ICDL Presentation 2016 6.0 - ICDL Africa

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© 2017 ICDL Africa Page i

Copyright ICDL Foundation 1997 - 2019. All rights reserved. Reproducing, repurposing, or distributing this courseware without the
permission of ICDL Foundation is prohibited.
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This courseware may be used to assist candidates to prepare for the ICDL Foundation Certification Programme as titled on the
courseware. ICDL Foundation does not warrant that the use of this courseware publication will ensure passing of the tests for that ICDL
Foundation Certification Programme.
The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL Foundation Certification
Programme. Any and all assessment items and / or performance-based exercises contained in this courseware relate solely to this
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any other ICDL Foundation test. This material does not constitute certification and does not lead to certification through any other process
than official ICDL Foundation certification testing.
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Screen shots used with permission from Microsoft.
Page ii ICDL Presentation 2016 S6.0 V1 190717 © 2017

ICDL Presentation
The ability to create and deliver an engaging presentation is a vital component of your work,
particularly if you are expected to communicate information and ideas to others. With ICDL
Presentation you will learn how to comfortably utilise presentation software and will be
provided with the tools to develop your presentation skills.
On completion of this module you will be able to:

• Work with presentations and save them in different file formats, locally or in the
cloud.
• Use available help resources to enhance productivity.
• Understand different presentation views and when to use them, choose different
built-in slide layouts, designs and themes.
• Enter, edit and format text and tables in presentations. Recognise good practise in
applying unique titles to slides and creating consistent slide content by using the
master slide.
• Choose, create and format charts to communicate information meaningfully.
• Insert, edit and align pictures and drawn objects.
• Apply animation and transition effects to presentations, and check and correct
presentation content before printing and presenting.
What are the benefits of completing this module?

The ability to create and present engaging presentations is a vital skill for professionals,
allowing you to provide information, data and media in a variety of ways to truly express
your ideas and your work. With ICDL Presentation, you will learn how to effectively display
a range of different information. Once you have developed the skills and knowledge set out
in this book, you will be in a position to become certified in an international standard in this
area - ICDL Presentation.
For details of the specific areas of the ICDL Presentation syllabus covered in each section
of this book, refer to the ICDL Presentation syllabus map at the end of the book.
How to use this book

This book covers the entirety of the ICDL Presentation course. It introduces important
concepts and sets out the specific steps associated with using different features of the
application. You will also have the opportunity to practice some of these activities yourself
using sample files provided in the Student Folder. It is recommended that you do not save
your changes to sample files, as you may want to practice an activity more than once.
© 2017 ICDL Africa Page iii

Page iv ICDL Africa © 2017
ICDL PRESENTATION
LESSON 1 - EXPLORING POWERPOINT .................................................................................. 1

1.1 Work with PowerPoint ......................................................................................................... 2
1.2 Start PowerPoint ................................................................................................................. 3
1.3 Use the Quick Access Toolbar ............................................................................................ 3
1.4 Set Basic Options and Preferences..................................................................................... 4
1.5 Use PowerPoint Help .......................................................................................................... 6
1.6 Exit PowerPoint................................................................................................................... 7
1.7 Review Exercise ................................................................................................................. 9
LESSON 2 - USING BASIC PRESENTATION SKILLS ............................................................ 10

2.1 Enter Text into a Presentation ........................................................................................... 11
2.2 Save a New Presentation.................................................................................................. 13
2.3 Close a Presentation ......................................................................................................... 15
2.4 Create a New Presentation ............................................................................................... 16
2.5 Open an Existing Presentation .......................................................................................... 18
2.6 Add a New Slide ............................................................................................................... 19
2.7 Rename an Existing Presentation ..................................................................................... 20
2.8 Save a Presentation as Another File Type ........................................................................ 22
2.9 Switch Between Open Presentations ................................................................................ 23
2.10 Review Exercise ............................................................................................................. 25
LESSON 3 - WORKING WITH PRESENTATIONS ................................................................... 26

3.1 Maintaining Consistent Design and Format using Master Slide ......................................... 27
3.2 Insert/Remove a Graphical Object into/from a Master Slide .............................................. 28
3.3 Apply a Design Template/Theme ...................................................................................... 30
3.4 Apply a Background Colour .............................................................................................. 30
3.5 Change Slide Orientation .................................................................................................. 31
3.6 Change the Magnification ................................................................................................. 33
3.7 Add Speaker Notes ........................................................................................................... 34
3.8 Switch Views ..................................................................................................................... 35
3.9 Add a New Slide with a Specific Slide Layout ................................................................... 35
3.10 Review Exercise ............................................................................................................. 37
© 2017 ICDL Africa Page v
LESSON 4 - EDITING AND PROOFING TEXT ......................................................................... 38
4.1 Select Text ........................................................................................................................ 39
4.2 Delete Slide Items ............................................................................................................. 40
4.3 Move/Copy Text between Slides ....................................................................................... 41
4.4 Use the Paste Options Button ........................................................................................... 43
4.5 Use Undo and Redo ......................................................................................................... 45
4.6 Find and Replace text ....................................................................................................... 46
4.7 Check Spelling as You Type ............................................................................................. 48
4.8 Run the Spelling Checker ................................................................................................. 49
4.9 Review Exercise ............................................................................................................... 52
LESSON 5 - FORMATTING PRESENTATION TEXT................................................................ 53

5.1 Change an Existing Font ................................................................................................... 54
5.2 Modify the Font Size ......................................................................................................... 55
5.3 Change Font Style and Effect ........................................................................................... 56
5.4 Change the Font Colour .................................................................................................... 57
5.5 Use Change Case............................................................................................................. 58
5.6 Change Text Alignment..................................................................................................... 59
5.7 Modify Paragraph Spacing ................................................................................................ 60
5.8 Working with Indents ......................................................................................................... 61
5.9 Using Hyperlinks ............................................................................................................... 62
5.10 Review Exercise ............................................................................................................. 64
LESSON 6 - FORMATTING BULLETS AND NUMBERS.......................................................... 65

6.1 Add and Remove Bullets................................................................................................... 66
6.2 Add and Remove Numbers ............................................................................................... 67
6.3 Modify Bullets and Numbers ............................................................................................. 68
6.4 Insert/Remove Indent from Bulleted Text .......................................................................... 68
6.5 Adjust Line Space Before/After Bulleted and Numbered Lists ........................................... 69
6.6 Review Exercise ............................................................................................................... 70
LESSON 7 - USING TABLES ................................................................................................... 71

7.1 Create a Table .................................................................................................................. 72
7.2 Adjust Table Cells ............................................................................................................. 73
7.3 Select Rows and Columns ................................................................................................ 73
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7.4 Insert Rows and Columns ................................................................................................. 74
7.5. Review Exercise .............................................................................................................. 75
LESSON 8 - USING GRAPHIC IMAGES .................................................................................. 76

8.1 Insert a Picture .................................................................................................................. 77
8.2 Insert a Graphical Object into a Slide ................................................................................ 78
8.3 Use Slide Layouts ............................................................................................................. 79
8.4 Move a Graphic................................................................................................................. 80
8.5 Resize a Graphic .............................................................................................................. 81
8.6 Change Arrow Start Style, Arrow Finish Style ................................................................... 82
8.7 Review Exercise ............................................................................................................... 84
LESSON 9 - USING SMARTART .............................................................................................. 85

9.1 Insert a SmartArt Object.................................................................................................... 86
9.2 Resize/Reposition A SmartArt Object................................................................................ 87
9.3 Insert Text into a SmartArt Object ..................................................................................... 88
9.4 Add Shapes to A SmartArt Object ..................................................................................... 89
9.5 Review Exercise ............................................................................................................... 91
LESSON 10 - WORKING WITH SLIDES................................................................................... 92

10.1 Select Multiple Slides ...................................................................................................... 93
10.2 Move Slides .................................................................................................................... 94
10.3 Duplicate Slides .............................................................................................................. 95
10.4 Copy Slides ..................................................................................................................... 96
10.5 Hide a Slide .................................................................................................................... 96
10.6 Delete Slides ................................................................................................................... 97
10.7 Review Exercise ............................................................................................................. 98
LESSON 11 - WORKING WITH DRAWN OBJECTS ................................................................ 99

11.1 Draw an Enclosed Object .............................................................................................. 100
11.2 Change the Fill Colour of an Object .............................................................................. 101
11.3 Apply Effects ................................................................................................................. 102
11.4 Draw a Line................................................................................................................... 103
11.5 Format Lines ................................................................................................................. 104
11.6 Create a Text Box ......................................................................................................... 106
11.7 Rotate an Object ........................................................................................................... 107
© 2017 ICDL Africa Page vii

11.8 Flip an Object ................................................................................................................ 108
11.9 Arrange Objects ............................................................................................................ 109
11.10 Align Objects ............................................................................................................... 110
11.11 Group Objects ............................................................................................................. 113
11.12 Review Exercise ......................................................................................................... 115
LESSON 12 - CREATING BASIC CHARTS ............................................................................ 116

12.1 Insert a Chart ................................................................................................................ 117
12.2 Delete Data from the Datasheet .................................................................................... 118
12.3 Add, Remove, Edit A Chart Title ................................................................................... 119
12.4 Change the Chart Type ................................................................................................. 120
12.5 Resize a Chart .............................................................................................................. 121
12.6 Apply a Chart Style and Layout ..................................................................................... 122
12.7 Add a Data Label .......................................................................................................... 123
12.8 Insert Pictures ............................................................................................................... 124
12.9 Format Your Chart Background .................................................................................... 125
12.10 Review Exercise ......................................................................................................... 127
LESSON 13 - ADDING SPECIAL EFFECTS........................................................................... 128

13.1 Apply Slide Transition ................................................................................................... 129
13.2 Animate Text and Objects ............................................................................................. 130
13.3 Review Exercise ........................................................................................................... 131
LESSON 14 - USING PAGE SETUP ....................................................................................... 132

14.1 Select Slide Size Options .............................................................................................. 133
14.2 Print a Presentation ...................................................................................................... 134
14.3 Print Speaker Notes ...................................................................................................... 135
14.4 Print Outlines ................................................................................................................ 135
14.5 Print Handouts .............................................................................................................. 136
14.6 Create Footers .............................................................................................................. 137
14.7 Review Exercise ........................................................................................................... 140
LESSON 15 - USING SLIDE SHOW VIEW ............................................................................. 141

15.1 Run a Slide Show ......................................................................................................... 142
15.2 Navigate a Slide Show .................................................................................................. 143
15.3 Review Exercise ........................................................................................................... 144
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ICDL SYLLABUS ..................................................................................................................... 145
© 2017 ICDL Africa Page ix

LESSON 1 -
EXPLORING POWERPOINT
In this section, you will learn how to:
• Work with PowerPoint

• Start PowerPoint
• Use the Quick Access Toolbar
• Use PowerPoint Help
• Exit PowerPoint
Lesson 1 – Exploring PowerPoint ICDL Presentation
1.1 WORK WITH POWERPOINT

Concepts
Microsoft PowerPoint 2016 is a presentation program that produces dynamic
and powerful slide shows containing movies, sounds, text, graphics, and charts.
You can use PowerPoint for formal and informal presentations and meetings, as
well as for presentations on the Internet.
The user interface in PowerPoint 2016 makes creating, presenting, and sharing
presentations simpler and more intuitive. With the use of the Ribbon, tabs, and
galleries, PowerPoint 2016 groups common tasks together in the same place.
Themes allow a consistent look and feel to be applied to the presentation,

applying a common background, font style and layout throughout the presentation
with a single operation. Themes come with variations, which make it simpler to
hone in on the look you want. And when you’re working with others, you can add
comments to ask questions and get feedback.
Default PowerPoint Themes
Page 2 ICDL Africa © 2017

ICDL Presentation Lesson 1 – Exploring PowerPoint
1.2 START POWERPOINT

Steps
To start Microsoft PowerPoint 2016:
1. Select the Start icon on the task bar.
The Start menu appears. Click
2. Point to the programs list under Recently added. Click scroll bar
The scroll bar appears.
3. Scroll and select PowerPoint 2016.
The Microsoft PowerPoint 2016 welcome screen

opens.
4. Click Blank Presentation from the list of

Templates.
A blank presentation opens.
1.3 USE THE QUICK ACCESS TOOLBAR

Concepts
This customisable toolbar allows you to add frequently used commands. You can
click on the down arrow at the end of the toolbar to display the available options.
Steps
To use the Quick Access Toolbar:
© 2017 ICDL Africa Page 3

1. Select the More arrow to the right of

the Quick Access Toolbar.
The Customize Quick Access
Toolbar menu appears.
2. Select the Show Below the Ribbon

option.
The Customize Quick Access
Toolbar menu closes and is now
displayed below the Ribbon.
Tip: It is possible to minimise the ribbon by double-clicking on any tab in

PowerPoint. To maximise the ribbon, repeat the steps by double-clicking a tab.
It is also possible to hide all toolbars and ribbon by clicking the Ribbon Display
Options button in the top right corner of the screen and selecting Auto-hide
Ribbon. To restore click Ribbon Display Options and then Show Tabs and
Commands.
1.4 SET BASIC OPTIONS AND PREFERENCES

Concepts
You can use the PowerPoint options feature to set a default user name for the
author of any presentations created, and you can select a default folder into which
all presentations will be saved and opened by default.
Steps
To set a default user name:

1. Select the File tab.

Click
The Backstage View is displayed.
2. Choose the Options button.

Click
The PowerPoint Options dialog box is
displayed.
3. Select User name: under Personalize

your copy of Microsoft Office and
type a name and optional initials.
The author will be defined.
4. Implement the changes. Click OK
The changes are saved.
To set a default folder to open files and save files to:

Click
2. Click the Options button.

Click
The PowerPoint Options dialog box is
displayed.
3. Open the Save Options.

Click
The Save Options are displayed.

4. Under Save presentations, in the

Default local file location: box, type in
the location path of the folder.
1.5 USE POWERPOINT HELP

Concepts
You can get help on a PowerPoint task or feature using the PowerPoint Help
window, which can be launched using the F1 function key. You can use the
PowerPoint Help window to search for assistance and training, and answer your
questions. PowerPoint Help also provides tutorials for online instruction.
Steps
To launch PowerPoint Help:

1. Press the F1 function key.

F1
The Help panel opens displaying a
number of topics on the right-hand side
of the application window.
2. Type Slide Master into the Search box.

The text appears in the Search box.
3. Click the Search button.

A list of results displays in the Help
window.
4. Select the desired search result. Scroll if necessary, and click What is a slide
master?
The help topic opens in the same pane.
Tip: To access Microsoft Office online help. Click the File tab. Then, click the Help
icon in the top right-hand corner of the window. The default web browser will
launch and open the Office Help website.
1.6 EXIT POWERPOINT

Concepts
When you’re ready to quit PowerPoint, you have several choices for shutting
down the program:
• Click the Close button (the X) in the upper-right corner of the PowerPoint
2016 program window.
• Click the blank space to the left of the Quick Access Toolbar in the top left
corner of the PowerPoint 2016 program window and select close.
• Press Alt+F4.
Note that if you have more than one presentation open, you need to close each
presentation individually to exit the program.

If you try to exit PowerPoint after working on a presentation and you haven’t
saved your latest changes, PowerPoint displays an alert box asking whether you
want to save your changes. To save your changes before exiting, click the Save
button. If you don’t want to save your changes, click Don't Save.
Steps
To exit PowerPoint:
1. Click on the space in the upper-left

hand corner of the Quick Access
Toolbar.
2.
3. The popup
Select menu command.
the Close opens.
PowerPoint closes.
Click
Select No if you are prompted to save changes to Presentation1.

1.7 REVIEW EXERCISE

Explore Microsoft PowerPoint 2016
1. Open Microsoft PowerPoint 2016.
2. Move the Quick Access Toolbar to appear Below the Ribbon.
3. Minimise the Ribbon.
4. Familiarise yourself with the contents of each tab.
5. Maximise the Ribbon.

6. Modify the User name of this presentation to your name. (Hint: File tab, Options)
7. Close the presentation without saving.

LESSON 2 -
USING BASIC PRESENTATION SKILLS
• Enter text into a presentation

• Save a new presentation
• Close a presentation
• Create a new presentation
• Open an existing presentation
• Add a new slide
• Rename an existing presentation
• Save a presentation as another file type
• Switch between open presentations
ICDL Presentation Lesson 2 – Using Basic Presentation Skills
2.1 ENTER TEXT INTO A PRESENTATION

Concepts
You can add text to the Text Placeholders, Text Boxes, and Shapes. The Title
Text placeholder is represented by the dotted border. When entering text into text
placeholders, it is important to recognise good practice when doing so. This
includes:
• Using short, concise phrases
• Using bullet points
• Using numbered lists.
Steps
To enter or edit text in a placeholder on a slide:
If necessary, open PowerPoint and select blank presentation. The first slide
should contain a title and subtitle placeholder. It is good practice when adding
slide titles to use a different title for each slide to easily identify it in outline view
and in slide show view.
1. Select the placeholder in which you Click the Title Text placeholder
want to add text.
The placeholder displays hatched

borders with sizing handles, and the
insertion point appears in the
placeholder.
2. Enter the desired text. Type Worldwide Telephony Sales
The text appears in the placeholder.

Lesson 2 – Using Basic Presentation Skills ICDL Presentation
3. Click on Sales and change to Trading. Type Trading
The text will appear as Worldwide

Telephony Trading.
4. To deselect the placeholder, select Click outside the placeholder
outside of it.
The placeholder is deselected and

the text appears in the slide pane.
Final Outcome
You can also enter text in Outline view. This allows you to enter text next to the
slide number which updates in the window to the right.
PowerPoint in Outline View

2.2 SAVE A NEW PRESENTATION

Concepts
You can save all the text, pictures, sound and video files in a presentation. You
can save the presentation using the File tab or the Quick Access Toolbar. If you
want to save to your OneDrive location, click OneDrive, and then sign up (or sign
in). To add your own places in the cloud, like an Office 365 SharePoint or
OneDrive location, click Add a place.
Save As dialog box
Steps
To save a new presentation to a local drive:
Create a blank presentation.

1. Open the Backstage View. Click File
The Backstage View will appear.
2. Select the Save option. Click Save
The Save As window will appear.
3. Select Browse.
The Save As dialog box will appear. Click

4. Select the drive where you want to save Click the drive with the Student Folder
the presentation.
A list of available folders appears.
5. Open the folder where you want to save Double-click to open the Student
the presentation. Folder
The contents of the folder appear.
6. Type the desired file name. Type WTS Presentation
The text replaces the existing text in the

File name box.
7. Click the Save button.

Click
The Save As dialog box closes, the
presentation is saved to the selected
drive and folder, and the file name
appears in the application title bar.
To save a new presentation to a location on an online drive:

Click
The Backstage View appears.
2. Select the Save command.
The Save As window opens. Click
3. Select the location. Click OneDrive

PowerPoint will ask you to sign into
OneDrive if necessary. Follow the login
steps.
4. If necessary, select a folder location on
Click the folder location
OneDrive to save the document to.
PowerPoint will open the selected

folder and display other presentations
saved in the folder.
5. Type the desired file name. Type WTS Presentation
The text appears in the File name box.

6. Select Save to save the file on Click Save

OneDrive.
The Save As window closes, the

document is saved to the selected drive
and the file name appears in the
application title bar.
Practice the Concept: Click in the Click to add subtitle placeholder and type
Quarterly Overview. Click outside the placeholder and use the Save button to
save the file again.
Notice that the Save As dialog box does not open; the changes are saved to the
existing WTS Presentation file in the Student Folder. Delete the file when
finished with this exercise.
Tip: You can use the keyboard shortcut Ctrl+S to quickly save a presentation.
2.3 CLOSE A PRESENTATION

Concepts
After you have finished working on your presentation, you need to put them neatly
in a folder. You don’t have to close a file before exiting PowerPoint. If you exit
PowerPoint without closing a file, PowerPoint closes the file for you. The only
reason that you might want to close a file is that you want to work on a different
file and you don’t want to keep both files open at the same time.
Steps
To close a presentation:
Open Land Tour from the Student Folder.

Click
The Backstage view is displayed.

2. Select the Close button.

Click
The presentation closes.
If a message box opens, asking if you want to save the changes to the current
presentation, select No.
Tip: You can use the keyboard shortcut Ctrl+W to close a presentation.
2.4 CREATE A NEW PRESENTATION

Concepts
You can create a new PowerPoint presentation by selecting the File tab and then
selecting New. PowerPoint provides a number of templates that you can select to
base your presentation off of, available locally or online using the search feature.
Steps
To create a new blank presentation using a local template:

Click

2. Select the New button.

Click
The New Presentation dialog box
appears.
3. Choose the Blank presentation option.

The new blank presentation appears in
the work area.
Click
Close the presentation and do not save the changes.
To create a new presentation using an online template:

Click
2. The Backstage
Select view is displayed.
the New button.
Click
The New Presentation dialog box
appears.
3. Click into the Search for online Click

templates and themes search bar.
The cursor will appear in the search
bar.
4. Search for the type of template you Type business and hit Enter
wish to insert into the presentation.
A list of online templates will appear.
5. Select the appropriate template to Click Business strategy presentation and

create the presentation with. then click Create
The new blank presentation appears in

the work area.
Close the presentation and do not save the changes.

2.5 OPEN AN EXISTING PRESENTATION

Concepts
You can open an existing presentation in PowerPoint to view or work on.
Steps
To open an existing presentation:

Click
2. Choose Open from the menu.

Click
The Open dialog box appears.
3. Select Browse.
The Save As dialog box will open.
4. Select the drive where the presentation Click the drive with the Student Folder
you want to open is located.
5. Open the folder in which the Double-click to open the Student

presentation you want to open is Folder
located.
The contents of the folder appear.
6. Select the file name of the presentation Scroll as necessary and click
you want to open. WORLD01.PPTX
The file name is selected.
7. Select Open.
Click
The Open dialog box closes, and the
presentation opens.

Tip: You can use the keyboard shortcut Ctrl+O to open a presentation.
2.6 ADD A NEW SLIDE

Steps
To add a new slide to a presentation:
Open WORLD01.pptx from the Student Folder.
1. If necessary, select the Home tab.

Click
The Home ribbon is displayed.
2. Select the top part of the New Slide

button in the Slides group.
The new slide will appear in the
presentation after the current slide.
Click
3. Select Slide 1 in the Slides/Outline Click on Slide 1 in the Slides/Outline pane

pane on the left.
Slide 1 is displayed in the main slide
editing pane and highlighted in the
Slides/Outline pane.
4. Select the Next Slide button at the

bottom of the vertical scroll bar.
Click on

5. Select the Previous Slide button at the

bottom of the vertical scroll bar.
Click on
2.7 RENAME AN EXISTING PRESENTATION

Concepts
You can use Save As to save a copy of a presentation with another name,
another folder location or another file type.
Save As Window
Steps
To rename an existing presentation on a local drive:
If necessary, open WORLD01.pptx from the Student Folder.


Click
The Backstage view opens.
2. Select Save As.

Click
The Save As window opens.
3. Type the desired file name. Type WTS Qtr 1

4. If necessary, click the Navigation Select the drive with the Student Folder
button and select the drive where you
want to save the presentation.
5. If necessary, open the folder where you Double-click to open the Student
want to save the new presentation. Folder
The folder opens displaying any
previously saved PowerPoint
presentation files.
6. Select the Save button.

Click
Close the presentation. Delete the file from the Student Folder. You can do this
by right-clicking the file, clicking Delete and selecting Yes when prompted.
To rename an existing presentation on an online drive:


Click
2. Select Save As.

Click
3. Select the location. Click OneDrive
PowerPoint will ask you to sign into

OneDrive if necessary. Follow the login
steps.
4. Type the desired file name. Type WTS Qtr 1

5. Select the Save button.

Click
2.8 SAVE A PRESENTATION AS ANOTHER FILE TYPE

Concepts
You may want to make your presentation readable or editable by someone who
does not have Microsoft PowerPoint or has an older version of PowerPoint. You
can do this by using formats such as: PDF (*.pdf), PowerPoint Template (*.potx),
PowerPoint Show (*.ppsx), JPEG File Interchange Format (*.jpg).
Steps
If necessary, open WORLD01.pptx from the Student Folder.

1. Click the File tab.

Click
2. Select Save As.

Click
3. To change the file type, select the Save

as type list.
A list of available file types appears.
4. Select the desired file type. Select PDF (*.pdf)
5. Select the location path if necessary. Choose the location you want to save to
6. Select Save to save the file in the Click Save

Student Folder.
The Save As window closes, the file is
saved to the selected drive and folder,
and the file name appears in the
application title bar.
Close the presentation. Delete the file upon completion.
2.9 SWITCH BETWEEN OPEN PRESENTATIONS

Concepts
When two or more presentations are open, you can easily switch between them.
Steps
Open any two presentations from the Student Folder.
1. On the View tab, in the Window group,

click the Switch Windows button.

2. Select a presentation from the list

displayed.
Close the presentations.

2.10 REVIEW EXERCISE

Use Basic Presentation Skills
1. Create a new presentation.
2. Enter the title Customer Service Hall of Fame on the first slide.
3. Enter the subtitle Keys to Success.
4. Save the presentation with the name Customer Service.
5. Close the presentation.
6. Open Product Assembly Line.pptx.
7. Insert a new slide with the Title Slide layout.
8. Type the slide title text: Opening Message.
9. Type the slide subtitle text: Robert Anderson, President.
10. Save the presentation to the Student Folder with the new name Product Assembly
Line-GCT.
11. Close the presentation. Delete both new files upon completion of this exercise.

LESSON 3 -
WORKING WITH PRESENTATIONS
• Maintain a consistent design and format using a master slide

• Insert/remove a graphical object into/from a master slide
• Apply a theme
• Apply a background colour
• Change slide orientation
• Change the magnification
• Create speaker notes
• Switch views
• Add a new slide with specific slide layout
ICDL Presentation Lesson 3 – Working with Presentations
3.1 MAINTAINING CONSISTENT DESIGN AND FORMAT

USING MASTER SLIDE
Concepts
A slide master is the primary slide in a structure of slides. It stores information
about the slide layouts, theme, background colours, fonts, placeholder sizes etc.
and allows you to make multiple changes across the presentation in one go. This
makes it a useful method of maintaining design and format consistency across the
presentation. For example, the Master Slide allows users to make changes to font
sizes, font types and font colour which is implemented throughout the
presentation.
Steps
To apply text formatting using Slide Master:
1. On the View tab, in the Master Views
group, select the Slide Master button.
Click
2. Under the Slide Master tab, select the

Colors drop-down button. Click
A list of available colour palettes

appear, allowing for colour
consistency throughout the
presentation.
3. To change the font of the presentation,
click the Fonts drop-down button. Click
The selected font is then applied to

each slide in the presentation,
including the title, subtitle and
footers.
4. To change the font sizes using the Click Home, then apply the changes
Master Slide, select the text to change
and click the Home tab. Then change
the font size in the Font group.
The selected font size is applied to
the master slide.

Lesson 3 – Working with Presentations ICDL Presentation
5. Click the Slide Master tab.

Click
The Slide Master tab is displayed.
6. Click the Close Master View button in

the Close group.
Master View closes and the Home tab
is displayed.
3.2 INSERT/REMOVE A GRAPHICAL OBJECT

INTO/FROM A MASTER SLIDE
Concepts
You can insert or remove a graphical object from a master slide. A graphical
object is an object such as a drawn shape or picture inserted through PowerPoint.
Steps
Insert a picture, drawn object into a master slide.
group, select the Slide Master button.
Click
2. On the Insert tab, in the Images group,

click the Pictures, Online Pictures or
Photo Album button.
The Insert Picture dialog box will Click one of
open.
3. Navigate to the object you want to Select the image
insert.
4. Insert the image. Click Insert
The image will be inserted.

Insert a drawn object into a master slide.

group, click the Slide Master button.
Click
2. On the Insert tab, in the Illustrations
group, click the Shapes button.
The shapes available will appear.
Click
3. Click the shape to insert. Click the appropriate shape
4. Select the slide for the shape to appear Click the appropriate slide
on.
The shape will be inserted.
Remove a graphical object from a master slide.

group, click the Slide Master button.
Click
2. Click the picture or image to remove. Click the appropriate image
The image will be selected.
3. Delete the image. Press Delete
The image will be deleted.
4. If necessary click the Slide Master tab

and click the Close Master View button
in the Close group.
Master View closes and the Home tab
is displayed.
To close Master View and return to the Home tab, click the Slide Master tab, if
necessary, and select the Close Master View button.

3.3 APPLY A DESIGN TEMPLATE/THEME

Concepts
PowerPoint includes a collection of compelling design templates and themes
(including wide-screen themes) that you can choose from to create your
presentation. Themes come with a set of variations, like different colour palettes,
backgrounds, and font families, so you can change the look and feel of your
presentation with a single tap or click.
Steps
Apply a theme.
1. Select the Design tab on the Ribbon.

Click
The Design tab appears.
2. Select the Facet theme from the

Themes gallery.
The theme is applied to your slides. Click
3.4 APPLY A BACKGROUND COLOUR

Concepts
PowerPoint allows users to change the background colour of the slides. You
change the background style using the Design tab and customise style depending
upon your presentation theme.
Steps
Apply a Background Colour. From the Student Folder, open WORLD03.pptx.
Open Slide 1.

1. Select the Design tab on the Ribbon.

Click
2. Select the Format Background button in

the Background group.
The Format Background pane appears.
Click
3. Select Solid fill from the FILL group. Click Solid fill
The style is applied to the presentation.
4. Select the Color dropdown button, and Click Light Blue

choose Light Blue from the Standard
Colors options.
The colour will be applied to the slide.
5. Select the Close button on the Format

Background pane. Click
The Format Background pane is closed.
To apply colour changes to all slides, click the Apply to All button at the bottom of
the Format Background window before closing the Format Background
window.
3.5 CHANGE SLIDE ORIENTATION

Concepts
You probably know that you can change the orientation of a document or
spreadsheet to be portrait or landscape. What you might not know is that you can
apply the same orientation setting to PowerPoint slides. By default, slides are
landscape.

Steps
To change the slide orientation:
1. Select the Design tab from the

Ribbon. Click

2. Select the Slide Size button in the
Customize group.
The Slide Size menu appears.
Click
3. Select the Custom Slide Size… from

the menu.
The Slide Size dialog box appears.
4. Select the Portrait option from the

Orientation group. Click
The desired option is selected.
5. Click OK button to close the Custom

Click
Slide Size dialog box.
The Custom Slide Size dialog box
closes and the selected orientation is
applied to the slides.
Practice the Concept: Change the slide orientation back to Landscape.

3.6 CHANGE THE MAGNIFICATION

Concepts
The default zoom level set for PowerPoint slides in normal view is 62%, but you
can change the zoom level using the option provided as part of the view menu or
using the slider control in the status bar.
Steps
To change the magnification of a presentation. If necessary, switch to Normal
view.
1. Click in the pane for which you want to Click in the main slide editing pane
change magnification.
The selected pane is activated.
2. Select the View tab.

Click
The View tab is displayed.
3. Select the Zoom button in the Zoom

group.
The Zoom dialog box opens.
Click
4. Under Zoom to, select the desired
magnification level.
The desired magnification level is
selected.
5. Select the OK button.
Click
The Zoom dialog box closes, and the
slide appears in the specified
magnification.
Practice the Concept: Use the Zoom dialog box to set the magnification of the
main slide editing pane to 50% and then reset it to Fit.

3.7 ADD SPEAKER NOTES

Concepts
Adding speaker notes to your PowerPoint presentation helps you smoothly
deliver the presentation without worrying about forgetting anything.
Steps
To add notes to a slide in Normal and Notes Page views:
Display slide 3 in Normal view.
1. To enter a speaker note in Normal view, Click in the Click to add notes pane
place your cursor in the notes pane.
The insertion point appears in the notes
pane.
2. Type the desired note text. Type VoIP on mobile is what telecoms
fear most.
The text appears in the notes pane.
3. To view the notes page, select the View

tab. Click
The View ribbon appears.
4. Select the Notes Page button in the

Presentation Views group.
The notes page for the current slide
appears.
Click
Practice the Concept: Use the Zoom Slider to magnify the view to 80%. Press
the [Page Up] key on the keyboard to display slide 2. Click in the Notes Box and
type Successful strategies for winning, keeping customers.

3.8 SWITCH VIEWS

Concepts
You can use the following views to edit, print, and deliver your presentation:
• Normal view
• Outline view
• Slide Sorter view
• Notes Page view
• Reading view
• Master views: Slide, Handout, and Notes
Steps
To switch views in a presentation:
1. Click the desired View button to the left

of the Zoom Slider on the Status Bar.
The presentation appears in the
selected view.
Click
Practice the Concept: Switch back to Normal view.
3.9 ADD A NEW SLIDE WITH A SPECIFIC SLIDE

LAYOUT
Concepts
You can add a new slide with a specific slide layout to a presentation, such as a
title slide, title and content, title only, or a blank layout. The various styles of slides

in Microsoft PowerPoint allow users to optimise their presentation based on the

material they are working with.
Steps
Open WORLD03.pptx from your Student Folder, if necessary.
1. Select the last slide in the presentation. Click on the last slide
2. On the Home tab, in the Slides group,

click the New Slide arrow.
Click
3. Click the slide layout required. Select

Title and Content.
Click
Close WORLD03.pptx without saving.


Customise the appearance of your presentation
1. Open Microsoft PowerPoint 2016, creating a new presentation.
2. Insert a new slide layout in Slide Master View and insert a Text placeholder in the top
half of the slide.
3. Insert a Picture placeholder in the bottom half of the slide.

4. Apply the Ion Boardroom theme to your presentation.
5. Apply Top Spot - Accent 2 Gradient Fill to your presentation.
6. Select Slide 1 and type “General Welcome and Introduction to Company” into the
Notes pane.
7. Increase the magnification to 100%.
8. Switch your slide to appear in Portrait orientation.

LESSON 4 -
EDITING AND PROOFING TEXT
• Select text
• Delete slide items
• Move/copy text between slides
• Use the paste options button
• Use undo and redo
• Find and replace text
• Check spelling as you type
• Run the spelling checker
ICDL Presentation Lesson 4 – Editing and Proofing Text
4.1 SELECT TEXT

Concepts
You double-click a word to select a word and triple-click anywhere in the
paragraph to select a paragraph.
Steps
To select text:
From the Student Folder, open WORLD05.PPTX.
Go to slide 2.
1. Activate the placeholder containing the Click in the Worldwide Telephony Trading
text you want to select. placeholder
The placeholder displays a hatched
border with sizing handles, and the
insertion point appears within the
placeholder.
2. To select a word, double-click it. Double-click the word Solutions in the first
The word is selected. bullet point
3. To select all the text in a bulleted item, Click the Our Business is innovative and
click the bullet. international bullet
The bulleted text is selected.
4. To select all the text in the current Press [Ctrl+A]
placeholder, press [Ctrl+A].
All the text in the placeholder is selected.
5. To select a placeholder, click the border Click the border of the About Us
of the placeholder. placeholder
The placeholder border changes from
hatch marks to a solid border.

Lesson 4 – Editing and Proofing Text ICDL Presentation
Practice the Concept: Click in a blank area of the slide to deselect all slide
objects. Triple click in the first paragraph to select all the text in it. Then, click any
blank area of the slide to deselect the objects.
4.2 DELETE SLIDE ITEMS

Concepts
Steps
To delete slide items:
If necessary, go to slide 2.
1. Select the item you want to delete, or Click in the bulleted list
select the placeholder from which you
want to delete an item.
The item or placeholder is selected.
2. Select the text you want to delete, if Click the Our business is innovative
necessary. and international bullet
The text is selected.
3. Select [Delete]. Press [Delete]

The selected item or text is deleted.
Click anywhere in the presentation window to deselect the placeholder.

4.3 MOVE/COPY TEXT BETWEEN SLIDES

Concepts
You can copy or move text across the slides and other open presentations by
using the clipboard.
Steps
To move and copy selected text between slides:
If necessary, switch to Normal view, display the Home tab on the Ribbon, and
launch the Clipboard Task Pane by clicking the launcher arrow in the Clipboard
group on the Home tab.
Go to slide 7.
1. Select the placeholder containing the Click the bulleted list
text you want to move.
The placeholder is selected.
2. Select the text you want to move. Drag to select the text from Easy
The text is highlighted as you drag. integration with other applications
3. Finish selecting the text. Release the mouse button

4. Select the Cut button in the Clipboard

group. Click
The selected text is removed from the
presentation and placed on the
Clipboard.

5. Go to the slide in which you want to Click slide 8 in the tabs pane
paste the text.
The slide appears.
6. Select the placeholder into which you Click below Ability to easily add…
want to paste the text.
7. Click the top part of the Paste button in

the Clipboard group.
The text from the Clipboard appears in
the placeholder at the insertion point.
Click
8. Go to slide 6. Select the text you want Drag to select the text from Many
to copy. (perhaps all)….minimizing costs.
The text is highlighted as you drag.
9. Finish selecting the text. Release the mouse button

10. Click the left part of the Copy button in

the Clipboard group. Click
The selected text remains in the slide, a
copy is placed on the Clipboard, and is
displayed in the Clipboard task pane.
11. Go to the slide in which you want to Scroll the Slides pane as necessary
paste the text. and click slide 4
The slide appears.

12. Select the placeholder into which you Click the blank placeholder
want to paste the text.
13. Position the insertion point in the Click the top left corner of the
location where you want to paste the placeholder
text.
The insertion point appears in the new
location.
14. Click the top part of the Paste button

in the Clipboard group.
The text from the Clipboard is
copied into the placeholder at the
insertion point.
Click in the presentation window to deselect the placeholder.
Tip: You can use the following keyboard shortcuts to use the Cut and Copy
features in PowerPoint: Cut: Ctrl+X; Copy: Ctrl+C.
4.4 USE THE PASTE OPTIONS BUTTON

Concepts
If the text you pasted has a different style than the text on the slide you pasted to,
the Paste Options button appears. To apply different formatting, click
the Paste Options button, and then do one of the following:
1. To keep the original formatting for the pasted item, click Keep Source
Formatting.
2. To make the pasted text match whatever formatting is in the

current placeholder, click Use Destination Theme (this appears if the
pasted text or the destination placeholder have a font style that isn't
part of the original or current design template).

Steps
To use the Paste Options button:
If necessary, open WORLD05.PPTX. Display slide 5.
If necessary, switch to Normal view, display the Home tab on the Ribbon, and
launch the Clipboard Task Pane by clicking the launcher arrow in the Clipboard
group on the Home tab.
1. Select the text you want to move or Click the yellow arrow to select Tap into our
copy. Global Reach…..using our products.
2. Cut or copy the desired text.

The cut or copied text is placed on the Click
Clipboard.
3. Go to the slide in which you want to Click slide 4 in the Slides tab
paste the text.
The slide appears.
4. Select the location where you want to Click anywhere in the text box
paste the text.
The insertion point appears in the new
location.

5. Select the top half of the Paste button in

the Clipboard group.
The text is pasted into the slide at the
insertion point, and the Paste Options Click
button appears below the pasted text.
6. Click the Paste Options button.

A list of available paste options appears. Click
7. Select the desired option.

The format of the pasted text changes
accordingly. Click
8. To hide the Paste Options button, Press [Esc]

press [Esc].
The Paste Options button is hidden.
Tip: You can use the keyboard shortcut Ctrl+V to quickly paste an item from the
clipboard.
4.5 USE UNDO AND REDO

Concepts
If you make a mistake while editing your PowerPoint slides, use the Undo
command. You can undo each action one at a time by repeatedly using the Undo
command.
PowerPoint also offers a Redo command. If you undo something and then decide
that it wasn’t a mistake after all, you can use the Redo command.
Steps

To use the Undo and Redo features.
Delete the “Rely on financial strength” bulleted item on slide 5 and the
“Convergence of voice and data onto a single network” on slide 7.
1. To undo the most recent command or
action, select the left-hand part of the Click
Undo button on the Quick Access
Toolbar.
The most recent command or action is
reversed.
2. To restore the undone command or

action, select the Redo button on the Click
Quick Access Toolbar.
The command or action is restored.
3. To undo multiple consecutive actions,

click the down arrow to the right of Click
Undo button and select the action that
you want to return to.
A list of previous actions appears, with
the most recent action at the top of the
list.
Notice that PowerPoint returns the Rely on financial strength bulleted item on
slide 5 and the Convergence of voice and data onto a single network on slide
7.
Tip: You can use Ctrl+Z to undo the most recent command and Ctrl+Y to redo the
redo the action.
4.6 FIND AND REPLACE TEXT

Concepts
PowerPoint’s Find and Replace feature can be a powerful tool. You use Find and
Replace to search for, and optionally replace, text or values in a presentation. You
can narrow the search results by specifying formatting to look for as well as other
search options, including Match Case.

Steps
To find and replace text in a presentation:
1. If necessary, select the Home tab.
Click
2. The Home
Select tab is displayed.
the left-hand part of the Replace Click the Replace button
button in the Editing group.
The Replace dialog box opens, with the
insertion point in the Find what box.
3. Type the text you want to find. Type innovative

The text appears in the Find what: box.
4. Select the Replace with: box. Press [Tab]

The insertion point appears in the
Replace with: box.
5. Type the desired replacement text. Type pioneering

The replacement text appears in the
Replace with: box.
6. Select the desired search options.

Click Match case
The desired search options are
selected.
7. Select Find Next. Click Find Next

The first occurrence of the search text
is highlighted.

8. Select Replace, Replace All, or Find Click Replace All

Next as desired.
This occurrence of the search text is
replaced, all occurrences of the search
text are replaced throughout the entire
presentation, the next occurrence of the
search text is highlighted, or a
Microsoft Office PowerPoint message
box opens.
9. When you have finished finding and

replacing text, select OK. Click
The Microsoft Office PowerPoint
message box closes.
10. Select the Close button.

Click
The Replace dialog box closes.
Close WORLD05.PPTX without saving.
4.7 CHECK SPELLING AS YOU TYPE

Concepts
PowerPoint has a feature that will check for spelling as you type in your slides.
If you want to enable this feature then you can do so by using the PowerPoint
options or you can also use the status bar to correct the spelling.
Steps
To check the spelling as you type:
Open Spell Check.pptx.

1. Right-click text that appears with a Right-click BUSNES on slide 1

single, red, wavy line beneath it.
A shortcut menu containing suggested
replacements and spelling options
appears.
2. Select a suggested replacement or a Click Business

spelling command.
The word is replaced or the command
is performed accordingly.
3. Select the Spelling Status icon on the

Click on the status bar
status bar to move to the next identified
error.
PowerPoint moves to the next
identified error and displays the
Spelling dialog box.
Practice the Concept: Select Satisfaction and click the Change button to
correct the spelling of Satisfacton. Notice that the next spelling mistake is
immediately selected. Click the Close button to close the Spelling dialog box
without fixing the mistake.
4.8 RUN THE SPELLING CHECKER

Concepts
The spelling tool allows you to automatically find and then correct spelling
mistakes in your presentation.
Steps
Run the spelling checker to check a presentation for errors.
If necessary, go to the first slide in the presentation.

1. Select the Review tab.
Click
The Review tab is displayed

2. Select the Spelling button in the

Proofing group.
The Spelling dialog box opens, and
the first identified error is
highlighted. Click
3. To change the spelling of an Click mision

identified error, select the desired
spelling from the Suggestions list
box.
The suggestion appears in the
Change to box.
4. Select Change or Change All. Click Change

The identified error in the
presentation is replaced with the
selection from the Suggestions list
box or all occurrences of the
identified error are replaced.
5. To ignore an identified error, select Click Ignore to ignore the word TechTele -
Ignore or Ignore All, as desired. TG7745T
The current occurrence or all
occurrences of the identified error
are ignored, and the next identified
error is highlighted.
6. To add an identified word to the Click Add to add TechGalore - BH5678 to

custom dictionary, select Add. the custom dictionary
The identified word is added to the
custom dictionary.
7. When prompted, select the OK

button to end a completed spell Click
check.
The Microsoft Office PowerPoint
message box closes.
Note: Spelling will pick up repeated words when reviewing a presentation’s text,
but this option must be turned on in the PowerPoint settings. To turn on / off the
repeated words option, go to File, Options and then click Proofing in the
PowerPoint Options dialog box. Check or uncheck the Flag repeated words
option.
PowerPoint Options dialog box

4.9 REVIEW EXERCISE

Editing and Proofing the text in a presentation
1. Open Meeting5.pptx.
2. Start the spelling checker.
3. Correct Overveiw to read Overview.
4. Use the Change All button to change all the misspellings of proffit to
profit. Complete the spell check.
5. Use the Replace dialog box to replace all occurrences of situation with
circumstances. Close the Replace dialog box.
6. On slide 8, delete the Reiterate key goals bullet.
7. Use the Undo feature to reverse the previous action.
8. On slide 6, cut the Round the clock customer support bullet.
9. On slide 7, paste Round the clock customer support as the first bullet and
keep the source formatting.
10. Close the presentation without saving it.

LESSON 5 -
FORMATTING PRESENTATION TEXT
• Change an existing font

• Modify the font size
• Change font style and effect
• Change the font colour
• Use change case
• Change text alignment
• Modify paragraph spacing
Lesson 5 – Formatting Presentation Text ICDL Presentation
5.1 CHANGE AN EXISTING FONT

Concepts
All themes in PowerPoint have the default font of Calibri, causing new text boxes
in the presentation to use Calibri font type when text is entered. The default font is
used whenever a new text box is added in the presentation, even if the user has
change the font for other text boxes. You can format the text to change the way
they appear in the slides.
Steps
To change the font of existing text.
If necessary, display slide 1 in Normal view and select the Home tab.
1. Select the placeholder containing the text Select the WORLDWIDE TELEPHONY
you want to format. SYSTEMS placeholder
The placeholder appears in edit mode.
2. Select the arrow on the Font box in the

Font group on the Home tab.
A list of available fonts appears. Click
3. Select the desired font. Scroll as necessary and click Aharoni

The font is applied to the selected text.
Click in any blank area to deselect the placeholder.

ICDL Presentation Lesson 5 – Formatting Presentation Text
5.2 MODIFY THE FONT SIZE

Concepts
You can format the text by changing the font size.
Steps
To modify the font size of existing text:
If necessary, display slide 2 in Normal view and select the Home tab.
1. Select either the entire placeholder or Select the Content placeholder showing
the specific text you want to format. Products, value, quality, and
service…..Partnership is the key.
The entire placeholder or the specific
text is selected.
2. Select the arrow on the Font Size box

in the Font group.
A list of available font sizes is Select
displayed.
3. Select the desired font size. Scroll as necessary and click 24

The font size is applied to the selected
text.
Click in any blank area to deselect the text.

5.3 CHANGE FONT STYLE AND EFFECT

Concepts
Changing font style in the Font group
You can display the text as bold, italic and underline for selected cells or ranges
in a presentation by using the B, I and U buttons as shown above.
Tip: You can use the keyboard shortcut Ctrl+B to Bold text, Ctrl+I to Italicise text,
and Ctrl+U to underline text.
Steps
Change the font style and effect of text on a slide. If necessary, display slide 2 in
Normal view and select the Home tab.
1. Select either the entire placeholder or Drag to select Success is our Objective
the specific text you want to format.
text is selected.
2. Click the desired font style or effect

button in the Font group on the Home Click
tab.
The font style or effect is applied to the
selected text.
Practice the Concept: Use the Shadow button in the Font group on the Home
tab to apply a shadow effect to the Building Partnerships title on slide 3. Click in
any blank area to deselect the text.

5.4 CHANGE THE FONT COLOUR

Concepts
You can change the font colour of the selected cells or range of cells in a
presentation.
Steps
To change the font colour using the Font Color button. If necessary, display slide
2 and the Home tab.
1. Select either the entire placeholder or Select the first two bullet points in the
the specific text you want to format. Content placeholder showing
Products, value, quality, and
service…..Partnership is the key.
text is selected.
2. Select the arrow on the Font Color

button in the Font group on the Home
Tab. Click
The colour palette appears.
3. Select the desired colour. Click green from the standard colour
The colour is selected and a preview of
the colour appears.
Practice the Concept: Click the word Satisfaction in the third bullet and click the
Font Color button (not the arrow) to change the text colour to the same shade of
green.

5.5 USE CHANGE CASE

Concepts
You can also change to case of text in PowerPoint, for example by making the
text all uppercase.
Steps
Display slide 5.
1. Select either the entire placeholder or Select the Contents placeholder

the specific text you want to format. containing Wide range of products to
The entire placeholder or the specific choose from… Quick resolution of
text is selected. problems
2. On the Home tab, in the Font group,

click the Change Case button.
The Change Case options appear. Click
3. To capitalise the first letter of a

sentence, select the Sentence case
option.
The selection will appear in Sentence
case.
Click
4. To make all letters lowercase, select Click lowercase
the lowercase option.
The selection will appear in lowercase.
5. To capitalise all of the letters, select the Click UPPERCASE
UPPERCASE option.
The selection will appear in
UPPERCASE.
6. To capitalise the first letter of each Click Capitalize Each Word
word, select the Capitalize Each Word
option.
The selection will appear with each
word capitalised.

5.6 CHANGE TEXT ALIGNMENT

Concepts
Text alignment controls how the text lines up within slide. You can use the
controls on the Home tab to work with cell alignment.
Steps
To change text alignment.
If necessary, display the Home tab. Display slide 8.
1. Select either the entire placeholder or Click on the Contents placeholder

the specific text you want to align.
text is selected accordingly.
2. Select the desired alignment button on

the Paragraph group.
The text is aligned accordingly. Click

5.7 MODIFY PARAGRAPH SPACING

Concepts
PowerPoint lets you adjust the space between paragraphs on your PowerPoint
slides to fit more lines in a text box or frame or to spread out the paragraphs so
that they fill the text box or frame. These include applying spacing above or below
text, as well as to bulleted and numbered lists. Applying spacing above text or a
bulleted or numbered list modifies the distance between different blocks of text or
objects.
Steps
To modify paragraph spacing:
Display slide 3.
1. Select the entire placeholder or the Click the border of the Contents placeholder
specific text you want to format.
The entire placeholder or the specific text
is selected accordingly.
2. If necessary, select the Home tab. Click Home

The Home tab is displayed.
3. Select the Line Spacing button.

The Line Spacing menu appears. Click
4. Select the desired spacing. Click 1.5

The desired spacing is applied and the
menu closes.

5.8 WORKING WITH INDENTS

Concepts
Indents are a useful formatting tool that alters the layout of the text, aiding in
presentation and distinguishing key points of a paragraph or slide. Indents can be
applied by using the tab key on the keyboard or through the indent buttons in the
Paragraph group on the Home tab. Indents can be applied to text, as well as
bulleted and numbered lists.
Steps
To apply, modify and remove indents from text.
From the Student Folder, open Meeting9.PPTX. Go to Slide 5:
1. Select the text to indent. Highlight the three months and their
corresponding figures
The three months and figures are
highlighted.

3. Select the Increase List Level button.

The text will be indented. Click
To remove the indent click the Decrease List Level button. You can also modify
the indents by clicking the Increase List Level button again, or clicking the
Paragraph button to launch the Paragraph dialog box. Here specific indentation
before text can be applied, as well as what type of indent it will be.
To apply indents to bulleted text.

1. Select the bulleted text to indent. Highlight the four bullet points
The four bullet points are highlighted.

3. Select the Increase List Level button.

The bulleted items will indent. Click
5.9 USING HYPERLINKS

Concepts
Hyperlinks are links to a webpage, full document or parts of a document that can
be followed by clicking the link that is anchored into text. As in other Office 2016
programs, hyperlinks are a useful feature when presenting with PowerPoint.
Hyperlinks can be inserted into text in a PowerPoint presentation, and when
clicked on during the Slide Show, will open the web page using the default
browser of the device.
Steps
To insert a hyperlink into a slide show.
1. Select the text to anchor the hyperlink to. Type Emerging Telephony Trends, and
highlight the text
The text is highlighted.
2. Select the Insert tab.

Click
The Insert tab is displayed.

3. Select the top part of the Link button in

the Links group.
The Insert Hyperlink dialog box
Click
appears.
4. Select the Browse for File button to
Click
select the desired file to link to.
The Link to File window will open.
5. Go to the Student Folder and select Click Student Folder and then Emerging
Emerging Telephony Trends. Telephony Trends
Emerging Telephony Trends appears in
the File name: box.
6. Select OK to insert the hyperlink. Click OK

The hyperlink text will appear underlined
and in a new colour.
To edit/remove a hyperlink in PowerPoint:
1. Select the hyperlink. Highlight Emergency Telephony Trends

2. Select the Insert tab.

Click
3. Select the top part of the Link button in

the Links group.
The Insert Hyperlink dialog box
Click
appears.
4. Select the Remove Link button to
Click
remove the link.
The Insert Hyperlink dialog box closes
and the hyperlink is removed.
Close the presentation without saving it.


Format and edit slide text
2. On slide 1, format the Annual Meeting text with the following formats:
Font: Arial
Style: Bold
Size: 48
3. Centre align the Agenda title on slide 2.
4. On slide 4, change the font colour of the Raise profits by 15% text to
orange (from Standard Colors).
5. On slide 7, change the line spacing of the entire bulleted list to 1.5 lines.

LESSON 6 -
FORMATTING BULLETS AND NUMBERS
• Add and remove bullets

• Add and remove numbers
• Modify bullets and numbers
Lesson 6 – Formatting Bullets and Numbers ICDL Presentation
6.1 ADD AND REMOVE BULLETS

Concepts
Bullets points offer an easy way of presenting information in a list. You can quickly
add bullets or numbers to existing lines of text. However, be careful – do not put
too much text on a slide!
Steps
To add and remove bullets:
From the Student Folder, open WORLD07.PPTX. If necessary, display the

Home tab. Display slide 2.
1. Select the text to which you want to Drag to select all the text in the
add or remove bullets. Contents placeholder
2. Click the Bullets button in the

Paragraph group.
Click
Bullets are applied to the selected text.
Practice the Concept: Go to slide 3. Select all the bulleted text and click the
Bullets button to remove the bullets. Click in any blank area to deselect the
text.

ICDL Presentation Lesson 6 – Formatting Bullets and Numbers
6.2 ADD AND REMOVE NUMBERS

Concepts
Steps
Add or remove numbers.
1. Select the text to which you want to Drag to select all the text in the level 2
add or remove numbers. bullets
2. Select the left part of the Numbering

button in the Paragraph group.
Sequential numbers are applied to the Click
selected text.
Practice the Concept: Go to slide 6. Select the numbered text placeholder

and click the Numbering button to remove the numbers.

6.3 MODIFY BULLETS AND NUMBERS

Concepts
You can change the style of bullet points and numbered lists that you have
inserted in PowerPoint, similar to other Office 2016 applications.
Steps
To switch between different number/bullet styles. Open slide 7:
1. Select the bulleted list you wish to Select all text in the text box
change.
The list is highlighted.
2. Open the Home tab. Click Home
The Home tab appears.
3. In the Paragraph group, click the
Bullets arrow. Click
4. Select the desired bullet style. Click Hollow Square Bullets

The bullet style is applied.
Practice the Concept: Go to slide 8. Select all the numbered text and use the
Numbering menu to change the number style to lowercase letters with
parentheses (second row, third column).
6.4 INSERT/REMOVE INDENT FROM BULLETED TEXT

Steps
To indent bulleted text. Display Slide 3:
1. Choose the text to indent. Select all the text in the text box

ICDL Presentation Lesson 6 – Formatting Bullets and Numbers
3. In the Paragraph group, select Increase

List Level.
Click the Increase List Level button
The list will be indented.
You can remove an indent you’ve inserted by clicking the Decrease List Level
button.
6.5 ADJUST LINE SPACE BEFORE/AFTER BULLETED

AND NUMBERED LISTS
Steps
To adjust line spacing before/after bulleted and numbered lists. Display slide 6:
1. Select the list you want to adjust. Select all the text in the text box
3. In the Paragraph group, select the Line
Spacing arrow and select Line Spacing
Options. Click
The Line Spacing dropdown appears.

4. Click Line Spacing Options… and set Enter the spacing to 8 pt in the Before
the spacing options. section and 6 pt in the After section. Click
OK
The spacing is applied to the list.

6.6 REVIEW EXERCISE

Format bullets and numbers
2. In slide 2, add bullets to the text in the Welcome placeholder.
3. Then, change the Welcome bulleted list to a numbered list.
4. Change the number style for the Welcome list. Use numbers with
parentheses.
5. Add a new item, Prior Achievements, after item 4.
6. On slide 8, delete the Reiterate key goals bullet.

LESSON 7 -
USING TABLES
• Create a PowerPoint table

• Adjust table cells
• Select rows and columns
• Insert rows and columns
Lesson 7 – Using Tables ICDL Presentation
7.1 CREATE A TABLE

Steps
To create a PowerPoint table:
Open Tables.pptx file. If necessary, go to slide 1.
1. Select the Insert Table icon in the

content place holder.
Click
The Insert Table dialog box appears.
2. Specify the number of columns and

Enter the following:
rows.
Number of columns: 2
The number of columns and rows
appears in the dialog box. Number of rows: 4
3. Select OK.
The Insert Table dialog box closes and

the table appears in the content Click
placeholder.
To enter or edit text in a table, simply select the cell that you want to edit. Enter
the following into the table: Press [TAB] to move to the next cell in the table.
To delete a table, select the table to delete and hit the Delete key on the
keyboard.

ICDL Presentation Lesson 7 – Using Tables
7.2 ADJUST TABLE CELLS

Steps
To adjust table cells:
Go to slide 1 in the Tables.pptx file.
1. Select the cell in the table. Select the first cell in the table
The cell is selected.
2. Select the Layout tab. Click on the Layout tab
The Layout tab is displayed.
3. Enter the required width and height in Enter the following:

the Cell Size group.
The table cells resizes.
Note: You can also place the mouse on the cell border and manually resize using
the resize mouse pointer.
7.3 SELECT ROWS AND COLUMNS

Steps
To select rows and columns in a table:
If necessary, go to slide 1 of the Tables.pptx file.
1. Select the cell in the required row. Select any cell in the first row

Lesson 7 – Using Tables ICDL Presentation
3. Select the Select drop down arrow in

the Table group.
The various select option appears.

Click
4. Select the required element.

Click
The option closes and the table element
is selected.
In the Layout tab, Alignment group, click on Center and then Center Vertically.
You can also select a table element by placing the mouse outside the element,
and click with the black arrow.
7.4 INSERT ROWS AND COLUMNS

Steps
To insert rows and columns:
If necessary, go to slide 1 of the Tables.pptx file.
1. Select the cell where you want to insert Select the first cell in the table.
the row or column.
3. Click the required insert option from the

Rows & Columns group
The row or column is inserted.

Click
Delete the new row by clicking any cell in the row, and choose the Delete drop
down arrow in the Rows & Columns group. Select Delete Rows.

ICDL Presentation Lesson 7 – Using Tables
7.5. REVIEW EXERCISE

Using a table in a presentation
1. Create a new blank presentation.
2. Change the layout of the slide to Title and Content.
3. Enter the title as Staff Performance Evaluations.
4. Insert a table of 3 columns and 5 rows.
5. Enter the following in the first row of the table:

Department Head Evaluation Month Submission
6. Set the height of the first row to 2.54 centimetres.

LESSON 8 -
USING GRAPHIC IMAGES
• Insert a picture
• Insert a graphical object
• Use slide layouts
• Move a graphic
• Resize a graphic
• Change arrow start style, finish style
ICDL Presentation Lesson 8 – Using Graphic Images
8.1 INSERT A PICTURE

Concepts
You can insert or copy pictures and clip art into a Microsoft Office PowerPoint
2016 presentation from files on your computer.
Steps
To insert a picture from a graphic file: Open WORLD08.pptx from the Student
older and display slide 2. Click the Insert tab.
1. Select the Picture button in the

Illustrations group on the Insert
tab.
The Insert Picture dialog box opens. Click
2. Locate and select the picture you Click the VoIP.jpg located in the Student
wish to insert. Folder
The desired picture is highlighted.
3. Select Insert.
Click
The Insert Picture dialog box closes,
the picture appears in the slide, and the
Picture Tools Format contextual tab is
displayed.
Click anywhere in the slide background area to deselect all slide objects.

Lesson 8 – Using Graphic Images ICDL Presentation
8.2 INSERT A GRAPHICAL OBJECT INTO A SLIDE

Concepts
PowerPoint allows users to insert graphical objects into a slide, such as a drawn
object.
Steps
To insert a drawn object:
Display Slide 7.
1. Select the Shapes button in the

tab.
A dropdown of shapes to insert Click
appears.
2. Locate and select the shape you Click the Speech bubble: Oval shape
wish to insert. found in the Callouts section
The desired shape is selected and the
cursor is active to insert the shape.
3. Insert the shape. Hold down the left mouse button and drag
the shape to size
The shape is inserted by holding down
the left mouse button and dragging the
shape to the desired size.

8.3 USE SLIDE LAYOUTS

Concepts
PowerPoint also allows you to insert pictures using slide layouts.
Online Pictures button
Steps
To use a slide layout to insert a picture:
Display slide 4.
1. Select the Online Pictures button in

the content placeholder.
The Clip Art dialog box opens.
Click
2. Type the desired keyword in the Type Internet Telephony
Bing Image Search box.
The keyword appears in the Search
Bing box.
3. Select the Search icon. Click Search icon

Thumbnails of all pictures meeting the
search criteria appear in the Select
Picture dialog box.
4. Select the desired picture.

A blue border appears around the clip
and is inserted in to the slide.
Click the Second picture

5. Select the Insert button in the Insert

Online Pictures window. Click
The selected picture is inserted and the
Insert Online Pictures window is
closed.
Move the picture to the top-right corner of the slide.
Notice that the clip is no longer selected and the Picture Tools Format
contextual tab closes.
8.4 MOVE A GRAPHIC

Concepts
PowerPoint allows you to move the existing pictures around a slide, within a
presentation between different slides, as well as between separate presentations.
Steps
To move a graphic on a slide: If necessary display slide 2.
1. Drag the graphic to the desired Drag the VoIP picture to the lower, right
location. corner of the slide
The graphic appears in the new
location when you release the
mouse button.
Tip: To move a graphic between slides or between open presentations, select the
graphic and click Cut in the Clipboard group under the Home tab. Then open the
desired slide or presentation and click Paste.

8.5 RESIZE A GRAPHIC

Concepts
PowerPoint allows you to resize the inserted picture on a slide. You need to select
the picture and resize the picture using the resizing handles. When editing an
image you can choose whether it will maintain or lose its aspect ratio as you edit
it. The aspect ratio of an image is the proportion of its width to its height. The
image will only maintain its aspect ratio when it is edited using the resize handles
located in each of the corners of an image.
Steps
To resize a graphic: If necessary, display the rulers by clicking View and ticking
the Ruler option in the Show group. Display slide 2.
1. Select the graphic you want to resize. Click the VoIP.jpg

The graphic is selected.
2. Drag any sizing handle as desired to Drag the sizing handle at the upper, left
increase or decrease the size of the corner down and to the right to minimise its
graphic. size
The size of the graphic changes
accordingly.
To change the aspect ratio of an image in PowerPoint, click the Size and
Position button in the Size group on the Picture Tools Format tab. In the
Format Picture task pane, select / deselect the Lock aspect ratio checkbox.

Unchecking this checkbox will mean that images can be resized without keeping
aspect ratio.
8.6 CHANGE ARROW START STYLE, ARROW FINISH

STYLE
Concepts
You can select and apply different start and finish styles to an arrow.
Steps
Display Slide 2, if necessary.
1. Select the line on the bottom left Click the line

side of the slide.
Two white squares should appear
on either end of the line.
2. On the Format tab, in the Shape Click the Shape Outline Arrow
Styles group, select the Shape
Outline option.
3. Select Arrows and then select

More Arrows.
The Format Shape menu appears.
Click
4. Click the Begin Arrow Type button Click the Arrow style
and click the style required.
The arrow types appear.

5. Click the End Arrow Type and click Try out the different styles
the style required.
The arrow types appear.
Close WORLD08.pptx without saving.

8.7 REVIEW EXERCISE
Use graphic images in a presentation
2. On slide 1, insert the VoIP-Logo1.jpg from the Student Folder. Move the
image to the lower, right corner of the slide.
3. Using any corner sizing handle, resize the picture.
4. On slide 3, resize the picture to so that it does not block any text
5. Move the picture to the lower, right corner of the slide.
6. On slide 8, use the Online Pictures to search for clips with the keyword,
revenue.
7. Insert the picture of your choice. Enlarge the clip and move it to the lower,
right corner of the slide.
8. On slide 10, use the content placeholder to insert an online picture with the
keyword people.

LESSON 9 -
USING SMARTART
• Insert a SmartArt object

• Resize/reposition a SmartArt object
• Insert text into a SmartArt object
• Add shapes to a SmartArt object
Lesson 9 – Using SmartArt ICDL Presentation
9.1 INSERT A SMARTART OBJECT

Concepts
SmartArt is a creative tool available in PowerPoint 2016 which allows you to
insert and edit some advanced illustrated objects, such as organisational charts,
diagrams, and flowcharts. This tool allows you to create dynamic graphics as a
visual representation of your information. Many different layouts and styles are
available to suit the needs of your presentation.
Steps
To insert a SmartArt object:
Open a new, blank presentation, if necessary. Change the layout to Blank.
1. Select the Insert tab on the

Ribbon. Click
2. Select the SmartArt button.

The SmartArt gallery opens.
Click
3. Select the SmartArt Graphic. Click the Hierarchy category,

Organization Chart
The object is highlighted.

The SmartArt gallery closes and
the SmartArt object is inserted into Click
the presentation.
Notice that the Organisation chart is inserted in the slide. Click Change Colors
ICDL Presentation Lesson 9 – Using SmartArt
and choose Colorful – Accent Colors. You can change the hierarchical structure
of an organisation chart by following the steps listed below:
1. Select the Design tab. Click Design

The Design tab is displayed.
2. Select the shape that you wish to Click the middle shape at the bottom of the
change. organizational chart
The shape is selected and the
commands in the Create Graphic group
become active.
3. In the Create Graphic group, use the Click Promote

options Demote, Promote or Right to
Left to change the structure.
The structure will change depending on
your choice.
9.2 RESIZE/REPOSITION A SMARTART OBJECT

Concepts
Aligning shapes/objects is a very common task. There is an array of tools to ease
this process, such as those found under the Align button on the Format Tab.
Steps
Resize and align a SmartArt object.
1. Select the SmartArt object. Click on the SmartArt object

The object is selected.
2. Drag a sizing handle to enlarge or reduce Drag a sizing handle to reduce

the object size then release the mouse the SmartArt object size then
button. release the mouse button
The SmartArt object is resized.

3. Select the SmartArt Tools Format Click the SmartArt Tools Format
contextual tab. contextual tab
The Format contextual tab is displayed.
4. Select the Align button.

Click
The Align menu opens.
5. Select the desired alignment. Click on Align left.

The SmartArt object is aligned and the menu
closes.
To restore the shape to its original size, under SmartArt Tools, on the Design
tab, in the Reset group, click Reset Graphic.
9.3 INSERT TEXT INTO A SMARTART OBJECT

Concepts
Sam
Director
Mary Peter Sally

HR Manager Sales Manager Admin Manager
Steps
Enter text into a SmartArt object.
1. Select the SmartArt object. Click on the SmartArt object

The object is selected and the
[Text] placeholder disappears and
is replaced by the insertion point.

2. Type in the text. Click on the first placeholder and type

the text Sam. Enter a paragraph space
The text appears in the SmartArt and write Director
object.
Practice the Concept: Delete the placeholder between the blue placeholder and
the bottom three placeholders by clicking the placeholder and hitting Delete. Type
one of the following titles for each of the remaining shapes; HR Manager, Sales
Manager, Admin Manager.
Hint: You can use the Type your text here pane to complete the entries.
9.4 ADD SHAPES TO A SMARTART OBJECT

Concepts
PowerPoint allows you to add or delete shapes to the existing SmartArt object.
Steps
Add a shape to a SmartArt object.
1. Select the SmartArt object you Click on the SmartArt object

wish to enhance.
2. Select the left part of the Add Click the Add Shape button
Shape button in the Create
Graphic group on the SmartArt
Tools Design tab.
A new shape is added in the
SmartArt object.
Note that the shape has been added after the Sales box. You can choose where
the new shape is added by clicking the dropdown part of the Add Shape button.
Select the Admin box, click the arrow part of the Add Shape button and select
Add Shape Before. Note that the new box is added.

9.5 REVIEW EXERCISE

Use SmartArt
1. Open a new, blank presentation.
2. Insert a SmartArt Organization Chart from the Hierarchy section.
3. Align the SmartArt object to Center and Middle.
4. Enter the text Line Manager into the top box of the organisational chart.
5. Enter the text Team Leader into the second level of the organisational chart.
6. Enter the following titles into the bottom tier of the organisational chart:
Receptionist, Administrator, Personal Assistant.
7. Add a Rectangle shape adjacent to the Team Leader box.
8. Enter the text Supervisor.
9. Create a new long narrow Rectangle (not SmartArt) below the three boxes
at the bottom of the SmartArt object.
10. Group the new shape with the existing SmartArt object.

LESSON 10 -
WORKING WITH SLIDES
• Select multiple slides

• Move slides in Slide Sorter view
• Duplicate slides in Slide Sorter view
• Hide a slide
• Copy slides in Slide Sorter view
• Delete slides in Slide Sorter view
ICDL Presentation Lesson 10 – Working with Slides
10.1 SELECT MULTIPLE SLIDES

Concepts
When working on a presentation, you may wish to rearrange the layout of your
slides or even move them to a new presentation altogether. Selecting multiple
slides can be a time saving method when doing such work.
Steps
To select multiple slides:
1. Click the first slide you want to Click slide 2

select.
An orange border appears around
the slide.
2. To select multiple, contiguous Hold [Shift] and click slide 4

slides, hold [Shift] and click the
last slide in the range you want to
select.
Multiple, contiguous slides are
selected.
3. To select multiple, non-contiguous Hold [Ctrl] and click slide 6

slides, hold [Ctrl] and click each
additional slide you want to select.
Multiple, non-contiguous slides are
selected.
Holding down the Shift key when selecting slides allows you to select an adjacent
range of slides together, while using the Ctrl key allows you to select individual
slides while keeping other slides selected.
Click in any blank area to deselect the slides.

Lesson 10 – Working with Slides ICDL Presentation
10.2 MOVE SLIDES

Concepts
The selected slides in the slide sorter view can be easily rearranged by dragging
and dropping the slides.
Steps
To move slides in the same presentation.
1. Select the slide you want to move. Click slide 3

The slide is selected.
2. Drag the slide to the desired Drag slide 3 between slides 7 and 8
location.
A vertical bar appears as you drag,
the slide appears in the new
location when you release the
mouse button, and all the slides are
renumbered accordingly.
Click anywhere between slides to deselect the slide.
Practice the concept: Drag the slide back to its original position in the
presentation.
You can also use the cut feature to move slides in one presentation or between
two open ones.
1. Select the slide you want to move. Click slide 3
2. In the Home tab, click the Cut Click Cut

button.
The slide is moved to the clipboard.
3. Click a new location to move the Click slide 7

slide to.
The slide will be inserted directly after
the slide you choose. This also works

when moving a slide to a new

presentation when you choose a slide in
that presentation.
4. Select the Paste button. Click Paste
The slide is inserted.
10.3 DUPLICATE SLIDES

Concepts
PowerPoint allows you to create new slides by duplicating selected slides
meaning the existing slides are duplicated in the same presentation.
Steps
To duplicate a slide:
1. Select the slide you want to Click slide 3

duplicate.
2. Select the Home tab. Click Home

3. Select the bottom part of the New
Slide button in the Slides group.
The New Slide gallery is displayed.
Click
4. Select Duplicate Selected Slides. Click Duplicate Selected Slides

A duplicate of the slide appears and the
slides are renumbered accordingly.

10.4 COPY SLIDES

Concepts
Copying slides works similar to duplicating them, only it goes to the clipboard and
you can insert them anywhere in the presentation. You can also copy slides
between presentations, similar to the moving steps shown above.
Steps
To copy a slide:
1. Select the slide you want to copy. Click slide 6

2. In the Home tab, click the Copy button. Click Copy

The slide is copied to the clipboard.
3. Click a new location within the Select slide 7

presentation or within another open
presentation to move the slide to.
The slide will be inserted directly after
the slide you choose.
4. Select the Paste button. Click Paste

The slide is inserted.
10.5 HIDE A SLIDE

Steps
To hide a slide:
1. Select the slide you want to hide. Click slide 3

2. Select the Slide Show tab. Click Slide Show
The Slide Show tab appears.
3. Click the Hide Slide button in the Set

Up group.
The hidden slide icon appears under

Click
the selected slide.
To unhide a slide, click the Hide Slide button again.
10.6 DELETE SLIDES

Concepts
You can delete slides from your presentation, no matter where they are placed in
the presentation.
Steps
To delete a slide:
1. Select the slides you want to Click slide 4

delete.
2. Press [Delete]. Press [Delete]

The slide is deleted and the
remaining slides are renumbered
accordingly.
Practice the Concept: Delete slide 7. Close WORLD10.PPTX.


Rearrange a presentation
2. Move slide 6 before slide 5.
3. Place a copy of slide 8 between slides 4 and 5.
4. Duplicate slide 4.
5. Delete slides 5 and 6.

LESSON 11 -
WORKING WITH DRAWN OBJECTS
• Draw an enclosed object

• Change the fill colour of an object
• Apply effects
• Draw a line
• Format lines
• Create a text box
• Rotate an object
• Flip an object
• Arrange objects
• Align objects
• Group objects
Lesson 11 – Working with Drawn Objects ICDL Presentation
11.1 DRAW AN ENCLOSED OBJECT

Concepts
PowerPoint provides the tools to draw your own object. You can:
• Create simple shapes and objects with the built in drawing tools
• Choose from the collection of ready-made shapes
• Combine simple shapes to create more complex ones
• Draw an object from scratch, and even add text to your drawings.
You can also add formatting effects to your shapes, including resizing, rotating,
3D effects such as shadows and bevelling, and changing the colour of all or part
of the shape.
Steps
To draw an enclosed object:
From the Student Folder, open WORLD13.PPTX. If necessary, display the

Insert tab, and slide 3.

Illustrations group.
The Shapes gallery is displayed.
Click

ICDL Presentation Lesson 11 – Working with Drawn Objects
2. Select the desired drawing object button Click Rectangle from the Basic
from the gallery. Shapes section (Rectangle: 1st shape
in the Rectangles section)
The Shapes gallery closes and the mouse
pointer changes into a crosshair when
positioned in the slide.
3. Drag to position and size the object as Drag diagonally from the centre of the
desired. slide and create a box similar to the
one outlined above
An outline of the object appears as you
drag, and the object appears in the slide
when you release the mouse button.
With the rectangle selected, type the text Sales Conference into the rectangle.
Select the text and change the font size to 32 points and the font colour to Black
(first row, second colour). Click in any blank area to deselect the object.
11.2 CHANGE THE FILL COLOUR OF AN OBJECT

Concepts
PowerPoint allows you to change the fill colour of the selected object. You can
use Drawing Tools Format tab to do this in the Shape Styles group.
Steps
To change the fill colour of an object.
1. Select the object with the fill colour Click the green rectangle
you want to change.

2. Select Shape Fill button in the

Shape Styles group.
The Shape Fill color palette is Click
displayed.
3. Select the desired fill colour. Click Yellow in the Standard Colors
palette
The fill colour is applied to the object
and the Shape Fill color palette closes.
Practice the Concept: Apply the current fill colour to the circle in the top right
corner. Click in any blank area of the slide to deselect the object.
11.3 APPLY EFFECTS

Concepts
You can apply effects to drawn objects in PowerPoint, enabling you to add depth
to graphics or presentation material.
Steps
To apply shape effects.
If necessary, display slide 4 and the Home tab.

1. Select the drawn object you wish to Click the WTT circle
enhance.
The shape is highlighted.
2. Select the Shape Effects button

from the Drawing group on the Click
Home tab.
The Shape Effects menu is displayed.
3. Select the Shadow option. Click Shadow

The Shadow gallery is displayed.
4. Select the desired shadow settings. Click Offset Bottom from the Outer
section (first row second column)
The settings are applied to the selected
object.
Practice the Concept: Click the WTT Circle and use the Reflection menu in
Shape Effects to apply the Full Reflection, Touching effect to the shape.
11.4 DRAW A LINE

Concepts

Steps
Draw a line in a slide.
If necessary, display the rulers and Insert tab. Display slide 3.

tab.
The Shapes gallery is displayed. Click
2. Select the desired line style from

Click
the gallery.
The mouse pointer changes into a
crosshair when positioned in the slide
and the Shapes gallery closes.
3. Drag to draw the line as desired. Hold [Shift] and drag a horizontal line
at the bottom of the slide
An outline of the line appears as you
drag, and the line appears in the slide
when you release the mouse button.
Click in any blank area of the slide to deselect the line.
11.5 FORMAT LINES

Concepts
As in most Office 2016 applications, it is possible to edit the thickness of lines
created; whether they were created individually or as part of a border / table.

Steps
To format lines:
If necessary, display slide 3 and the Home tab.
1. Select the line you want to format. Click the horizontal line at the bottom of
the slide, if necessary
The line is selected.
2. Select the Shape Outline arrow.

Click
The Shape Outline menu is displayed.
3. To change the line weight, select

Click
the Weight option.
A list of available line weights is
displayed.
4. Select the desired line weight. Click 3pt

The line weight is applied to the line
and the Shape Outline menu closes.

Click
6. To change the line colour, select Click Blue in Standard Colors

the desired line colour from the
colour palette.
The line colour is applied to the line
and the Shape Outline menu closes.


Click
8. To change the dash style, click the

Click
Dashes option.
A list of available dash styles is
displayed.
9. Select the desired dash style. Click Long Dash (sixth style from the
top)
The dash style is applied to the line.
Practice the Concept: Select the rectangle in slide 1. Change the line weight to
the solid 6pt style and change the line colour to yellow. Click in any blank area of
the slide to deselect the rectangle.
11.6 CREATE A TEXT BOX

Concepts
Despite many slides having a text box for you to insert text, graphics and images,
some of the default slides do not. You can add a custom text box to these slides.
You might even want to add a text box to a slide that already has them, should
there be space.

Steps
Create a text box. Display slide 4.
1. Select the Text Box button in the

Text group on the Insert tab.
The mouse pointer changes into an
elongated cross when positioned in the
Click
slide.
2. Click in the slide or drag to draw the Click under the circle
text box, as desired.
The text box appears on the slide.
3. Type the desired text. Type We Target Our Customers

The text appears in the text box.
Select the text, bold it and change the font colour to red. Then, centre the text
box under the circle. Click in any blank area of the slide to deselect the text box.
11.7 ROTATE AN OBJECT

Concepts
Presentations offers the ability to rotate and flip graphical objects depending on
your preference. An image may be inserted manually but not correspond with the
slide’s purpose, so adjusting its positioning will clarify its meaning and presence
on a slide.
Steps
Rotate an object. If necessary, display slide 10.

1. Select the object you want to Click the Best sales ever! block arrow
rotate.
The object displays sizing handles
and a green rotate handle appear.
2. Go to the Format tab, and click

the Rotate button.
Click
The rotate options appear.
3. Choose the appropriate option. Click Rotate Right 90º

The arrow will point towards the
2012 column.
Click in any blank area to deselect the object.
11.8 FLIP AN OBJECT

Concepts

Steps
To flip an object. Display slide 5:
1. Select the object you want to flip. Click the dollar-man picture
2. Select the Picture Tools Format Click Format

contextual tab.
The Drawing Tools Format
contextual tab is displayed.
3. Select the Rotate button.

The Rotate menu is displayed. Click
4. Select Flip Horizontal or Flip Click Flip Horizontal

Vertical, as desired.
The objects flips accordingly.
11.9 ARRANGE OBJECTS

Concepts
In PowerPoint, each slide may have multiple items, such as pictures, shapes
and text boxes. PowerPoint lets you arrange the objects the way you want by
aligning, grouping, rotating, and ordering them in various ways.
Steps
Change the order of a stacked object. Display slide 6.
1. Select the object you want to order. Click the green star

2. Select the Drawing Tools Format Click Format

contextual tab.
3. To Send to Back or Send

Backward select the Send
Backward arrow.
The Send Backward menu is Click
displayed.
4. Select the desired option. Click Send to Back

The object is re-ordered
5. To Bring to Front or Bring

Forwards select the Bring
Forward arrow.
The Bring to Front menu is displayed. Click
6. Select the desired option. Click Bring to Front

The object is re-ordered
11.10 ALIGN OBJECTS

Concepts
In PowerPoint 2016, you can use Smart Guides to automatically align the
objects for you. They appear automatically when your objects, such as pictures,
shapes, and more, are close to even, and they also tell you when objects are
spaced evenly.
You can also use the Picture Tools Format tab to align the object left, center,
middle, top, middle, and bottom.

Steps
Align objects relative to a slide. If necessary, display slide 6.
1. Select the first object you want to Click the yellow star after A Time of
align. Transition

contextual tab.

Click
The Align menu is displayed.
4. Select the desired alignment. Click Align Bottom

The object is aligned accordingly.
Click in any blank area of the slide to deselect the object.
You can also align objects relative to each other’s position in the slide show. This
is done by selecting both objects at once and using the align methods as usual.

To align objects relative to each other:
1. Select the first object you want to Click the green star beside the three
align. numbered points
2. Select the second object you want to Click the yellow arrow behind the green
align by holding down Ctrl on the star
keyboard and selecting the object.
Both objects are selected.

contextual tab.
The Drawing Tools Format contextual
tab is displayed.

Click
The Align menu is displayed.
5. Select the desired alignment. Click Align Bottom

The object is aligned accordingly.
You can bring the arrow back to its original position by clicking the Align button
and selecting Align Middle.
11.11 GROUP OBJECTS

Concepts
PowerPoint enables you to group objects on your slides. Grouping PowerPoint
objects on your PowerPoint slides is useful for creating complex pictures
because it enables you to work on one part of the picture, group it, and then
work on the next part of the picture without disturbing the part that you’ve
already grouped.
Steps
To group objects.
If necessary, display slide 6.
1. Select the object you want to group. Select the yellow star
2. Select all the objects you want to Hold down shift key and select the other
group. two objects
The objects are selected.

contextual tab.
The Drawing Tools Format contextual
tab is displayed.
4. Select the Group button from the

Arrange group.
Click
The Grouping options are displayed.

5. Select the desired command. Click Group

The objects are grouped accordingly.
Drag the yellow star to the left. Notice that the arrow and green star move as
one object. They can be rotated or flipped as well, just like regular graphical
images in PowerPoint.
Tip: to ungroup objects in PowerPoint, select the grouped objects. Under the
Drawing Tools Format tab, select the Group button. Click Ungroup and the
objects will be ungrouped.
Click in any blank area of the slide to deselect the grouped object. Close
WORLD13.PPTX without saving.


Working with drawing objects in a presentation
1. Open WSPORTS.pptx.
2. Starting in the upper, left corner of the slide, create a rectangle that spans
the width of the slide above the Water Sports Seminar placeholder.
3. Change the colour of the rectangle to light green.
4. Enter the text Galaxy Amusement Pte Ltd into the rectangle. Format the
text with a font size of 40 points and a font colour of White, Background
1, Darker 35%.
5. Create a text box with the following text: Welcome to Water Sports in the
New Millennium!
6. Size the text box so that all the text fits on one line and position it directly
below the fish.
7. Group all parts of the fish together. (Hint: Try dragging a rectangular
marquee around the outside of the fish to select all of its parts.)
8. Flip the fish so that it is swimming in the other direction.
9. Use the 5-Point Star Shape to create a starfish.
10. Make the starfish yellow. Copy and paste the starfish to create two more
starfish.
11. Move the starfish to different locations at the bottom of the slide.
12. Rotate two of the starfish in different directions.
13. Create a horizontal line under the text Water Sports Seminar. (Hint: Hold
the [Shift] key to draw a straight line).
14. Change the line style to 3 points and change the line colour to yellow.
15. Create a small circle and change the fill colour of the circle to yellow.
16. Move the circle so that it partially covers the cloud, and then send the circle
behind the cloud.

LESSON 12 -
CREATING BASIC CHARTS
• Insert a chart
• Delete data from the datasheet
• Add, remove, edit a chart title
• Change the chart type
• Apply a chart style and layout
• Display Chart Analysis
• Insert pictures
• Format your chart background
ICDL Presentation Lesson 12 – Creating Basic Charts
12.1 INSERT A CHART

Concepts
Inserting a chart is a primary feature of PowerPoint and its functionality as a
presentation tool. It easily allows you to group data and map it in a variety of chart
styles to give users numerous ways to create the most visually engaging and
functional presentations.
Steps
From the Student Folder, open WCHT12.PPTX. Insert a chart.
Display slide 4.
1. Select the Insert Chart button on

the Content placeholder.
The Insert Chart gallery opens.
Click
2. Select the desired chart type from

the Insert Chart gallery.
The desired chart type is highlighted. Click 3-D Clustered
Column chart type

The Insert Chart gallery closes and
the Excel datasheet is displayed. Click
4. Edit the data in the Excel worksheet Follow the instructions shown below the
to suit your information and then table before continuing to the next step
close the worksheet.
The data is edited and reflected in the
chart.
5. Close the worksheet.
Click in the top right corner of the
The worksheet closes. Excel worksheet
Change the Series labels to read Product 1, Product 2, and Product 3, and
Lesson 12 – Creating Basic Charts ICDL Presentation
change the Category labels to read Jan, Feb, Mar, and Apr.
Product 1 Product 2 Product 3
Jan 100 300 200
Feb 200 150 260
Mar 400 500 333
Apr
Tip: You can change the colour of a chart’s contents by selecting the bar line,
pie slice or column depending on your chart type, going to Format and clicking
the Shape Fill arrow. You can then select your desired colour.
To delete a chart from a presentation, select the chart and click the Delete key
on your keyboard.
12.2 DELETE DATA FROM THE DATASHEET

Steps
Delete data from the datasheet.
If necessary, display slide 5 and select the chart.
1. Select the Edit Data button from the

Data group on the Chart Tools
Design contextual tab.
The datasheet is displayed in an
Excel window. Click
2. Select the cells containing the data you Right-Click cell D5

want to delete.
The cells are selected.
3. Select Delete. Select Delete
The shortcut menu opens.

4. Select Table Columns. Click Table Rows

The data is removed from the
datasheet and chart.
5. Close the worksheet.

Click in the top right corner of the
The worksheet closes. Excel worksheet
12.3 ADD, REMOVE, EDIT A CHART TITLE

Concepts
PowerPoint allows you to add, remove, and edit a chart title. When you create a
chart, a placeholder containing the text Chart Title is displayed at the top of the
chart. To select a chart simply click it.
Steps
From the Student Folder, open WCHT12.PPTX and display slide 5 if necessary.
Add a Chart Title
1. Select the chart. Click the chart

The chart is selected.
2. On the Design tab, in the Chart

Tools group, click the Add Chart
Element button.
Click
The Chart Element options appear
in a dropdown list.
3. Insert a chart title above the chart. Select Chart Title, then click Above Chart
The Chart Title textbox will appear
above the chart.
Edit a Chart Title
1. Select the Chart Title. Click Chart Title

The Chart Title textbox will be
selected.

2. Edit the text by typing when the Type Q1 Product Sales

textbox is selected.
The text will begin to appear in the
textbox.
Remove a Chart Title

To remove a chart title simply click on the Chart Title textbox and click Delete.
12.4 CHANGE THE CHART TYPE

Concepts
Depending on the type of data included in the presentation, other chart types may
be more appropriate to better present that data.
Steps
Change the chart type:
If necessary, display slide 5 in Normal view.
1. Select the chart you want to edit. Click the chart

The chart is selected.
2. Select the Change Chart Type button

from the Type group on the Chart
Tools Design contextual tab.
The Change Chart Type gallery opens.
Click
3. Select the desired chart type

from the gallery. Scroll as necessary and click
The selected chart type is highlighted.


Click
The Change Chart Type gallery
closes, and the specified chart type is
applied to the chart.
12.5 RESIZE A CHART

Concepts
Resizing a chart may be a necessary step to improve the visuals and layout of a
slide in your presentation. You can resize either the Chart Area or the Plot Area,
depending on what grid is selected. Resizing the Chart Area will make more
space on the slide for other items, such as surrounding text. The Plot Area simply
resizes the chart within the Chart Area box. PowerPoint 2016 offers two methods
of resizing a chart, both manually and using specific measurements.
Chart Area and Plot Area in PowerPoint 2016 when chart is selected
Steps
Resize a chart:
If necessary, display slide 5 in Normal view.

1. Select the chart you want to resize. Click the Chart Area
The Chart Area is selected.
2. Under the Chart Tools Format Enter 20 cm

contextual tab, change the width from
21.59 cm to 20 cm.
The width of the chart will change.
You can also edit the size of the chart by dragging any of the resizing handles
located around the Chart Area box.
12.6 APPLY A CHART STYLE AND LAYOUT

Concepts
A chart style is a default style that you can apply to charts in your presentation.
They can be found under the Chart Tools Design contextual tab when a chart is
selected. The available styles will vary depending on the layout style you have
applied to the chart.
Steps
Apply a chart style and a chart layout. Display slide 5.
1. Select the chart you wish to enhance. Click on the chart

The Chart Tools contextual
tabs are displayed.
2. Select the Chart Tools Design Click on the Chart Tools Design contextual
contextual tab. tab
The Design contextual tab is
displayed.

3. Select Quick Layout from the Chart

Layouts tab.
The Quick Layout gallery is displayed. Click
4. Select the desired chart layout from the Click on Layout 3

Quick Layouts gallery.
The selected layout is applied to the
chart.
5. Select the desired Chart Style from the Click on Chart Style 4
Chart Styles gallery.
The selected chart style is applied
to the chart.
Notice the data label displayed on top of the data series.
12.7 ADD A DATA LABEL

Concepts
A data label is used to quickly identify a data series in a chart, linked to values on
the worksheet and automatically update when there are changes to these values.
You can include data labels to data points on the chart.
Steps
Add a data label to a chart. Display slide 5.
1. Select the chart area you wish to Click on the chart area
enhance.
The Chart Tools contextual tabs
are displayed.
2. Select the Chart Tools Design

contextual tab.
The Chart Tools Design tab is Click
displayed.

4. Select the Add Chart Element button

in the Chart Layouts group.
The Chart Element gallery

opens. Click
5. Select Data Labels.
The Data Labels gallery appears. Click
6. Select the data label placement option.
The data label is displayed. Click
12.8 INSERT PICTURES

Steps
Insert a picture into a chart. Display slide 4.
1. Select some white space in the chart Click some white space in the chart area
area you wish to enhance.
The Chart Tools contextual tabs are
displayed.
2. Select the Chart Tools Format Click Chart Tools Format

contextual tab.
The Format contextual tab is displayed.
3. Right-click the Series 1 bar on the Right-click the first bar of the chart
chart.
All the Series 1 from all the categories are
selected.
4. Select Format Data Series from the

shortcut menu. Click
The Format Data Series pane is

displayed on the right.

5. Select Fill & Line.

The Fill & Line side panel opens. Click
6. If necessary, select Fill.

Click
The Fill details are displayed below.
7. Select Picture or texture fill.

Click
The Insert Picture From details are
displayed.
8. Select File....
The Insert Picture dialog box opens. Click
9. Select the desired picture from the Click on the soccer.jpg

Student Folder.
The selected picture is highlighted.
10. Select the Insert button. Click Insert

The Insert Picture dialog box closes and
the picture is inserted behind the chart.
11. Select Stack option to change the way

Click
the image is displayed.
The selected picture is stacked.
Close WCHT12.PPTX without saving.
12.9 FORMAT YOUR CHART BACKGROUND

Steps
From the Student Folder, open WCHT13.PPTX. Format a chart background.
Display Slide 4.

1. Select some white space in the chart Click on some white space in the chart area
area you wish to enhance.
The Chart Tools contextual tabs are
displayed.
2. Select the Chart Tools Format

contextual tab and click Format
Selection. Select the Chart Options
dropdown.
The Chart Options list is displayed.
3. Select the chart element you wish to

customise from the list. Click
The Fill & Line options for the

selected chart element is displayed.
4. If necessary, select Fill.

Click
The Fill details are displayed below.
5. Click the Solid Fill button.

The color palette opens. Click
6. Select the desired fill option. Click on the Solid Fill option
The desired fill option button is selected.
7. Select the desired colour of the fill. Click Purple, Accent 6, Lighter 40%
The desired colour option is selected.
8. Select the Close button. Click

The Format Floor dialog box closes and
the fill is applied to the chart area.
Close WCHT13.PPTX without saving.


Create a basic chart in a presentation
1. Open MTGCHT12.PPTX.
2. Create a Clustered Column chart on slide 5.
3. Delete the data in the datasheet.
4. Enter the following data into the datasheet. (Hint: Drag the blue square in D5 up
to E3 to create the right sized chart.)
5. Close the datasheet.
6. Resize the chart.
7. Change the Chart style to Style 48.
8. Change the Chart Type to 3-D Line.

LESSON 13 -
ADDING SPECIAL EFFECTS
• Apply a slide transition

• Animate text and objects
ICDL Presentation Lesson 13 – Adding Special Effects
13.1 APPLY SLIDE TRANSITION

Concepts
Slide transitions are motion effects that occur in Slide Show view when you move
from one slide to the next during a presentation. You can easily apply transitions
between slides using the Transitions tab.
Steps
Display slide 1 in Normal view.
1. Select the desired slide. Click slide 1

2. Select the Transitions tab. Click Transitions

The Transitions tab is displayed.
3. Select the desired Transitions from

the Transition to This Slide
gallery.
The desired transition is selected. Click
4. To change the direction of the

transition, select the Effect Options
button.
Click
The appropriate list of effect
options is displayed.
5. Select the desired transition effect. Click From Top-Right

The appropriate transition effect is
selected and the animation effect is
previewed in the selected object.
You can also set timing and sound connected with the transition by selecting the
appropriate options in the Timing group. You can use the Apply To All option in
the Timing group to apply the same transition to all slides in your presentation.
Tip: you can remove a slide transition by selecting the slide with the transition,

Lesson 13 – Adding Special Effects ICDL Presentation
clicking the Transitions tab and selecting None. To remove transitions from all
slides select all slides and click None under the Transitions tab.
13.2 ANIMATE TEXT AND OBJECTS

Concepts
You can also animate text and objects on your slides, if you want to emphasise a
point or make your presentation more dynamic.
Steps
Animate text and objects in a presentation. Display slide 6 in Normal view.
1. Select the object you want to animate. Click the money-key.jpg

2. Select the Animations tab. Click Animations

The Animations tab is displayed.
3. Select the desired animation from

the Animation gallery.
The desired animation is selected. Click
4. To change the direction of the

animation, select the Effect Options
button.
The appropriate list of effect options is Click
displayed.
5. Select the desired animation effect.

The appropriate animation effect is Click
selected and the animation effect is
previewed in the selected object.
To remove an animation, select the animation and select None from the
Animation gallery

ICDL Presentation Lesson 13 – Adding Special Effects

Add special effects to a presentation
1. Open MEETING16.PPTX.
2. Display slide 4 in Normal view. Apply the Fly In animation effect to the bulleted
list.
3. Go to slide 6. Apply the Wipe animation to the chart, and set it to From Left.

LESSON 14 -
USING PAGE SETUP
• Select page setup options

• Preview a presentation
• Print slides
• Print speaker notes
• Print outlines
• Print handouts
• Create footers
ICDL Presentation Lesson 14 – Using Page Setup
14.1 SELECT SLIDE SIZE OPTIONS

Concepts
You can change the slide size options of a presentation in PowerPoint for
projection and printing purposes. PowerPoint provides you with options such as
setting pages for an on-screen show, overhead projection and printing handouts.
Knowing what purpose your presentation has will allow you to correctly setup
pages for optimum performance.
Steps
1. Select the Design tab. Click Design

The Design tab is displayed.
2. Select the Slide Size button in the

Customize group.
The Slide Size dialog box opens.
Click
3. Select the Slides sized for: list.

A list of available options appears. Click
4. Select the desired option. Click Letter Paper (8.5x11 in)

The option appears in the Slides
sized for: box.
5. Select the desired Orientation Click Landscape under

options.
Slides, if necessary
The orientation option is selected.

Click
The Slide Size dialog box closes,
and the slide size options are
saved.

Lesson 14 – Using Page Setup ICDL Presentation
14.2 PRINT A PRESENTATION

Concepts
Printing a presentation is a common step for presenters who wish to give their
audience a hard copy of the slide show they are about to see, for note taking
purposes or other. You can print an entire presentation in PowerPoint, or a
specific range of pages.
Steps
Preview a presentation before printing. If necessary, display slide 1.
1. Select the File tab. Click File

2. Select Print. Click Print

The Print pane is displayed.
3. Select the Zoom In button to zoom

into the slide.
Click the Plus icon. Click to return to
The slide is magnified. the default
4. Select the Next Page button in the

Preview group to move through the Click
presentation.
The next page appears accordingly.
5. Select whether you wish to print all Select Print All Slides
slides or a specific range in the
dropdown under Settings.
You must input the specific range of
pages for printing in the box beside
Slides: for PowerPoint to know which
pages to print.
6. Print the presentation. Click Print

The presentation will print.
You can also print multiple copies of the same presentation by modifying the
Copies: box beside the Print button.
Tip: Use the keyboard shortcut Ctrl+P to begin the printing process.

14.3 PRINT SPEAKER NOTES

Concepts
You can print your presentation to include any Notes you have added.
Printed Notes Pages display a copy of the slide at the top of the page and
your notes below it. You can refer to Notes Pages as you rehearse or
deliver your presentation.
You can use Print pane to view the Notes Pages before you print them.
Steps
Print speaker notes:

Click File
2. Select the Print option from the menu.

Click Print
The Print pane is displayed.
3. Select the desired option under the

Settings group.
The preview changes to reflect your Click
button in the Print group.
4. Select the desired option under Print

Layout group.
The desired option is selected. Click
5. Select Print.
The presentation is printed.
Display slide 4 in the Print view. Notice the speaker note in the notes pane. Scroll
as necessary to slide 8 and see that it also contains a speaker note.
14.4 PRINT OUTLINES

Concepts
You can print an outline of your presentation. The printed outline displays the
contents of each slide as it appears on the Outline tab. If the outline is

collapsed to display only the slide titles, the printed outline will include only the
slide titles.
You can use Print Preview to view the outline before you print it.
Steps
To print an outline:

Click
2. Select Print. Click Print

The Print Menu is applied.

Settings group.
Click
The preview changes to reflect
your selection.

Print Layout group.
selection.
5. Select Print.
The outline is printed.
Click
14.5 PRINT HANDOUTS

Concepts
Printed handouts contain slide images that are smaller than the original
slides. You can designate one, two, three, four, six, or nine slides per page.
The more slides per page, the smaller they are on the page.
You can use Print pane to select a layout for the handouts or to modify print
options before you print the handouts. In addition, if you print four, six, or nine

slides per page, you can arrange the slides in a horizontal or vertical order by
selecting the appropriate order in Options. If you print three slides per page,
PowerPoint prints ruled lines adjacent to each slide for taking notes.
Steps
To print handouts:

Click

Settings group.
Click
The preview changes to reflect your
selection.

Handouts group.
selection.
4. Select Print.
The outline is printed.
Click
14.6 CREATE FOOTERS

Concepts
You can insert footers into a slide presentation to display slide numbering, dates
and specified text.
Steps
To create footers:
1. Open the Insert tab.

Click
The Insert tab opens.

2. Select the Header & Footer button. Click Header & Footer
The Header & Footer dialog box
opens.
3. Select the Footer checkbox.

Click
The Footer option is selected.
4. If you want to insert text into the

footer, type the desired text into the
footer box.
The text will appear in the footer
either on an individual slide or
throughout the presentation,
depending on user selection.
5. Click either Apply or Apply to All, Click Apply or Apply to All

depending on your preference.
The Update automatically option is
selected.
To apply automatic slide numbering into footer of specified / all slides in a

presentation:
Click
2. Open the Header & Footer dialog box. Click Header & Footer
opens.
3. Check the Slide number checkbox. Click
The checkbox is selected.
4. Select the appropriate option to apply Click Apply or Apply to All
the change to.
The numbering is applied to specified /
all slides.
To apply automatic updating dates into footer of specified slides / all slides in a
presentation:


Click
2. Open the Header & Footer dialog box. Click Header & Footer
opens.
3. Check the Date and time checkbox, Click and then click
and select Update automatically.
The checkboxes are selected.
4. Select the appropriate option. Click Apply or Apply to All
The Date and time is applied to
specified / all slides.
To apply non-updating date into footer of specified slides / all slides in a

presentation:
Click
2. Open the Header & Footer dialog Click Header & Footer
box.
opens.
3. Check the Date and time checkbox, Click and then click
and select Fixed. Input the date of
choice.
The checkboxes are selected.
4. Select the appropriate option. Click Apply or Apply to All
The Date and time is applied to
specified / all slides.


Printing a presentation
2. Format the page to print slides sized for Letter Paper (8.5x11 in) in Portrait
orientation.
3. Preview the presentation

4. Print slides 2, 4, 6, and 7.
5. Print an outline of the entire presentation.
6. Print speaker notes for slide 3 only. Then, select All in the Print dialog box.
7. Display handouts for the entire presentation; 4 slides per page.
8. Include the following information on all slides: a date that updates automatically
in the format of your choice and the footer text Annual June Meeting.
9. Print handouts for the entire presentation, 4 slides per page.


LESSON 15 -
USING SLIDE SHOW VIEW
• Run a slide show

• Navigate a slide show
Lesson 15 – Using Slide Show View ICDL Presentation
15.1 RUN A SLIDE SHOW

Concepts
Slide Show View is the view used for presenting to an audience. Slide Show view
can be accessed from the Slide Show tab of the ribbon. Choose one of the
following options:
• From Beginning - This will show the complete slide show in full screen.
• From Current Slide - This will start the slide show from the active slide
and proceed through the remainder of the slides.
Keyboard Shortcuts to View the Slide Show

• Press the F5 key to view the complete slide show.
• Press Shift + F5 to view the slide show from the current slide forward.
To exit Slide Show view at any time, press the Esc key on the keyboard.
Slide Show View
Steps
To run a slide show:

ICDL Presentation Lesson 15 – Using Slide Show View
From the Student Folder, open WORLD11.PPTX. If necessary, display slide 1.
1. Select the Slide Show tab. Click Slide Show

The Slide Show tab opens.
2. Select From Beginning or From Click From Beginning

Current Slide to begin the slide
show.
The slide show will begin from your
selection.
15.2 NAVIGATE A SLIDE SHOW

Concepts
Once a slide show has begun you can navigate between the slides in a variety of
ways. During the slide show, by right-clicking the slide you are on and clicking
Next or Previous, you will switch between the adjacent slides. Or, you can click
See All Slides and select which slide you would like to jump to.
See All Slides View
Practice the Concept: Right-click in the current slide and select End Show from
the Shortcut menu to end the slide show.

Lesson 15 – Using Slide Show View ICDL Presentation

Use Slide Show view to run and enhance a slide show
2. Begin the slide show at slide 1.
3. View slides 1 through 4.
4. Use the See All Slides button to display all slides. Then, go to slide 8
5. Use the More Slide Show Options menu to end the slide show.

ICDL Syllabus
Ref ICDL Task Item Location Ref ICDL Task Item Location
1.1.1 Open, close a presentation 2.1.2 Switch between
1.2 Start 3.8 Switch Views
application. Open, close presentation view modes:
PowerPoint
presentations. normal, slide sorter,
1.6 Exit master, notes page, outline.
PowerPoint
2.1.3 Recognise good practice in
2.3 Close a 2.1 Enter Text
adding slide titles: use a
Presentation into a
different title for each slide
Presentation
2.5 Open an to distinguish between
Existing slides in outline view, when
Presentation navigating in slide show
view.
1.1.2 Create a new presentation
2.4 Create a New
based on default template, 2.2.1 Apply a different built-in
Presentation 2.6 Add a New
other available template slide layout to a slide.
Slide
locally or online.
3.9 Add a New
1.1.3 Save a presentation to a Slide with a
2.2 Save a New
location on a local, online Specific Slide
Presentation
drive. Save a presentation Layout
under another name to a 2.7 Rename an
location on a local, online Existing 2.2.2 Apply a built-in design
3.3 Apply a
drive. Presentation template, theme to a
Design
presentation.
2.8 Save a Template/Theme
Presentation as 2.2.3 Apply background colour
Another File Type 3.4 Apply a
on specific slide(s), all
Background
1.1.4 Save a presentation as slides in a presentation.
2.8 Save a Colour
another file type like: pdf,
Presentation as 2.2.4 Add a new slide with a
show, image file format. 3.9 Add a New
Another File Type specific slide layout like:
Slide with a
1.1.5 Switch between open title slide, title and content,
2.9 Switch Specific Slide
presentations title only, blank.
Between Open Layout
Presentations 2.2.5 Copy, move slides within
10.1 Select
1.2.1 Set basic the presentation, between
1.4 Set Basic Multiple Slides
options/preferences in the open presentations.
Options and 10.2 Move Slides
application: user name,
Preferences
default folder to open, save 10.4 Copy Slides
files.
1.2.2 Use available help

1.5 Use 2.2.6 Delete slide(s).
resources. 10.6 Delete Slides
PowerPoint Help
2.3.1 Recognise good practice in
1.2.3 Use magnification/zoom 3.1 Maintaining
3.6 Change the maintaining a consistent
tools. Consistent Design
Magnification design and format
and Format using
throughout a presentation
1.2.4 Display, hide built-in Master Slide
1.3 Use the Quick by using the master slide.
toolbars. Restore, minimise
Access Toolbar
the ribbon. 2.3.2 Insert a graphical object
3.2
(picture, drawn object) into
2.1.1 Understand the uses of Insert/Remove a
3.8 Switch Views a master slide. Remove a
different presentation view Graphical Object
graphical object from a
modes: normal, slide sorter, into/from a
master slide.
master, notes page, outline, Master Slide
slide show.

2.3.3 Apply text formatting in a 3.2.7 Switch between the
3.1 Maintaining 6.3 Modify Bullets
master slide: font sizes, different standard bullet,
Consistent Design and Numbers
font types, font colour. number styles in a list.
and Format Using
Master Slide 3.2.8 Insert, edit, remove a
5.9 Using
3.1.1 Recognise good practice in hyperlink.
2.1 Enter Text Hyperlinks
creating slide content: use
into a 3.3.1 Create, delete a table.
short concise phrases, 7.1 Create a
Presentation
bullet points, numbered PowerPoint Table
lists.
3.3.2 Enter, edit text in a table
7.1 Create a
3.1.2 Enter text in a placeholder slide.
2.1 Enter Text Table
in normal view. Enter text in
into a
outline view. 3.3.3 Select cells, rows, columns,
Presentation 7.3 Select Rows
entire table.
and Columns
3.1.3 Edit text in a presentation.
2.1 Enter Text in
3.3.4 Insert, delete rows and
a Presentation 7.4 Insert Rows
columns.
and Columns
3.1.4 Copy, move text within a
4.3 Move/Copy
presentation, between open 3.3.5 Modify column width, row
Text between 7.2 Adjust Table
presentations. height.
Slides Cells
3.1.5 Delete text. 4.1.1 Input data to create built-in
4.2 Delete Slide 12.1 Insert a
charts in a presentation:
Items Chart
column, bar, line, pie.
3.1.6 Use the undo, redo
4.5 Use Undo 4.1.2 Select a chart.
command. 12.3 Add,
and Redo
Remove, Edit a
3.1.7 Apply, modify, remove Chart Title
5.8 Working with
indents on text, bulleted
Indents 4.1.3 Change the chart type.
lists, numbered lists. 12.4 Change the
Chart Type
3.2.1 Apply text formatting: font
5.1 Change an
size, font type. 4.1.4 Add, remove, edit a chart
Existing Font 12.3 Add,
title.
Remove, Edit a
5.2 Modify the
Chart Title
Font Size
4.1.5 Add data labels to a chart:
3.2.2 Apply text formatting: bold, 12.7 Add a Data
5.3 Modify the values/numbers,
italic, underline, shadow. Label
Font Style and percentages.
Effect
4.1.6 Change the background
3.2.3 Apply font colour to text. 12.9 Format your
5.4 Change the colour of a chart.
Chart
Font Colour Background
3.2.4 Apply case changes to text. 4.1.7 Change the column, bar,
5.5 Use Change 12.1 Insert a
Case line, pie slice colours in a
Chart
chart.
3.2.5 Align text: left, centre, right
5.6 Change Text 4.2.1 Create an organisation
in a text frame. 9.1 Insert a
Alignment chart with a labelled
SmartArt Object
3.2.6 Apply spacing above, hierarchy using a built-in
5.7 Modify 9.3 Insert Text
below text, bulleted lists, organisation chart feature.
Paragraph into a SmartArt
numbered lists. Apply line
Spacing Object
spacing within text, bulleted
lists, numbered lists: single, 4.2.2 Change the hierarchical
1.5 lines, double. 9.1 Insert a
structure of an organisation
SmartArt Object
chart.

4.2.3 Add, remove co-workers, 5.2.2 Enter text into a text box,
9.4 Add Shapes 11.6 Create a
subordinates in an block arrow, rectangle,
to a SmartArt Text Box
organisation chart. square, oval, circle.
Object
5.1.1 Insert a graphical object 5.2.3 Change drawn object
8.1 Insert a 11.2 Change the
(picture, drawn object) into background colour, line
Picture Fill Colour of an
a slide. colour, line width, line style.
Object
8.3 Use Slide
Layouts 11.5 Format
Lines
11.1 Draw an
Enclosed Object 5.2.4 Change arrow start style,
8.6 Change
arrow finish style.
5.1.2 Select a graphical object. Arrow Start Style,
11.2 Change the Arrow Finish
Fill Colour of an Style
Object
5.2.5 Apply a shadow to a drawn
5.1.3 Copy, move graphical 11.3 Apply Effects
8.4 Move a object.
objects, charts within the
Graphic
presentation, between open 5.2.6 Group, ungroup drawn
11.11 Group
presentations. objects in a slide.
Objects
5.1.4 Resize a graphical object 5.2.7 Bring a drawn object one
8.5 Resize a 11.9 Arrange
maintaining, not level forward, one level
Graphic Objects
maintaining aspect ratio. backward, to the front, to
Resize a chart. the back of other drawn
objects.
5.1.5 Delete a graphical object,
3.2
chart. 6.1.1 Add, remove built-in
Insert/Remove a 13.1 Apply Slide
Graphical Object transition effects between
Transition
into/from a slides.
Master Slide 6.1.2 Add, remove preset
13.2 Animate
8.1 Insert a animation effects for
Text and Objects
Picture different slide elements.
12.1 Insert a 6.1.3 Add presenter notes to
3.7 Add Speaker
Chart slides.
Notes
5.1.6 Rotate, flip a graphical
11.7 Rotate an 6.1.4 Hide, show slides.
object. 10.5 Hide a Slide
Object
6.1.5 Enter text into footer of
11.8 Flip an 14.6 Create
Object specific slide(s), all slides in
Footers
a presentation.
5.1.7 Align graphical object(s)
11.10 Align 6.1.6 Apply automatic slide
relative to a slide: left, 14.6 Create
Objects numbering, automatically
centre, right, top, bottom. Footers
updated date, fixed date to
5.1.8 Align graphical objects the footer of specific
11.10 Align
relative to each other: left, slide(s), all slides in a
Objects
centre, right, top, bottom. presentation.
5.2.1 Add different types of 6.2.1 Spell check a presentation
11.1 Draw an 4.7 Check
drawn object to a slide: line, and make changes like:
Enclosed Object Spelling as You
arrow, block arrow, correcting spelling errors,
11.4 Draw a Line Type
rectangle, square, oval, ignoring specific words,
circle, text box. deleting repeated words. 4.8 Run the
11.6 Create a
Text Box Spelling Checker

Ref ICDL Task Item Location
6.2.2 Change slide orientation to
3.5 Change Slide
portrait, landscape. Select
Orientation
appropriate output format
for slide presentation like: 14.1 Select Page
paper, on-screen show. Setup Options
6.2.3 Print a presentation using

14.2 Print a
output options like: entire
Presentation
presentation, specific
slide(s), handouts, notes 14.3 Print
pages, outline view of Speaker Notes
slides, number of copies of
14.4 Print
a presentation. Outlines
14.5 Print
Handouts
6.2.4 Start a slide show from first
15.1 Run a Slide
slide, from current slide.
Show
End a slide show.
15.2 Navigate a
Slide Show
6.2.5 Navigate to next slide,
15.2 Navigate a
previous slide, specified
Slide Show
during a slide show.

Congratulations! You have reached the end of the ICDL Presentation book.
You have learned about the key skills relating to presentation applications, including:
• Work with presentations and save them in different file formats, locally or in the
cloud.
• Use available help resources to enhance productivity.
• Understand different presentation views and when to use them, choose different
built-in slide layouts, designs and themes.
• Enter, edit and format text and tables in presentations. Recognise good practise in
applying unique titles to slides and creating consistent slide content by using the
master slide.
• Choose, create and format charts to communicate information meaningfully.
• Insert, edit and align pictures and drawn objects.
• Apply animation and transition effects to presentations, and check and correct
presentation content before printing and presenting.
Having reached this stage of your learning, you should now be ready to undertake ICDL
certification testing. For further information on taking this test, please contact your ICDL test
centre.
ICDL Africa
ICDL Africa
ICDL Africa
Africa
icdlafrica.org

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© 2017 ICDL Africa Page i

Screen shots used with permission from Microsoft.

Page ii ICDL Presentation 2016 S6.0 V1 190717 © 2017

On completion of this module you will be able to:

What are the benefits of completing this module?

How to use this book

© 2017 ICDL Africa Page iii

LESSON 1 - EXPLORING POWERPOINT .................................................................................. 1

LESSON 2 - USING BASIC PRESENTATION SKILLS ............................................................ 10

LESSON 3 - WORKING WITH PRESENTATIONS ................................................................... 26

LESSON 5 - FORMATTING PRESENTATION TEXT................................................................ 53

LESSON 6 - FORMATTING BULLETS AND NUMBERS.......................................................... 65

LESSON 7 - USING TABLES ................................................................................................... 71

Page vi ICDL Africa © 2017

LESSON 8 - USING GRAPHIC IMAGES .................................................................................. 76

LESSON 9 - USING SMARTART .............................................................................................. 85

LESSON 10 - WORKING WITH SLIDES................................................................................... 92

LESSON 11 - WORKING WITH DRAWN OBJECTS ................................................................ 99

© 2017 ICDL Africa Page vii

LESSON 12 - CREATING BASIC CHARTS ............................................................................ 116

LESSON 13 - ADDING SPECIAL EFFECTS........................................................................... 128

LESSON 14 - USING PAGE SETUP ....................................................................................... 132

LESSON 15 - USING SLIDE SHOW VIEW ............................................................................. 141

Page viii ICDL Africa © 2017

© 2017 ICDL Africa Page ix

In this section, you will learn how to:

• Work with PowerPoint

1.1 WORK WITH POWERPOINT

Themes allow a consistent look and feel to be applied to the presentation,

Default PowerPoint Themes

Page 2 ICDL Africa © 2017

1.2 START POWERPOINT

1. Select the Start icon on the task bar.

The Start menu appears. Click

3. Scroll and select PowerPoint 2016.

The Microsoft PowerPoint 2016 welcome screen

4. Click Blank Presentation from the list of

A blank presentation opens.

1.3 USE THE QUICK ACCESS TOOLBAR

© 2017 ICDL Africa Page 3

1. Select the More arrow to the right of

2. Select the Show Below the Ribbon

Tip: It is possible to minimise the ribbon by double-clicking on any tab in

1.4 SET BASIC OPTIONS AND PREFERENCES

Page 4 ICDL Africa © 2017

1. Select the File tab.

2. Choose the Options button.

3. Select User name: under Personalize

The author will be defined.

4. Implement the changes. Click OK

The changes are saved.

To set a default folder to open files and save files to:

2. Click the Options button.

3. Open the Save Options.

© 2017 ICDL Africa Page 5

4. Under Save presentations, in the

1.5 USE POWERPOINT HELP

Page 6 ICDL Africa © 2017

1. Press the F1 function key.