ST CLEMENT’S SECONDARY

PRODUCTIVITY TOOLS
POWERPOINT

JUNIOR SECONDARY

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 Golden rules for PowerPoint
presentation
▪No paragraphs
▪Use slides to emphasise the spoken message.
▪Keep it short and simple (KISS)
▪Use appropriate font size

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 Getting started with PowerPoint
▪PowerPoint is a presentation program.
▪Presentation is an activity in which a speaker
explains an idea or piece of work to an
audience.
▪It is a collection of pages called slides.
▪A slide is a single page in a presentation.
▪A slide can include text pictures, music or
video clips.
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 USES OF POWERPOINT

▪Share information
▪Watch the slides on the monitor.
▪To present information

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 POWERPOINT PRINCIPLES
1. Keep the presentation simple
2. Information should be logical
3. Use bullets
4. Use appropriate font
5. Use pictures to illustrate the concept.
6. Use appropriate background colour.
7. When you finish show other people for
comments

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 HOW TO START POWERPOINT
1. Click on the start button
2. Select all programs
3. Open Microsoft office folder
4. Click on the PowerPoint icon

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 EXERCISE
1.What is PowerPoint?
2.State two uses of PowerPoint
Presentation.
3.Give two principles to come up with
good presentation.
4.What do we call the pages in
PowerPoint?
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 SCREEN LAYOUT

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 POWERPOINT SCREEN SECTIONS

1. The title bar:

▪this has a quick access tool bar on the
left, name of the current file in the
middle and the minimise, maximise and
close button on the right.

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 2. The Ribbon
▪It has different tabs. Each tab has group of
related options.
▪It has a Quick Access Toolbar, which
contains options that are used often.
▪The Home Tab

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 SLIDES GROUP
▪It can be used to:
• Add A new slide
• Change the layout of a selected slide
• Reset a slide’s layout to the default
layout
• Divide a set of slides into sections

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 3. Navigation pane

▪This has two tabs

1.Slides
2.Outline

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 4. Blank slide
▪With placeholders.
▪Begin the presentation by typing the title in the
title placeholder.

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 5. THE NOTES PANE

▪It is for the speaker’s notes.

▪The audience cannot see these
notes.

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 6. THE STATUS BAR

▪This has the information about the

presentation on the left.
▪The right side has tools.

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 7. PLACEHOLDER

▪It is a dotted box on a slide into which text

and images can be added.

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 EXERCISE
1. Study the picture and answer the question
that follow.

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 (a)Give the name of the application shown
above.
(b)Name the parts labelled A, B and C.
(c)Give one use of D.
(d)What is the function of feature C.
(e)What is a slide.
(f)What is a presentation?

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 THE RIBBON

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 ▪The ribbon has tab and groups of
options.

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 THE HOME TAB

▪ Add new slide ▪Reset a slide’s layout to

▪ Change the layout
the default layout
▪ Selected slide ▪Divide a set of slides into
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sections
 THE INSERT TAB

▪The media group lets you add video

clips and audio files.
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 THE QUICK ACCESS TOOLBAR

▪ The Quick Access toolbar is at the top right

hand side of the PowerPoint screen.
▪ The default Quick Access Toolbar has
buttons to save, undo and redo actions.
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 USE INSTALLED TEMPLATES
▪ A template is presentation that has already been
designed and formatted.
▪ Using a template makes it easier and quicker to
design presentations.
▪ Saves a lot of time

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 CHOOSE A TEMPLATE
1. Select the file tab
2. Click New option.
3. Select the template from the available.
4. Click the create button.

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 EXERCISE
1. State two options that are under Home tab.
2. Which tab on the Ribbon contains shapes?
3. Explain how you can use a template.
4. State the advantage of using a template.

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 SLIDES AND
PRESENTATIONS

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 HOW TO START A PRESENTATION

1. Start PowerPoint.
2. On the blank slide, place a cursor in the title
placeholder.
3. Type the title of the presentation.

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 What is Things found
Nature
nature in nature

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 INSERT AN IMAGE
1. Copy an image onto the computer.
2. Click on the slide.
3. Click the in insert.
4. Select picture in the images group
5. Go to where you saved the image.
6. Select your image
7. Click insert

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 ADD A NEW SLIDE

1. Select the home tab in the ribbon.

2. Click the New slide option in the slide
group.

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 ▪A new slide appears with a title placeholder
and a content placeholder.
▪the content placeholder lets you add many
types of objects.

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 Clip Art

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 ACTIVITY
1. Open the presentation.
2. Type the title on the title placeholder
“Computer” on slide 1
3. Use the content placeholder to type “parts of
the computer” on slide 2
(i) list parts of the computer
4. Insert the table with four columns and 5 rows. On
slide 3
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 DELETE A SLIDE
▪To delete a slide, right-click on it in the
navigation pane.

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SAVE, CLOSE AND OPEN A PRESENTATION

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 POWERPOINT VIEWS

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▪PowerPoint views enables to see the
presentation in various ways.
▪Views: The ways of seeing the presentation.
1. Normal view
2. Slide sorter view
3. Slide show view

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▪There are two main normal views
1. Slide view
2. Outline view

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 NORMAL VIEW
Slide view
▪ it is used to delete and insert a slide between two
slides.
▪ It is also used to see what the slides look like one
after the other and to change the order of slides.
Outline view
▪ It is used to read, review, and edit the text on
each slide.
▪ Also to change the order, insert and delete slides.
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 SLIDE SORTER VIEW

▪ Click on slide sorter icon in view options

▪ Slides can be arranged in this view because they
are laid out as titles.

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 SLIDE SHOW VIEW
▪ Its is used when a speaker gives a PowerPoint
presentation using a projector.
▪ Reading view is used to give presentation on the
computer screen rather than the audience.
▪ Notes view displays the current slide and notes
below.

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 SLIDE MASTER VIEW
▪ It is used to control formatting information for
whole presentation.
▪ In this view the layout, background, fonts and
effects can be changed.
▪ Click view tab then slide Master.
Advantage
▪ Makes changes in one place
▪ It makes sure that all the slides look the same
▪ It saves time
▪ It gives you control over the presentation
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 SWITCHING VIEWS

▪There are two ways

1. Use view switcher icon
2. Choose options in the presentation views
group on the view tab.

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 EXERCISE
1. What is a view?
2. Describe
(a)Slide sorter view
(b)Reading view
(c)Outline view

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 DESIGN TEMPLATES
▪ Design template are called themes in PowerPoint
and word.
▪ Themes are built-in set of colours, fonts and
special effects.
▪ Themes makes the presentation to look
professional and help the audience to understand
the content.

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 ▪To improve the presentation you can:
❖Apply a design template
❖Change slides backgrounds
❖Change slide’s background

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 HOW TO APPLY THEMES
1. Select the design tab in the Ribbon.
2. Scroll through the themes in the theme
group.
3. Click the theme that suits your presentation.

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 SLIDE BACKGROUND
1. Select the background styles option in the
background group on the design tab.
2. Choose a different background style from
the drop-down menu.
3. Click the style you want.

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 ACTIVITY
Create a five slide presentation choose the theme of
1.
your choice
a)Type your name on the title slide
b)Write your likes on the second slide
c)Insert a picture on the third slide.
d)Write the names of your friends on the fourth slide.
e)Make a slide show

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 SLIDE LAYOUT
1. Click the slide in the pane in the normal view.
2. Select the slide layout option in the slide group
on the Home tab.
3. Hover over the layout
4. Click the new layout
5. Remove the bullets and insert the diagram
6. Make changes

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 SLIDE SHOW BASICS

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 USING ANIMATION
SCHEMES AND
CUSTOME ANIMATION

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 ANIMATION SCHEMES
▪ Animation schemes are collections of predefined
slide transitions and animation effects.
▪ They help to apply the same animation style to a
specific object on each slide at the same time.
▪ Animations are grouped in into four categories
1. Entrance
2. Emphasis
3. Exit
4. Motion paths
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 Entrance
▪The animation happens when a new slide
appears on the screen.

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 Emphasis
▪This is useful to highlight a specific object on
the slide.

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 Exit
▪The animation happens before you move to
the next slide.

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 Motion paths

▪These move the object along a path with

specific shape.

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 CUSTOM ANIMATION
▪ They are applied to individual objects in a slide.
▪ They make the slides more interactive and
entertaining.
▪ The custom animation options are on the right of
the animation tab.

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 EXERCISE

1.In which view can you set animation

scheme?
2.Give two advantages of using
animation scheme.
3.Describe two steps you would take to
run a presentation.
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 APPLY HEADERS AND FOOTERS

▪Headers and footers show information such

as the page number, date and time.
▪Headers show in the top margin of a slide.
▪Footer show in the margin at the bottom of
the slide.

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 Set a header

1. Click insert tab

2. Click on header &
footer
3. Click on the notes
and handouts.
4. Tick the header box

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 Set a footer
1. Click insert tab
2. Click on header & footer
3. Click on the notes and handouts.
4. Tick the footer box and enter the footer
text.

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Common elements for headers and
footers

▪Time and date

▪Page or slide numbers

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 EXERCISE

1.Define a footer
2.Define a header
3.Explain how to insert a footer
4.State two elements of a footer

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 POWERPOINT OBJECTS

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 ▪ PowerPoint objects are text boxes, images, clip
Art, charts and graphs that can be inserted in
slides. Chart Title
6

0 Sales

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 Insert and animate images
1. Click on the slide where you want to insert
images.
2. Click on the picture on the insert tab.
3. Use the dialog box to select an image.
4. Click insert in the dialog box
5. To animate the picture select it.
6. Click Animations tab and choose an
animation.

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 Insert a chart
1. Select the slide
2. Click chart
3. Choose the type of chart.
4. Click OK
5. In the excel window, replace your own
data.
6. Close the excel window.

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 Chart Title
6

Sales

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 Drawing tools and shapes
1. On the slide, click on insert tab
2. Click the shape button.
3. Click on the shape in the drop-down menu and
select it
4. Select the shape and drag the mouse.
5. Repeat the steps until you have the shape you
need.

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 Head Use shapes
Teacher

D/Head
Teacher

Guidance Boarding
H.O.D Teacher Teacher

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 Select, rotate and flip objects

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 Change colours

▪ Use shape file and shape outline in

the shape styles group on the format.
▪ Right-click on an object to see the
colour option.

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 Import Images
▪ Pictures are used to explain a point.
▪ A good balance of text and pictures makes the
presentation interesting.
1. Select the slide
2. Click insert on the ribbon.
3. Browse to find the picture

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 SLIDE SHOWS

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 Output formats

▪pptx
▪ppsx
▪Package presentation for CD

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 Set up slide show
▪Before presentation check the settings on
slide show tab.
▪Click Set Up Slide Show.
▪The dialogue box with options will appear
with the following options.
1. Show type
2. Show slides
3. Advanced slides
4. Multiple monitors
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 Apply slide Transition
▪Transition is moving from one the next.
▪Transition does not affect the object it plays
onto a slide in a presentation mode.
1. Select the slide in a normal view.
2. Select transition tab.
3. Choose the transition

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 PRINT SLIDES

Printing options
▪Colour or black and white
▪Number of slides and pages
▪Print on one side or both sides

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 1. Select the print option on the file menu
2. Ctrl + P
Options
▪Copies
▪Printer
▪Print all slides
▪Size of slides
▪print option
▪Collated
▪Colour black or white
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 PowerPoint

Mario MK Chongo
+260 969 413 288 BICT

REFERENCE
Floyd Chanda, Kennedy Mwaba and Rachel Bey-Miller(2021) Progress in Computer Studies learners book 8:
Oxford University press ORBIS (Pty) Ltd, Cape Town.
REFERENCE
Floyd Chanda, Kennedy Mwaba and Rachel Bey-Miller(2021) Progress in Computer Studies learners book 9:
Oxford University press ORBIS (Pty) Ltd, Cape Town.
MARIO MK CHONGO