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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

LEARNER GUIDE
OPERATE A PRESENATION PACKAGE (BASIC)

Published by

HEART TRUST/NATIONAL TRAINING AGENCY

Produced by

Learning Management Services Department


Gordon Town Road
Kingston 7
Jamaica W.I.

This material is protected by copyright. Copying this material or any part of it by any means, including
digital or in any form is prohibited unless prior written permission is obtained from the HEART
Trust/NTA.

*** 2005 ***

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

TABLE OF CONTENTS

PAGE

Introduction....................................................................................................................................1

Welcome ..............................................................................................................................1
This Competency Unit .........................................................................................................1
Before you start....................................................................................................................2
Planning your learning programme .....................................................................................2
Self-Assessment Checklist..................................................................................................3
How to use this Learner Guide ............................................................................................4
Using the Computer and Other Resources...........................................................................6
Method of Assessment.........................................................................................................6
Quality Assurance................................................................................................................6

Element 1: Create presentations..................................................................................................7

Self-Assessment Checklist.................................................................................................17

Element 2: Customize basic settings..........................................................................................18

Self-Assessment Checklist.................................................................................................22

Element 3: Format presentation................................................................................................23

Self-Assessment Checklist.................................................................................................39

Element 4: Print presentation....................................................................................................40

Self-Assessment Checklist.................................................................................................42

Appendix 1....................................................................................................................................43

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

LG-ITIMED0261A:
OPERATE A PRESENTATION
PACKAGE (BASIC)

INTRODUCTION

Welcome

Welcome to the Learner’s Guide for competency standard “Operate a presentation package
(basic)”. This is just one of a number of Learner Guides produced for the Data Operations Skills
stream of the Information and Communication Industry, and it is designed to guide you, the
learner, through a series of learning processes and activities that will enable you to achieve the
specified learning outcomes for the competency units.

The content of this guide was developed from the Competency Standard ITIMED0261A, which
is one of the basic building blocks for the National Vocational Qualification of Jamaica (NVQJ)
certification within the industry. Please refer to your Learner’s Handbook for a thorough
explanation of standards and competencies, and how these relate to the NVQJ certification.

You are also advised to consult the Competency Standard for a better understanding of what is
required to master the competency.

This Competency Unit

“Operate a presentation package (basic)” addresses the knowledge and skills requirements for
effectively operating a presentation package (basic). There are four areas or elements:

Element 1: Create presentations

Element 2: Customize basic settings

Element 3: Format presentations

Element 4: Print presentation

As you go through each element you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes for operating a presentation package (basic).

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Before you start

Before you start this Learner Guide, you need to:

a. Obtain a Learner’s Logbook. You will use it to record evidence of your new
skills/competence. As you demonstrate your new skills, record your activities and have your
learning facilitator sign off on them. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard.

b. Ensure that you have access to the facilities and equipment necessary for learning.

c. Ensure that your learning resources are available.

d. Ensure that you are wearing suitable clothing, that tools and equipment are safe, and that the
correct safety equipment is used.

e. Plan your learning programme (see below)

f. Understand how to use this Learner Guide (see below)

Planning your learning programme

The self-assessment checklist on the following page will assist you in planning your training
programme and it will help you to think about the knowledge and skills needed to demonstrate
competency in this unit. As you go through the checklist you will be able to find out what
elements you have already mastered and which ones you will need to pay more attention to as
you go through the learning process.

To complete the self-assessment checklist, simply read the statements and tick the ‘Yes’ or ‘No’
box. You should do this exercise now.

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Self-Assessment Checklist
- Operate a presentation package (basic)

Element 1 Prepare for customer contact Yes No

1. I can open presentations, add text and symbols using the


correct and appropriate procedures ( ) ( )

2. I can save a presentation to a folder ( ) ( )

Element 2 Customise basic settings Yes No

1. I can adjust page display modes and size ( ) ( )

2. I can select the appropriate font type, font size and colour for
a presentation ( ) ( )

3. I can demonstrate the ability to view multiple slides at once


in a presentation ( ) ( )

Element 3 Format presentations Yes No

1. I can use and modify organisational charts, charts and


bulleted lists as required ( ) ( )

2. I can add and manipulate objects (images and graphics)


correctly to meet presentation purpose ( ) ( )

3. I can import and modify objects such as tables for


presentation purpose ( ) ( )

4. I can duplicate slides within and/or across presentations


following correct procedures ( ) ( )

Element 4 Print presentation Yes No

1. I can preview slides in the required formats ( ) ( )

2. I can print slides in the required formats ( ) ( )

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If you ticked all or most of the ‘Yes’ boxes then you might not need to go through the entire
guide. Ask your learning facilitator to assist you in determining the most appropriate direction
for this competency.

If you ticked a few of the ‘Yes’ boxes or more at all then you should work through all of the
guide, even though some of the material may be familiar to you.

Plan your learning based on your answers. Be sure to involve your learning facilitator in the
planning process.

How to use this Learner Guide

This Learner Guide is designed to assist you in working and learning at your own pace.

We suggest that you:

• Go through the sections/elements as they are presented (starting at Section 1)

• Check your progress at each checkpoint to ensure that you have understood the material

• Observe the icons and special graphics used throughout this guide to remind you of what you
have to do and to enhance your learning. The icons and their meanings are as follows:

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Complete Assessment Exercise


This exercise requires you to think about the knowledge and
skills that you have or will develop in this competency unit.

Definition Box
Words/phrases are defined or explained in this box. The
words/phrases being explained are in bold print.

Checkpoint
This denotes a brain teaser and is used to check your
understanding of the materials presented. No answers are
provided for the questions asked.

Activity
This denotes something for you to do either alone or with
the assistance of your learning facilitator.

Reference
This points you to the reference materials and other support
documents or resources used in compiling the unit content

• Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability of resources.

• Complete each activity as you come to it. If the activity requires that you perform an actual
task, be sure to tell your learning facilitator when you get to that activity so that he/she can
make any arrangements, if necessary.

• Get your learning facilitator to sign and date the Learner’s Logbook when you have
completed an activity.

• Complete the self-assessment checklist at the end of each section or element.

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When you have worked through all elements of the guide, and when you can tick every ‘Yes’
box, you are ready for assessment and should ask your learning facilitator to assist you in making
the arrangements to have your performance assessed.

Using the Computer and Other Resources

Where your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting your training in an
institution, there may be a library and a computer laboratory. If this is not the case, visit the local
library and find out what resources are available.

If you are new to the computer and the Internet, someone should be able to show you how to use
these resources.

Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advise you, however, that we cannot guarantee that
all the sites will be available when you need them. If this happens, ask your learning facilitator
to assist you with locating other sites that have the information you required.

Method of Assessment

Competency will be assessed while work is being undertaken under direct supervision with
regular checks, but may include some autonomy when working as a team. You are advised to
consult the associated competency standard for further details relating to the assessment
strategies.

Quality Assurance

A feedback form is included at the back of each learner guide, to give users an opportunity to
document their concerns about any aspect of the guide. Such feedback will assist in the review
of the guide. Users are encouraged to complete the form and send it to the address given.

You may now start your learning. Have fun while you work!

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ELEMENT 1: CREATE PRESENTATIONS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
create presentations. Your learning facilitator is there to assist you through the various activities,
so that on completion you will be able to:

1. Open presentations, add texts and symbols using the correct and appropriate procedures
2. Save presentation to correct folder/directory

WHAT IS A PRESENTATION PROGRAM?

A presentation program is a computer software package used to create visually impressive


presentations normally in the form of a "slide show". They typically include three major
functions:

• The slide show system to display content in a linear fashion


• An editor that allows text to be moved around altogether from slide to slide
• A graphics system for quickly drawing "business graphics" (charts and graphs)

The most common example of a presentation program today is Microsoft PowerPoint developed
for the Microsoft Windows and Mac OS computer operating systems. It is widely used by
businesspeople, educators, and trainers and is the one referred to in this Leaner Guide.

In PowerPoint, as in most other presentation software such as Lotus Suite and Claris Works text,
graphics, movies, and other objects are positioned on individual pages or "slides". Slides can be
printed, or (more usually) displayed on-screen and navigated through at the command of the
presenter.
Presentations can be saved and run in any of the file formats : the default .ppt (presentation), .pot
(template) or .pipes (PowerPoint Show).

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OPEN A PRESENTATION AND ADD TEXTS AND SYMBOLS

It goes without saying that the first thing you have to do is to open the program. This is
accomplished by doing the following:

Click the Start button in the lower-left corner


• On the Start menu, position the insertion point on Programs, and click Microsoft
PowerPoint.

When you first open the program, the PowerPoint dialog box presents four ways to create a
presentation:
• AutoContent wizard creates a slide set within the theme you select
• Template creates slides from pre-designed slide sets for standard presentations,
• Blank presentation creates slides that you design from scratch
• Open an existing presentation allows you to modify a presentation that you or
someone else created.
The dialog box you see when you first open PowerPoint is presented on the next page

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Using AutoContent Wizard

The AutoC - The Auto content Wizard helps you to create a presentation by leading you through
some basic questions. You respond to questions asked by the Wizard, which uses your answers
to automatically lay out and format the presentation. PowerPoint 2000 then selects the most
suitable style and built-in outline for your presentation.

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Using Design Template

Power Point provides many templates with different backgrounds and text formatting to begin
your presentation. Preview each design by highlighting the template name on the list. Press OK
after you have chosen the design. (See screen captured below).

Using a Blank Presentation

Select Blank Presentation to build the presentation from scratch with no preset graphics or
formatting.

Auto Layout

After selecting the presentation type, you will be prompted to choose the layout of the new slide.
These layouts include bulleted lists, graphs, and/or images. Click on each thumbnail image and a
description will be printed in the message box. Highlight the layout you want and click OK.

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Open an Existing Presentation

Select this option to open a Power Point presentation that already exists. Select the folder in
which the file is located from the Look in: drop-down menu and highlight the file on the list.
Click Open to open the presentation.

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CHECKPOINT

What are the methods that you can use to create a presentation?

ADDING TEXT & SYMBOLS

Once you’ve selected the method for creating your presentation you will proceed to the next
stage which is to add text and symbols.

There are four types of text you can add to a slide:

• Placeholder Text Placeholders - Boxes with dotted or hatch-


marked borders that are part of most slide
layouts. These boxes hold title and body text
or objects such as charts, tables, and pictures.

AutoShapes: A group of ready-made shapes


that includes basic shapes, such as rectangles
• Text in an AutoShape
and circles, plus a variety of lines and
connectors, block arrows, flowchart symbols,
stars and banners, and callouts

Text box - A movable, resizable container


for text or graphics. Use text boxes to
• Text in a text box position several blocks of text on a page or to
give text a different orientation from other
text in the document.

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WordArt: Text objects you create with


• WordArt ready-made effects to which you can apply
additional formatting options.)

The diagram below illustrates the 4 types of text you can add to your slide

1. Text in placeholders
2. Text box used as caption
3. WordArt text
4. Text in an arrow AutoShape

Placeholders

Slide layouts contain text and object placeholders in a variety of combinations. In the text
placeholders, type titles, subtitles, and body text onto your slides. You can resize and move
placeholders and format them with borders and colours

AutoShapes

AutoShapes such as callout balloons and block arrows lend themselves to text messages. When
you type text into an AutoShape, the text is attached to the shape and moves or rotates with the
shape.

Text boxes

Use text boxes to place text anywhere on a slide, such as outside a text placeholder. For example,
you can add a caption to a picture by creating a text box and positioning it near the picture. Also,
a text box is handy if you want to add text to an AutoShape, but you don't want the text to attach
to the shape. A text box can have a border, fill, shadow, or three-dimensional (3-D) effect, and
you can change its shape.

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WordArt

Use WordArt for fancy text effects. WordArt can stretch, skew, curve, and rotate your text or
make it 3-D or vertical.

Refer to: For further information, please visit the following website:
http://office.microsoft.com/en-us/assistance/HP052339191033.aspx retrieved 28/3/05

TIP! Regardless of the method you choose, ensure you follow the correct and appropriate
procedures. The following websites provide you with some procedures.

Refer to: http://office.microsoft.com/en-us/assistance/HP051923261033.aspx


http://office.microsoft.com/en-us/assistance/HP051946711033.aspx
Retrieved 28/3/05

CHECKPOINT

What are your options for adding text?

SAVE PRESENTATION TO CORRECT DIRECTORY/FOLDER

As with all work that is done on the computer, you must save your presentation to the correct
directory or folder. The procedure for doing this is outlined below as follows:

How to save a presentation

1. Select file from the main menu


2. Choose save as from the option list
3. Choose drive from the save-in box
4. Type file name in the file name box
5. Click save

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How to create a directory/folder

1. Choose the drive you want to create folder


2. Select file from the main menu
3. Choose new from the option list
4. Click folder
5. Type name of folder, then press enter

How to copy a file into a directory/folder

1. Select file
2. Choose edit, click copy
3. Select folder
4. Choose edit, click paste

Save as Web Page

However, if you want to post Power Point presentations on the Internet, you may want to save
them as web pages so that visitors to your web site can view the presentation even if they do not
have Power Point installed on their computers.

Select File/Save As Web Page from the menu bar. Choose your web page directory on the
network from the Look in: drop-down menu and name the file in the File name: box. Click
Save to save the presentation in web format (See screen captured on page 16)

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ACTIVITY

Use Auto Wizard to create a presentation. Add text to your


presentation using the information contained in the section subtitled:
What is a presentation package? on page 7. Save your work to a
folder. Ask your learning facilitator to guide you through this
activity.

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check to see whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I know how to open a presentation and texts and


symbols, following the correct and appropriate
procedures ( ) ( )

2. I know how to save presentation to correct


directory/folder ( ) ( )

Checklist 2 Yes No

1. Presentations are opened and texts and symbols added


following correct and appropriate procedures ( ) ( )

2. Presentation is saved to correct directory/folder ( ) ( )

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ELEMENT 2: CUSTOMIZE BASIC SETTINGS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
customize basic settings. Your learning facilitator is there to assist you through the various
activities, so that on completion you will be able to:

1. Adjust page display modes and size


2. Select the appropriate font type, size and colour for the purpose of the presentation
3. Demonstrate ability to view multiple slides at once

ADJUST PAGE DISPLAY MODES AND SIZE

Power Point allows you to adjust the page display mode and size according to your requirements.
To do this you would: Select File/Page Setup from the menu bar to access options for printing
the presentation slides. Select the format the printed slides will be used for from the Slides sized
for drop-down menu, or enter a specific print size using the Width and Height boxes. Select the
page orientation for the slides and for other print material from the presentation in the
Orientation section.

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SELECT FONT TYPE, SIZE AND COLOUR

Microsoft Office on line offers the following tips for selecting a font:

• The font you choose will affect how your message is received. Choose a more serious
font such as Times New Roman for conservative audiences or serious messages. A font
like Comic Sans MS is appropriate for a light-hearted message.
• Serif fonts such as Times New Roman and Bookman are easier to read if you have large
amounts of text. However, sans serif fonts such as Arial and Verdana are cleaner and tend
to make better headline and titles.
• When designing for on-line viewing, use fonts that look good on line. Verdana, Tahoma
and Bookman are fonts designed specifically for on line viewing. Arial and Times New
Roman also work well.
• Contrast font colour sharply with the background to ensure readability. Use bold and
italic for emphasis only. Excessive use diminishes their effectiveness.
• Each font has a personality, so be consistent. If you change fonts frequently, you might
not be presenting a consistent message to your audience. Avoid using more than three or
four different fonts in a presentation

CHECKPOINT

Locate the website noted on page 20, read the article then check
yourself on the following:
• What are the principles governing the selection of fonts?
• On what basis should you decide on the size of the fonts?
• What are the rules for using attributes and colour?

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ACTIVITY

Open the presentation you created for your activity in element 1 and
review it according to the guidelines presented in the article by Kathy
Jacobs. Make the necessary adjustments to the font type, size and
colour. Ask your learning facilitator to oversee this activity.

Refer to: Read the article by Jacobs, Kathy, Which fonts look good in presentations?
at the website below:
http://office.microsoft.com/en-us/assistance/HA011243941033.aspx retrieved 28/3/05

VIEW MULTIPLE SLIDES

Power Point gives you four screen layouts for constructing your presentation in addition to the
Slide Show. You can select the page view by clicking the buttons just above the formatting
toolbar and the bottom of the page.

Normal View Slide View


This screen is split into three sections showing The slide view displays each slide on the
the presentation outline on the left, the slide in screen and is helpful for adding images,
the main window, and notes at the bottom. formatting text, and adding background styles.

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Outline View Slide Sorter View


The presentation outline is displayed on the A small image of each slide is displayed in
majority of the screen with small windows for Slide Sorter view. Slides can easily be ordered
the slide and notes. This view is recommended and sorted from this screen.
for editing text.

To view the slide show, click the Slide Show button to view the full-screen slide show.

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check to see whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I know how to adjust page display modes and size ( ) ( )

2. I understand how to select the appropriate font type, font


size and colour for a presentation ( ) ( )

3. I know how to view multiple slides in a presentation ( ) ( )

Checklist 2 Yes No

1. Page display modes and size are adjusted ( ) ( )

2. Selected font type, size and colour are appropriate for the
purpose of the presentation ( ) ( )

3. Ability to view multiple slides at once is demonstrated ( ) ( )

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ELEMENT 3: FORMAT PRESENTATION

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
format a presentation. Your learning facilitator is there to assist with the various activities, so
that on completion you will be able to:

1. Use and modify organizational charts, charts and bulleted lists as required
2. Add and manipulate objects (images and graphics) correctly to meet presentation purpose
3. Import and modify tables for presentation purposes
4. Duplicate slides within and /or across presentations following correct procedures

USE AND MODIFY ORGANIZATIONAL CHARTS, CHARTS AND BULLETTED LISTS

Organizational Charts

Depending on the nature of your presentation, you may need the aid of an organizational chart to enhance it.

An organizational chart
graphically represents the
management structure of an
organization.

Microsoft Office has several ways to create an organizational chart depending on which Office
program you have. For example, Microsoft Office Excel 2003, Microsoft Office PowerPoint
2003, and Microsoft Office Word 2003 each have specific tools to help you create complex
organization charts, including an Organization Chart toolbar with layout options and an
assortment of organization chart shapes. You can create, save, and print an organization chart
directly in one of these programs, or you can copy an organization chart from one of these
programs to your publication or other Office document.

In PowerPoint, Word, or Excel, you can create an organization chart by using the Organization
Chart toolbar. On the Insert menu, point to Picture, and then click Organization Chart.

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ACTIVITY

Using both Excel and Power Point, create an organizational chart for
the institution or organization to which you are currently attached.
For the chart created in Excel, import it to the power point
presentation you have been creating. The website noted below offers
some guidelines. Be sure to consult your learning facilitator for
guidance, if required.

Refer to: http://office.microsoft.com/en-us/assistance/HP051946851033.aspx


http://office.microsoft.com/en-us/assistance/HP051943541033.aspx

To add a chart to your presentation follow the instructions at:

Refer to: http://office.microsoft.com/en-us/assistance/HP051928031033.aspx


retrieved 28/3/05

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Changing chart type

PowerPoint offers a variety of chart types to use in presentations: column, bar, line, pie, XY
(scatter), area, doughnut, radar, surface, bubble, stock, cylinder, cone and pyramid. You can
change the chart type before or after you have entered the data:

1. Double-click the chart.


2. On the Chart menu, click Chart Type.
3. On the Standard Types tab, click Pie, and then click and hold Press and hold to view
sample.
4. Click and view other chart types, then click Pie, and click OK.
5. Click outside the table to return to the slide.

Bulleted Lists

Bulleted lists allow you to clearly display the main points of your presentation on slides. The text
boxes on design templates already include bulleted lists. Click the place holder on the slide to
begin adding text and press the ENTER key to return to the next line and add a new bulleted
item. To go to the next line without adding another bullet, hold down the SHIFT key while
pressing ENTER.

You have the option of not creating a bulleted list from an existing placeholder on a design
template, and to add an additional bulleted list. The steps for accomplishing this task are
available at:

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Refer to: http://office.microsoft.com/en-us/assistance/HP051923461033.aspx


retrieved 28/03/05

You can:

• Change the Size of the bullet by changing the percentage in relation to the text.
• Choose a colour for the bullet from the Colour menu. Click More Colours for a larger
selection.
• Select one of the seven bullet types shown and click OK.
- OR -
Click the Picture button to view the Picture Bullet window. Select one of the bullets and
click OK.
- OR -
Click the Character button to select any character from the fonts on the computer. Select
a symbol font such as Wingdings or Webdings from the Bullets from drop-down menu
for the best selection of icons. Click on the characters in the grid to see them larger. Click
OK when you have chosen the bullet you want to use.

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• Repeat actions until the presentation is completed.

Numbered List

Follow these steps to create a numbered list:

• Create a text box.


• With the text box selected, choose Format/Bullets and Numbering from the menu bar.
• Click the Numbered tab at the top of the Bullets and Numbering window.
• Change the size of the numbers by changing the percentage in relation to the text.
• Choose a colour for the numbers from the Colour menu. Click More Colours for a
larger selection.
• Change the Start at value if the numbers should not begin with 1.
• Select one of the seven list types shown and click OK.

CHECKPOINT

Of what value are numbered and bulleted lists?

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ACTIVITY

Use the following information to create a power point presentation


making sure to use bullets and numbers effectively:

Topics covered in this element on PowerPoint are: creating


presentations, customizing basic settings, formatting presentations
and printing presentations. There are several learning outcomes to
master when formatting presentations. You must be able to: use
organizational charts and bulleted lists; add and manipulate images
and graphics to meet presentation needs, import and modify tables
and duplicate slides within and across platforms.

Ask your learning facilitator to monitor this activity.

ADD AND MANIPULATE OBJECTS (IMAGES AND GRAPHICS)

The Drawing Toolbar provides many commands for creating and editing graphics. The toolbar is
located at the bottom of the Power Point screen or it can be activated by selecting
View/Toolbars/Drawing from the menu bar.

Menu -

Grouping - Images can be grouped together so they become one image that can be moved
together or that the same formatting changes can be applied to both at once. Select all the images
that will be grouped by holding down the SHIFT key and clicking once on each image. Then
select Group from the Draw menu. The images can be ungrouped by selecting Ungroup from the
same menu. The rectangles in the image to the left are separate images with their own sets of
handles and they are grouped together in the image to the right:

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Order - The order of overlapping images can be changed using this feature. In the example of
two rectangles below, the grey rectangle is selected and the Send Backward command was used
to move the image below the black rectangle. Send Backward and Bring Forward will move
elements by one layer. Send to Back and Bring to Front move the elements to the back or top of
a series of several overlapping graphics.

Nudge - Use the nudge actions to move an object slightly in one direction.
Align or Distribute - Select a group of objects and choose one of the commands from the Align
or Distribute menu to change the position of the objects in relation to one another.
Rotate or Flip - Rotate an object 90 degrees or flip the object over its x- or y-axis.
Select objects - Deactivate all drawing functions.
Free rotate - This button will place green handles on certain objects so they can be arbitrarily
rotated. Click and drag the handles to rotate the objects.

AutoShapes menu - Click the small down arrow to the right of the "AutoShapes" text to select a
shape.
Line and Arrow - Click and drag the mouse on the slide to add lines. Hold down the SHIFT key
to draw a straight line. Use the end points of the completed line to stretch and reposition the line.
Rectangle and Oval - Click and drag the mouse on the slide to add rectangles and ovals. Hold
down the SHIFT key to add squares and circles.

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Text box - Click to draw a text box on the slide.


Word art - Click to add WordArt
Picture - Click to add a clip art image to the slide.
Fill colour - Choose a fill colour for rectangles, ovals, and clip art.
Line colour - Select a border colour for shapes and pictures.
Font colour - Highlight text on the slide and click the small down arrow next to the Font colour
icon to select a colour.
Line style - Highlight a line or arrow that has been drawn and click this button to select a
thickness or style for the line.
Dash style - Highlight a line or arrow and select a dash style.
Arrow style - Change the arrow head style for an existing arrow or change a line to an arrow.
Shadow - Select a text box to add shadow to text or choose any other object on the slide to add a
drop shadow.
3D - Add a three-dimensional effect to text and other objects.

Clip Art

To add a clip art image to a slide, follow these steps:

• Select Insert/Picture/Clip Art from the menu bar or click the Picture button on the
Drawing toolbar.
• To find an image, click in the white box following Search for clips and enter keywords
describing the image you want to find.
- OR -
• Click one of the category icons
• Click once on the image if you want to add to the slide, and a selection bar will appear

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Click once on the image you want to add to the slide and the following popup menu will appear:

• Insert Clip to add the image to the slide.


• Preview Clip to view the image full-size before adding it to the slide. Drag the
bottom, right corner of the preview window to resize the image and click the "x"
close button to end the preview.

• Add Clip to Favourites will add the selected image to your favourites directory that can
be chosen from the Insert ClipArt dialog box.
• Find Similar Clips will retrieve images similar to the one you have chosen.
• Click the Close button in the top, right corner of the Insert Clip window to stop adding
clip art to the slide.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Add an Image from a File

To add a photo or graphic from a file:

• Select Insert/Picture/From File from the menu bar.


• Click the down arrow button on the right side of the Look in: window to find the image
on your computer.
• Highlight the file name from the list and click the Insert button.

Editing a Graphic

Activate the image you wish to edit by clicking on it once with the mouse. Several handles will
appear around the graphic. Click and drag these handles to resize the image. The handles on the
corners will resize proportionally while the handles on the straight lines will stretch the image.
More picture effects can be changed using the Picture toolbar.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Auto Shapes

The AutoShapes toolbar allows you to draw a number of geometrical shapes, arrows, flow chart
elements, stars, and other graphics on a slide. Activate the AutoShapes toolbar by selecting
Insert/Picture/AutoShapes or View/Toolbars/AutoShapes from the menu bar. Click the
buttons on the toolbar to view the options for drawing each shape.

Lines - After clicking the Lines button on the AutoShapes toolbar, draw a straight line, arrow,
or double-ended arrow from the first row of options by clicking the respective button. Click in
the slide where you would like the line to begin and click again where it should end. To draw a
curved line or freeform shape, select curved lines from the menu (first and second buttons of
second row), click in the slide where the line should appear, and click the mouse every time a
curve should begin. End creating the graphic by clicking on the starting end or pressing the ESC
key. To scribble, click the last button in the second row, click the mouse in the slide and hold
down the left button while you draw the design. Let go of the mouse button to stop drawing.
Connectors - Draw these lines to connect flow chart elements.
Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar to select from many
two- and three-dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method
to draw the shape in the slide. When the shape has been made, it can be resized using the open
box handles and other adjustments specific to each shape can be modified using the yellow
diamond handles.

Block Arrows - Select Block Arrows to choose from many types of two- and three-dimensional
arrows. Drag-and-drop the arrow in the slide and use the open box and yellow diamond handles
to adjust the arrowheads. Each AutoShape can also be rotated by first clicking the Free Rotate
button on the drawing toolbar . Click and drag the green handles around the image to rotate it.
The tree image on page 34 was created from an arrow rotated 90 degrees.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Flow Chart - Choose from the flow chart menu to add flow chart elements to the slide and use
the line menu to draw connections between the elements.
Stars and Banners - Click the button to select stars, bursts, banners, and scrolls.
Call Outs - Select from the speech and thought bubbles and line call outs. Enter the call out text
in the text box that is made.
More AutoShapes - Click the More button to choose from a list of clip art categories.
Each of the submenus on the AutoShapes toolbar can become a separate toolbar. Just click and
drag the gray bar across the top of the submenus off the toolbar and it will become a separate
floating toolbar.

WordArt

Add headlines in striking colors and shapes to your presentation using Word Art.

• Select Insert/Picture/WordArt from the menu bar or click the Word Art button on the
Drawing toolbar.
• Choose a Word Art style from the listing and click OK.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

• Enter the text in the Edit WordArt Text box and choose the font, size, and style for the
text. Click OK.

• Use the white box handles around the word art to resize it on the slide.
• Drag the yellow diamond handle to change the shape of the text. To revert back to no
shape, double-click the diamond.

IMPORT AND MODIFY TABLES

• Importing an Excel chart into PowerPoint


• On the Insert menu, click Object.
• In the Insert Object dialog box, click Create from File, and then click Browse.
• Locate the Chart.xls document, and click OK.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Now that the chart is in your presentation, you can edit and change it like any other object.

• Modifying an Excel chart


• Editing an Excel object in PowerPoint
• In PowerPoint, double-click the chart, click the chart title (“Number Of:”), and press
DELETE.
• On the Chart toolbar, click the Format Data Series button, click the Data Labels tab,
click Show label and percent, and then click OK.
• On the Chart toolbar, click the Legend button.

Note: PowerPoint
will show a sign
that identifies each
element of the chart.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

The size of the object and font size can be changed just as you changed the chart in the previous
slide. When you have finished modifying the chart, save it, and review it in the Slide Sorter
view. Close the PowerPoint presentation without saving (unless you made changes in the
review).

ACTIVITY

Working with the presentation you just created, enhance its


appearance by adding some graphics. Import a previously prepared
Excel table into your presentation or create one if necessary).

DUPLICATE SLIDES WITHIN AND/OR ACROSS PRESENTATIONS

To duplicate a slide within or across presentations, select the slide to be duplicated, then click edit, and copy

Select where in current or where the other presentation to place the duplicate slide. Then click
edit, and paste

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

CHECKPOINT

How are slides duplicated across platforms?

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check to see whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I know how to use and modify charts, bulleted list and


organizational chart in a presentation ( ) ( )

2. I know how to insert and modify objects (such as images


and graphics) in a presentation ( ) ( )

3. I understand how to import and modify objects (such as


tables) in a presentation ( ) ( )

4. I know how to duplicate slides within and/or across


presentation, following correct procedures ( ) ( )

Checklist 2 Yes No

1. Organizational charts, charts, bulleted lists are used and


modified as required ( ) ( )

2. Objects (images and graphics) are correctly added and


manipulated to meet presentation purpose ( ) ( )

3. Objects such as tables are imported and modified for


presentation purposes ( ) ( )

4. Slides are duplicated within and/or across presentations


following correct procedures ( ) ( )

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

ELEMENT 4: PRINT PRESENTATION

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
print a presentation. Your learning facilitator is there to assist you with the various activities, so
that on completion you will be able to:

1. Preview slides in the required formats


2. Print slides in the required formats

PREVIEW SLIDES

PowerPoint allows you to preview a slide before printing. This is accomplished by clicking Print
Preview from the File menu. This gives you a good idea of what your slides will look like before
they are printed and provides you with an opportunity to make any adjustments that might be
required.

PRINT SLIDES

PowerPoint offers several print options to help you prepare your presentation. You can print
transparencies, slides, handouts, and notes to support your lessons.

Printing presentation slides

1. On the File menu, click Print.


– Or –
Press CTRL + P.
2. In the Print what drop-down list box at the bottom, click Slides.
3. Click OK.

Printing other output

You can print other types of presentation output using the Print what list. Handouts print two,
three, or six slides per page. You may use Handouts to provide an outline of your presentation
to your class. Notes pages print one slide per page and have room for your presentation notes.
Outline view allows you to print the outline you used to develop your presentation.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

ACTIVITY

Use the information provided in appendix 1 (page 43) to develop a


PowerPoint presentation for a workshop that you will facilitate. Your
audience is a group of sixth form students. Ensure that you
demonstrate all the elements covered in this unit of competency.

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check to see whether you have fully grasped all the
components by doing the following Self-Assessment:

Checklist 1 Yes No

1. I know how to preview slides using the required format ( ) ( )

2. I know how to print slides using the required format ( ) ( )

Checklist 2 Yes No

1. Slides are previewed in the required formats ( ) ( )

2. Slides are printed in the required formats ( ) ( )

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ITIMED0261A OPERATE A PRESENTATION PACAKGE (BASIC)

Appendix 1

The National Qualifications Framework

The new National Qualifications Framework was developed to describe how education and
training services provided at all levels can seamlessly integrate the offerings of education and
training institutions, the different training pathways taken by individuals and the needs of the
labour market for worker competencies into an effective, articulated and understandable
design.

National Qualifications are intended to be inclusive and incorporate a variety of certificates


(including both NVQJ’s and several tertiary certificates), diplomas, and degrees that are
developed in accordance with the framework.

The framework describes National Qualifications (NQs) at five different levels of skill,
autonomy and responsibility that correspond to levels of employment and real jobs at
different levels in the labour market. NQs recognize and document the competencies required
to do a job. These competencies are defined in national industry standards describing
competence involving the application of knowledge, skills and appropriate attitudes in the
performance of work activities. We call these unit competency standards. Within a given
industry, all the competencies needed for the functioning of the industry (or firm) can be
defined according to level of work activity described as follows:

At Level 1, such work activities are categorized as routine and narrow and performed under
relatively close supervision

At Level 2, they are more varied, with individual responsibility and autonomy plus possible
collaboration with others.

At Level 3, the activities are complex, non-routine, and with considerable responsibility and
autonomy plus control or guidance of others

Level 4 activities include a broad range of technical or professional activities with substantial
personal responsibility and autonomy, responsibility for the work of others and for resource
allocation.

Finally, Level 5 activities stress significant responsibility substantial personal autonomy and
accountability for planning, execution and evaluation.

Source: Employment Qualifications in Jamaica, The HEART Trust/NTA (2004), page 7

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Learning Management Services Department
Learning Resources Development Unit
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