BMG 109

DEVELOPING PRESENTATIONS

a. The draft instructional material is being made

available “as received” from authors. The editing
and various other quality checks are under progress.
The uses are advised to consult Study Centers for
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B Sc in Media Graphics and Animation

Developing
Presentation

BMG 109
 Developing
Presentation

BMG 109

YASHWANTRAO CHAVHAN MAHARASHTRA OPEN UNIVERSITY

Dnyangangotri, Near Gangapur Dam, Nashik 422 222, Maharshtra
UNIT-1 DELIVERING PRESENTATION

1.0 INTRODUCTION

The simple thought of standing in front of audience is discouraging. It becomes worse

when the audience consists of outsiders. You are not only one person who faces these
problems. The entire presenters are facing the problems regarding the presentation.

This originates from the fear of failure, the possibility of not being able to talk or of
forgetting what to say. The good way to face this fear is to prepare well for the
presentation. Preparing for the presentation does not mean creating a fabulous
presentation. There are many other factors to need to make this preparation. Some
factors can make a presentation interesting and perfect.

Understanding the audiences is most important factors in that and you must know
overall thing regarding audience i.e. audience requirement and importance regarding
the presentation. Purpose of the presentation and the audience will be the convey
message. Who is the audience and what they actually want? A presentation must
directly relates to the interests will keep them in presentation.

One thing is more that you must avoid common mistakes during presentation and also
keep in mind that your presentations importance.

Timing is the more important factors in it, durations of breaks, questions and answer
session and recap and summaries. All need well planning and perfect timing. Voice
modulation, posture and gesture are other ways can be made your presentation
interesting.

Finally, remember that the most important objectives of communication is not the
delivery but the treatment. So be focused on the audience and ignore to a speaker.
Fig 1.1

1.1 UNIT OBJECTIVE

✓ To know the requirement of audience

✓ Find out the common mistakes my by presenters
✓ Avoid bad delivery behavior
✓ Avoid unwanted words and actions
✓ Planning and timing of presentation
✓ Use body language
✓ Come out from the fear
✓ Identify the various types of audiences
✓ Make the presentation interesting and meaningful

1.2 ANALYZING AN AUDIENCE

A good presentation targets the need of the audience and who the presentation is
being made. Your presentation should provide the meaningful information as per
audience requirement. So develop your presentation skills with this requirement
and information.
 Add message so that can helpful to your audience. You can convey this message by
the many ways not only good but also bad way. So the make good phrases to
convey your ideas and pass it clearly to your audience.

Fig 1.2 Analyze the Audience

▪ Age Level : There is a vast difference between talking to students and citizen on
the same topic. Because the thinking of students and citizens are the different way
and also requirement and need of presentation can be different. You need to use
word and phrase that will make keep different age audience in one presentation.
You have to speak knowledge and information of the target audience.
▪ Designation level : presentation to the lower level officers and higher level officers
with the same type of presentation is a sure shortcut way but the both level
officers will find different database. You must use more motivation and tricks for
lower officers whereas higher level officers will be looking for database and its
tools. Hence, it is must require to modify your style according to the hierarchical
level of the audience.
▪ Information level: What are the major fact audience looking? You must address the
major points which will helpful to meaningful presentation. Some examples given
as follows:
o When you are showing the product means advertisement. Here you need to
look at the details information about the product.
o When you are taking a class, the students are your audience and they are
come to learn something. Here you give some tricks, activities and jokes.
o When your presentation is for the small group it means group looking some
interesting and entertaining presentation. Hence you give some ideas and
message.
o When you are trying to communicate some important ideas and issues, you
will focus on the main and important point with your presentation.
1.3 AVOIDING COMMON MISTAKES MADE BY PRESENTERS
You must avoid the common mistakes made in during presentations. This mistake
reflects on the organizations goodwill and also impact on skills of presenter. Your
reputation and integrity is at stake. Therefore, it is important that your presentation
should have only the important and meaningful points and avoid unnecessary that
does not engage and inform the audience.
You must ensure that your presentation should not be containing any error and rectify
it before the presentation.
Important factor avoid in presentation
● Bullet points: It is very important to making your presentation as measurable
and effective. However you remember that they are only start up your point
not the decoration of your point. It is useful to read your point and to note
down it. Your objective is to connect with the audience by inspiring. Use
different ideas and approaches to communicate your topic with point wise.
Your audience must be involved and take interest in your presentation. Make
sensible presentation with mix of activities which connected with your topic.
 Also you can use graphics, smart art and images to show the details about the
topics.
● Legibility: It is most important factor during presentation because the
presentation is clearly visible to all the people for the attending. Ensure that is
it visible or not before the presentation. Some presentation required charts
and table data so the visibility to all audience is important in that. Otherwise
audience will not take part in your presentation and feel like the third party
people. But when the audience is in big hall and that time visibility is not
possible make sure that data should reach them by handouts. Hence your
presentation will become meaningful.
● Uninteresting: Its general fact that all presentations are bored. You must note
that and apply all things regarding presentation. Make your presentation with
some interesting factors and also convey some message which will needful and
helpful to your audience. Think out a strategy to include some engaging and
educational that will attract the audience. You need to be series and
passionate about your presentation.

Fig 1.3 avoiding the common mistakes

 ● Knowledge: your presentation should be with your perfect knowledge.
Sometime you will convey message but audience can access it with minimum
effort to avoid this. Use innovating ways to associate this information to other
points and learn new techniques for the analyzing such knowledge regarding
presentation factors. You must have all knowledge about your presentation
otherwise audience understood that you are not prepared well or you don’t
have any knowledge.
● Uniformity: Good presentation required use of fonts, colors, effect, sizes and
other related objects. Use minimum color combination, good font style and
size so that can be readable and effective for the audience. Apply different font
style for the title, heading and normal matter. It is good idea to create a style
file and use it consistently and it is good sign to developing your presentation
skills.
● Proofread: Mistakes made by everyone so don’t feel that you are expert and
no need to read it once again. Proofread is the good judgment before going to
present your idea. Errors are in various format like spelling errors, color
combination, data presentation, numerical data entry. Hence proofread is
must require with your sensible mind. Additionally get others to review your
work. The better the final output required for the better presentation.

CHECK YOUR PROGRESS

1. What is your plan for the different age and level people?
2. What do you think about WIIFM?
3. What ideas you are going to use for the different levels audience?
4. How to maintain interest of audience in your presentation?
5. How will you handle a situation of invisibility screen to your audience?

1.4 BAD DELIVERY HABITS

Audience identifies the bad delivery habit during the presentation. Hence you must
avoid the bad delivery habit with more practice on presentation.

Following are the bad delivery habits

● Reading from slides, scripts or notes: When you are explain the presentation then
don’t need to read it. You must proper study on it. But if you start reading directly
from it, the audience will feel neglected and lose interest. Then how to avoid it, you
should review it again and again so that will help you to avoid reading habit.
Spending good time with your presentation for the review is the good sign of great
speaker.
● Eye contact: Eye contact is the best way to communicate with audience and
understand them in minimum time. Many people have the habit of looking out of
window, wall, desk, land and everywhere other than audience. It will show that lack
of confidence. Eye contact with audience shows that you are comfortable and
confident with your presentation so that can helpful know the missing audience
and their attitude. Allot minimum 90% times with eye contact with your audience
during presentation.
● Dressing Sense: You must have good dressing sense during the presentation
because it will show the seriousness about the presentation. Many speakers come
with cheap suits and good shoes combination for the presentation. Spend some
time decide and practice on the dressing sense. Sometime occasionally dressing
sense or its good idea that dress should be better than other in the event.
● Movement: Some gestures impact on your presentation. Do not shake your hand,
neck, and head. Do not shake your legs and jiggles coin and mobile. Don’t forth on
your feet and rub your fingers on desk. Use video recording facility in your
presentation so that can be helpful to eliminate bad habit gestures. Otherwise
nervousness or insecurity on your part and it will lose your confidence.
● Failure to rehearse: Rehearsal is good medicine on the bad habit of presentation.
Lack of rehearsal and practice result in bad presentation. You can avoid bad habits
after rehearsal on your presentation.
● Lack of confidence: Your presentation delivery must confident and effective.
Standing with confidence and attention will make you stiff. Your delivery must
animate not like that you are doing some exercises.
1.5 DO NOT GO BLANK DURING YOUR PRESENTATION

Fig 1.5 Going blank in presentation

Your preparation for the presentation should be with proper planning and
perfect timing. There is chance to going blank when you are facing the first time
presentation. Audience is very attentive and listening to every word that you are
going to explain and saying. Sometime you are completely lost and there is no
one to help you out.

1.5.1 Following are the steps to do in your presentation.

• Don’t take a Burdon: When you are doing a presentation first time does not
panic at that time. Take a deep breath and relax.
• Keep your material ready: Make notes on your presentation, distribute it in
audience before the presentation. Also keep ready notes on the presentation,
it will help you confidently face you audience.
 • Plan some Activities: buy some time to think against the going blank, ready
some questions or activities so that can be engaged your audience and you can
use this time to recall your train of thought.

1.5.2 The following are the point regarding an activity of questions

• Make note on covered point and use it in your activity.

• Plan about the activity on the difficult point, so that can be helpful to familiar
by audience.
• Identify the important factor of the presentation and create activity on that and
give them to the audience.

1.5.3 You can take following action in the unwanted situation are as follows:

• Make list of questions on the covered topic, so that can be understand by the
audience what topics covered with its level.
• Maintain eye contact. It will reduce the fear of audience and improve your
confidence to face the unwanted situation.
• Identify the expert participant from the audience, call him and ask him to
explain his/her thought on the presentation.

CHECK YOUR PROGRESS

6. How to handle bad habit during the presentation?
7. How to manage the best dressing sense during the presentation?
8. What is the process of commencing the slide and ending your presentation?
9. What are the steps for the face your panic in your presentation?
10. How to control the situation when you are going to blank?
11. Explain the activity process to maintain your audience in the presentation?

1.6 ELIMINTATING FILLER WORDS AND ACTION

Fig 1.6 Stay away to filler words

Filler words mean when you present the presentation and there are some situations
where you don’t have anything to say. Hence you fill this situation with some filler
words i.e. umm, hmmm, ok, well etc.

These words or actions are used automatically; you don’t have any option to control
this. With this your presentation can be stopped. The best way to overcome this
unwanted behaviors is by replacing it with an acceptable behaviors, such as the
following:

• Take a Relax
• Take a deep breath
• Renew eye contact
• Take a pause

You can take some time to relax yourself so that can be making your presentation
effective. It can be formed as break and its objective is not to eliminate fillers but to
reduce their occurrence such that it does not remain a point of irritation for the
audience.
You can apply practice session to control on your filler words. Make a recording of your
practice session or your real presentation. You have to observe it, note down points
from it. Following are the common fillers and you can fill up as given below:

• Filler that found when you move from one sentence to another sentence. It is the
most common filler and you can separate the thoughts of the presenter. At that
you take pause and think on the next sentence.
• Filler like ‘okay’, ‘common’, you can fill it some new sentence which are using in
your presentation. These fillers found when you move one paragraph to another on
paragraph.
• Third fillers found during the concept explanation, when you move from one
concept to another concept. Some filler separate the thoughts of the presenter.
Example of the filler is that, ‘moving on’, ‘let’s move the next concept’ etc.

Following are the actions to taking avoiding filler in the presentation.

• Rehearse your speech which you are using in your presentation, practice on it so
that can be helpful to improve your confidence.
• Think and plan on the pauses from the sentence, concept movement, plan the
steps using filler between the sentence or concept movement.
• You can stop your speech for the sometime, take pauses and think on the next
point. Take a breath and quickly start with the next word or sentence.

You can also take training on the filler form the experience people who are facing the
audience. Speak with them, ask queries on the presentation. You can you use also a
rhythm with your words like that of many professional speaker.

1.7 GIVING YOUR FIRST PUBLIC PRESENTATION

Emergency and presentation are two opposite thing when you are doing job. Suddenly
your boss told you that to make a presentation. You have only someday to prepare and
you don’t know what to do and how to do? Your audience will consist of the
management of the company. Sometime less time gives your big lesson and good
experience also. You can learn lots of thing to making the emergency presentation but
it required your good attention. It gives also good support to improve your knowledge
of presentation. So the be ready to give your first public presentation t any time We
need to be prepared to take on any responsibility even at short notice. The most
important point is that you know you subject. The rest that is the presentation can be
handled with few tips that can be used as a checklist.
1.7.1 Preparing
a. Make outline of main topic, first find out the main topic. You must have
minimum 10 points for your presentation. Each main point should have
minimum 5 lines explanation in statement.
b. Each main one point required one slide with explanation of 5 lines statement. It
should have with bullet or number style. Sometime graphics is the good
presentation against the more line statements. Each slide must have one image
with good color combination. You can inset audio or video clip for the more
information.
c. Each presentation required opening and closing slides. Opening slide is to give
introduction of topic and yourself, closing slide for the convey message of the
short information.
d. You can create your presentation as per given instruction as follows:
i. First slide is opening slide with topic introduction and other required
information in brief.
ii. Add one more slide for the opening, you can add company logo, photo.
iii. There can be one or more closing slide.
iv. One slide for the summary of the presentation
v. One slide for the ‘Thank you’ slide, you can provide you contact
information on it.
vi. Add header and footer to your entire slide with date, slide number and
title.
1.7.2. Practicing
a. Perfect timing makes your presentation as a successful. Take care of timing during
presentation. You may use following rules for the maintain timing in your
presentation.
I. Each main point’s explanation with statement finishes within 5 minutes.
II. There are statements in each main point and each statement explanation
for 1 minute only.
III. 10 main points presentation should not more than 50 minutes.
IV. 10 minutes for the interruption i.e. asking questions, some activities etc.
V. You will end up your 10 points presentation approximately with 1 hour.
b. Practice on your presentation is required. Each presentation required minimum 5
hours practice session. Practice with proper planning and with following points.
I. Practice session must be with planning.
II. Present yourself in front of a mirror and observe your movement and
gestures.
III. Record your presentation in your recorder, watch it and observe your body
language and point delivery.
IV. Plan your dressing sense with rehearsal; it required minimum 2-3 days
before your actual presentation.
V. Prepare yourself not only physically but also mentally.
1.7.3 Presenting
a. When you are ready for your presentation, check all the equipment before the
presentation. If repairing is required do it as soon as possible.
b. Your attitude will decide to make an audience keep in presentation with
confidence. How to plan your attitude during presentation?
i. Divide your audience virtually in three groups. Select three participants
from them. Ensure that their location should be in different direction.
So you can look at them at any time. It will improve your confidence for
the presentation.
 ii. So you can look at them at any time. It will improve your confidence for
the presentation.
iii. When you are explain the main points loot at tree selected. Start from
1st participant from 1st group, then 2nd participant and finally 3rd
participant. Remember that these 3 peoples are not special and don’t
feel them it too.
CHECK YOUR PROGRESS
12. How to eliminate filler words?
13. What to do with filler words?
14. What are the different ways of practicing?
15. What are the two actions perform before your presentation?

1.8 INTEGRATING MOVEMENT IN PRESENTATION.

Movement is the integral part of the presentation. A presentation divides
between a presenter and the audience. Audience facing you and you are the only one
person, a presenter facing audience. It does not mean that audience will bother you.
You should mentally prepare for the presentation. Do movements in presentation as
per requirement it can be helpful to your ideas and message convey?

Your movement should be helpful to the overcoming fear and increasing you
confidence as figure displayed C11. Do not stick to the podium; move around like need
of conveying your message to the audience. Your position should be as three ways for
the presenting your points which are as follows:
Identify three positions in the room so you can mainly use throughout the
presentation.
Your first position should be near to the screen. In this you present your main points
and showing some important data, images and graphics. This is the main place where
you can convey the main points.
The second position in the audience and it’s used to explain the statement regarding
points. Explanation on statement should be in the audience. It creates your
involvement in the audience and it improves your confidence.
Third position is the last position and it should be at the behind of audience. This
position is used when activities is going on or audience solving assignment regarding
presentation.

Fig 1.8 Movements in Presentation

Hence plan your movement, it is not complicated activity. Rehearse on it and note
down point regarding to it. Make note on each movement in your presentation.
Abovementioned 3 position is depending on the method of presentation, decide your
method then fix your 3 positions. Movement is an important but does it at limited
level; otherwise your audience will observe your movement and forget your message
delivery.
Another effective strategy may be used to make your presentation successful. It
includes use of body language, facial expression, and hand movement in the
presentation. A presenter communicates more information and feeling through body
language than verbal. Response will be on your presentation either positive or negative
response by the audience.
1.8.1 There are various forms of body language as follows:
Appearance: How to identify the speaker in audience? Appearance is the answer of
that. It plays vital role in the presentation to finding the speaker.
Visual contact: Eye contact with the audience is the good way to engage all audience in
presentation. It enhance speaker confidence in the presentation and also useful to
identify the interest of the audience.
Position: Speakers position decides commanding of the presentation. It maintains your
command and direction in your presentation.
Facial Expression: It is like that “tit for Tat”, means your facial expression decide
response on your presentation. It maintains your positive attitude in your
presentation. Practice in front mirror till you are satisfied with one.
Posture: Posture is one more important task in your presentation. Stand confidently in
the armed forces-head up, shoulders straight chest out, stomach in. Otherwise your
audience feels that you are nervous and panic, so they would not take a more interest
in your presentation.
Hand gestures: Hand movement also play important role in presentation. Sometime
fingers movement needed in activities or to showing some numerical data on the
screen. Legs, feet, head should or combination of these also used in gestures. It is the
animated way to communicate with the audience.
Fig 1.9 Hand gesture in presentation

1.9 MAKING EYE CONTACT WITH YOUR AUDIENCE

It is a regular event to contact with audience. Making eye contact with your audience is
difficult. It keeps your interest in your presentation because it finds response either positive or
negative way. You presentation is only for audience & they need to be made a part of it. Lack
of eye contact will show that you don’t like audience or you don’t interest to make them
confident. This will have a negative impact on your presentation.

Making eye contact is required good bonding and strong connection with the audience (see Fig
C4) otherwise you get negative response with that your presentation will fail.

Following are the ways to reach out with your eyes & give the attention those audience
deservers.

• Scan the wall: Scanning the wall is the bad habit because audience believes that
you are looking at them. They wondering with why you are looking at back wall,
some of them thinking that you are interested in to see the wall only. Its better way
to make eye contact with audience for the bonding relationship.
• Make friends: In some situation your presentation should be friendly. Select 3-4
participants from the audience and make friend them. They will help you to made
connection with audience. Make a eye contact during the presentation with them.
It makes comfortable presentation in the room.
• Divide and rule: Sometime you need the strategy like divide and rule. Divide your
audience in equally and it depends on the quality and quantity of the audience. You
can divide it as interested or not interested. You can also divide your audience in
position of the room or seating arrangement wise.
• Positive response: Find the positive responded audience and take a extra effort on
them. During the presentation some are smiling or nodding head in agreement.
You seriously look at them and make eye contact with them. It will boost your
presentation to be continued. Response is must either positive or negative. Your
body language decides response of your presentation.
• How long? : Eye contact with audience is a better way to maintain your confidence
in presentation. But is require the duration otherwise audience feel that you have
nothing to say and you are nervous. Eye contact should not be more than 2 to 3
seconds.
• Call audience by name: Make eye contact with audience and call them name before
that remember the participant name. Ask question them either they will give
answer or not, but it will to increase their confidence to maintain in your
presentation.

Eye contact is a good way to building relationship with audience. It will help to
continue your presentation.

CHECK YOUR PROGRESS

16 what are the main point of movement?

17 What strategy can you adopt to communicate with the audience?
18 What is the connection between eye contact audiences?
19 What is the relation between making presentation & looking for responses?
1.10 OVERCOMING YOUR FEAR OF PRESENTING

Presentation is a group of people is not easy when you are doing it first time, fear is
looking foolish. Then how to overcome the fear? You should take care about the
preparation of the presentation, confidence of the body language and positive attitude
towards the audience response.
1.10.1 First time presentation experienced following reaction

• Heart beating
• Mouth becomes dry
• Feeling blank
• Sickness

Fig 1.11 Overcome Your Fear

1.10.2 The following reactions happened when person start talking

• Heart keeps beating loud

• Not able to hear your own voice
• Some people talk very fast and loud
• Some people secure and stumble
1.10.3 Controlling this fear with the help of following points:
• Understand the situation and control on it.
or
 • Some people wind up a presentation & the session turns out to be a flop.
1.10.4 Reasons behind the fear as following

• Crowd in the room.

• Audience with peers
• Audience who know more about the topic
• No answer on question asked by the audience
• Going without preparation and lack of presentation skills
• Going blank and taking a Burdon about the audience.
• Unfamiliar with equipment in the room

1.10.5 How do we overcome this fear?

The following are the main points to overcome fear.
1.10.6 Prepared well

Preparation required for the presentation because it contains the rehearsal,

gesture and posture. It is helpful to do plan and its execution of your
presentation. It also ensure every details about the presentation i.e.
equipment, notes, podium etc. To take care about all these point during the
presentation.
Keep your material ready to present or you can distribute it in the audience. It
will helpful to present your presentation in easy way. Make an outline of your
presentations main points and keep your explanation ready don’t memorize it
otherwise it will fail your presentation.
Know your audience and make a proper plan as per audience requirement and
it gives the outline for the presentation. Without knowing audience you can
proceed toward the presentation.
Check out the equipment’s which are using in presentation. Not only check the
use of equipment but also process of equipment.

1.10.7 Practice before session

• Practice makes man perfect. Practice well on your presentation and it will give
more and more trick and tips regarding presentation. With that it will build your
logic and able to work out on plan.
• Note down all the points used in PowerPoint during the practice. It will help your to
deliver your presentation in easy way and embed the contents in your memory.
• Use some ideas to practice on your presentation. It will useful to focus on your
body language, confidence, posture and gesture. Also it required good eye contact.
It increases your concentration power in your real presentation.
• Use video record or audio recorder to record your practice session so that can be
helpful to identify the mistake during the presentation with you can eliminate in
real presentation. It maintains your order and plan, pauses for the real
presentation. Ask to your friend or expert to checking your recording, they will help
you to guide on your drawback. It improves your confidence and presentation
skills.

1.10.8 Additional material keeps ready

• You must keep ready your backup to face the all types of situations. It gives the
more confidence to taking care of failure that might occur in your presentation. It
makes you to familiar with all unlike subject presentation.
• You should have the entire backup for the all equipment and also check are they
working or not. It makes your relaxed and your confidence will go on high.
• Keep backup for the main points with notes. It also include all statement
explanation so you can refer it when need of the more details.
• It is the good way to overcome with lack of confidence and then don’t worry about
the forgetting some points. Because you have all backup of the all material which is
used by you in your presentation.

1.10.9 Avoid Burdon of the audience

• Sometime you are present your presentation to your senior person, so the burden
is must. You a working with them, you have burden of seniority. Keep in mind that
you are expert in that and don’t fear about the presentation.
• Know your audience it given the good support to present your ideas. When you
knew the audience then you can easily make presentation and also present it too.
Audience is from various categories, location and types. Visualize then as per
situation and present yourself as per visualization. It can be good for the
overcoming your fear of the audience.
• Your body language should be positive way so that can be reflected in your speech
and it becomes energetic. It is key success of your presentation to present yourself
with good body language.
• Make friendly relation with audience, this will encourage you to do it will.
• Take care of the queries asked by audience, firstly work on it and solve it seriously.
Because audience is an important element in your presentation. Make eye contact
during the queries solving and check their positive response.
• The audience fear about the presentation because they also searching the
meaningful output. Share some experience about the presentations, that can be
helpful to audience to maintain their interest in your presentation and comfortable
about their output.

1.10.10 Relax before speaking

• Introduction about the topic and speaker should be with smile and confident.
• Take a breath to relax before going to presentation.
• Before talking on presentation first thank of the person who invited you to speak.
• Start your presentation to counting 10 to 1.
• Announce that audience carefully listens to you.
• All above task showing that you are controlling the presentation.
• Do not lean or rest against stand, it starts your downfall.
• You should relax before presentation.
1.10.11 Observation

Fig 1.12 Evaluate Yourself

• Evaluation is must because it tests you after the any task. It gives the correct
observation the understanding level of audience and also shows the presentation
feedback. You can create the checklist as given follow to finding observation of
your presentation. You can evaluate yourself because it needs to improve your
performance better and better.
Questions Answer

How were the sessions? It should be good.

How audience responded on your Positive/negative

presentation?

How many queries asked by audience? The number of queries

 How many queries solved by speaker? Percentage of solved queries

Why you should not be afraid in I will keep my notes to refer.

presentation?

Your strength Presentation skills, feedback given by

the audience

Your drawback Feedback given by audience

1.11 PLANNING BREAKS DURING PRESENTATION.

A presentation must require break other audience will get tired and bored. It need not
only for audience but also speaker. A good presentation will include proper break
management. It will enhance the impact of the presentation and help to keeping
attention and interest. Finally it provides a period of relaxation to the audience and
speaker.

1.11.1 Breaks needed in following condition

• Time for relax to the speaker and audience

• Audience required time to keep presentations main point in their mind
• Adding some effect or activities to the presentation.
• Audience need break to focus on the presentation for long time.
• To check equipment are working properly or not.
• Time to speaker to thinking on what next?
Fig 1.13 Break

There is a one main important rule that in full day presentation, break required after
every hour. But there is one problem in this type of breaking, sometime main points
explanation needed more than one hour. So the break must be after finish the main
point’s explanation.

You should announce the break time i.e. commencing the break time and ending the
break time. You can professional language to announce the break time.

You should have plan of each break with its duration and cause. Some breaks have
short time and some break for the long time like lunch break. You can announce the
break for the solving activities also.

Keep in mind that your explanation should not be more than 1 hours it need break
time otherwise it disturb your presentation. Audience could be able to maintain their
interest in your presentation. You should announce the return time of the break; it
allows you to establish a psychological pressure on the audience to return on time.

CHECK YOUR PROGRESS

20 how many steps are there to over the fear?
21 Reasons for fear of presentation.
22. Why need a break?
23. What is the rule for a break in one day presentation?
24 What are the necessary to have breaks?
1.12 PRESENTING TO DIFFERENT TYPES OF AUDIENCES

There are different types of audience; you must have knowledge to face the various
types of audience. You can categorize under different types based on common needs.
So you can communicate effectively with the various categorize.

Fig 1.14 Different Types of Audience

• Manager: These types of peoples are senior, required accurate data and figures.
You need to take an effective approach in your presentation and will be a formal
sessions. A presentation should be indicate that perfection data flowing.
• Colleague: These audience means they are colleagues or your level people, with
you can communicate normally and friendly. It should mutual respect and sharing
of learning and experiences. Their involvement should be interactive with sharing
some opinions, experience and feedback.
• Team: It is the whole circle of your group, so all members are important in all work
doing by team. All audience should be feel that you are the part of the team, you
contribution also in the groups success or failure.
• Special Interest Group: In all types of presentation some people are special interest
in presentation. So the know about this types of group, communicate them with
understand their problem. A bond is created and audience will think that you are
one of them.
• Different subject group: Some time there various different subject people. You
should observe the various group involved in your presentation and identify the
main sub group and focus your presentation on them. You should ensure that the
other sub groups are also involved.

Finally you need to know the various types of audience and analyses their preparation
for the presentation with their requirement. Focus that all point involvement in your
presentation about these audience. Fig. c13 display a presentation constitution a set of
audience.

1.13 TIPS FOR KEEPING YOUR PRESENTATION INTERESTING

It is necessary to keep your audience with their focus in your presentation. You should
feel the experience for them about your presentation. The following are some tips for
hold up your audience in your presentation.
Fig 1.15 Prepare Well

• Graphics: There is need to explain your presentation in minimum word and

maximum graphics. A graphic tell us the more information about the presentation
at low space. Use good color combination, graphics, and handout to support your
good presentation.
• Position: You should not remain at the podium, come out and use you room to
present your presentation. Because when you mix in your audience it will increase
your confidence.
• Eye contact: It is the most important communication way to find out the response
of audience on your presentation.
• Focus: you should focus on your main points; your presentation must flow with the
same way. Otherwise Audience feels that you are nervous and not ready to present
your presentation.
• Gesture: You gesture should be in your own style and it should be professional not
functional. With the help of if you can improve your message convey idea and
confidence on the presentation.
• Speech: Your speech should be perfect and effective, do not read from your notes.
You should prepare and create handout of your notes and distribute it in your
audience before your presentation. It gives the good idea about your presentation.
Explain all point in easy way and good communication method. You need to speak
naturally on your points.
• Following are the point to maintain audience interest in your presentation
o Share your experience with effective examples.
 o Keep the presentation short and simple.
o Ask questions timely and get the answers on it.
o Give them activates regarding your presentation
o Make a proper plan on your presentation.
o Know your audience with their requirements.

CHECK YOUR PROGRESS

25. Types of audience
26. Special interest audience and mixed audience
27. How to maintain these two groups audience in your presentation?
1.14 SUMMARY

• Know your audience with analyze them.

• Contribution in the successful presentation
• Various levels of audience
• Avoiding common mistake during the presentation.
• Formatting and your presentation
• Avoiding bad habit during the presentation.
o Lack of eye contact
o Dressing sense
o Lack of preparation
o Lack of practice
o Standing position
o Speaking a long time
o Dull start
o Bad Gesture and posture
• Fears and your presentation. You can note down following points to overcome
fear.
o Do not panic
o Prepared well
 o Keep ready your notes
o Buy time and communicate with your audience
o Maintain the eye contact
o Body language with confidence
o Arrange the activities with questions answers
• Fillers words in your presentation.
o Taking a pause
o Taking a deep breath
o Renewing eye contact
o Movement from the topic to topic
• First public presentation and your preparation
• Integrated movement in presentation play vital role and following are the
points to use in your presentation.
o Appearance
o Visual contact
o Position
o Facial expression
o Posture
o Hand gesture
o Body language
• Good eye contact with your audience in your presentation. It became naturally
when you’re doing with your presentation. Following are the main point use in
your presentation.
o Maintain eye for the maximum 5 seconds only.
o Divide audience in three groups and find three participant from them
and make eye contacts with them individually.
o Do not scan the wall or any other equipment.
o Make friends with the few participants.
o Call participants by their name
• How to overcome fear during the presentation? Following are the simple
method use for it.
o Prepare
o Practice
o Ready your backups
o Reduce your fear during the presentation
o Feel relax before presentation
• Your presentation should be with break and plan about the break and your
presentation time. It gives the additional time to think or to do their work.
o Proper schedule about the break in your presentation
o Proper announcement about the break time
o Announce the return time of break.
o Plan about the break as per requirement
• Types of audience in your presentation, you should have to know about the
audience and their mind with their requirement. Following are the types of
audience.
o Managers
o Colleague
o Team
o Special Interest group
o Different subject group
• How to convey your message effectively. Audience involvement must need to
communication on your presentation. Following are the points used in this.
o Graphics and picture with caption
o Your movement in the podium
o Eye contact with the audience
o Focus on the objectives about the presentation
o Present yourself with your own style
o Do not read from your notes. Use proper speech.
 o Speak naturally with audience
o To increase the interest of the audience as follows
Share your experience with effective examples.
Keep the presentation short and simple.
Ask questions timely and get the answers on it.
Give them activates regarding your presentation
Make a proper plan on your presentation.
Know your audience with their requirements.

1.15 KEY TERMS

• Legibility: It means visibility of screen during the presentation.

• Colleague: It means all peoples working with you.
• Podium: It is the place where the presentation is going on.
• Deliverable: Something to present in the room in front of the audience.
• Proofread: It is the process to use the searching the errors and remove it.
• Rehearsal: It is the proper time management of the presentation with
explaining the statement.
• Nausea; It is a stomach distress with distaste for food and an urge to vomit.
• Evaluate: It is the process to determine the significance worth or condition by
careful appraisal and study.

1.16 QUESTIONS AND EXERCISES

Short Answer Questions

1. How to analyze the audience and what are factors will use for it?
2. How to avoid the common mistakes?
3. How many types of filler words?
4. How to take a break during the presentation?
5. How to take to address different types of audiences?
6. What is the main factor to take practice for the presentation?
Long-Answer Questions

1. How to maintain eye contact with your audience?

2. How to recover when you are going to blank during the presentation?
3. What are the steps to prepare your first presentation?
4. What are the three positions during the presentation?
5. How to make eye with your audience during the presentation?
6. What is the connection between the self-evaluation and fear of presenting?
7. Following are the two different situation and you need to make a presentation
on each for which you have made your necessary preparations with a list of all the
differences in your preparation, approach and strategy.
a. You are a teacher in a college. You are going to teach a topic on computer
generations. You need to present the presentation on the computer generations.
b. You are a purchase manager and you have been given an assignment to establish
purchase process of your company. You need to make a presentation to the
operations staff at their head office.
1.17 FURTEHR READING

Presentation Zen
Subtitle: Simple Ideas on Presentation Design and Delivery
Author: Garr Reynolds. Foreword by Guy Kawasaki
UNIT 2 VISUAL PRESENTATION

2.0 INTRODUCTION

A first unit explained all about the presentation. In this unit you are learning about the
making of good presentation. You can use powerful way to convey your ideas and
convincing your audience. You can include graphics data, written text, audio and videos
in your presentation. It is useful to make your perfect speech during the presentation.
Your visuals can help to entertain and to give information about the presentation.

You should have proper effectively data in your presentation, it can be helpful to
convey your message easily to your audience. You should have proper image on the
topic otherwise there will be no need to insert image in your presentation. When you
are giving the presentation on the sales ideas to the salesman, it required concern
image. Fig 2.1 perfectly showing the image required for conveying your ideas regarding
sales.
Fig 2.1 Sales design

Your audience needs not to read information when you give any image regarding your
topic. All story should be explain in image, there will be no need to explain something
more after that. You can ask to your audience about the needing more after watching
images on the topic covered in your presentations. Following is the more one example
to showing all information about the topic of your presentation. When you are giving
the presentation on the hill station, you can insert recent image of the hill station.
There is no need to explaining about the climate of the hill station.
Fig 2.2 Climate of the hill station

A picture says thousand words in one minute; you have to sense to read the various
data from the images. It is the effective and entertaining way to communicate with
your audience. It can very useful and helpful to maintain your audience in your
presentation. It saves your times also and makes your presentation meaningful in
minimum time. The audience turns their mind with positive attitude after reading the
data from the images.

Look at the following image about the learning process and it explains the various
benefits from the learning element and focus on the element of the learning.
Fig 2.3 Elements of Learning

There is a way to insert or add photos and graphics in your presentation. Adding more
images in your presentation will not be giving good experience, it turns into bad
experience. Take care about the adding image in your presentation. They all are should
be related with your topic of the presentation.

Your main purpose of the presentation is a communication; hence you can

communicate with your audience by the form of handouts, speeches, images and
videos. The objective of the presentation should be clear with your thoughts and
information. Visuals should be used to support your speech and not replace it. It plays
the vital role in your presentation; you can develop your concepts via visual.
Planning about the visual in your presentation is the core part of the successful
presentation. You can add image from the design phase and continue all the time till
when the finalization and creation of visual is actually done.

2.1 UNIT OBJECTIVES

You will be able to:

• File compression use and features

• Bitmap and resolution during the presentation
• Formatting in PowerPoint presentation i.e. color combination, fonts and
graphics objects.
• Inserting graphical objects in simple way
• Background effect
• Multimedia presentations
• Flip charts features and advantages

2.2 THE BASICS OF FILE COMPRESSION

When you added some images in your presentation, you should check that
compatibility of those images to open in any types of computer. Some time when you
present your presentation without checking the compatibility some images showing
the problems. It need also compression software to compress your file otherwise your
file size will increase and it required large storage device.

Your presentation saved with your graphical object and all graphical objects display will
depend on your compression software and compatibility of your computers
application. It is important to take appropriate care and try to keep the file size as low
as possible.

You can use compression software to reduce your file size, there are various
types of software available in market. All are used to compress your file in easy way.
Actually there file compression software encode your files contents and reduce your
size. It takes less space to store your data, you can then easily move from one storage
device to another. You can send it via internet. In this software some phrase replaced
by tokens in the form of combination of symbols, alphanumeric keys. The file returns
to its original size.

There are also two ways compression and decompression done with same software.
Compression means to reduce your file size and decompression means to turns your
file into original size. Some software s provides self-extracted function. Extraction
means the process of decompression file.

File compression is needed when your file containing multimedia presentation. The
size of these presentations can be huge which makes them unmanageable. You can
handle with the compression applications. When you want to send these types files it
creates lots of error. Hence compress these files and no errors will occur during the
presentation.

There are various types of compression software available and you can easily use
during the use of internet. Following are the some examples.

• WinZip
• PKZip
• Winrar
• Winace

Mostly software compression software is available on the Internet. You need to go to

the website and download it and install on your computer and use. Some manufacture
provides it with free trial versions you can use it for the same period.

Buy license copy from the internet and use it legally. Various types of website have
their website so you can download updated versions.

You can reduce the size of your multimedia presentation is that, you can save your
images in various format. This format saved your file in less size.
 CHECK YOUR PROGRESS

1 Use of compression software

2 Advantages of compressing files

3 Availability of compression software

2.3 CAPTURING BITMAPS AT THE CORRECT RESOLUTION FOR PROJECTION

Visibility of the image is depending upon the resolution of the image. Resolution
decides your image quality and visibility. It is helpful to increase your audience interest
in your presentation.

You can create your file with the multimedia files but it is very time consuming process
and also challenging task. It required visibility, clearly, quality of the image to the
audience. Its brightness, contract also an important in your presentation.
Fig 2.4 Images with resolution
olution

Image displayed in various resolutions,, sometime when you increase the size of image
it lost the visibility and quality. Hence you cannot enlarge it, but the audience required
enlarges the image because of visibility. When any image is not visible to the audience
then your presentation will not be effective and meaningful.

These all problems occurred in the graphical objects i.e. Images, tables, shapes, smart
art, charts etc.

Following is the one example on the enlarging the size of table inserted in your
presentation.

When you are created a table in word program and you are going to insert it in your
presentation. It lost the lines after inserting it in your presentation. Some time you also
face the problem of sound quality or video quality. In table enlarging in the
presentation lost style of font, sharpness of the text, line style. Take care of the resizing
the table and its location.

Fig 2.5 Image without enlarge size

Sr.No. Name Address Contact

1 Nayna Sharma Delhi 02154877
2 Sahil Kumar Kolkata 02457888
3 Ajay Patil Mumbai 02454545
4 Radhakrushanan Chennai 02454555

Fig 2.6 Image with enlarging size

In the above figure a table embedded and take screen shots of it, when you enlarge
this table in the second figure it lost the table lines. It does not look like as good as on
the actual screen. It is slightly blurred and out of focus. The contents of the screen
cannot display in proper format as given in the actual table.

You can create image in various format but the two types of image formats are as
follows

1 vector
2 bitmap
These two formats store images in very different ways. Vector images used the
geometrical shapes to draw a images and it required proper measurement unit with
drawing instruction. Bitmap images are stored in the form of a pixel of elements. Image
showing in dotted resolution. Bitmap image required less storage space as compared
to vector image.

Fig 2.7 Bitmap image and Vector Image

In these examples of the images, first image is filled in circle in bitmap format on the
left and filled in circle in vector format on the right. In bitmap image the edges are
enlarged triangle is jiggered. In the bitmap image there is a limit on the zoom. While
you can enlarge vector image at any level, it clarity and visibility will not change and
show it in accurate mode.

• Bitmap/Raster Image

Each pixel is described by its color and location in the bitmap image. It means you are
dealing with pixel not with its shapes and sizes. The more the number of pixels, the
more information can be stored and more detailing and sharpness can be achieved.
The sharpness of the image in bitmap is depending on the resolution of the image. The
higher the resolution shows the sharper image and lower the resolution created the
lower sharpness of the image. When we enlarge the image in bitmap it lost the clarity
of the image and also lost sharpness of the image.

Fig 2.8 Bitmap Image lost sharpness

There are mostly used software to dealing with bitmap image are the, paint, MT paint,
adobe Photoshop etc. Following are the file extension created for the bitmap images.
• JPEG OR JPG (PHOTO SHOP, MS PAINT)
• PNG (MS PAINT)
• TIF
• BMP (MS PAINT)
• PSD
• TIFF
• TGA
You can save bitmap image in various format with its extension, in some methods you
might lose data; others help to retain as it is. JPEG format lost the some settings and
TIFF format is use to retain the setting regarding the image.

• Vector Image
Fig 2.9 Vector Image

This types of images created by using geometrical shapes i.e. lines. Every line is
described with a mathematical formula and its resolution. In this image scaling is the
important because it decides the size of the vector image. Its main feature is that you
can enlarge it without losing the image clarity and sharpness. The large size of the
image showing details about the image.

Observe the vector image, large image found more clarity as compared to small image.
Enlarging the image has shown the detailing. The lower lashes are also visible in the
enlarged image. Following are the some examples of the file extensions regarding
vector image with application name.

• CDR: Coral Draw

• DXF/DWG : AutoCAD
• AI : Adobe Illustrator

The following are the some factoring for using the bitmaps image.
• Resolution: It is the element which is directly related to its quality. High resolution
means high quality of the image and low resolution means low quality of the image.
This image showing the number of pixels and the amount of information available
for each pixel. Don’t enlarge bitmap if you want the good quality of bitmap image.
• Spatial resolution: It is a measure of the accuracy or detail of a graphic display and
it is show as dots per inch, pixel per line, lines per millimeter etc. It can be measure
only expression of the image as dot per inch i.e. DPI. Resolution means vertical and
horizontal multiplication of the pixel. The resolution of the input and output
devices determine the display size. After the enlarging the images, it turns your
image in the poor quality and reproduce at optimum quality on an output device of
a given resolution. The aspect ratio must be maintained when resizing a bitmap
image.
• Size of image: Scaling of the bitmap image multiplying the dimension with a whole
number. You image should be double when you are going to resize it. Reducing size
means the divide the dimension and it should half of the natural size.

The resolution of the image determines the physical size of a new enlarged image. A
bitmap image of high resolution will be small than the image with low resolution. You
can create a bitmap image with required size and it should be with proper resolution
and quality. Accountability of the all various types of images with its different result ion
should be maintained.

CHECK YOUR PROGRESS

4 Various formats used to store images.

5 Different between vector and bitmap image

6 What is the resolution and pixel?

2.4 CHOOSING THE RIGHT COLORS FOR YOUR NEXT PRESENTATION

Some image required good color combination and it is the powerful tool for enhance
your presentation and convey the good message to the audience. Some color may be
used to convey the message or instruction to the audience in presentation.

Fig 2.10 Choosing

sing Right color 1

Fig 2.10 Choosing Right color 2

You can apply various color combination to impact on your audience effectively and
meaningful. You can establish
establish good relationship by using color and sound effect also.
Color compliment must be used in your presentation otherwise your presentation will
be meaningless. There are some clashes found also when you are not follow the color
compliment.

You should follow the rules use of color in your presentation. You can take a
advantages of the use color in your presentation. It clearly demonstrates the
relationship between colors and mater. There are various colors which are categorized
in three main group. Following are the three main group colors combinations.

Primary Colors: In these groups there are three main colors red, blue and yellow.
Generally they colors are known are primary colors. The Primary Colors are the root of
every other hue imaginable. The primary pigments used in the manufacture of paint
come from the pure source element of that Hue. There are no other pigments blended
in to alter the formula. Fig C7 displays the primary colors.

Secondary Colors: When you combine any two of the Pure Primary Hues, you get three
new mixtures called Secondary Colors.
Think of the three Secondary’s as the Children in the family of colors.
Yellow + Red = ORANGE
Red + Blue = VIOLET or PURPLE
Blue + Yellow = GREEN
Tertiary Colors: When you mix a Primary and its nearest secondary on the Basic Color
Wheel you create six new mixtures called Tertiary colors.
Think of the six Tertiary Colors as the Grandchildren in the family of colors, since their
genetic makeup combines a Primary and Secondary color.
Yellow + Orange = YELLOW-ORANGE
Red + Orange = RED-ORANGE
Red + Violet = RED-VIOLET
Blue + Violet = BLUE-VIOLET
Blue + Green = BLUE-GREEN
Yellow + Green = YELLOW-GREEN
The choice of colors for presentation slides is one of the important decisions that must
be made at the start of the process of developing your slides. Most organizations today
dictate a template with corporate colors that must be used for all presentations
outside the organization as part of a branding initiative. In that case, you have no
choice in the colors. But many internal presentations and in many other organizations
you can choose your slide colors. So how do you choose? Here are some ideas to keep
in mind when choosing colors for your next set of presentation slides.
1. Contrast
it means "To set in opposition, or over against, in order to show the differences
between". One of the most common mistakes in selecting colors for presentation
slides is to not have enough contrast between the colors chosen for the
background and the text or graphics. If you want the audience to see the text or
graphics on the screen,
2. Color Combinations to Avoid
Some colors should not be used together for a variety of reasons, so here are some
combinations to avoid:
Red & Green – these two colors clash with each other and are very hard to read.
Also, people who have color deficiency will have trouble figuring out what you are
trying to say on the slide
Orange & Blue – another pair that causes a disturbing effect on readers as the
colors seem to vibrate against one another
Red & Blue – these two colors just do not have enough contrast to be seen well
when used together. This combination also seems to suffer a further loss of
contrast when projected on a screen.
The best suggestion for the color combination, you use in presentation slides are
either a dark background with light text and graphics or a light background with
dark text and graphics. Here are the specific colors for the each color scheme.
• Dark Background with Light Text and Graphics
 o Background – dark purple
o Text and Graphics – white
o Accent Colors – red, lime green, orange, light blue.
• Light Background with Dark Text and Graphics
o Background – warm colors
o Text and Graphics – dark blue, black, dark purple, dark violet
o Accent Colors – dark green, burgundy
2 Background Color
You view some presentations and apprehend all of the information. You view others
and nothing is clear to you. Why? There are lots of reasons for that and one of them is
the coloring. Background and text colors choice is very important and can either help
you to make your presentation easy to understand or spoil it since colors influence the
perception greatly. So what colors should be chosen?
Let's figure that out! Talking about background colors blue is considered to be the most
effective one since it makes you feel confident and secure. This color is universal and
can be used in any presentation. Purple and some variants of green, white or grey are
also acceptable as background colors.
3. Purpose of color

Warm Colors: Reds, oranges, and yellows. This is a bright, vibrant set that conveys
energy and excitement. Think of things that incorporate these colors such as sunshine,
roses, sunflowers, bright sunsets, and fruit. Following are the colors with its use and
purpose.
Cool Colors: Greens, blues, and purples. This set evokes tranquility, nature, and is
believed to have a calming effect. Think of forests, rivers, lavender, and night sky
shades.
Monochromatic Colors: Black, white, and grey. A perfect theme to pull background
and base colors from because these shades evoke simplicity, sophistication, and purity.
Some other factors regarding meaning of color and its purpose.
The Vibrating-Color Headache: Vibrating color combinations are colors that give the
illusion that they are vibrating on screen. Not only are they ugly combos, but they can
actually give people headaches and have been known to even make some people
nauseous. If you need to use bright colors, always use them with a complimentary
(neutral) background.
Low Contrast Colors: While subtle color contrast can be great for print design, it rarely
works with presentations. A projector is limited in the colors it displays, therefore,
colors with little contrast can easily be washed out and “invisible” when projected
Not So Black and White : Print design can look professional and elegant when only
using black and white, but in a presentation, black and white generally look boring and
as if little thought was given to the design of the presentation. If a black and white feel
is needed, I recommend adding a subtle gradient to blacks and whites to add a little
depth/interest.
4. Color accessibility
• Many people have some form of color blindness, that colors are red and green.
Avoid the use of these two colors and wherever not possible. Don’t use the more
color combination of the red and green. Fig C5 displays the colors as seen by a
person with normal eyesight and seen by a color behind person.
• Do not highlight information the bad color combination. You can take a test to find
out the color blindness of the audience in your presentation, so that can be helpful
to finding color blindness and visualization.
At least you should remember all the above point during and creating your
presentation. Keep it simple by using two or three colors and increase your palette
with some shade.

CHECK YOUR PROGRESS

7 Three groups of colors
8 How to select a color combination?
9 What is the meaning of contrast color?
2.5 FONTS AND POWERPOINT : TRUETYPE AND POSTSCRIPT

The best presentation fonts are Arial, Tahoma and Verdana. Of these Verdana can be used as a
headline font.

You can use fancier "sans serif" fonts like Universe and Trebuchet but these have a problem
that are not commonly available in most people's machines. As a result if you use a font like
Universe and email it to someone else power point uses its default font and commonly will also
use the default formatting. This can make the text quite a mess. You can also email the fonts,
but most people have no idea of how these need to be installed. These fancy fonts look very
nice, but if you need to distribute your presentation - either by email or for the conference
organizers to print out - you would probably be advised to stick with Arial, Tahoma or Verdana.

Times New Roman is not suitable as it is a Serif Font. Lots of people misuse it in presentations
because they have used it in word documents where it is used to make lots of small text easy
to read.

• TRUE TYPE FONTS

TrueType is an outline font standard developed by Apple and Microsoft in the late
1980s as a competitor to Adobe's Type 1 fonts used in PostScript. It has become the
most common format for fonts on both the Mac OS and Microsoft Windows operating
systems

These fonts are fully scalable, which is very useful as you get the option of various sizes
for each font. You can use the 32 point for the standard text and 48 point for the slide
titles. The advantage of these fonts is that they can be universally used on any machine
with the Windows platform.

All TrueType fonts have the file extension ‘.ttf’. All the fonts found in the C drive and
name of that folder is windows then open font folder.

• PostScript Font
It can be offered by any platform if the Adobe Type Manager (ATM) is installed. They
are similar to TrueType fonts but one advantage is that, there are a wide variety of
fonts available. You can use it to create or deliver your presentation. These fonts’
extensions are ‘.pfb’. This font found in windows folder by name of the PS fonts.

Fig 2.11 Post Scripts Fonts

These fonts are very difficult and under normal circumstances you can use both types,
individually or together without being trouble by the difference. There are various situation for
the using these fonts and you can use any fonts as per required in presentation.

CHECK YOUR PROGRESS

10 What is the meaning of true type font?
11 what is the meaning of postscript fonts?

2.6 GRAPHIC TYPES AND ELECTRONIC PRESENTATIONS

We learn about the types of images but here you know that, when and where you
insert image in your presentation? We can enhance the quality of a presentation and
ensure the interest of your audience by adding some simple images.

Now here we are learning about the use of raster image and vector inserting ideas as
per requirement.
• Raster Images

In computer graphics, a raster graphics image is a dot matrix data

structure representing a generally rectangular grid of pixels, or points of color,
viewable via a monitor, paper, or other display medium. Raster images are stored
in image files with varying formats.

A bitmap, a single-bit raster corresponds bit-for-bit with an image displayed on a

screen, generally in the same format used for storage in the display's video memory, or
maybe as a device-independent bitmap. A raster is technically characterized by the
width and height of the image in pixels and by the number of bits per pixel .

• Vector Image

Vector image is the use of polygons to represent images in computer graphics. Vector
graphics are based on vectors, which lead through locations called control points or
nodes. Each of these points has a definite position on the x and y axes of the work
plane and determines the direction of the path; further, each path may be assigned
various attributes, including such values as stroke color, shape, curve, thickness, and
fill.

The following are the image elements.

Tone/Color - Tone can be defined as each distinguishable variation from white to

black. Color may be defined as each distinguishable variation on an image produced by
a multitude of combinations of hue, value and Chroma.

Resolution - Resolution is defined as the ability of the entire photographic system,

including lens, exposure, processing, and other factors, to render a sharply defined
image. An object or feature must be resolved to be detected and/or identified.
Resolution is one of the most difficult concepts to address in image analysis.

Size - The size of objects can be important in discrimination of objects and features
(cars vs. trucks or buses; single family vs. multi-family residences, brush vs. trees, etc.).
In the use of size as a diagnostic characteristic both the relative and absolute sizes of
objects can be important

Shape - The shape of objects/features can provide diagnostic clues that aid
identification. The Pentagon building in Washington is a diagnostic shape. Man-made
features have straight edges that natural features tend not to. Roads can have right
angle turns, railroads do not.

CHECK YOUR PROGRESS

12 Condition regarding the use of vector images.
13 what is the full form of GIF?
14 what are the element of the image?

2.7 QUICK TIPS FOR EFFECTIVE VISUALS

Fig 2.10 Visual image

Following are the effective tips that we should keep in mind while using visuals.

• Speak your words –don’t write –

Too many presenters add large blocks of text to their slides, thinking this helps
enhance their presentation with detailed information. Text with bullet points is
 must. People read much faster than a comfortable presentation so they will do
with the slide before you finish. Because of this don’t write your points on your
slide; explanation should be with your voice.

Fig 2.11 Speak your word

• Use good images

If you are used good images in your presentation with proper size and color
combination, it is helpful to remember what you are talking about at the time. You
can add to the quality of your presentation by having compelling images that go
along with what you are currently about.

• Effective diagram with correct numerical data.

It is the great way to communication with your audience during your presentation.
But make sure that you actually address the diagram in an interesting way. You can
use numerical data in the form of diagram so that can be needful to the audience.
It is the good and perfect way to present your numerical data.
Fig 2.12 Effective diagram

• Bullets and numbering to the points

In your presentation don’t add the paragraph add your speech like that statement
with lines. It should have display with proper bullet style or if required number
style.
It can be helpful to show your data with the proper bullets and numbering style for
the good communication and read.

Fig 2.13 Numbering style in presentation

• Don’t Use More than 6 Lines of Text

Fig 2.14 Line limitation in presentation

Don’t use the statements or line more than the 6 lines. Limit the number of lines per
slides to 6 and use only 5-7 words per line.

The total word count of your slide should not exceed 30 words. Do not force the
audience to read slides full of text. They will be busy reading and will not listen to what
you are saying, it will lose quite lot of information. Your slide should be with
highlighted to the important points.

• Sample data or product

When you are launching product and making presentation on it, you should have one
slide on the sample product image or real product with your presentation.
Fig 2.15 Sample product

• Headlines and title

Fig 2.16 Headlines and titles

Each slide must have with good and clear one headline. This will eliminate the need for
headlines and provoke the audiences to think.

The sample slide above has a title ‘How to present?’ The above mentioned figure
explained the headline and title. Title means the topic name and headlines mean the
short view on your topic.

• Font—Style and size.

When sizing your fonts, keep in mind that the text should be large enough to be read
by the person in the back of the room. While you can use a creative font for a slide
title, avoid using it for body text. Instead, stick to clean, traditional typefaces like
Helvetica. And if you’re using a dark background, make the text bold for readability.
Fig 2.17 Font Size and style

• Layout and Margin :

It is the main object during the presentation, in case this cannot be avoided, edit your
text and re check the margins. Use margins and guides to structure each slide, you
should remember that white space helps visual appeal and ensures audience interest.
Your handouts must be with proper margins, after printing the handout it should be
clear and neat. The handout does not look crowded.
• Consistency
There should be some uniformity in the present of the information in your
presentation. Use this concept design your slides and it should with proper elements
background, bullets, font, header and footer, color scheme, slide animation, photos
with size, spelling and grammar, margin and layout, diagram and chart, table,
animation schemes etc.
• Design your presentation professionally
Your presentation should require professional touch it mean your all presentation
create with proper professional requirement, data presentation, color combination,
graphical arrangement, numerical data accuracy etc. Your background should be with
professional effect.
Fig 2.18 Professional presentation

• Presenters identity

Presentation should be created with presenter identity in corporate style. Add you
company logo so that the audience knows who you are representing. Ensure that the
identity of the company appears in the same location in all slides of the presentation.

Presenter identity should be with short information in attractive way. Do not use them
for the sake the attraction. Your presentation should maintain the flow in simple way
and it will be better understood by the audience.
Fig 2.19 Presenter identity

2.8 USING DIFFERENT BACKGROUNDS WITHTIN A SINGLE PRESENTATION

You can apply any background to your presentation; it will help frame the ideas in the
foreground. They should not take away attention from the foreground. You can add
texture, various graphical texts, auto shapes, and updated design as a background.

When your presentation contains a lot of charts and diagrams use a clean and simple
background. When you have mainly text slides, use a professional background.
If most slides in the presentation will contain only text, any background will work
effectively. Figure C13 displays a presentation background for a visual presentation.
You need to be consistent even with the use of various types of background. You need
to be careful what backgrounds you use for each main topic. This slides should not
mismatch theme otherwise it will look like crowded.

CHECK YOUR PROGRESS

15 How to apply various background styles in your presentation?
16 how to apply background if your presentation slides contain only text?

2.9 TIPS FOR CONVERTING MULTIMEDIA PRESENTATIONS TO HTML

• Save a presentation as HTML or MHTML

When you save your presentation as a Web page (Web page: presentation saved in
HTML format. The graphics support and other related files are stored in an associated
folder when a presentation is saved as a Web page.) PowerPoint creates a folder
containing a. htm files and all the support, such as images, sound files, cascading style
sheets, scripts, etc. Save your presentation as a Web page if you want to edit with
FrontPage or another HTML editor, and then publish to an existing Web site.

• Save a presentation as a Web page (HTML)

1.In the File menu, click Save as Web Page.
2. In the File name box, type a name for the web page.
3. In the Type box, click the down arrow, and then click Web Page. In the Save As
dialog box, the default file type is Single File Web Page. Click Save.

CHECK YOUR PROGRESS

17 What is the full form of HTML?
18 What is the web page?
19 Steps to convert ppt into the html

2.10 PROPER USE OF FLIPCHARTS

Fig 2.20 Use of flipchart

Flip charts are both a static display tool (like slides or props) and a dynamic creation
tool (like a whiteboard or the ubiquitous back of the napkin). This versatility offers
many key benefits to speakers.
There are several advantages of using a flip chart. Here are just a few:
• Flip charts do not need electricity - You don't need to worry if the bulb will burn out
or worry that you forgot the extension cord.
• Flip charts are economical - They do not require you to use any special films or
printers to produce them.
• Color can be added very easily - An inexpensive box of flip chart markers allows you
all the creativity you want.
• Flip charts allow spontaneity - Any last minute changes can be easily made
Fig 2.21 Flipchart with advance use

Disadvantages of flipcharts and they are as follows:

• Time consumable and required more time to use of flipcharts. It results in loss
of interest and focus.
• Flipcharts do not hold up well to frequent handling when you need to reuse
them.
 • Position of the flipchart in presentation is particularly important, otherwise it
spoils your presentation and you need to ensure that it is visible to the
audience without any problem.
• You need to look at its transportation to move at your venue of your
presentation and also requirement proper arrangement of the location.

Following are the some tips to using flipchart in your presentation.

1. Good color combination -
You can use dark, bold colors that contrast well with the white paper of the flipchart
pads. You can prefer black and blue markers to display the text on flipcharts.
The reason for using dark, bold colors is visibility. Dark colors seem to “pop” off the
page and can be seen from a distance. Light colors (red, orange, yellow, etc.) are a bit
more difficult to see from a distance. Light colors can be used for highlighting your
flipchart content, for example, circling, underlining, or creating bullet points.

2. Incorporate Artwork
Never underestimate the power of a graphic. Graphics allow you to communicate your
message more effectively with your audience. A picture is worth a thousand words and
good communication way with your audience.

3. Write Notes -
when delivering a presentation for the first few times, presenter often need help
remembering what to say during the presentations and what to write on the flipchart.
Be preparing for the writing and speaking material with proper notes.

4. Practice the main point-

You should do practice on the writing and explaining to your audience. Rehearsal
should be must on the practice with your flipchart with main point and your
explanation. It wills improves your confidence and make you ready to meaningful
presentations.

5. Use colors for better reading.

 o Use different color when you start a new point.
o Use different color to the sub topic and main topic
o Use good color combination for easy reading
5. Keep a lot of white space so that the audience can focus on the main idea. it is
useful to explain your main point with some examples.
6. Use only 60% area of the flip charts and remaining place will use to say about the
more ideas.
7. You should carry different colors markers and all are should be in working condition.
Note that do not write when you talk and do not talk when your write.

CHECK YOUR PROGRESS

19 Use of the flipcharts
20 Advantages and disadvantages of the flipcharts
21 Tips for the using the flipchart in your presentation.

2.11 SUMMARY

• Visual presentations convey your ideas and concepts in an impressive way or you
can entertain and inform to your audience.
• Visual effect examples are online newspaper, television programs.
• PowerPoint presentation needs compression images, size of images and resolution
of images for the more information.
• Images included in your presentation should have minimum size and in proper
format, it will good for the transportation. It means you can easily use in any
computer or any other place.
• File compression and de compression is required in the presentation. Compression
means to reduce your image or file size and decompression means file turns into its
original size.
• Resolution of image is the important task in the multimedia presentation.
• The vertical and horizontal dimension is called as a resolution and it is the main
important concept in image quality.
• Resolution is said in number of dots per inch i.e. DPI. It is the size of image and
determined by the resolution.
• Color can be enhancing your presentations; you can apply different colors
combination to the text, background, table and graphics.
• There are three types of color groups 1-Primary, 2-Secondary 3-Tertiary
• There are two types of font’s 1-TrueType and 2-Post Script, fonts are the effective
way to present your text in your presentation. Size of font with its style is an
important task during the presentations.
• There are two types of images- Vector and Raster. Vector image made by
geometrical shapes and Raster image made by pixel.
• You can apply different types of background with text effect, colors, texture, and
design to your presentation slides.
• You can present your presentation on the internet or you can convert it into HTML
format also, so that can be helpful to reach towards the large audiences.
• Flipcharts can be used as display multimedia presentation. It is the very popular
and effective, familiar, low-priced tool that does not required any electricity and all.

2.12 KEY TERMS

• DPI – It is the measurement unit of bitmap image. The image quality decide on
the dot per inch.
• Multimedia – Combination of the text, audio, video and graphic objects
• Palette: It is the set of color.
• Retain: power of remembering.
• Tertiary: It is the color production of two secondary colors.

2.13 QUESTIONS AND EXERCISES

Short answer questions

 1. How does compression process work?
2. What is the meaning of decompression?
3. List out the disadvantages of bitmap image
4. Advantages of flipcharts using in presentation?

Long-Answer Questions

1. What is the meaning of visual presentation?

2. What are the advantages and disadvantages of Flipchart?
3. Differentiate the raster and vector image?
4. Explain the background and the presentations slides
5. Explain the font and its use in your slides.

2.14 FURTHER READING

Presentation Zen by Garr Reynolds (Be alive, be thoughtful, be colorful)

Slide logy and Resonate by Nancy Duarte (Be visual, be simple, be a storyteller)
The Art of Explanation by Lee Lefebvre (Be clear, be concise, be intelligent)
UNIT 3 KNOWING PROJECTORS

3.0 INTRODUCTION

Projector is the most important part of the presentation, it required when the
audience is huge. With the help of projector you can display your information on the
screen. It should visible to all otherwise no one can take participant in the
presentation. Projectors are comes with various configuration and specification. It is
the high price equipment some time it should not be comfortable with your
presentation.

3.1 UNIT OBJECTIVES

You will be able to:

• Various kinds of projectors

• Connection of projectors to various other devices
• Different types of cables installation with projectors.
• Projector set up with some equipment’s.
• Installation and precautions of the projector

3.2 TYPES OF PROJECTORS

Recently all businesses using the projector to show something about their
advertisement or new project of the business. There are different types of projector in
market; you can buy it with different configuration as per your need. Recently all
projectors have more user friendly and operating one is simple as simple as using the
mobile.

There are different types technologies are used and it resulting following main types of
projector.
 1. CRT-Cathode Ray tube
2. LCD- Liquid Crystal display
3. DLP- Digital Light Processing
4. LCOS-Liquid Crystal on Silicon

1. CRT-Cathode Ray Tube Projectors

Fig 3.1 CRT Projector -a

It is the projector in which you find a vacuum tube technology as a source of electrons.
A CRT projector is a video projector that uses a small, high-brightness cathode ray
tube as the image generating element. The image is then focused and enlarged onto a
screen using a lens kept in front of the CRT face. The first color CRT projectors came
out in the early 1950s. The red, green and blue portions of the incoming video signal
are processed and sent to the respective CRTs whose images are focused by their
lenses to achieve the overall picture on the screen.
Fig 3.1 Image of CRT Projector-b

2. LCD-Liquid Crystal display Projector

An LCD projector is a type of video projector for displaying video, images or computer
data on a screen or other flat surface. It is a modern equivalent of the slide
projector or overhead projector. To display images, LCD (liquid-crystal display)
projectors typically send light from a metal-halide lamp through a prism or series
of diachronic filters that separates light to three polysilicon panels – one each for the
red, green and blue components of the video signal. As polarized light passes through
the, individual pixels can be opened to allow light to pass or closed to block the light.
The combination of open and closed pixels can produce a wide range of colors and
shades in the projected image
Fig 3.2 LCD Projector

3. DLP Projectors

Fig 3.3 DLP Projector

Digital Light Processing (DLP) is a display device based on optical micro-electro-

mechanical technology that uses a digital
tal micro mirror device.
device It was originally
developed in 1987 by Dr. Larry Hornbeck of Texas Instruments.. While the DLP imaging
device was invented by Texas Instruments, the first DLP--based projector was
introduced by Digital Projection Ltd in 1997. Digital Projection and Texas Instruments
were both awarded Emmy Awards in 1998 for the DLP projector technology. DLP is
used in a variety of display applications from traditional static displays to interactive
displays and also non-traditional embedded applications including medical, security,
and industrial uses.

4. LCOS Projectors

Liquid crystal on silicon is a miniaturized reflective active-matrix liquid-crystal display or

"micro display" using a liquid crystal layer on top of a silicon backplane. It is also
referred to as a spatial light modulator. LCOS was initially developed for projection
televisions but is now used for wavelength selective switching, structured illumination,
near-eye displays and optical pulse shaping. By way of comparison, some LCD
projectors use transmissivity LCD, allowing light to pass through the liquid crystal.

In a LCOS display, a CMOS chip controls the voltage on square reflective aluminum
electrodes buried just below the chip surface, each controlling one pixel. For example,
a chip with XGA resolution will have 1024x768 plates, each with an independently
addressable voltage.

Fig 3.4 LCOS Projector

There are four types of projectors but the mostly used projector is only LCD and DLP.
LCD projector prices are low as compared to DLP projectors. DLP technology is used in
TV and video projector. DLP is also used in digital camera projection.

Following are the factors you need to consider when using projector are given as
follows:
i. connectivity of the other equipment to the projector
ii. Brightness and contrast level of the lamp of the projector as per room and
audience required.
iii. The visibility of the image to the audience with its quality.
iv. The distance between the projector and screen.
v. The remote control unit of the projector its use of an angels.
3.3 CONNECTING LAPTOPS TO PROJECTORS

Connection of the projector to laptop required three cables a) video cable b) Mouse
Cable c) Audio cable. All the cable connection must be during the presentation.

There are four simple steps for the connection of laptop to the projector. Without
these steps you cannot feel the connection of the projector to the laptop. You first
decide the screen and laptop location during the presentation and then follow the
instruction regarding the connection.

You should take precaution of the cable because some cables are connected to the
power supply or the some cable mismatched with your laptop or projector. The
following instruction keeps in mind during the connection of the projector to the
laptop.

1. Switch off your laptop and projector.

2. Connect the display cable it is also called video cable
a. Cable containing the two end first end connects to the laptop.
b. Other end of the video cable connects to the projector.
c. Connect both ends properly by tightening the screws.
3. When you are required mouse in the presentation connect your mouse to the
projector.
a. Properly connect the both end with tightening screws.
4. There is one another cable i.e. audio cable. It is required to hear some sounds
included in your presentation.
a. Connect one end to the laptop and other end to the projector
b. It is required proper color combination and respective ports

Now you can switch on the projector and laptop and check the status of the working
connected equipment or not.

3.4 CONNECTING POWERBOOKS TO PROJECTORS

The PowerBook (known as Macintosh PowerBook before 1997) is a line

of Macintosh laptop computers that was designed, manufactured and sold by Apple
Computer, Inc. from 1991 to 2006. During its lifetime, the PowerBook went through
several major revisions and redesigns, often being the first to incorporate features that
would later become standard in competing laptops. Figure C9 displays a PowerBook.

Connection with the projector of the PowerBook is the same as connection to the
laptop. The following cables will be available as part of the projector kit.

• a) Video cable b) Mouse Cable c) Audio cable.

There are four simple steps for the connection of PowerBook to the projector. Without
these steps you cannot feel the connection of the projector to the laptop. You first
decide the screen and PowerBook location during the presentation and then follow the
instruction regarding the connection.

You should take precaution of the cable because some cables are connected to the
power supply or the some cable mismatched with your PowerBook or projector. The
following instruction keeps in mind during the connection of the projector to the
laptop.

1. Switch off your PowerBook and projector.

2. Connect the display cable it is also called video cable
a. Cable containing the two end first end connects to the PowerBook.
b. Other end of the video cable connects to the projector.
c. Connect both ends properly by tightening the screws.

3. When you are required mouse in the presentation connect your mouse to the
projector.
a. Properly connect the both end with tightening screws.
4. There is one another cable i.e. audio cable. It is required to hear some sounds
included in your presentation.
a. Connect one end to the PowerBook and other end to the projector
b. It is required proper color combination and respective ports

Now you can switch on the projector and laptop and check the status of the working
connected equipment or not.

3.5 PROJECTOR CABLE

All projector required power and data cable to the connection. Without these cable a
project can’t worked or display anything. It is the device which is used to display
something with the help of source device.

All sources connected with the cable of the projector. You need to be familiar
with all these cables so that you can identify the suitable cable for a particular
connection. There are various types of cable and you should know its purpose. The
following are some standard cables that come as a part of the projector kit:

• Power cord

It is the cable which is known as power supply cord. This is the cord which is used
to supply y power to the projector.
• Video Cable
It is used to supply video input to the projector. It allows transfer of video signal from
the computer to the projector.

• Mouse Cable

This cable is used to connect mouse to the projector. It is the additional device to the
laptop. You can use your projector as remote control with the connection of mouse.

• Audio Cable
It allows sending audio single to the projector. It connects the audio port to the
projector audio output port. You can use it like AV cable also.

• Audio/video Cable (AV)

This is the cable which allows you to send the video to the projector via signal. This is
the good combination of the audio and video connection of the computer with the
projector.

CHECK YOUR PROGRESS

1. Types of projectors.
2. Various cables using in connection of the projectors
3. What is the use of mouse connection to the projector?
4. What are the types of cables?

3.6 CONNECTING PROJECTROS TO PUBLIC ADDRESS SYSTEM OR EXTERNAL

SPEAKERS

External speakers used to reach near to the audience with your voice. You can present
your presentation with the mike, so that can be helpful to the audience. When you
have to present your presentation in large size audience then use of speakers is must.
You can use the sound system to the addressing public.

Your projector should be built in connection for the external speakers, you can connect
speaker to the projector in large audience otherwise there is no need to connect the
external speaker.

Following are the some instruction to connect the speaker to the projector.

1. Switch off the laptop, projector and amplifier.

2. Connect speakers one end means audio cable end to the projectors Audio Out
port.
3. Connect the Another one cable to the amplifier or speaker with color
combination given below
 a. Red plug into the Audio R jack
b. White plug into the Audio L jack
4. Switch on the projector, amplifier and then laptop or computer and check the
speaker is working or not.

3.7 CONNECTING PROJECTORS TO VIDEO DEVICES

1. Switch off the sound system, projector and computer.

2. Check the cable and connect it with the proper color combination to the
projector. There three different colors combination. Check the projector, video device
connection with the color matching.

3. Switch on the sound system, projector and computer and check it properly.

3.8 SETTING UP PROJECTORS AND DETERMINING THE CORECT IMAGE SIZE

1. Switch off your projector, the external sound system and computer or laptop.
2. You need to decide the installation configuration regarding the height of the
screen from the audience. Ensure that the projector is at the right distance from the
screen because this determines the picture size. Keep a projector on the table and
check the proper distance between the projector and screen. A picture quality is
important because when you are giving the presentation to the large audience, then
quality and visibility are the most important factors. Place the projector 1 to 5 meters
from the screen.

CHECK THE PROGRESS

1 which colors cable is used in video connection?

2 What is the height from the screen to projector?
3 What types of cables are required to connect the projector to an external sound
system?

3.9 SUMMARY

• Projectors are the plays vital role in the presentation, by using projector you
can convey your message easily to the audience.
• Projectors are available in the market with the various specifications; you can
choose anyone as per your requirement.
• Different types of projector are there i.e. CRT, LCD, LCOS, DLP etc
3.10 KEY TERMS
LCD: Liquid crystal display, in this projector crystal technology is used to show the
projection.
CRT: Cathode Ray Tube, these projectors are the old aged proctors and used cathode
ray tube i.e. vacuums tube.
LCOS: It is the micro projector technology which is used to show some large data on
your projector.
3.11 QUESTIONS AND EXERCISES
Short answer questions
1. Write a short note on the following
a) LCD Projector
b) CRT Projector
c) Vacuum Tube
d) Cathode Ray Tube
2. What is the meaning of LCOS?
3. How to connect a audio cable to your projector?
4. How to connect a projector to your laptop?
5. Write a short note on the various projector used in presentation.
Long Answer Questions
1. Explain the use of projector in a presentation.
2. Steps on the connection of a projector to your computer.
3. Explain the meaning of the projector and screen distance in the presentation.

3.12 Further Reading

Preparing Your Mac for a Presentation by Connor Turnbull
UNIT-4 INTRODUCTION TO POWERPOINT

4.0 INTRODUCTION
Microsoft Office PowerPoint is the best program to make your meaningful
presentation. Also there are various presentation applications in market but among
them MS PowerPoint is the very popular and reliable presentation application.
MS PowerPoint comes with different versions and with different updated tools. The
version of PowerPoint is used in this is Microsoft office PowerPoint 2003. Don’t worry
about that you are using another versions of PowerPoint because as you will be able to
practice the steps given in this books with most other version of the software.
4.1 Unit Objectives

You will be able to:

• The purpose of PowerPoint

• Describe the key capabilities of PowerPoint
• Use PowerPoint to create, modify, save and run a presentation

4.2 The purpose of PowerPoint

Your ideas present on slide and it is the page of PowerPoint presentation application. A
group of slides is called a presentation. Main purpose of the PowerPoint presentation
is to create groups slides and running them. Here we are explaining it in details.
PowerPoint is the tool which is used to present your ideas with the graphic and
animation. You can create interactively animation to keep relationship with user of
presentation.
Fig 4.1 Purpose of presentation 1

You can create methods to maintain control on the order of slide show.

Fig 4.2 Order of slides

4.3 Capabilities of PowerPoint

PowerPoint slides contain the following elements.

• Text
• Graphics and photographs
• Audio and Video clips
• Smart arts and auto shapes
• Charts and table.
• Navigational aids.

4.3.1 Text

Text is the most common element of the presentation and it is used to show your main
points and its explanation in statement. PowerPoint allows you to insert text box and
then you can types your
your matter in it. Note that you can type matter as type in word file
there is different method to insert text in slide. You can apply various formatting and
styles to inserted text. You can apply bullet or number style to show your text as list.

Fig 4.3 Text

ext in presentation slide

PowerPoint provides a feature called WordArt and it is used to show your text as an
artistic mode.
Fig 4.4 Artistic text

Auto shapes is the feature which allows you to insert your text within given shapes. It is
built-in feature available with various shapes with various categories.

Fig 4.5 Auto shapes

4.3.2 Graphics and Photographs

Graphics use is the most in presentation because it saves your time and text. It is also
effective way to present your ideas. PowerPoint allows you to insert various types’
graphics in your slides. You are insert graphics as in given size but you can you tools to
change the properties regarding it i.e. size, position and effect of images. Some layout
provides you to place for the graphics and other elements. Layout means the
arrangement of all elements. Some layout provides fixed position for the elements.
PowerPoint also allows you to blank layout so you can set your elements as per your
requirement.

Fig 4.6 Graphics in presentation 1

PowerPoint allows you to insert photographs and you can change the property of the
photographs.
Fig 4.7 Photos on slide

4.4 Using PowerPoint

You can do the following action in the PowerPoint presentation.

• Opening a presentation

• Creating a presentation

• Modifying a presentation

• Saving a presentation

• Closing a presentation

4.4.1 Opening a presentation

How to launch a PowerPoint presentation?

Start Microsoft Office 2003 Microsoft PowerPoint 2003

Fig 4.8 Launching PowerPoint program 1

Above screen will display after launching the PowerPoint program. You can click on the
any existing file to open the PowerPoint program.
Following is the screen after opening a PowerPoint program.

Fig 4.9 PowerPoint presentation

When you firstly using the PowerPoint note that following point in minds about the
PowerPoint screen.
 • Normal view: in this view a screen will display with the one sample slide and its
thumbnail view show at the left side of the screen.

• Note page: a sample slide opening with the notes page view, it is used to enter
additional information about the slide.

• Menu bar: it is located at the top of the window and it shown the program
name.

• Toolbar: it is the shortcut for the command situated in the menus.

Fig 4.10 PowerPoint screen

4.4.2 Opening a PowerPoint file.

You can first launch your application and then you can select open menu from the file
and then select your file and click on this file. It will open your file.
4.4.3 Creating a presentation

To create a blank presentation:

1. Open PowerPoint.
2. A slide featuring a place for a title and subtitle appears by default. You can start
your presentation with this slide or choose a different slide layout.
Fig 4.11 Creating a blank presentation
Fig 4.11 creating a blank presentation 1

4.4.4 Saving your presentation

Turn on compatibility mode for all presentations

1. In the PowerPoint Options dialog box, click Save.
2. Under Save Presentations, at Save Files in this format, click the list arrow and then
select PowerPoint Presentation 97-2003.
Compatibility is the option used to save your file in various versions of the
PowerPoint presentation.
Fig 4.12 saving your presentation

You can save your presentation in your own folder also. By default your all files saved
automatically in the document folder.
To save a new presentation, you can also use following steps.
1. Choose File > Save As (Ctrl+S), or click the Save button on the toolbar. ...
2. Type a descriptive name in the File Name text box.
3. If necessary, choose a different disk or folder by navigating the dialog box as you
would any standard Windows file dialog.
4. Click Save.
To open an existing presentation:
1. Choose File > Open, or click the Open button on the toolbar.
The Open dialog box appears.
2. If necessary, choose a different disk or folder by navigating the dialog box as you
would any standard Windows file dialog.
3. Click the name in the list and click Open.
4.4.5 Closing the PowerPoint presentation.

To close the current presentation:

• Choose File > Close (Ctrl+F4), or click the Close Window button (the X) in the
presentation window. (Of the two Xs at the top
top-right
right of the application windows,
the lower one closes the
the current presentation and the top one closes all of
PowerPoint.)

Fig 4.13 closing the current presentation

4.5 SUMMARY
• Presentation means to convey your ideas in effective and meaningful way.
• Presentation is the best program to present you with your message and details.
• The PowerPoint presentation program is the best example of using to presentation creating on
the main topic with additional effect.
• Multimedia presentation – it means the combination of the text, graphics, photographs, audio
and video
• You can use the PowerPoint elements for the creating your good presentation.
4.6 KEY TERMS

Presentation: The primary type of file PowerPoint is used to create. Presentations typically
have the file extension .ppt; however, you can also save PowerPoint presentations as Adobe
Acrobat documents with the file extension .pdf.

Slides are similar to the individual pages in a print document, and can contain text, graphics,
and animation.

Layout: The specific arrangement of text and images on a slide. Layouts can be very simple,
consisting of simple titles and text, or they can be more complex and include elaborate colors
and images. You can also include animation, sounds, and other multimedia objects in your
layout.

View: Microsoft PowerPoint has three main views: normal view, slide sorter view, and slide
show view. Normal view is the main editing view. Slide sorter view is an exclusive view of your
slides in thumbnail form, helpful for rearranging the order of your slides.

4.7 QUESTIONS AND EXERCISES

Short-answer questions
1. How to open your file existing file in PowerPoint?
2. What is the shortcut key to open your file?
3. How to save your file in PowerPoint?
4. What is the meaning of slides in PowerPoint?

Long-answer questions
1. How many layouts found in PowerPoint presentation?
2. How to launch your PowerPoint program in three ways?
3. Explain about the screen of the PowerPoint program.

4.8 FURTHER READING

• Presenting to Win, Jerry Weissman

• Moving Mountains, Henry M. Boettinger
• Speaking PowerPoint, Bruce R. Gabrielle
UNIT 5 BASICS OF POWERPOINT IMAGES

5.0 INTRODUCTION

Presentation without image is not useful as audience required it. It is very effective and
meaningful way to express your idea in minimum time. One image says lots of
meaning. You need not to explain sometime your expression regarding presentation
when you added image in your file.

In this unit, you learn a lot about images inserting, properties of images, colors
and size of images. You can make your presentation simple to understand inserting
images.

This unit explains the image management features of PowerPoint and how you
can easy use of them in your presentations.

5.1 UNIT OBJECTIVES

You will be able to:

● Inserting images in your presentation

● Formatting images in your presentation
● Add captions to the pictures in your presentation.
● Learn about image management using the Drawing toolbar
● Image sizes and its effect on PowerPoint file

5.2 ADDING AN IMAGE

PowerPoint allows you to insert images as following:

● Clip Art
● Saved images
● Auto shapes
 ● Word Art
● Organization Chart
5.2.1 Add Image from Clip Art
To add an image from clip art:
I. From the menu, Click insert→Picture →Clip Art

Fig 5.1 Inserting picture (Clipart)

II. The clip art features appears on the right side of the slide as follows.
III. There is search field for the searching any images from the various categories. If
you want house from the home, house categories then type it in search box.

IV. All predefined images available with their categories as displayed below.
 V. Click on image you want to insert in your presentation. The image gets inserted
in the slide which as follows:

5.2.2 Add Image from a file

Steps for the Add image from a file as follows:

i. From the Menu bar, click Insert→Picture→From file

ii. The Insert picture dialog box appears

iii. Browse the location of the file and insert it in your presentation and click insert.
 iv. The image inserted in the slide as follows;

5.2.3 Add image using Auto shapes

The following are the steps used to add image using Auto Shapes
i. From the Menu Bar, click Insert→Picture→AutoShapes
ii. The Auto shapes toolbar is displayed

iii. From the available list select the required shapes and select any one to insert.
iv. Now click on any shapes and insert it in your presentation.

5.2.4 Add Image using WordArt

Steps to inserting image using WordArt as follows:

i. From the Menu Bar click Insert→Picture→word Art
ii. The Word Art Gallery dialog box appears as follows

iii. From the word art gallery select the one you want to add to your presentation
and click ok.
iv. The Edit Word Art Text dialog box appears.

v. From the font and size drop down list, select the required font type and
size. Enter text you want to display.
vi. Click ok. The image gets inserted in the slide with your type matter and word
art toolbar appears.

5.2.5 Add image using an Organization Chart

The following are the steps to add an image using organization chart.
i. From the Menu Bar, click Insert →Picture→Organization chart

ii. The organization chart gets inserted in the slide as displayed follow.
 iii you can add the required text in the boxed as given below.

CHECK YOUR PROGRESS

1. How to insert images in PowerPoint?
2. What is the meaning of auto shapes and word art?
3. What is the meaning of Organization chart and how to insert it in PowerPoint?

5.3 CHANGING PROPERTIES OF IMAGES

Inserted images must require some property changes i.e. size, position, colors etc. Such
properties given as below:
● Color and Lines
● Size
● Position
● Picture
A Format dialog box is displayed for the customization in inserted images. The
following are the various ways to open the format dialog box:
● Click the image, from the Menu bar, select any one of the following
o Format→Picture(images added from the clip art or from file)
o Format→Auto shape (Images from Auto shapes and Organization chart)
o Format→WordArt (images added using WordArt)
● Right click on the image and select any one as application:
o Format Picture
o Format Auto shape
o Format Word Art
The Format picture/Auto shape/Word art dialog box appears as follows:

5.3.1 Color and Lines

To change the color of background and outline of your image, you need following steps
i. On the format picture dialog box, click the Colors and Lines Tab

ii. In this dialog box you can fill color in auto shapes with transparency from 0 to
100%. You can change the line color with given styles.
 iii. In the line section from the color drop down list select the color of the outline
of the image. You can change the dashed and weight of the line and also you
can change the connector of the line. You can apply arrows style with style and
size.

iv. Click Ok. The image is changed as per edited in dialog box

5.3.2 Size of an image

You can modify the size of the image inserted in your presentation. Size of image
means increase and decreases its size.
i On the Format Auto shape dialog box click the size tab.
ii. Size of image contains the Height and Width or percentage of increase and
decrease. Size of image means proper scaling of inserted image.
iii. Click OK. After setting the all properties of image. By default height and width
measurement is cm. you can change the size also in percentage.

Note : Important point is that if you do not have to change the size of an image
using exact measurement, after that you can select the image and drag the mouse
inward and outward to decrease and increase the image size respectively.

5.3.3 Positioning of an Image

Sometime good presentation required good position of image otherwise it fails your
presentation. Click on the image and drag and drop it to the position you want.
Following are the steps to changing the position of image in slide.
i. on the format auto shapes dialog box click the position tab and it will display as
given below.
ii. There are mainly two positions for the modification horizontal and vertical and
it is measured in cm. With these two positions you have two more option respectively
from and from. So enter the proper measurement as per requirement.
iii. Click Ok after the entering measurement then your image modified.

5.3.4 Picture Quality

Picture quality means brightness and contract with colors combination. You can apply
this effect to the inserted image.
i Following image in our slide and we want to cut one inch from both, left and
right side.

ii Double click the image. The format picture dialog box appears. Select the
picture tab.
iii. In the Crop Section enter the value by which you want to cut the image. Crop
means the cut images from the four side of image. So you can enter require value in it.

iv. Click ok and you will get your image after entering the value in crop from
option. As given below.
You can crop your image from the four sides i.e. from top, bottom, left and right.
v. you can modify your image with colors. You can select color option from the
color drop-down list. You can also modify the Brightness and contrast of the image.
From the color drop down list you can select any of the following option
• Automatic
• Grayscale
• Black and White
• Washout

Vi Now its turn to make your image as Black and white. From the color drop down
list select the Black and White and click OK. Your image will display as below.
 CHECK YOUR PROGRESS
4. Create the list of images properties.
5. Modification of the size of an image.

5.4 IMAGE HANDLING USING DRAWING TOOLBAR

PowerPoint also offers drawing toolbar to insert and format images. Drawing find in the View
menu and it appears as follows:
5.5 EFFECT OF IMAGES ON THE SIZE

We know to increase the size of every file. When we add many images and animations
in PowerPoint it will creates misunderstanding. Then always make sure that you do not
add more images than required otherwise your presentation will effective and it
doesn’t look meaningful. It will also time consuming and hardly task because each
images required different types of settings. It will take a long time to upload and
settings. When you inserted more images in presentation taking long to open the all
images with that your audience will lost their interest n your presentation.

Hence you have to add only 2 or 3 images with proper settings and make its executable
copy which reduces the file size.

5.6 SUMMARY

• Image enhance your presentation

• You can insert images using the following:
o From the clipart
 o From the other file/image file
o From the Auto shapes
o From the WordArt
o From the organization chart
• You can the change the image properties and list of property as follows:
o Colors and Lines
o Size
o Position
o Picture
• You can change the image size by two ways
o Open the format picture dialog box and enter required sizes in it.
o Select the image and drag the mouse inward and outward to decrease
and increase the size.
• The drawing toolbar is used to manage images of your presentation.
• Maintain the quantity of images to insert in presentation, do not need to add
more images otherwise your file size will increase. It consumes your time and
takes a time to open images during the presentation.
5.7 KEY TERMS
• Clip Art : It is the group of predefined images available in PowerPoint
• Drawing toolbar: It is used to add and format images in your presentation.
• WordArt: It is artistic text tools available in a PowerPoint presentation.
5.8 QUESTIONS AND EXERCISES
Short-Answer Questions

1. How can you add an image from file?

2. How to open a Format dialog box opened?
3. How to change the position of images in PowerPoint?
4. How to align images in different slide in the same position?
5. How to insert images in different ways on a slide?
6. How to create an organization chart in PowerPoint.
Long-answer questions

1 Explain the steps of inserting clip art images in your presentation.

2 Explain the settings regarding the image.
3 Explain the drawing toolbar commands.

5.9 FURTHER READING

• Presenting to Win, Jerry Weissman

• Moving Mountains, Henry M. Boettinger
• Speaking PowerPoint, Bruce R. Gabrielle

Develop good presentation skills.

C1-Develop Good Presentation Skills

C2- Fear of Presentation
C3- Diverse Audience

C4-Making Eye Contact in Presentation

 C5-Color seen by person

C6-Colors Contrasting
C7-Primary colors
C8-Secondary Colors
C9-Powerbooks
C10-LCD Projector

C11-Hand Movement in presentation

C12-Eye contact and Body language

C13-Presentation background
C14-Insert Table in Slide
UNIT 6 MAKING POWERPOINT SLIDES

6.1 UNIT OBJECTIVES

You will be able to:

• Create and navigate PowerPoint slides

• Use the slide and outline view in PowerPoint
• Use the slide Sorter View
• Change the properties of slides
• Define you own template
• Change the order of slides

6.2 COMPONENTS OF A POWERPOINT SLIDE

A PowerPoint slide is divided into the following three sections:

• Slide Pane or Outline (left Pane)

• Main Slide Pane (Centre Pane)
• Task Pane or Slide Layout (Right Pane)
6.3 CREATING POWERPOINT SLIDES

• In the formatting toolbar select New Slide

• From the menu bar select Insert and select New Slide
• Click anywhere on the outline or slide and press enter

• On the outline or slide right click the slide and insert a new slide and select new
slide.
The following types of layout are available:
• Text layouts
• Contents layouts
• Text and content layouts
• Other layouts
6.4 HANDLING SLIDE LAYOUT
Insert a slide in your presentation need to design its layout.
To designing your layout clicks the slide from the slide layout pane and select layout.
Slide layout contains the text and graphics, option to adding charts, tables and
diagrams etc.
i. Following are the steps to design your slide with some layouts.

ii A cursor will appear and enter your title for the slide.
Iii Now click on second box and it has few icons. You can use these icons to insert
a table, chart, clipart, picture, organization chart and clips.

iv. You can insert any of the option which is shown as follows:
6.5 VIEWS OF POWERPOINT SLIDES

Following are the view of the slides of your presentation.

• Slide View
• Outline View
• Slide sorter View
6.5.1 Slide view
In this view you can see your slide as thumbnails of all the slides in the left pan. Select
the slide tab from the left pane of the PowerPoint file.
6.5.2 Outline View
 6.5.3 Show and hide Slide and Outline View

To hide the Slide or Outline view click X in the upper right corner of the tabs.

To hide the slide

To show the slide

Now to show the outline view pane you can select there is button in the bottom left
corner of the program, click on this.

6.5.4 Slider Sorter view

In this Slide sorter view, all slides displayed as thumbnails view.

I. Click on the Slider sorter button in the bottom left corner of the program
II. You can also view your slide as slide sorter mode in the slider sorter button in
the view menu.
CHECK YOU PROGRESS
1. Various sections of a PowerPoint slide

2. How many layout are in PowerPoint explain it with names.

3. Various types of slide views

4. How can you define space for text and graphics in your presentation?

6.6 PRESENTATION OF SLIDES

A Template is used to maintain your all settings in one file i.e. font style, color, layout
etc. There are 3 elements in template and properties of PowerPoint.

• Design Template
• Color Schemes
• Animation Schemes

Above mentioned properties find in slide design pane and it is in the Format menu.

The Slide design pane is displayed on the right of the program.

6.6.1 Design Template
There are predefined design templates are available in your presentation. This option is
available in Slide Design pane and click on the Design Templates button.
From the list of templates available, select the one you want to apply in your
presentation.

You can apply this design to single slide or all the slides.
Now if you insert new slide in your presentation then it will add with applied design.
Insert slide from the Insert menu.

6.6.2 Color Schemes

You can apply any one color scheme to your presentation. This option is available in
Slide Design pane as color schemes.
There is list available with some favorite color you can click one of them to apply it
your presentations one slide or all slides.

When you click on any schemes it applied on the all slides of your presentation.
6.6.3 Animation Schemes
Animation effects mean the movement of all objects displayed on slide. This is the
effect which is applicable only to the specified slides. E.g. If you have applied the effect
‘Appear’ then the display of content on this slide would be affected as applied.
The list of animation effect available in Slide design pane as Animation schemes.

The list of available animation schemes is displayed.

You can apply slide animation effect to all objects of slides as follows
You can apply animation effect as given below.
6.7 DEFINE YOUR OWN TEMPLATES

Template means a readymade design and it contains the color schemes, font style and
other related effects.

You can design yourself template in PowerPoint. The Slide master consists of all the
template information, including font, font styles, placeholder, position, color schemes
and background design.

Following steps for the inserting Slide master.

i open your PowerPoint file.

ii. From the Menu bar, select view then master and last slide master.
iii. Click the slide master button and the master slide style screen display.
 iv. You can make required change in it and use it as master slide to all your
presentation. The toolbar also displayed for the formatting it.

Following properties of the slide can be changed as per requirement.

• Specific font styles for the title and normal text.
• Header and footers
• Placeholder for text and graphics
• Background colors and effect
• Bullet styles
You can also use predefined design other than changing the properties of the master
slide. To open the Slide design click design button or you can select it from the menu
bar of Format menu and then slide design.
i the list of available template for the design is displayed .
ii From the available list you can select anyone which is required or you want to
apply in your presentation.

iii. The effect is applied as shown in the following figure.

iv When you design you own template, the first slide in the master view would be
the Title Slide.

v Apart from the title slide, there would be at least one master slide and which
consists of the content of the presentation.
vi to close the master view click on close master view on the Slide Master View toolbar.

6.8 INSERT TABLES IN SLIDES

Numerical data presented in table and you can insert table in the slides of your
presentation.
i From the Menu Bar i.e. Insert and then Table
ii The Insert Table dialog box appears as shown in the following figure

iii From the Number of columns and number of rows list, enter the number of
rows and number of column as per requirement.
iv. Click OK. It inserts the table in the slide.

Figure C14 explain the procedure of inserting table in a slide.

6.9 COPY AND PASTER SLIDES

You can copy a slide within a presentation or you can copy it from one file to another.
Following are the steps of copy and paste slide in your presentation are as follows:
i Select slide and right click on the slide and select copy.
ii Now Right click the slide and select the paste. Then copied slide pasted here.

iii The copied slide is then pasted after the selected slide.
6.10 CHANGE THE SLIDE ORDER

You can change the order of the slides in your presentation by using drag option. You
drag and drop option to change the location of the slide.
How to change the order of slides?
i click the any slide which you want changed.

ii Drag slide number 2 and place it before slide 1. So slide 2 is changed with slide
number 1.
6.11 SUMMARY

• A Slide is the core part of a PowerPoint presentation. You can design it with
contents it is called layout of slide.
• A PowerPoint is divided into the following 2 sections.
o Slide pane or Outline (left pane)
o Main Slide or Slide Layout (Centre pane)
o Task Pane or Slide Layout (right pane)
• The following are types of slide layouts:
o Text layouts
o Contents layouts
o Text and content layouts
o Other layouts
• You can view the slides of your presentation in the following formats:
o Slide View
o Outline view
o Slide Sorter view
• There are 3 buttons displayed at the bottom left corner of the program i.e. Normal
View, Slide Sorter view and Start Slide Show.
6.12 KEY TERMS
Slide: It is screen where you can draw your ideas with elements of slides. It is a
component of a presentation.
Presentation: A file is created in PowerPoint is called presentation and it is sequence of
slides.
Slide View: It is views of slides created in presentation.
Slide layout: It is the arrangement of element of PowerPoint presentation and
elements are the text, table, chart, graphics and clips.
Slide Design: It is used to apply various formats in one file and various formats are
templates, colors, animation and font effect to the slides of your presentation.
6.13 QUESTIONS AND EXERCISES

Short-Answer Questions

1. What are the various views available in PowerPoint?

2. Write short notes on the following
a. Slide View
b. Outline view
c. Slide Sorter View
3. What is the meaning of Slide Master? Why is it important for a presentation?
4. How can you change the sequence of the slides of your presentation?

Long-Answer Questions

1. What are the components of a PowerPoint slide? Explain it in details.

2. Explain the various layouts of slide.
3. How to apply a predefined template to a presentation?
4. How to insert a table in a slide?
5. How to copy a slide and paste it same presentation and one presentation to
another?

6.14 FURTHER READING

• Presenting to Win, Jerry Weissman

• Moving Mountains, Henry M. Boettinger
• Speaking PowerPoint, Bruce R. Gabrielle
UNIT 7 ENTERING TEXT IN A POWERPOINT SLIDE

7.0 INTRODUCTION

Text is the most important content in a presentation, all main points and its statement
explained via text. It is not possible to explain your presentation without graphics but it
is almost impossible to present your ideas without text.

Graphics and clips enhance the presentation but text is also essential component.

This unit describes the text-handling features of PowerPoint and use of the text to
create effective presentations.

7.1 UNIT OBJECTIVES

You will be able to:

• Use of text with formatting means font, size, and color and alignment properties of
the text.
• Create numbering and bullet style
• Editing i.e. copy, paste and cut, find and replace
• Create artistic text with the help of WordArt and AutoShapes
• Spelling and grammar checker
• Adding notes to slides

7.2 ENTERING AND FORMATING TEXT

Text entering in a slide and its formatting in PowerPoint presentation file as follows:
i launch PowerPoint to start a new blank presentation.
ii Insert a new slide by clicking insert New Slide in the PowerPoint menu.

iii New inserted in your presentation as given below:

The Insert menu option always inserts a new slide after the current slide. In the
PowerPoint presentation a placeholder is available to enter a text and which is
denoted by dotted lines. This placeholder occupies same location on every slide of the
presentation. It ensures that all the slides have the same size text box and it improves
the readability of your slides and looks like professional look.

The size and location of the placeholder determined by the slide layout of the
presentation.
The figure shows that a default slide layout is given by the PowerPoint but you can
change/ insert text as per requirement. You can change or insert new slide layout from
the right of the main display.
iv in the main slide area of the PowerPoint, click on ‘click to add title’ and type a
title as per requirement.
v Click ‘Click to add text’ and type appropriate text to the main slide area. Press
<ENTER> to start a new line and type text in the second line with content.
The figure shows the results of the text typing and automatically formatted into a
bulleted list.
vi Following is the example of the typing text in placeholder of the presentation.

7.2.1 Font: Type color and Size

When you type something with given font, you can change the font type, color and size
as per requirement.
The following slide is showing the font toolbar that is used to formats font and
paragraphs:
In the slide when you want to apply font effect, click in the placeholder and select all
matter and select the font, size and style.
Click a font name to apply the font to the text that you selected earlier.

You can apply different font types to different paragraphs.

You can apply various font types to specific words or character as given below.
You can apply multiple font types in a single slide and use too many font types.
Following are the some figures about the changing font color and size.

You can apply font size; you can increase font size or decrease the font size as follows:

7.2.2 Changing Properties of Paragraphs

Text alignment i.e. vertical and horizontal can be possible to change in PowerPoint. You
can change the properties of the paragraph.
i you can change the text alignment in three ways i.e. left, Centre and right.
When you want to align Centre then select the paragraph and click on Centre from the
paragraph.

You can apply alignment as follows

You can also increase and decrease indention of the paragraphs. To increase the
indention of a paragraph or changing the indention first select the paragraph and then
click on the indention option.
A figure explains the proper indention meaning and you can see the indention.

Increase indention is also use to change the level of the line or you can change the order of line
and level of the bullets or numbering. Example of that is given in the above figure.

7.3 BULLETS AND NUMBERING

7.3.1 Bullets in Your Slides

You can create easily bulleted list in your presentation and you can design your list with
bullets. First select the all text and apply bullets.
You can apply symbol as bullet style and check the above figure.
7.3.2 Numbering in your Slides
You can also list with numbered list of items in your slides. Select the all matter and
then apply numbered.
i Select the text and apply the numbering style then it will show as follows:

7.4 COPY, CUT, PASTE IN POWERPOINT

These all options available in Format menu or the Short keys or you can do it from the
edit menu.
These all three functions working separately and now here explain the in details.
7.4.1 Cut Function
i It is used to move the text or graphics and this is called cut function. First select
the matter.
Ii Following are the ways of doing this command. Select any one action for this
function.
• Click Cut button from the standard toolbar
• Select Cut command from the Edit
• Ctrl+X from the keyboard.
7.4.2 Copy Function
i It mean to copy your text and it saves your data on clipboard. You need to
select the data.
ii Following are the ways of copy function. You can select any one option to do
the copy function.

• Click Copy button from the standard toolbar

• Select copy option from the edit menu
• Click Ctrl+C from the keyboard

7.4.3 Paste Function

It is used to paste your matter in your slide. Following are the ways of the using this
function.
i Click anywhere you want to paste your matter.
ii following are the ways of doing this functions. Select any one of them.
• Select the move button from the Standard toolbar
• Select Paste command from the edit menu
• Click Ctrl+V from the keyboard

7.5 DECORATIVE TEXT EFFECT WITH WORDART AND AUTOSHAPES

In PowerPoint there are some predefined effect and shapes available for the additional
formatting. You can use this feature from the Drawing toolbar.

From the Menu bar select view then select toolbars and the select Drawing option.

7.5.1 WordArt
It means that you can create artistic text with some additional formatting in your
presentation. You use the word art option from the insert menu.
When you click on it then following word art gallery will display, you can select any one
style from it and then click on ok.

After that one more screen available to enter text for the word art style.
Now after applying word art style it will show as follows:

You can increase the size of the word art text by using drag handle or you can decrease
it by same way.

7.5.2 Auto shapes

This is the option available for the inserting shapes in your presentation. When you
click on this option various shapes available under the various categories.
You can insert any shapes from the Auto shapes menu after drawing the shapes in your
presentation it shows as follow.

You can change the size of shapes or you can insert text into it with some additional
formatting. You can also apply color and other effect to the shape. Use the drag handle
for the increase and decrease the size.
7.6 CHECKING SPELLING IN YOUR POWERPOINT PRESENTATION
PowerPoint allows you to check the spelling mistake and this option available in tools menu.

Following are the ways to check the spelling. You can use any one option from it.

• Select spelling from the tools menu

• Press F7
• Select the spelling from the standard toolbar

7.7 ADDING NOTES TO YOUR POWERPOINT SLIDES

You can add notes in the Note Pane of the slide and this option is available at the bottom of
the main slide.

It is the additional information about the presentation and this information seen by only
speaker. This option is available in view menu as Notes Page. Following figure showing the
adding notes on slide.
 CHECK YOUR PROGRESS
1 What the name toolbar which using to format font and paragraph.
2 Name the menu of Cut, copy and paste functions
3 Shortcut key for the cut function.
4 Shortcut key for the copy function
5 Shortcut key for the paste function
6 Process of inserting slide in your presentation
7 How to change the size of text as increase and decrease.

7.8 SUMMARY

• Use of font, font style and size, color in PowerPoint.

• Text alignment in three ways- left, Centre or right
• Notes can be added in the Notes Pane.
• To create and display presentation.
• Spelling checking, auto shapes and word art

7.9 KEY TERMS

• Formatting: It means the changing the size, type and color of text.
• WordArt: It is the artistic style of text available in predefined styles and shapes in
PowerPoint.
• Spell Check: It is tool which is used to remove spelling mistake form the text typed
in PowerPoint presentation.
• Cut: It is used to move the data from one place to another. It can be used to cut the
selected data from the slide.
• Bullets and numbering : It means to create list with symbol and numbering

7.10 QUESTIONS AND EXERCISES

Short-Answer Questions
1. How to create bulleted list and numbered list?
2. What is the different between cut-paste and copy-paste?
3. How to add artistic word?
4. How to insert auto shapes in your file?
Long-Answer Questions
1. Create a new file and apply following properties as given below:
a. Font Type : Arial
b. Font color : blue
c. Indention : Justify align
d. Bold, Italic and Underline
2. Explain the process of spelling check in your presentation.
3. How to add notes and how to show it?
4. Explain the process of numbering and bullet style.
UNIT 8 VIEWING YOUR POWERPOINT SHOW

8.0 INTRODUCTION

This unit will teach you to show the PowerPoint presentation, printing of slides and
notes pages of your presentation. In this unit you will get final output of your
presentation with the hard copy of slides.

8.1 UNIT OBJECTIVES

You will be able to:

• Slide show of your presentation

• Slides navigation during a presentation
• Slides transition and custom animation to the slides
• Printing note page, handout of your presentation

8.2 SLIDE SHOW OF YOUR PRESENTATION

You can view slides on the full screen or you can run your slides from a specific slides.
I.e. from current and from first slides.
To running the slide do the following steps:
• From the Menu Bar, select slide show and the select view show.

You can use F5 key to the running slide show from the first slide.
• You can run your presentation from a current slide, click on the slide where from
you want to run a slide show and the click at the bottom left corner of the program.
You can also click shift+F5 for this.

8.2.2 Short cut keys to run a slide Show from PowerPoint

F5: This is key which is used to run your slide from the first slide.
Shift+F5: This is the key which is used to run the presentation from a current slide.
8.2.3 Run a slide Show from PowerPoint Show
You can save your file in .pps extension it means, when you click on the file slide show
automatically run, you don’t need to open your file.
i. From the Menu Select file and select save as option.
ii in the save dialog box window, enter your file name with the location of the file.
iii from the Save As type drop-down list, select PowerPoint Show. This process
shown in above figure.
iv Click Save. The file is saved as a PowerPoint Show file at the specified location
with a specific name. Double Click the file to run the presentation.
8.3 NAVIGATE BETWEEN SLIDES DURING A PRESENTATION

• Go To the next slide

• Go to the previous slide
• Go to a specified slide
• Go to previously viewed slide
• End of the slide
• View black or white screen

8.3.1 Go the Next Slide

For doing this process does any one step of the following:
• Click on the slide
• Enter or space bar
• Right click and click on next button
8.3.2 Go to the previous slide

You can anyone steps from the following:

• Back space button

• Right click and then click on previous button

8.3.3 Go to a Specific Slide

For the going to a specific slide in your presentation do anyone of the following:
• Enter the slide number and press enter key.
• Right click on the slide and then select Go to Slide and then click on the slide
number.
8.3.4 Go to a Previously Viewed Slide

The following steps used to go to the slide viewed before the current slide.

i Right click on the slide and click on Last Viewed

8.3.5 End the Slide show

It is used to end up your slide show. You can anyone steps for the ending your slide.
 • Escape key
• Right click and then click end Show

8.3.6 View Black or White Screen

It is used to make your screen in black or white. This screen is used to do something
activates, asking questions or solving any assignment. Following are the steps for it,
you can select any one.
• Right click on the slide and then screen and then black. This will turn your
screen into black.
• Right click on the slide and then screen and then white. This will turn your
screen into white.
 CHECK YOU PROGRESS
1. What are the shortcut keys to run a slide show in PowerPoint?
2. Extension of the PowerPoint show file.
3. How to go on next and previous slide?
4. How to end your slide show?

8.4 SLIDE TRANSITION

Transition means to animation effect applying for the slides movement on the full
screen. You can apply it in various ways and it is called transition. You can apply various
transition effects with some additional effect.
a. Apply same transition to all slides
The following are the steps to apply the same transition in all the slides.
i Menu bar then click on the slide show and the click on the slide transition.
ii The slide transition pane appears

iii. Select any transition effect from the list displayed.

iv You can apply current effect to the current slide or all slides. Click on ‘apply to
all slides’ for the applying it to all slides.

b Apply a transition effect to a specific slide.

i Select the slide from the file which you want to apply a transition effect.
ii Slide transition pane appeared then, check the all effect in the pane.
iii List available for the applying effect, you can select the effect. The selected
effect is applied to the slide.
8.5 SHOW OPTION AND ‘DOODLING’ ONSCREEN
You can point some notes or to draw anything regarding presentation it is called to
doodle on the current slide with a pen.
i to run the slide show, select Slide Show and the click on the View Show from
the Menu Bar.
 ii. Slide show displayed as above when you use pen on the slide during the
presentation.
iii. To doodle on the current screen, Press Ctrl+P. a pointer appears.

iv. You can use this pointer to work as a free handwriting tool. You can change the
pointer Ink color.
v After the finishing the doddle, following screen will display as follows.

vi Click keep if you want to save the change or click Discard if you do not want to
save the changes.

8.6 PRINTING NOTES PAGES

You can add notes to the slide during the presentation and you can also take printout
of the notes pages.
The following the steps to print the Notes pages:
i From the Menu bar, select File and then select Print Preview

Ii The Print preview screen is displayed.

iii There is a drop down list for the more details about the printing.

iv the Notes Pages is displayed along with the slide.

v you can click on the Print button for the printing notes pages.
8.7 PRINTING HANDOUT

The following are the steps to print handouts:

i From the menu bar select file and then print preview.

ii The Print Preview screen is displayed as follows:

iii The Handouts are displayed
v Now to print the Handouts click on Print button.

CHECK YOU PROGRESS

5. List of the various transition effect used in PowerPoint.

6. Short cut keys used to ending slide, previous and next slide display.

7. Use of pointer pen on the current slide?

8. How to select the handout and notes page for the printing?

8.8 SUMMARY

• To run slide show:

o Press F5, to run the slide from the first slide
o Press shift+F5 to run the slide from the current slide
• The executable file creation for the PowerPoint show.
• Slide transition during the slide show:
o Go to the Next Slide
o Go the previous Slide
o Go the any specified slide
o Go the previously viewed slide.
o End the slide show
o View Black or White Screen
• Transition to the all slides, one slide with some additional settings.
• Printing the handout and notes page of you presentation with additional settings

8.9 KEY TERMS

• Slide Transition effect: Animation effect applying to the slide movement in the
slide show of PowerPoint presentation.
• Notes Pages: You can add additional information about the topic covered in
presentation file.
8.10 QUESTIONS AND EXERCISES

Short-answer Questions

1. How to run slide show from the PowerPoint show?

2. What is the shortcut key to run the slide show from the current slide?
3. How to navigate the slide no 1 to slide no 5?
4. How to turn presentation screen into the first black and then white?

Long Answer Questions

1. Explain the various steps to run a slide show.

2. How to print the handout of your presentation?
3. How to print the notes page of your presentation?
4. Explain the object to turn your screen into white?
5. Explain the object to turn your screen into black?
6. How to navigate the slides in your presentation?

8.11 FURTHER READING

• Presenting to Win, Jerry Weissman

• Moving Mountains, Henry M. Boettinger
• Speaking PowerPoint, Bruce R. Gabrielle