UNIT 5: DIGITAL PRESENTATION
INSERTING A MOVIE CLIP
Movie Clips are added to the presentation in order to make the presentation colourful and meaningful.
A movie clip can be inserted in two ways:-
1. Using Insert Tab
2. Using Title and Content Layout Option
1. Steps to insert a movie in a presentation using Insert Tab are:-
1) Click on Movie option under Media clips group in the Insert tab. A drop down appears.
2) Select the Movie from File…option to insert the movie clip. A dialog box appears.
3) Select a movie clip and click OK to insert the same in the slide.
4) A message box appears asking you how do you play the movie, i.e. Automatically or When Clicked.
5) Click on any of the options available and movie clip will be inserted in the slide.
OR
1) Click on Movie from Clip Organizer… option under Media clips group in the Insert tab to insert the movie clips that are available under Clip organizer.
2) Clip Art pane will be displayed on the right side.
3) Select any of the movies available and insert it in the slide.
2. Steps to insert a movie in the presentation using Layout option:-
1) Click on Layout option available under Slides group in the Home tab. A drop down list appears.
2) Click on Title and Content option and a slide will be displayed with the same Layout.
3) Insert a movie in the slide by clicking the movie icon in the Layout option.
4) A dialog box will appear. Select a movie clip and click on Open.
5) A message box appears asking you how do you play the movie, i.e. Automatically or When Clicked.
6) Click on any of the options available and movie clip will be inserted in the slide.
INSERTING AN AUDIO CLIP
We can include audio clips to a presentation similar to that of videos. For eg. we can play mild background music while making the presentation.
STEPS TO INSERT AN AUDIO CLIP
1. Click on Sound option under Media clips group in the Insert tab.
2. A drop down appears
3. Select the Sound from File… option to insert the sound clip.
4. A dialog box appears.
5. Locate the audio clip and click OK. The same will be inserted in the slide.
WORKING WITH TABLES
Presentation software enables the user to add tables in the slides in order to represent the statistical data meaningfully.
Tables can be inserted in two ways:-
1. Using Insert tab.
2. Using Title and Content Option
Using Insert tab:- Steps to insert table using Insert tab are:-
1. Click on Table option under Table group in the Insert tab, a drop down list appears.
2. Drag the mouse over requisite number of boxes
OR
2. Click on Insert Table … OR Draw Table options to create the table.
Using Title and Content Layout Option:- Steps to insert table using Title and Content option are:-
1. Click on Layout option available under Slides group in the Home tab. A drop down list appears, select Title and Content option.
2. Click the icon (Insert Table icon) available in the slide. A dialog box will open.
3. Enter the required number of rows and columns in the requisite boxes.
4. Click on OK button.
Working with Charts
Presentation software enables the user to insert charts in slides to present statistical table data in a pictorial representation.
Steps to insert a chart in a slide are:-
1. Click on Chart option under Illustrations group in the Insert tab. A dialog box will appear.
2. Select a chart type among different types of the charts available.
3. Click OK. A default chart will be inserted on the slide. The default data table for that chart will be opened in a spreadsheet application separately.
4. You can edit the values in the spreadsheet and the chart will get automatically updated.
Steps to change the color and effects of the chart are:-
1. Click Chart Styles under Design tab. You can use Design tab to format the chart.
Basic guidelines for creating a chart:-
1. Convey one message per chart. Make the message the heading
2. Make the chart easy to read.
3. Make bars and columns wider than the spaces between them.
4. Be accurate.
5. Eliminate all unnecessary details.
6. Use a few (maximum four) colors per visual
Importing a table/chart in the presentation
Steps to import a table or a chart created in word/excel in the presentation are:-
1. In the Insert Object dialog box, click the Create From File option and click Browse to locate the file that contains the table or the chart.
2. Click OK, the entire document or the spreadsheet that contains the table or the chart is imported to your slide.
NOTE: If you check the Link checkbox while inserting, when you update the table in the document or the spreadsheet, then right click on the imported table or chart in the presentation, select the option Update Link, the embedded table gets updated automatically.
Inserting Transitions
A slide transition is the visual motion when one slide changes to the next during a presentation.
Steps to insert transition effect:-
1. Select a slide.
2. Click on Animation Tab.
3. Select one of the transition effects under Transitions to this slide group and double click on it.
4. The selected effect will be applied to the selected slide.
Note:- You can set the time interval in duration option, and sound schemes in Sound option under Timing group.
Select Apply to All option under Timing group to apply the selected effect on all the slides of the presentation.
Session 6: Inserting Animations
Animations are helpful way to make your slides look more dynamic. Animation allows you to put slide elements such as text and graphics, in motion within a slide.
Steps to add animations in a presentation are:-
1. Select a slide element. Click Animations tab.
2. Click Animate under Animations group. A dropdown list appears.
3. Select any one of the animation effects. The selected animation effect will be applied to the selected element of the slide.
4. Play the slideshow to preview the effect.
Grouping Objects
Grouping can help when you want to move, rotate or resize multiple objects in a presentation. You can group objects such as pictures, clipart, shapes and text box, once grouped they appear as a single object.
Steps to group the objects:-
1. Select all the objects that you want to group. Click the Format tab.
2. Select the Group option available under Arrange group. A drop down list appears.
3. Click on Group, to group all the selected graphical objects in the slide.
NOTE: You can ungroup the grouped objects by selecting the ungroup option available under Group dropdown list of Group option under Arrange group of Format tab.
Inserting Speaker Notes
Speaker Notes are guided text used by the presenter during a presentation. Speaker notes can be short or long texts that can be used as a reference by the presenter while making a presentation. Speaker notes area of the slide is hidden during slide show of the presentation.
Steps to add speaker notes:-
1. Select the slide and type the notes in the Click to add notes area located at the bottom of the presentation.
OR
1. Select View tab and click Notes page under Presentation Views group. Type the notes.
Reviewing Content
You should always review the presentation and make changes if required before you present it to the audience. Presentation software includes options such as spell checks for correcting errors in a presentation.
Guidelines to review the presentation are:-
· Do a thorough spell check across all slides
· Perform a manual spell check for terms that is not included during the standard spell check.
· Remove irrelevant content such as images or cliparts, terms, etc. if they are not required.
Tips to make an effective presentation:-
1. Know your topic – Do the research first and know your material, think through what and how you will present the matter before making a presentation.
2. Use Key phrases about your topic – Good presenters use key phrases and include only the most important information. Highlight key points that are necessary for the audience to remember. Keep the points as short as possible.
3. Avoid too much text on each slide – Do not write whole speech on the slides. The slide show is meant to accompany your oral presentation. Summarize the content as bullet points.
4. Limit the number of slides – Too many slides in a presentation may cause you to rush to get through them and your audience will pay more attention to the changing slide than to what you are saying. On average, one slide per minute is about right in a classroom presentation.
5. Plan the layout of your slide – Make your slide easy to follow. Put the title at the top. Phrases should read left to right and top to bottom. Keep important information near the top of the slide.
6. Avoid fancy fonts – Make sure the fonts, design and colors are consistent throughout the presentation. Don’t use different styles for each slide. Use fonts that are readable. Do not use all capital letters as it may be difficult to read.
7. Use contrasting colors of text and background - Use reasonable mix of text color and background. Dark text on a light background is usually the best as this combination offers the maximum visibility.
8. Use a slide design template to keep your presentation look consistent – Always use a single background on all slides, do not use multiple backgrounds. Use a pleasant template or style set as it will attract the audience and they will not lose their focus.
9. Use animations and transitions sparingly – Always use animations and transitions in a limited amount. As using this feature in every piece and every place can be very distracting for the audience.
10. Also, always review the presentation 2 – 3 times before making a presentation – This can help in reducing or eliminating any errors in it. Remove irrelevant points during the review, add or remove images during review. Make necessary corrections before presenting it to a larger audience.
PRINT A PRESENTATION
Sometimes, there is a need to provide the print outs of the presentation to the audience, as a reference material. You can print notes, handouts or outline of the presentation using the presentation software.
Steps to Print A Presentation (Notes)
1. Open the presentation and select the Print option.
2. Select the Notes Page option under print what: dropdown list.
3. Click OK.
Steps to Print A Presentation (Handouts)
1. Open the presentation and select the Print option.
2. Select the Handouts option under print what: dropdown list.
3. Select the number of slides to be printed on a single page under Slides per page dropdown under handouts group.
(This option will reduce the wastage of paper as multiple slides can be printed on a single sheet.)
Steps to Print A Presentation (Outline)
1. Open the presentation and select the Print option.
2. Select the Outline view option under print what: dropdown list.
3. Click OK
(This option will print only the text part of the presentation.)
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