. This will open a save as dialog box. Your jaws will say filename edit colon. This means it is asking you for the file name, type the file name. Press tab to go to the look in colon and select the drive or folder in which you want to save the file and press enter from the keyboard. Your file will be saved and the name will be displayed in the title bar. Alternatively you can save from the file menu also. For that press ALT+F which will open your file menu. Using down arrow select save option if you are saving the file for the first time or select save as option if you are saving the file second time with different file name or in different location.

Closing:- After completing presentation if you want to close you file you have to open file menu by pressing ALT+F keys. Using down arrow select close option and press enter from keyboard. This will close your current open file. But your PowerPoint screen will be still open and you can open a new file or an existing file. To close the PowerPoint completely you have to press alt+f4 or press enter on exit option of file menu.

Opening an existing file:- Existing file means the file which u have already created and saved in your hard disk, floppy disk or CD-Rom. To open such file you have to press ctrl+o or press enter on open option inside file menu. This will open an open dialog box which looks same as save as dialog box. From here you can open the file by selecting the filename from look list colon using arrow keys and press enter or by specifying the full path name in the file name colon and press enter.