Basic 7 · Computing · Introduction to Presentation
Presentation Software and the MS PowerPoint Interface
In this topic you will explain what presentation software is and why it is important, and explore the features of the Microsoft PowerPoint interface, including themes, templates and proofing tools.
By the end of these notes you should be able to:
- Explain the meaning and importance of presentation software
- Launch MS PowerPoint and identify the parts of its interface
- Use themes, templates and proofing tools
What you already know
- Windows desktop features and file management
Copy everything that has a blue line on its left into your notebook. The other parts are for reading.
Lesson 1
- Strand
- Productivity Software
- Sub-strand
- Introduction to Presentation
- Indicator
- B7.2.2.1.1 – Explain the importance of presentation software
Introduction
A speaker at a school speech day shows colourful slides with pictures, charts and short points on a large screen. The audience follows easily. The slides were made with presentation software.
1. Meaning of Presentation Software
Presentation software: A program used to create slide shows or multimedia presentations made up of a series of slides.
Multimedia: The combination of different forms of content, such as text, pictures, sound, animation and video.
A presentation is a collection of slides shown one after another. Each slide can contain text, pictures, charts, tables, sound and video. Presentation software helps a speaker to explain ideas clearly to an audience.
2. Examples of Presentation Software
| Program | Maker or type |
|---|---|
| Microsoft PowerPoint | Microsoft Office |
| Google Slides | Google, works online in a web browser |
| LibreOffice Impress | free, open-source |
| Apple Keynote | Apple computers |
| WPS Presentation | WPS Office |
3. Importance of Presentation Software
| Area | Use |
|---|---|
| schools | teachers present lessons; learners present projects |
| business | presenting reports, products and plans to customers |
| churches and mosques | displaying song lyrics and announcements |
| events | slides at weddings, funerals and graduations |
| health | health workers educating the public |
| government | presenting budgets and policies |
4. Advantages of Presentation Software
- Makes information clear with short points, pictures and charts.
- Holds the audience's attention with colours, animations and video.
- Slides can be edited, saved, reused and shared easily.
- Saves time compared with writing on a board.
- Presentations can be printed as handouts or shared electronically.
5. Features of a Good Presentation
A good presentation uses few words on each slide, large readable fonts, contrasting colours, relevant pictures and a consistent design. The speaker explains the points instead of reading them word for word. A common guide is no more than six bullet points per slide and about six words per point.
6. Planning a Presentation
Good presentations are planned before the software is opened. First, decide the purpose: to inform, to persuade or to entertain. Next, think about the audience: their age, what they already know and what they need to learn. Then write an outline of the main points in order, with one main idea per slide. Finally, gather pictures and facts from reliable sources. Planning first saves time and produces clearer slides.
New words
- presentation software
- A program for creating slide shows.
- slide
- A single page in a presentation.
- multimedia
- Text, pictures, sound and video combined.
- handout
- A printed copy of slides for the audience.
Summary
- Presentation software creates slide shows using text, pictures, sound and video.
- Examples include PowerPoint, Google Slides, Impress and Keynote.
- Presentations are used in schools, businesses, worship and events because they make ideas clear and interesting.
Class activity: Presentation Uses
- Discuss where you have seen slide presentations used in your community.
- Watch a short sample presentation prepared by the teacher.
- List three features that made it good and one that could be improved.
You need: Desktop computer, Mouse, Printed PowerPoint screenshot
Exercises
Answer in your exercise book first, then check your answers.
1. Which is presentation software?
- A. Microsoft PowerPoint
- B. Microsoft Excel
- C. Paint
- D. Calculator
Show answer
Answer: Microsoft PowerPointMakes slide shows.2. A combination of text, pictures, sound and video is called…
- A. multimedia
- B. hardware
- C. spreadsheet
- D. database
Show answer
Answer: multimediaMany media.3. A presentation is made up of slides.
- A. True
- B. False
Show answer
Answer: TrueShown one after another.4. A printed copy of slides given to the audience is a ______.
Show answer
Answer: handoutPaper copy.5. Give four uses of presentation software.
Show answer
Answer: Teaching lessons, business reports, displaying song lyrics, event slide shows.Any four.6. Explain why a speaker should not put long paragraphs on slides.
Show answer
Answer: The audience will read instead of listening, the text will be too small, and the slides will be boring.Clarity and attention.
Lesson 2
- Strand
- Productivity Software
- Sub-strand
- Introduction to Presentation
- Indicator
- B7.2.2.1.2 – Explore features of MS-PowerPoint interface
Introduction
Before you can make a great presentation, you need to know your way around PowerPoint. Its screen is organised into areas, each with its own job.
1. Launching PowerPoint
- Click the Start button.
- Type "PowerPoint" in the search box, or find it in the list of apps.
- Click PowerPoint to open it.
- Choose "Blank Presentation" or a theme from the start screen.
You can also double-click a PowerPoint shortcut on the desktop or open an existing presentation file (ending in .pptx) from File Explorer.
2. Parts of the PowerPoint Window
| Part | Use |
|---|---|
| title bar | shows the name of the presentation |
| Quick Access Toolbar | holds frequently used commands such as Save and Undo |
| ribbon | contains tabs such as File, Home, Insert, Design, Transitions, Animations, Slide Show, Review and View |
| slide thumbnails pane | shows small pictures of all slides on the left |
| slide pane | the large area where you edit the current slide |
| notes pane | space below the slide for the speaker's notes |
| status bar | shows the slide number and language |
| view buttons and zoom slider | change views and zoom in or out |
3. Themes and Templates
A theme is a ready-made design with matching colours, fonts and backgrounds. Themes are applied from the Design tab and change the look of all slides at once, giving the presentation a consistent appearance. A template is a ready-made presentation that may already contain sample slides and layouts for a purpose, such as a school project or a business report. Templates save time because you only replace the sample content.
4. Proofing and Language Tools
| Tool | Use |
|---|---|
| Spelling (F7) | checks and corrects spelling mistakes |
| Thesaurus | suggests words with similar meanings |
| Language | sets the proofing language, such as English (United Kingdom) |
| Translate | translates selected text into another language |
| Comments | lets others add notes and suggestions |
Spelling mistakes on a slide are seen by the whole audience, so always run the spelling check before presenting.
5. Views in PowerPoint
Normal view is used for editing slides. Slide Sorter view shows all slides as thumbnails so you can rearrange them by dragging. Reading view shows the presentation in a window. Slide Show view displays the slides full screen for the audience; press F5 to start from the first slide and Esc to end the show.
New words
- ribbon
- The band of tabs and commands at the top of the window.
- theme
- A ready-made set of colours, fonts and backgrounds.
- template
- A ready-made presentation with sample content and layouts.
- Slide Sorter view
- A view showing all slides as thumbnails for rearranging.
Summary
- Launch PowerPoint from the Start menu and choose a blank presentation or theme.
- The interface includes the ribbon, slide thumbnails, slide pane, notes pane and status bar.
- Themes and templates give a consistent design; the Review tab checks spelling and language.
Class activity: Interface Explorer
- Launch PowerPoint and identify each part of the window on a printed screenshot.
- Apply three different themes and choose the best one for a school project.
- Type a sentence with a spelling mistake and correct it using the spelling check.
You need: Desktop computer, Mouse, Printed PowerPoint screenshot
Exercises
Answer in your exercise book first, then check your answers.
1. Which key starts a slide show from the first slide?
- A. F5
- B. F7
- C. Esc
- D. Enter
Show answer
Answer: F5Slide Show.2. Themes are applied from which tab?
- A. Design
- B. Review
- C. Insert
- D. View
Show answer
Answer: DesignDesign tab.3. The notes pane is used for the speaker's notes.
- A. True
- B. False
Show answer
Answer: TrueBelow the slide.4. The band of tabs and commands at the top of PowerPoint is the ______.
Show answer
Answer: ribbonCommand area.5. Describe two ways of launching PowerPoint.
Show answer
Answer: Click Start and search for PowerPoint, or double-click its desktop shortcut (or open a .pptx file).Any two.6. Explain the difference between a theme and a template.
Show answer
Answer: A theme is a design of colours, fonts and backgrounds; a template is a ready-made presentation with sample content and layouts for a purpose.Design vs ready-made file.
Homework
- Draw the PowerPoint window from memory and label its parts.