Impress

IMPRES The multimedia presentation component of OpenOffice.org

Adapted from the training manual on http://www.documentation.openoffice.org/manuals (October 11, 2005 version, based on OpenOffice.org 2.0). The Original Documentation is OpenOffice.Org 1.1 Impress QuickStart Guide, Version 0.6, March 2004 Edition

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

TABLE OF CONTENTS GETTING STARTED.................................................................................................................................................3 CREATING A PRESENTATION......................................................................................................................................3 THE IMPRESS WORKSPACE......................................................................................................................................4 SELECTING A SLIDE LAYOUT.....................................................................................................................................6 WORKSPACE VIEWS...............................................................................................................................................7 SAVING, CLOSING AND OPENING AN EXISTING PRESENTATION...........................................................8 SAVING A PRESENTATION..........................................................................................................................................8 CLOSING A FILE PRESENTATION..................................................................................................................................8 OPENING AN EXISTING PRESENTATION..........................................................................................................................8 USING TEXT BOXES................................................................................................................................................8 ADDING TEXT.......................................................................................................................................................8 MOVING A TEXT BOX.............................................................................................................................................9 RESIZING A TEXT BOX............................................................................................................................................9 DELETING A TEXT BOX...........................................................................................................................................9 FORMATTING TEXT.................................................................................................................................................9 CREATING, FORMATTING, AND EDITING SLIDES......................................................................................10 INSERTING NEW SLIDES.........................................................................................................................................10 CREATING BULLETED AND NUMBERED LISTS..............................................................................................................10 FORMATTING A PARAGRAPH....................................................................................................................................12 FORMATTING A SLIDE/PAGE....................................................................................................................................15 MOVING BETWEEN SLIDES......................................................................................................................................15 REARRANGING SLIDES...........................................................................................................................................15 RENAMING A SLIDE..............................................................................................................................................15 DELETING A SLIDE...............................................................................................................................................15 INSERTING GRAPHICS.........................................................................................................................................15 INSERTING GRAPHICS FROM FILE.............................................................................................................................16 IMPORTING GRAPHICS FROM GALLERY .....................................................................................................................16 INSERTING FONTWORK FROM THE GALLERY ..............................................................................................................16 WORKING WITH GRAPHICS ....................................................................................................................................17 INSERTING TABLES, CHARTS, AND GRAPHS................................................................................................18 INSERTING A TABLE..............................................................................................................................................18 INSERTING, EDITING, AND FORMATTING A CHART........................................................................................................18 CHANGING THE CHART TYPE..................................................................................................................................19 RESIZING THE CHART ...........................................................................................................................................19 MOVING CHART ELEMENTS....................................................................................................................................19 INSERTING SLIDES FROM ANOTHER FILE....................................................................................................................20 HYPERLINK.........................................................................................................................................................20 CREATING MASTER SLIDES AND TEMPLATES............................................................................................20 EDITING A SLIDE MASTER.....................................................................................................................................21 TEMPLATES.........................................................................................................................................................22 CREATING A SLIDE SHOW..................................................................................................................................24 ANIMATION EFFECTS............................................................................................................................................24 SLIDE TRANSITIONS .............................................................................................................................................26 REMOVING A TRANSITION......................................................................................................................................26 PRESENTING YOUR SLIDE SHOW....................................................................................................................28 SLIDE SHOW SETTINGS..........................................................................................................................................28 AUTOMATING YOUR SLIDE SHOW..............................................................................................................................28 SIMPLE TIPS TO CREATING EFFECTIVE PRESENTATIONS.....................................................................29 PRINTING YOUR PRESENTATION 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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Impress is the slide presentation component of the OpenOffice.org suite. A visually attractive presentation adds life to any discussion, seminar, trainings, workshops, and the like. With Impress, you can create a variety of slide layouts that will aid you in your presentations. You may use it to produce Transition is how your visual aids for your class discussions, slide show will proceed multimedia presentations for various topics, from slide to slide for a photo essays to get ideas across, or even as dramatic effect a sing-along videoke presentation. Animation, on the other With Impress’ various tools, you can express hand, is the movement of objectsand in the current slide your ideas in a variety of ways. With text, bulleted numbered lists,

tables, charts, clip art, and a wide array of graphic objects along with background, animation, transitions and effects, any visuals can heighten attention and interest. GETTING STARTED Creating a Presentation Once you launch Impress from the Applications / Programs Menu or the Desktop, the Presentation Wizard dialogue box presents you with several options: •

•

•

Empty presentation creates a new slide presentation from scratch From template uses a readymade design that contains a set of design elements which can be Figure 1 Presentation Wizard Window 1 applied to any presentation Open existing presentation opens a file that has been created and stored

To create new

Tip: Leave the Preview box checked to view the template, slide design and any other transitions that will be applied to the slide.

presentation from scratch: 1. Choose Empty Presentation, then click on Next 2. The Presentation Wizard asks you to pick out a pre-set design or choose to create an blank design

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3.

Select how the presentation will be used under Select an output medium. Usually, an Impress presentation is meant for computer

Figure 2: Presentation Wizard Window 2

Figure 3: Presentation Wizard Window 3

screen display 4. Click on Next, the next window allows you to choose a desired effect from the dropdown menu under Select a slide transition – Once you’re comfortable using Impress, you may, at this point in the creation process, pick out a desired Speed for the effect as well as how the presentation will be delivered in the Select the Presentation type section • But since you’re just beginning, just select No Effect and Default for presentation type – you may assign Transitions and Animations later in the process; for now, focus on the content of your slides, not the effects 5. Click on the Create button to create the new presentation. The Impress Workspace Parts of the Impress window are similar to Writer and Calc, such as the Title Bar, Menu Bar, Toolbars (with Impress-specific icons), and Status Bar. Impress, however, has three panes to work with: 1. the left side of the window, called the Slide Pane, allows you to view miniatures of the slides for navigation and editing purposes

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

the middle part is the work area; it also gives you five different presentation views for your convenience, namely: Normal, Outline, Notes, Handouts, and Slide Sorter – the function of each view will be discussed later 3. the right side shows the various Task Panes that allow you to choose 2.

Figure 4 Impress Workspace

from available slide layouts, transitions and animations

select

master

designs,

and

assign

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Selecting a Slide Layout It would be a good practice to have your content ready before starting your slide presentation, in the form of a storyboard (see the section on Simple Tips to Creating Effective Presentations) – this way, you have an image of how your individual slides will look like and what each one will contain. When you create a presentation or open an existing one, the Layout task pane appears on the right of the work area. It shows you several layout options (as thumbnails) to choose from. Since this will be the first slide, it will be logical to pick out the Title Layout. The other layouts allow you to put text, graphics, tables, multimedia objects, and a combination of these on the slide.

Exercise 1: 1. Open the file Cyber Security.odp from your CD. 2. Use the Layout Task Pane to change the layout of at least three slides. 3. Use the View tabs on the work area to see and appreciate the different view options. 4. Close the file while leaving

You may preview the slide layout on the work area – do not worry, you are free to change your mind at a later time because you are allowed to change the layout of existing slides.

Figure 5

Sample AutoLayout Design

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Workspace Views The work area gives you several ways to view the current presentation: Normal View – the view used when creating individual slides, used for editing the text and the graphical elements of a single slide

Outline View – shows the text content of the slides in outline format, can be used for editing text within a structured/ hierarchical

Handouts View – arranges the slides for printing to serve as handouts for the audience, has several printing options

Notes View – allows you to add personal notes on the slides created that would serve as “cue cards” during the actual presentation; the notes written will not appear on the slide show

Slide Sorter View – shows the slides in miniature, gives you an overview of all the slides created for easier navigation, review, and re-

Figure 6 Workspace Views

To change the Workspace view • Click on the View Tabs OR • Go to the View menu, then click on the desired view

Figure 6 View menu

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

SAVING, CLOSING AND OPENING AN EXISTING PRESENTATION Saving a presentation It is always good to save a file once it’s created to avoid any problems such as power failure or some other technical problems. OOo Impress is compatible with Microsoft PowerPoint. If you wish to open an Impress file in MS PowerPoint, make sure that you save the file using the .ppt file extension, instead of its regular .odp (make sure that you choose it from the Save Type dropdown menu). Go to File > Save/ Save As 2. Choose a folder to save your work in 3. Give a file name 4. Select a file type from the drop-down lists • *.odp (default for Impress 2.x version) • *.sxi (OOo Impress 1.x version) • *.otp (Impress Template) • *.ppt / pps (Microsoft PowerPoint) 1.

Exercise 2: Go to the currently open file (Untitled1). Open another presentation by going to File > New > Presentation (menu bar or OOo icon) Go through the Presentation Wizard to create an empty presentation. Save this file as My Teaching Career.odp. Close this file. Close the other file (Untitled1) – you will be asked if you want to save or discard the file. Select discard. This will close Impress since there are no other open files. Load Impress, open the file named My Teaching Career.odp by using the Presentation Wizard.

Closing a file presentation • Go to File > Close OR click the close (x) button (If you do not have any other files open, this action will also exit Impress) Opening an existing presentation You may use the Presentation Wizard OR use the File > Open in the menu bar OR the Open icon in the toolbar. 1. Go to File > Open 2. Look in the Folder where presentation file was previously saved 3. Select the file name of the presentation that was previously created 4. Click Open USING TEXT BOXES Adding Text There are two ways to add text in a slide:

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

• •

Use the slide format provided by the Layout Task Pane (choose a layout with a ready text box then click the text box to add text) Select the Text tool from the Drawing toolbar and type text in the text box, click outside to deselect.

Moving a Text box • Drag the pointer over the gray border until it changes into a four-headed arrow, Click and drag to move the text box to the desired position • When the text box is not in the edit mode, the gray border is replaced with the green resizing handles only Resizing a Text box • While the Text box is not in the edit mode, drag the pointer to any of the green resizing handles, it will change into the resizing arrow (border bar + arrow pointing to the resize direction) or a two-headed arrow – click and drag to the desired size Deleting a Text box • Click on the gray border (when in edit mode) once, notice how the gray border disappears leaving only the green resizing handles • Press Delete Formatting Text

Figure 7 Text Formatting toolbar

Changing the text size, font, and color adds a dynamic feel to the presentation. Impress offers a variety of ways to format your text in the slide. You may use the Format menu (Character) or Text Formatting toolbar. The same Character dialogue box will appear. 1. As with other applications, text must be selected before it can be formatted.  To format all text in the text box, click once on the gray border to activate green Figure 8 Character resizing handles Dialogue Box 2. Go to Format > Character 3. The Character dialogue box will appear 4. Select the Font type, the Typeface and the Size under the Font Tab – use the preview pane to see the effect 5. Move to Font Effects Tab, format as desired and as appropriate (underscore, strikethrough, font color, relief) Commission on Information and Communications Technology – Human Capital Development Group Page 9 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Move to Position Tab, format as desired and as appropriate (position – normal, superscript, subscript; scaling; spacing) 7. Click OK – reset to go to original format 6.

CREATING, SLIDES

FORMATTING,

AND

EDITING

Inserting New Slides To insert a new slide, do any of the following: • Go to Insert menu > Slide OR • Right-click on the desired layout for the new slide and choose Insert Slide OR • Click the Slide button on the toolbar

Figure 9 New Slide through Slide Pane

You may insert slides between existing ones by positioning the pointer in the Slide Pane and right-clicking to access the Insert Slide option. You may choose to insert duplicate slides in the future. To do this, just go to Insert > Duplicate Slide to create an exact copy of the slide in view (same as copy-paste that particular slide).

Exercise 3: Go to the currently open file (My Teaching Career.odp). Select the layout for a Title Slide. Click the bigger text box and type the phrase: “My Teaching Career” Format the text as desired – font type, font size, color, shadow, etc. The presentation’s title usually uses font size 60 and above. Resize and move the text box to make it appear as the presentation’s title slide. Add text boxes for your personal data: name, school teaching in, position. Delete any text boxes that are not necessary. Save your file. Congratulations! You’ve just created your first presentation. Wasn’t that easy?

Creating Bulleted and Numbered Lists Lists, the regular text format in presentations, can be created by going to the Format menu > Bullets and Numbering. The Bullets and Commission on Information and Communications Technology – Human Capital Development Group Page 10 of 32 Figure 10 Bullets

Format >

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Numbering dialog box will show various bullets (symbols or graphics) and numbering types to choose from. You can even customize the bullets and numbering hierarchy depending on your preference. Clicking the Bullets icon in the toolbar will toggle on/off the bullet for the current line. 1. Choose a Layout from the Layout Task Pane that contains a bulleted list 2. Click on the text box that reads “Click to add an outline” 3. Type the text in the text box, press Enter to start a new bulleted line. Press Shift + Enter to start a new line without a bullet By default, all bulleted lists start at the highest level of the outline hierarchy. To change the level of an item in a bulleted list, use the arrows to demote/move down/indent or promote/move up the line in the hierarchy.

Figure 11 Sample Bulleted Layout

The up/down arrows allow you to move the current line up or down the outline. Moves the Positions selected the • Creating your own Bulleted or paragraph/ paragraph/ Numbered List line up one line before For the entire list: level in the the one 1. Click on the gray border of the hierarchy above it text box, displaying the green resizing handles 2. Go to Format > Numbering/ Positions Moves the Bullets the selected 3. Click the Bullets, Numbering paragraph/ paragraph/ type, or Graphics tab, then line after line down one choose the desired bullet type the one level in the 4. Click OK. For a single line in the list: 1. Place in the cursor to the specific line 2. Go to Format > Numbering/ Bullets 3. Click the Bullets, Numbering type, or Graphics tab, then choose the desired bullet type 4. Click OK OR 1. Select/Highlight the text in the Text box where the bullets will be applied 2. Click the Bullets On/Off icon in the toolbar Commission on Information and Communications Technology – Human Capital Development Group Page 11 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

3.

•

The default bullet type will be applied (to change the bullet type, Go to Format > Numbering/Bullets > Bullets, then choose bullet type, then click OK)

Customizing Bulleted Lists Different bullets at different levels can help you stress a point during a presentation. This will also help you structure the presentation to emphasize main ideas over supporting ideas. 1. Click on the gray border of the text box, displaying the green resizing handles 2. Go to Format > Numbering/Bullets 3. Go to the Customize tab 4. Choose the Level you want to customize and select a format from the Numbering dropdown menu  You can select Graphic from the Numbering dropdown menu then choose Gallery to select from the available graphic options 5. Notice that highlighted level changes according to the chosen graphic type. 6. Repeat choosing for the succeeding level 7. Click OK

Figure 13 Graphic bullet options

Figure 12 Customize Tab in the Bullets/Numbering dialog

Formatting a Paragraph 1. Click on the gray border of the text box, displaying the green resizing handles 2. Go to Format > Paragraph 3. The Paragraph dialog box allows you to edit the paragraph settings:  The Indents & Spacing tab has options to adjust the spacing of the paragraph selected, including the spacing between lines of text

Figure 14 Window

Paragraph

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

The Alignment tab contains the following options: left-aligned, rightaligned, centered, or justified text  The Tabs tab allows you to set left/right/center/decimal tabs for various purposes  The Preview pane shows how your text will be formatted 4. Format as desired then click OK 

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Exercise 4: Use the file named My Teaching Career.odp. Insert a new slide. Select a bulleted list slide layout. Type “Qualificatios” in the Title area. For the bulleted list in the body of the slide, type the following personal information: your College Education (school, course, year graduated, honors) your Graduate School education PRC license: year LET was taken, rating Be sure to use the demote/promote icons to move the information up/down the bullet hierarchy. Format your text. Insert two more slides. For slide 3, put information regarding your teaching experience For slide 4, put information regarding the seminars you attended and organizations you’ve joined. Save your file.

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Formatting a Slide/Page You can use the Format > Page feature to access the Page Setup dialog box and put some pizzazz to your slide presentation. Since most presentations normally use the landscape orientation and lettersized paper, you don’t really need to change the settings in the Page tab. However, you can assign colors to your Figure 15 Page Setupcurrent slide by using the Background Background tab – you can select from None, Color, Gradient, Hatching, and Bitmap. More specific settings are available in each category. Moving between slides To move between slides, use the Slide Pane on the left side of the Impress window. Rearranging Slides You can re-arrange the order of slides by clicking and dragging the selected slide on the Slide Pane or in the Slide Sorter view and dropping it to its new location. Notice that a black line will appear between the slides, indicating where the slide will go.

Figure 16 Slide Shortcut Menu

Renaming a Slide 1. Select the slide you want to rename in the Slide Pane or in the Slide Sorter view. 2. Select Rename Slide from the shortcut menu. 3. The slide name will be shown at the bottom of the slide thumbnail. Deleting a Slide 1. Select the slide you want to delete in the Slide Pane or in the Slide Sorter view. 2. Press the Delete key OR select Delete Slide from the shortcut menu OR go to Edit > Delete. INSERTING GRAPHICS Graphics add life and vibrance to the presentation. If you want to include graphics in a slide, choose a slide layout which includes a graphics area (see sample layout).

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

You can use the Drawing toolbar to add shapes or activate graphic galleries for your slide presentations.

Figure 17 The Drawing Toolbar

Inserting Graphics from File 1. To add graphics, double click on the graphics area in the slide 2. In the Insert Graphics dialog box, choose your graphics file from your storage disk 3. Click Open You can only choose to use the Insert menu > Picture (from file or scan) OR click the Insert Picture icon on the Drawing toolbar to insert a graphic from your storage disk. Importing Graphics from Gallery A Gallery contains a collection of images that are readily available for use Go to Tools > Gallery OR click the Gallery icon on the Drawing Toolbar 2. Select from the Themes and choose a graphic from the gallery 3. Right-click to acces the shortcut menu – choose Insert > Copy 4. The graphic will be shown on the slide 1.

Figure 19 Fontwork Gallery

Figure 18 Gallery

Inserting Fontwork from the Gallery 1. Click the Fontwork Gallery icon on the Drawing Toolbar Figure 20 Fontwork 2. Choose a fontwork design from the gallery by Toolbar double-clicking on it. 3. The graphic will automatically be positioned on the current slide. Commission on Information and Communications Technology – Human Capital Development Group Page 16 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

4. Double-click the fontwork to edit the text. Deselect it to apply the changes. 5. Use the Fontwork toolbar and the shortcut menu to change the settings for the text – shape, alignment, spacing, 3D effects, fill, arrangement, etc. Working with Graphics • Moving the Graphic 1. Click on the graphic, to show the green resizing handles 2. Move the pointer over the graphic until it changes into a four-headed arrow 3. Click and drag to the desired position 4. Release the mouse button • Resizing the Graphic 1. Click on the graphic, to show the green resizing handles 2. Move the pointer on the resizing handle until it changes into twoheaded arrow Figure 3. Click 21 andGraphic drag Toolbar to resize • Deleting the Graphic Exercise 5: 1. Click on the graphic, to show handles Use thethe file green namedresizing My Teaching Career.odp. 2. Press Delete Format the individual slides – experiment with the different color, gradient, hatching, and For Advanced Functions such as changing brightness and contrast bitmap optionsthe available in the Page Setupof the image, use the Picture Toolbar. Each in the Picture dialog box icon – Background tab. toolbar activates a separate window that allows you to work oninserting more detailed settings for the Experiment with graphics from the selected graphic – covering solarization, aging, pixilation, transparency, gallery, from the fontwork gallery, and from cropping, shadow, etc. Review your lessons in Writer. files in your storage disk. Revise your layout if you’re not satisfied with You may use the shortcut menu, accessed right-clicking on the selected the existing slidebyformat. graphic, to further tweak your graphic’s settings. Be creative! But at the same time, think about your audience…will your formatting catch their attention? Divert their attention? Overwhelm them? Bore them? Critique yourself. Have someone else critique your work. Be open to suggestions. Figure 22 Graphic Save your file. shortcut menu

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

INSERTING TABLES, CHARTS, AND GRAPHS To add a table, chart, or graph to a slide, select a Slide Layout (see sample layout) that includes a table or chart area. Inserting a Table Double-clicking the Table placeholder will activate Calc in your slide – i.e. a spreadsheet will appear. Enter the values and format the table as you would a Calc spreadsheet. Deselect the table once you’re done to return to the current slide. Inserting, Editing, and Formatting a Chart Figure 23 Sample Layout with 1. Double click on the chart Table placeholder on the slide or click the Insert Chart icon in the Standard toolbar or go to Insert > Chart to display the auto chart that automatically comes with sample data. 2. Double-click on the chart area, it should now have a gray border, and the Main Toolbar now show tools specifically for Charts 3. Click the Chart Data icon OR go to Edit > Chart to enter your own set of data. Figure 24 Sample Layout with Chart • Insert buttons insert a row or Area column. • Delete buttons remove the information from a selected row or column. • Switch buttons exchange the contents of the selected row with the contents of the row below it, or the contents of a column with those of the column to the right. • Sort buttons organize the content in ascending order. You can sort data within a selected row or column, or sort the rows or columns themselves. • Apply to Chart transfers the data from the table to the chart. • Input fields are where you insert data. Enter information in the boxes within the desired rows and columns. Click Apply to Chart button 5. Format the chart as desired – review your lessons in Calc. 4.

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Changing the Chart Type 1. Double click on the chart (you will now have gray borders on the chart area) and the Main Toolbar has changed to show tools specifically for charts 2. Click the Edit Chart Type icon or go to Format > Chart Type 3. The Chart Type window (Figure 28) appears • Under Chart Category, choose between 2D or 3D to see different types of charts • Under Chart Type, click one of the icons and see the different variants of the selected chart type in the Variants window • Choose as desired 4. Click OK

Figure 25 Auto-Chart

Figure 26 Edit Chart window

Figure 28 Chart Type Figure 27 Chart Data table

Resizing the Chart 1. Click on the Chart 2. The green resizing handles will appear. To increase or decrease the size of the chart, click and drag one of the markers in the four corners. Moving Chart Elements 1. Double click on the chart, the chart will now have gray border 2. Click on any of the elements, the title, the key or the chart graphic, to select Commission on Information and Communications Technology – Human Capital Development Group Page 19 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Exercise 6: 1. Create a new presentation. Use this page as a scratch file to test out various tools in Impress. 2. Try inserting a slide with a chart placeholder. 3. Double-click the chart placeholder to insert a chart. 4. Access the data by clicking on the chart data button. Experiment with the chart values and see the effects on the chart itself. 5. Format your chart. 6. You do not have to save the file at this point. Just leave it open for 3. Green resizing handles will appear, move the pointer in the selected element until it becomes four-headed arrow 4. Click and drag to move to new location, release the mouse Inserting Slides from Another File In certain cases, you may choose to insert slides from another file – for example, you would like to combine your old presentation on your school profile into your current presentation. You do not have to re-do the slides, you just need to go to the Insert menu > File, then choose from the list in the dialog box -- Impress will only insert presentation files. After the entire Exercise 7: 1. Use the scratch presentation file you used in Exercise 6. 2. Try inserting slides from another presentation file, for this exercise: insert the file named The Evolution of Computers from your CD. 3. Decide if you want the inserted slides to retain their background or use the currently used background. 4. The slides will appear automatically at the selected insertion point. 5. Treat the inserted slides as you would any regular slide. 6. Close your file without saving. file has been inserted, you can delete, re-arrange, and edit your slides to your liking. Hyperlink A hyperlink is highlighted text or button that when clicked, allows you to jump to another part of the document/ presentation, another document, or to an Internet site. In OpenOffice.org you can assign hyperlinks to text, graphics, and text frames. This is an advanced topic and will be discussed in future training sessions. You may opt to use the Help feature of Impress to find out more about this tool. Go on, experiment – it’s the best way to learn! CREATING MASTER SLIDES AND TEMPLATES A Slide Master contains the default text formatting style for the title, bulleted items, and the background design of all slides in the current slide presentation. This is especially useful if you need to maintain a consistent Commission on Information and Communications Technology – Human Capital Development Group Page 20 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

look for your presentations, such as school-related presentations, lecture series, organization marketing paraphernalia/reports, etc. For example, your organization may create a template which includes the organization's logo and web address, and which uses particular colors and fonts. Each time a staff member needs to develop a slide presentation they can take the standard template as their starting point. Using Slide Masters or Templates as a starting point for slide presentations enables you to create a feeling of continuity within and between slide presentations. You can insert your school logo, motto, date, author’s name, filename, and slide number (Insert > Fields). Using slide masters is consistent with the Guidelines on Creating Effective Presentations because the presentation comes across as professionally done and it forces the audience to focus on the content rather than the unique graphic/colored design/format of each slide. Creating a Slide Master gives the presentation consistency and saves time when designing a slide show. The font type in the title, bulleted text, and the background design can be changed at one time in the Slide Master. Editing a Slide Master 1. Go to View > Master > Slide Master. 2. The Master Slide will appear in the work area. 3. Make any formatting changes, such as background color, fonts, sizes, shapes and images, that are intended to be on every slide 4. Go to View > Header and Footer to add other elements into your slide master – those that you want to be seen in all the Figure 29 Slide Master slides’ header or footer sections. You may even Figure 30 Header and Footer add a graphic like a logo at the corner (such as the one shown on Figure 29, that of iSchools). 5. Close the Master View by clicking the Close button in the Master View toolbar or go to View > Normal to return to the current presentation or switch to another view. 6. You can create several slide masters for your presentation (access the shortcut menu while in the Slide Master mode, select New Master, rename the two masters to avoid confusion) – i.e. one for your title slides, and perhaps another for the regular slides – view Cyber Security.odp which uses two slide masters. Commission on Information and Communications Technology – Human Capital Development Group Page 21 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

The edited Slide Master should appear on the Master Task Pane at the right side of the work area. Notice that all the slides followed the slide master in terms of design and format – unless there were objects or formatting done on particular slides. You may select this newly edited slide master option from those available. Templates A Template is a ready-made slide design containing a set of fixed design elements which can be applied to any presentation – ready-made slide masters, if you will. The pre-designed Impress templates can be found in the Master Task Pane to the right of the work area. Some templates have content guides – something not found in regular slide masters. To use a template for a new presentation 1. Choose New > Presentation to launch the Presentation Wizard 2. Select From Template under Type 3. Select the template you want to use from the list 4. Click Create To create a template from an existing presentation 1. Open the presentation in OOo Impress 2. Choose File > Templates > Save 3. The Templates dialogue box will appear, under New template, give the template a name

Exercise 8: Use the file named My Teaching Career.odp. Create a Slide Master for the presentation to produce a consistent look among the slides. Use Format >Page – Background tab to assign a presentation “color”. Format your font (especially the text in the Slide Title placeholder) and bullets accordingly –maintain a professional style. Put your name as the presentation’s footer. Put slide numbers, too. Insert the ischools logo from your CD. Take out all unnecessary elements from the individual slides. Be creative! But at the same time, think about your audience…will your formatting catch their attention? Divert their attention? Overwhelm them? Bore them? Critique yourself.

Figure 31 Templates Dialogue Box Commission on Information and Communications Technology – Human Capital Development Group Page 22 of 32

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If it is not already highlighted, click on Presentations in the list of categories to highlight it 5. Click OK 4.

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

CREATING A SLIDE SHOW Slide show effects add fun and life to the presentation thereby getting the attention of the audience. However, too much animation can also be distracting and loses the presentation’s professional appeal – as such, a presenter should always maintain an appropriate balance between content and effects in order to produce an effective presentation. A school presentation to high level officials will not have the same degree of effects as a marketing presentation for a school event. Animation Effects Animation effects are special movements – title, bulleted text, graphs, images, etc. – applied to specific objects within a slide that as they “enter” the slide show. In the Normal View 1. Select an object on the current slide 2. Go to the Custom Animation Task Pane on the right of the work area (going to Slide Show > Custom Animation will activate the same Task Pane) 3. Click the Add button to activate the Custom Animation Effects window 4. Choose an Effect from the categories/tabs – Entrance, Emphasis, Exit, Motion Paths – as desired Custom Animation 5. Choose an animation speed Figure 32 Window from the dropdown menu 6. Use the preview feature to check out the effect before clicking OK 7. The selected effect for the particular object will appear on the Custom Animation Task Pane 8. You may choose to activate the animation effect automatically or by mouse click 9. Select the next object and repeat the process – do the same thing for the other objects, if appropriate; establish on your own when the effects become an overkill 10. Use the Change Order arrows to arrange the object effects as they will appear in the slide show – use the Play or Slide Show buttons to test the effects 11. You may choose to tweak your animation effects by using the Effect Options dialog box with various dropdown menus to set sound/no sound, dim/don’t dim, hide/don’t Commission on Information and Communications Technology – Human Capital Development Group Page 24 of 32

Figure 33 Effect Options

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

hide, set automatic timing, text animation group by 1 st level paragraphs (for bulleted lists), etc. You can access this dialog box by right-clicking on the effect on the Custom Animation Task Pane, and selecting Effect Options. 12.Repeat the process for the succeeding slides.

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Exercise 9: 1. Use the file named My Teaching Career.odp. 2. Apply Custom Animation Effects on your slide presentation. 3. Preview the slide show: a. Critique yourself. b. Have somebody else critique your work to help you improve your presentation. 4. Save your file. Slide Transitions Slide transitions are the effects when one slide gives way or proceeds to the next slide during a slide show. One can apply unique transitions to every slide or choose one transition for all slides for consistency (sometimes, none at all). Done in any view except for Outline view: 1. 2.

3. 4. 5. 6.

7. 8.

Select a slide – a heavy blue border will be around selected slide Go to the Slide Transition Task Pane on the right of the work area (going to Slide Show > Slide Transition will activate the same Task Pane) Select a Transition from the choices presented – a preview is shown when you click on an option Choose an animation speed and sound from the dropdown menu You may choose to activate the slide transition automatically after the assigned Figure 34 Slide Transition Task Pane pause or by mouse click Select the next slide and repeat the process – do the same thing for the other slides, if appropriate; establish on your own when the transitions become an overkill For a consistent transition throughout the presentation, select Assign to All Slides Use the Play or Slide Show buttons to test the transition/s

Removing a Transition 1. Select the desired slide(s) 2. Choose No Effect from the Effect box in the Object Bar Slide View

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

Exercise 10: 1. Use the file named My Teaching Career.odp. 2. Apply Slide Transitions on your slide presentation. 3. Experiment with the various slide show settings – view their impact on the slide show. 4. Preview the slide show: a. Critique yourself. b. Have somebody else critique your work to help you improve

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

PRESENTING YOUR SLIDE SHOW Delivering the slide show can be as simple as clicking on the Slide Show icon and then just manually making your way through the presentation by clicking from one slide to the next. If you animated your slides to display one bullet point at a time, then clicking will take you from one bullet point to the next. Slide Show Settings Go to Slide Show > Slide Show Settings (Figure 35), to see default setting of a slide show presentation. Use the dialog box to specify additional settings.

Figure 35 Slide Show settings

Automating your slide show You can automatically move from one slide to the next, without the need for mouse clicks – this is especially useful for unaided exhibit presentations that run continuously. This requires that you rehearse and record the timings of the slide show in advance, so that you can set the time that each slide should stay onscreen. To rehearse and record the timings of the presentation 1.

Start the slide show by clicking on the Rehearse Timings icon

Figure 36 Rehearse Timings Commission on Information and Communications Technology – Human Capital Development Group Page 28 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

on the Slide Sorter toolbar or by going to Slide Show > Rehearse Timings 2. Notice how a digital timer has appeared on the bottom left corner of the screen – this shows the duration that your effect or slide is onscreen/active 3. As you go through your presentation, click on when you want to move to the next slide 4. When you have completed the presentation, the timings for each slide are displayed in the Transition Task Pane, where they can also be edited (“Automatically After…”) 5. Click Slide Show to run the slide show automatically with these timings. 6. If you want the entire presentation to auto-repeat (continuously until stopped by pressing ESC), got to the Slide show settings dialogue box above and choose Auto from the Type section Exercise 11: 1. Use the file named My Teaching Career.odp. 2. Try using the Rehearse Timings tool on your presentation. 3. Preview the slide show: a. Critique yourself. b. Have somebody else critique your work to help you improve your presentation. 4. Save your file.

SIMPLE TIPS TO CREATING EFFECTIVE PRESENTATIONS Use slide presentations appropriately – create one only if it is the best option in putting your thoughts across to your audience and if it will really aid you in your presentation, not overtake you. You have to bear in mind, though, that if you wish to create an effective presentation, you have to give ample time for the preparation phase. Organizing your thoughts and creating a storyboard would help you visualize how your presentation will look. Practice, practice, practice… Indeed, practice makes perfect. Your skills in creating effective presentations will improve as you continue to experiment with various tools and presentation styles. Develop a taste for what is appropriate and what is not Remember this:

P

roper reparation & ractice revent oor erformance

Use a Template or a Slide Master Commission on Information and Communications Technology – Human Capital Development Group Page 29 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

• • • •

It provides design consistency and a continuous presentation It unifies font and color scheme It provides a theme and ties together the presentation It allows focus on the message being delivered

effect

on

the

Fonts • Choose a font that is easy to read. The best font styles are Arial and Tahoma from the Sans Serif family and Times New Roman and New Century Schoolbook from the Serif family. You could, however, experiment with font type that would suit your presentation. • Stick with one to two types of fonts all through the presentation • Generally, titles are 38-44 in size while subtopics and bullet points are 32 in size. There should be no font less than 24 in size • Avoid curvy or too much art in a font, this could hamper readability • Do not use ALL CAPS in the body of a slide, it makes text difficult to read • Use italics for quotes or to highlight thoughts or ideas Colors • Use colors that are appropriate for the topic • Use contrasting colors for the slide background and font • Limit the use of colors to prevent a cluttered effect, two to three colors in a slide will do • Having a dark background on a computer screen reduces glare Text • Use bullet points instead of full sentences and paragraphs. Avoid too much text – enhance your presentation skills by keeping the focus on you and your explanation • Follow the 6 x 6 rule as much as possible: No more than six objects per slide with no more than six words per item • Bullet points should only be two lines at most • If you use several lines in your bullet points, limit the bulleted list to about three or four in a slide • Keep in mind that the multimedia presentation should only serve as your visual aid. Avoid reading entirely from your slides, it should be read with the least time and effort to focus more on what you really want to say. Numbers • Do not put too much raw data on the screen – use tables, diagrams, or charts instead. If you do need to present a big amount of numbers, give out a handout or a supplement to the slides • Use a maximum of 25 – 35 numbers only per slide • Data charts should only contain bottom line information, conclusion and final results Graphics and other objects Commission on Information and Communications Technology – Human Capital Development Group Page 30 of 32

iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

• • • • •

Use graphics and other objects only when needed Use the .jpg and .gif format for cliparts and pictures for smaller file size. Large files can be difficult to transport Check the layout for visual appeal Avoid cluttering the slide Use shapes (ovals/circles/rectangles) of contrasting color to emphasize a point

Animation and Transition • Use minimal transition and animation to avoid distraction – unless movement would be the best way to present your data such as when building up on an idea/a topic • If possible, use consistent slide transitions throughout • Use minimal, simple, and appropriate sound effects, if absolutely necessary Notes and Handouts • Provide some space in the Notes and Handouts for the audience to write on • Notes and Handouts should serve as supplementary and guide while you are giving your presentation, however, be mindful that some audience may prefer reading your handouts than listening to your presentation

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iSchools Computer & Internet Literacy Course for Teachers Slide Presentation

PRINTING YOUR PRESENTATION You can print out your presentation in a number of different formats: just the slides, the slides with notes, etc. To select the format Choose File > Print Click on the Options button at the bottom part of the Print dialog box to access the Printer Options window where you can select from the choices presented with regards to page content, print quality, page options, and additional items. • Note that you can set the layout or page setup for your handouts in the Handouts View by using the Layouts Task Pane (1 slide/page, 2 slides/page, etc. up to 6 slides/page) 3. Click OK 1. 2.

• • • •

Drawing prints out each slide on a separate full page. Notes print each slide and any accompanying notes on a separate page. Handouts print a number of slides together on a page (use the Handouts View to control the appearance of the printed handouts). Outline prints the Outline view of your presentation.

Figure 37 The Printer Options Window

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