NCERT Textbook: MS PowerPoint | Computer Applications for Class 9 PDF Download

 Page 1


ELECTRONIC
PRESENTATION TOOL
Introduction
After completing this Chapter , the
student will be able to:
• design  different types of slides,
• recognise type of views of
presentation,
• insert graphics, audio and video
in a presentation,
• copy and move text and slides
within and between presentation
files,
• apply designs in slides, adding
animation effects to the text,
• add slide transition effects, and
hyper linking,
• create action buttons,
• run a slide show and
• pack a presentation file to run it
on a computer not having the
presentation software.
5
For our school exhibition, we want to prepare an
exhibit on any current issue – global warming, drug
abuse or child labour. We could prepare our exhibit
in the conventional way, i.e. by using static tools,
like charts and posters and maybe some visual
images. Imagine the impact if, instead of the
charts, we have music, moving objects and
graphics displaying the message.
The objective of the exhibition is to make our
message understood and remembered by others.
An average human being has a very short attention
span. Audio-visual aids can make presentations
more interesting, dynamic and effective. Therefore,
we can make it more interesting and attention
seeking by making the characters move/dance,
use pictures/charts/graphics, play music or show
video. Thus we manage to create a much better
impression. How can we do this?
Objectives
"Projected slides should be as visual as possible
and support your points quickly, efficiently and
powerfully."
Garr Reynolds
(Associate Professor of Management at Kansai Gaidai
University)
Page 2


ELECTRONIC
PRESENTATION TOOL
Introduction
After completing this Chapter , the
student will be able to:
• design  different types of slides,
• recognise type of views of
presentation,
• insert graphics, audio and video
in a presentation,
• copy and move text and slides
within and between presentation
files,
• apply designs in slides, adding
animation effects to the text,
• add slide transition effects, and
hyper linking,
• create action buttons,
• run a slide show and
• pack a presentation file to run it
on a computer not having the
presentation software.
5
For our school exhibition, we want to prepare an
exhibit on any current issue – global warming, drug
abuse or child labour. We could prepare our exhibit
in the conventional way, i.e. by using static tools,
like charts and posters and maybe some visual
images. Imagine the impact if, instead of the
charts, we have music, moving objects and
graphics displaying the message.
The objective of the exhibition is to make our
message understood and remembered by others.
An average human being has a very short attention
span. Audio-visual aids can make presentations
more interesting, dynamic and effective. Therefore,
we can make it more interesting and attention
seeking by making the characters move/dance,
use pictures/charts/graphics, play music or show
video. Thus we manage to create a much better
impression. How can we do this?
Objectives
"Projected slides should be as visual as possible
and support your points quickly, efficiently and
powerfully."
Garr Reynolds
(Associate Professor of Management at Kansai Gaidai
University)
5.1 AN ELECTRONIC PRESENTATION
An electronic presentation program is used to display information.
This information is normally displayed in the form of a slide show –
the information is shown on a slide which is viewed on a computer's
monitor, or beamed on a screen using a LCD projector.  A presentation
can have several slides, which can be displayed one after the other.
The information presented can be an assortment of text, graphics,
audio and video.
Why do we call the screen of information a slide? The word slide is a
reference to the slide projector, which is somewhat obsolete today,
thanks to electronic presentation software. In the days of slide
projectors, each slide had to be shot by a camera, specially developed
in a studio, and then placed on a slide projector for projection on a
screen. Today, however, we can just design our slide on a computer
using a presentation software and project it.
There are different types of presentations like professional (work-
related), educational and for general communication. Presentation
programs can either supplement or replace the use of older visual aid
technology, such as pamphlets, handouts, chalkboards, flip charts,
posters, slides and overhead transparencies.
A commonly used presentation program is Microsoft PowerPoint,
although there are alternatives such as OpenOffice.org, Impress, Corel
Presentations and Apple's Keynote. A presentation program includes
three major components: an editor that allows text to be inserted and
formatted; a method for inserting graphic images, audio and video;
and a slide-show system to display the final content.
In this chapter, we are using the presentation package –Microsoft
PowerPoint– as our learning tool. However, we should remember that
other such programs are also available. If we learn to use one of them,
we will be able to use the others without any difficulty.
5.2 STARTING THE PRESENTATION PROGRAM
Whatever the presentation program we are using, we can start it from
the Program option under the Windows Start menu. For example, to
start Microsoft PowerPoint, click on
• , then on
• , and lastly on
• 
5.2.1 ANATOMY OF THE APPLICATION WINDOW
Any presentation software that we use will allow us to design and show slides.
The application window (i.e., Microsoft PowerPoint window, Openoffice.org
Page 3


ELECTRONIC
PRESENTATION TOOL
Introduction
After completing this Chapter , the
student will be able to:
• design  different types of slides,
• recognise type of views of
presentation,
• insert graphics, audio and video
in a presentation,
• copy and move text and slides
within and between presentation
files,
• apply designs in slides, adding
animation effects to the text,
• add slide transition effects, and
hyper linking,
• create action buttons,
• run a slide show and
• pack a presentation file to run it
on a computer not having the
presentation software.
5
For our school exhibition, we want to prepare an
exhibit on any current issue – global warming, drug
abuse or child labour. We could prepare our exhibit
in the conventional way, i.e. by using static tools,
like charts and posters and maybe some visual
images. Imagine the impact if, instead of the
charts, we have music, moving objects and
graphics displaying the message.
The objective of the exhibition is to make our
message understood and remembered by others.
An average human being has a very short attention
span. Audio-visual aids can make presentations
more interesting, dynamic and effective. Therefore,
we can make it more interesting and attention
seeking by making the characters move/dance,
use pictures/charts/graphics, play music or show
video. Thus we manage to create a much better
impression. How can we do this?
Objectives
"Projected slides should be as visual as possible
and support your points quickly, efficiently and
powerfully."
Garr Reynolds
(Associate Professor of Management at Kansai Gaidai
University)
5.1 AN ELECTRONIC PRESENTATION
An electronic presentation program is used to display information.
This information is normally displayed in the form of a slide show –
the information is shown on a slide which is viewed on a computer's
monitor, or beamed on a screen using a LCD projector.  A presentation
can have several slides, which can be displayed one after the other.
The information presented can be an assortment of text, graphics,
audio and video.
Why do we call the screen of information a slide? The word slide is a
reference to the slide projector, which is somewhat obsolete today,
thanks to electronic presentation software. In the days of slide
projectors, each slide had to be shot by a camera, specially developed
in a studio, and then placed on a slide projector for projection on a
screen. Today, however, we can just design our slide on a computer
using a presentation software and project it.
There are different types of presentations like professional (work-
related), educational and for general communication. Presentation
programs can either supplement or replace the use of older visual aid
technology, such as pamphlets, handouts, chalkboards, flip charts,
posters, slides and overhead transparencies.
A commonly used presentation program is Microsoft PowerPoint,
although there are alternatives such as OpenOffice.org, Impress, Corel
Presentations and Apple's Keynote. A presentation program includes
three major components: an editor that allows text to be inserted and
formatted; a method for inserting graphic images, audio and video;
and a slide-show system to display the final content.
In this chapter, we are using the presentation package –Microsoft
PowerPoint– as our learning tool. However, we should remember that
other such programs are also available. If we learn to use one of them,
we will be able to use the others without any difficulty.
5.2 STARTING THE PRESENTATION PROGRAM
Whatever the presentation program we are using, we can start it from
the Program option under the Windows Start menu. For example, to
start Microsoft PowerPoint, click on
• , then on
• , and lastly on
• 
5.2.1 ANATOMY OF THE APPLICATION WINDOW
Any presentation software that we use will allow us to design and show slides.
The application window (i.e., Microsoft PowerPoint window, Openoffice.org
Impress window, etc.) will provide us with tools that will assist us in
our job (Figure 5.1). The important components of this window are:
• Menu Bar : Provides menu options to help in designing and viewing
the presentation.
• Standard Toolbar: Contains tools for standard tasks, like saving,
printing, cutting, copying, pasting, etc.
• Formatting Toolbar: Provides tools for formatting like bold, italic,
underline, etc.
• Task Pane: Allows options depending on the selected task. The
figure 5.1 shows the options for the task New Presentation. We can
select other tasks too.
• Slide Pane : This is the place where we design the slide by typing,
formatting, etc.
• Slide Sorter Pane: Allows us to decide on the order in which the
slides will be shown during the slide show.
• Notes Pane: Allows us to type in notes that we may need while
preparing for the presentation later, but will not be shown during
the slide show.
• View Buttons : Provides options to decide whether we want to view
slide show, normal slide view, or slide sorter view.
• Drawing ToolBar : Provides tools for drawing basic shapes, inserting
pictures, changing colours, etc.
• Status Bar : This provides information about the current
presentation, like the number of slides, the design applied, etc.
Figure 5.1 : Application window of a Presentation program
Menu Bar
Standard Toolbar
Formatting Toolbar
Task Pane
Slide Pane
Notes Pane
Drawing Toolbar
Slide Sorter
Pane
View Buttons
Status Bar
Page 4


ELECTRONIC
PRESENTATION TOOL
Introduction
After completing this Chapter , the
student will be able to:
• design  different types of slides,
• recognise type of views of
presentation,
• insert graphics, audio and video
in a presentation,
• copy and move text and slides
within and between presentation
files,
• apply designs in slides, adding
animation effects to the text,
• add slide transition effects, and
hyper linking,
• create action buttons,
• run a slide show and
• pack a presentation file to run it
on a computer not having the
presentation software.
5
For our school exhibition, we want to prepare an
exhibit on any current issue – global warming, drug
abuse or child labour. We could prepare our exhibit
in the conventional way, i.e. by using static tools,
like charts and posters and maybe some visual
images. Imagine the impact if, instead of the
charts, we have music, moving objects and
graphics displaying the message.
The objective of the exhibition is to make our
message understood and remembered by others.
An average human being has a very short attention
span. Audio-visual aids can make presentations
more interesting, dynamic and effective. Therefore,
we can make it more interesting and attention
seeking by making the characters move/dance,
use pictures/charts/graphics, play music or show
video. Thus we manage to create a much better
impression. How can we do this?
Objectives
"Projected slides should be as visual as possible
and support your points quickly, efficiently and
powerfully."
Garr Reynolds
(Associate Professor of Management at Kansai Gaidai
University)
5.1 AN ELECTRONIC PRESENTATION
An electronic presentation program is used to display information.
This information is normally displayed in the form of a slide show –
the information is shown on a slide which is viewed on a computer's
monitor, or beamed on a screen using a LCD projector.  A presentation
can have several slides, which can be displayed one after the other.
The information presented can be an assortment of text, graphics,
audio and video.
Why do we call the screen of information a slide? The word slide is a
reference to the slide projector, which is somewhat obsolete today,
thanks to electronic presentation software. In the days of slide
projectors, each slide had to be shot by a camera, specially developed
in a studio, and then placed on a slide projector for projection on a
screen. Today, however, we can just design our slide on a computer
using a presentation software and project it.
There are different types of presentations like professional (work-
related), educational and for general communication. Presentation
programs can either supplement or replace the use of older visual aid
technology, such as pamphlets, handouts, chalkboards, flip charts,
posters, slides and overhead transparencies.
A commonly used presentation program is Microsoft PowerPoint,
although there are alternatives such as OpenOffice.org, Impress, Corel
Presentations and Apple's Keynote. A presentation program includes
three major components: an editor that allows text to be inserted and
formatted; a method for inserting graphic images, audio and video;
and a slide-show system to display the final content.
In this chapter, we are using the presentation package –Microsoft
PowerPoint– as our learning tool. However, we should remember that
other such programs are also available. If we learn to use one of them,
we will be able to use the others without any difficulty.
5.2 STARTING THE PRESENTATION PROGRAM
Whatever the presentation program we are using, we can start it from
the Program option under the Windows Start menu. For example, to
start Microsoft PowerPoint, click on
• , then on
• , and lastly on
• 
5.2.1 ANATOMY OF THE APPLICATION WINDOW
Any presentation software that we use will allow us to design and show slides.
The application window (i.e., Microsoft PowerPoint window, Openoffice.org
Impress window, etc.) will provide us with tools that will assist us in
our job (Figure 5.1). The important components of this window are:
• Menu Bar : Provides menu options to help in designing and viewing
the presentation.
• Standard Toolbar: Contains tools for standard tasks, like saving,
printing, cutting, copying, pasting, etc.
• Formatting Toolbar: Provides tools for formatting like bold, italic,
underline, etc.
• Task Pane: Allows options depending on the selected task. The
figure 5.1 shows the options for the task New Presentation. We can
select other tasks too.
• Slide Pane : This is the place where we design the slide by typing,
formatting, etc.
• Slide Sorter Pane: Allows us to decide on the order in which the
slides will be shown during the slide show.
• Notes Pane: Allows us to type in notes that we may need while
preparing for the presentation later, but will not be shown during
the slide show.
• View Buttons : Provides options to decide whether we want to view
slide show, normal slide view, or slide sorter view.
• Drawing ToolBar : Provides tools for drawing basic shapes, inserting
pictures, changing colours, etc.
• Status Bar : This provides information about the current
presentation, like the number of slides, the design applied, etc.
Figure 5.1 : Application window of a Presentation program
Menu Bar
Standard Toolbar
Formatting Toolbar
Task Pane
Slide Pane
Notes Pane
Drawing Toolbar
Slide Sorter
Pane
View Buttons
Status Bar
After learning documentation and spreadsheet packages, we are
already quite familiar with menu bar, standard toolbar, formatting
toolbar, drawing toolbar, and the status bar.
5.3 STARTING A NEW PRESENTATION
To create a new presentation, click on Blank Presentation on the New
Presentation task pane. We will now see a slide on the slide pane similar
to the one shown in Figure 5.1. This is called the title slide.
The first step to start with any presentation software is to type in
some text in the slides.
It is not necessary that we have to type in something in every
placeholder in the slide. For example, if we do not have any subtitle,
just leave the corresponding placeholder as it is. The text 'Click to add
subtitle' will not be seen on the screen when we run the slide show.
Let us now prepare our first presentation:
• Open the Presentation Program, click on the placeholder (Figure
5.2 ) which says – Click to add title, and type text.
• Click to add subtitle, and type the name.
Figure 5.2 : Title slide
Sizing
Placholders for text
Page 5


ELECTRONIC
PRESENTATION TOOL
Introduction
After completing this Chapter , the
student will be able to:
• design  different types of slides,
• recognise type of views of
presentation,
• insert graphics, audio and video
in a presentation,
• copy and move text and slides
within and between presentation
files,
• apply designs in slides, adding
animation effects to the text,
• add slide transition effects, and
hyper linking,
• create action buttons,
• run a slide show and
• pack a presentation file to run it
on a computer not having the
presentation software.
5
For our school exhibition, we want to prepare an
exhibit on any current issue – global warming, drug
abuse or child labour. We could prepare our exhibit
in the conventional way, i.e. by using static tools,
like charts and posters and maybe some visual
images. Imagine the impact if, instead of the
charts, we have music, moving objects and
graphics displaying the message.
The objective of the exhibition is to make our
message understood and remembered by others.
An average human being has a very short attention
span. Audio-visual aids can make presentations
more interesting, dynamic and effective. Therefore,
we can make it more interesting and attention
seeking by making the characters move/dance,
use pictures/charts/graphics, play music or show
video. Thus we manage to create a much better
impression. How can we do this?
Objectives
"Projected slides should be as visual as possible
and support your points quickly, efficiently and
powerfully."
Garr Reynolds
(Associate Professor of Management at Kansai Gaidai
University)
5.1 AN ELECTRONIC PRESENTATION
An electronic presentation program is used to display information.
This information is normally displayed in the form of a slide show –
the information is shown on a slide which is viewed on a computer's
monitor, or beamed on a screen using a LCD projector.  A presentation
can have several slides, which can be displayed one after the other.
The information presented can be an assortment of text, graphics,
audio and video.
Why do we call the screen of information a slide? The word slide is a
reference to the slide projector, which is somewhat obsolete today,
thanks to electronic presentation software. In the days of slide
projectors, each slide had to be shot by a camera, specially developed
in a studio, and then placed on a slide projector for projection on a
screen. Today, however, we can just design our slide on a computer
using a presentation software and project it.
There are different types of presentations like professional (work-
related), educational and for general communication. Presentation
programs can either supplement or replace the use of older visual aid
technology, such as pamphlets, handouts, chalkboards, flip charts,
posters, slides and overhead transparencies.
A commonly used presentation program is Microsoft PowerPoint,
although there are alternatives such as OpenOffice.org, Impress, Corel
Presentations and Apple's Keynote. A presentation program includes
three major components: an editor that allows text to be inserted and
formatted; a method for inserting graphic images, audio and video;
and a slide-show system to display the final content.
In this chapter, we are using the presentation package –Microsoft
PowerPoint– as our learning tool. However, we should remember that
other such programs are also available. If we learn to use one of them,
we will be able to use the others without any difficulty.
5.2 STARTING THE PRESENTATION PROGRAM
Whatever the presentation program we are using, we can start it from
the Program option under the Windows Start menu. For example, to
start Microsoft PowerPoint, click on
• , then on
• , and lastly on
• 
5.2.1 ANATOMY OF THE APPLICATION WINDOW
Any presentation software that we use will allow us to design and show slides.
The application window (i.e., Microsoft PowerPoint window, Openoffice.org
Impress window, etc.) will provide us with tools that will assist us in
our job (Figure 5.1). The important components of this window are:
• Menu Bar : Provides menu options to help in designing and viewing
the presentation.
• Standard Toolbar: Contains tools for standard tasks, like saving,
printing, cutting, copying, pasting, etc.
• Formatting Toolbar: Provides tools for formatting like bold, italic,
underline, etc.
• Task Pane: Allows options depending on the selected task. The
figure 5.1 shows the options for the task New Presentation. We can
select other tasks too.
• Slide Pane : This is the place where we design the slide by typing,
formatting, etc.
• Slide Sorter Pane: Allows us to decide on the order in which the
slides will be shown during the slide show.
• Notes Pane: Allows us to type in notes that we may need while
preparing for the presentation later, but will not be shown during
the slide show.
• View Buttons : Provides options to decide whether we want to view
slide show, normal slide view, or slide sorter view.
• Drawing ToolBar : Provides tools for drawing basic shapes, inserting
pictures, changing colours, etc.
• Status Bar : This provides information about the current
presentation, like the number of slides, the design applied, etc.
Figure 5.1 : Application window of a Presentation program
Menu Bar
Standard Toolbar
Formatting Toolbar
Task Pane
Slide Pane
Notes Pane
Drawing Toolbar
Slide Sorter
Pane
View Buttons
Status Bar
After learning documentation and spreadsheet packages, we are
already quite familiar with menu bar, standard toolbar, formatting
toolbar, drawing toolbar, and the status bar.
5.3 STARTING A NEW PRESENTATION
To create a new presentation, click on Blank Presentation on the New
Presentation task pane. We will now see a slide on the slide pane similar
to the one shown in Figure 5.1. This is called the title slide.
The first step to start with any presentation software is to type in
some text in the slides.
It is not necessary that we have to type in something in every
placeholder in the slide. For example, if we do not have any subtitle,
just leave the corresponding placeholder as it is. The text 'Click to add
subtitle' will not be seen on the screen when we run the slide show.
Let us now prepare our first presentation:
• Open the Presentation Program, click on the placeholder (Figure
5.2 ) which says – Click to add title, and type text.
• Click to add subtitle, and type the name.
Figure 5.2 : Title slide
Sizing
Placholders for text
5.3.1 ADDING A NEW SLIDE
Click on New Slide option on Insert menu or (CTRL + M) and select a
desired layout from the Slide Layout options in the Task Pane.
(Appendix 5.1–5.3)
5.3.2 VIEWS IN PRESENTATION
A presentation can be viewed in several ways as per the location and
demand. Some presentation options are listed below:
Normal View : This view has three panes and shows the outline, the
notes area and the slide. We can type the notes in this place holder
which we might require at the time of showing our presentation. Text
in the notes page does not appear in the slide show.
Outline View : In this view we can see only the text of the slides in the
presentation.
Slide Sorter View : In this view, slides appear of thumbnail size and
they can be moved or sorted according to the requirement. Slides can be
moved by first clicking them and dragging them to their desired location.
Slide Show : This view is used to show the final presentation with all
the effects and colour schemes.
5.3.3 INSERT OTHER OBJECTS
The following is a list of various objects that can be inserted on a slide.
Table : Allows us to insert a table. We can insert the number of rows
and columns required for the table, and then type in the content.
Chart: Allows us to insert a chart. We can type in the data values in
order to develop the chart.
Clip Art: Allows us to insert a clip art, a variety of which normally
comes along with the presentation software.
Picture: Allows us to insert picture – the ones that we might have
clicked using a digital camera, or have scanned using a scanner, or
have got from somewhere else. We have to provide the name of the
picture file we wish to insert.
Diagram or Organisational Chart : Allows us to insert diagrams which
we can select from the diagram gallery. One of the common options is
the organisational chart (a chart showing hierarchy in an organisation,
or a family tree, etc.).
Media Clip : Allows us to insert a media clip like some audio or video
clips. However, to insert a media clip in this manner, Microsoft
PowerPoint requires that the media clip be a part of Microsoft Clip
Organiser.