Developing e-learning content



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Table of Contents

Unit Notes 1

ICAICT203A Operate application software packages 1

Topic 4 – Presentation Software 1

Topic 4 - Presentation Software 5

Introduction 5

What is a Presentation software application? 6

4.1 Select presentation package software appropriate to perform activity 6

Types of application packages 6

What is an integrated package? 7

Features of a presentation package 7

Activity PP1.1: Selecting presentation package software 7

4.2 Identify document purpose and audience 8

Know your audience 8

Know your goal 8

Plan your presentation 8

Presentation Sections 10

What are slides? 10

Use of Colour 11

Slide Design 11

Activity PP2.1: Document Audience and Purpose 12

4.3 Use technical functions 13

Slide Layouts 13

New and Open 13

Templates and slide designs 13

Inserting Images and Pictures 13

Inserting Objects 15

Slide Transition Effects 17

Adding Animation and Sound to Objects and Slides 17

Notes 18

Using Basic Editing Tools 18

Running a Slide Show Presentation 19

The Presentation 19

Activity PP3.1: Use Technical Functions 20

4.4 Naming and storing of documents in appropriate directories and printing 20

Saving Files 20

Printing 21

Summary 22

Topic 4 - Presentation Software

These notes explore the use of presentation software application packages. On successful completion of the notes and activities, learners should be able to create a graphical business presentation at a basic level for specific purposes.

Using the Unit Notes

Icons and symbols are used throughout the guide to provide quick visual references.

They indicate the following:

|Icon |Meaning |Icon |Meaning |

|[pic] |ACTIVITY: An activity is listed to be | |ACTIVITY: A Learning activity requiring |

| |completed | |some physical action |

|[pic] |WWW: A web link is listed | |REFLECTION: A point is to be considered and|

| | | |thought about more deeply |

|[pic] |IMPORTANT: A pivotal point is detailed |[pic] |SEARCH: A particular item / book etc needs |

| | | |to be found and applied |

Introduction

These notes will help you to develop your knowledge and skills to operate presentation packages to perform basic operations, including creating, formatting and adding effects to presentations.

Presentations are an important form of communication and marketing used by organisations to convey information. Presentations may be formal or informal.

While every effort has been made to keep the notes generic it has been important to use explanatory examples using a presentation package. For this purpose only Microsoft PowerPoint has been used for examples. Most other presentation applications are capable of performing all of the activities.

For detailed and up to the minute instructions on your presentation application, visit the manufacturers website or any other many other tutorial websites on the internet.

What is a Presentation software application?

Presentations can be used to teach, to inform, to sell a product or to entertain. Presentation software is an application that is used to create material that supports a speech, training session, meeting, introduction, sales pitch or similar. It is designed to provide the audience with a visual aid and reinforcement of the speaker’s presentation. The material created with the package can be displayed via projector, on screen, over a web conference, or printed as handouts. As such it is important to understand the purpose of the material prior to its development.

4.1 Select presentation package software appropriate to perform activity

There are many presentation software packages in the market place today. Common packages include Apple Keynote, Microsoft PowerPoint, and Open Office Impress.

Which package you choose to use will depend on a few factors. The hardware and operating system platform on which you are working is a critical aspect. Are you running an Apple or Windows operating system? Are you looking for an integrated package or a standalone package? Another main deciding factor is price, while proprietary software is purchased; openware software is often free to download from the internet.

Then, in terms of business efficiencies and of good practice, employees need to be able to competently and confidently use the software to meet business needs. Your choice will not only depend on the ease of use (most effective use of time) but also what features each package contains to best meet the business needs.

Lastly, the compatibility with others should always be kept in mind – what will be the best software package for now and into the future? What is the most compatible package for our business and partners? If you share documents within your business and with your partners and customers – what packages are they using and will the package you choose be compatible with them?

Types of application packages

Software applications are available in a variety of types. Each business should consider which type of package best suits their requirements. The choices are divided into three broad categories:

1. proprietary software (sometimes referred to as ‘off the shelf’ software) which is sold through retail outlets or online

2. freeware/openware which is made available free of charge or for a small fee over the Internet

3. custom software (known also as ‘in-house’ software) which is written specifically for the business by either employees or contracted programmers. A presentation package is not commonly written as custom software as there are many packages already available on the market

Within each of these categories applications can be available as ‘stand-alone’ programs or they can be part of an integrated package.

What is an integrated package?

An integrated package is a software package that contains a suite of applications (several applications whose data is compatible). These packages usually include word processing, spreadsheet package, presentation and database applications. The most well-known examples are:

• Apple iWork:

• Microsoft Office:

• Open Office:

Information on these packages can be found at the relevant website

Features of a presentation package

Professional presentation packages are capable of performing many simple and complex tasks. Most of these tasks are common across the packages. It is important to consider the most important features for your business and then select the application that best supports these needs. Here is a list of some of the features you would expect to find in most presentation packages:

• Animation

• Slide transition

• Graphics

• Master slides

• Printing options e.g. handouts, notes, slides

• Multimedia integration including sound and video

• Organisational charts, tables and charts

• Inbuilt styles and templates

• Spell check

Activity PP1.1: Selecting presentation package software

You are working at a company called Pensline who manufacture and sell specialised corporate branded stationery including pens and paper supplies. They have recently started using the Microsoft Word and Excel packages for their company documents and data analysis.

The need has arisen to be able to create business presentations for their internal management monthly reports and for external sales meetings.

You have been asked to investigate presentation software packages on the market and recommend an appropriate package for Pensline to implement.

1. Using the internet or alternative source, research three common presentation software packages. List the packages found and the company website.

2. Recommend a package that will be able to:

a. Create charts and tables

b. Incorporate multimedia sound and images

c. Provide pre-set templates

d. Perform slide transition and animation options

e. Print presentations in handout mode for participants to take away

f. Be compatible with their operating system and other software

g. Be compatible with their partners and suppliers

4.2 Identify document purpose and audience

Know your audience

Any presentation must be designed for the audience for which it is intended. You should know as much as possible about your audience, their interests, their expectations and their motivation for attending the presentation. This ensures your presentation effectively caters for your audience and enhances the positive response to the presentation.

If you do not know your audience you will produce a presentation that does not interest them, does not get their attention. It can detract from your ability to convey your message. You can create a negative response to the presented material.

Always consider accessibility when preparing a presentation. Will the audience include people with hearing, sight, reading/comprehension difficulties? Often, a multi-dimensional presentation can cater exceptionally well for people with different audio and visual capabilities. Keep this in mind.

Know your goal

The goal for all presentations is to inform and/or educate your audience. What is the goal for your presentation? If this is a factual presentation to management on monthly sales results then you would minimise animation and fancy slide transitions and keep it simple and professional. If this presentation was for a dynamic up beat sales pitch then animation, sounds, flashy transition and overlaying slides would be effective. A training presentation needs to be simple, direct, but attention grabbing and focussed. So animation and sound can be very useful to make important information stand out and to reinforce key points.

Plan your presentation

An exciting and effective presentation requires organisation and thought ahead of time. Planning your presentation on paper or even in your head is critical to ensuring your presentation will hit the mark. It is good practice to design your presentation on paper prior to proceeding to develop the slides themselves. This is also known as a storyboard.

Outlining your presentation on paper allows you to identify the main points you want to convey to your audience. You can then decide what points need to go on each slide / page.

Things to keep in mind is the general layout of each slide including the positioning of text and graphics (including charts and drawn objects) on each slide and the order of the slides within the presentation. Other information you may like to include would be the design (which includes the background and font attributes), transition effects and animation.

IMPORTANT: Retain consistency throughout your presentation!!!

Your storyboard (or design) may appear similar to:

Presentation Sections

Generally, a presentation will have three sections:

• the introduction,

• body or detail and

• summary

The introduction will give a brief summary of:

• the purpose of the presentation

• why the audience is there

• expected outcomes from the presentation

• a list of topics to be covered in the presentation

The body of the presentation has the details of the presentation as outlined by the introduction. The body may include any of the following to assist in conveying information:

• tables

• lists

• organisation charts

• multimedia objects e.g. video, sound

• pictures

The summary of a presentation is where you complete the presentation by:

• reiterating any conclusion being made

• reminding the audience of the topics covered

• invite the audience to ask questions

• inform the audience where they can obtain further information

What are slides?

A slide is a single visual element you show to your audience. A presentation will have many slides that support the speaker’s presentation. A slide will introduce the essential elements of the discussion. The audience should be able to get the concept from the slide in the first 5 seconds. So only the critical information should be put on a slide.

Some tips for text based slides for a slide include:

• use no more than 6 lines of text per slide and no more than 7 words per line of text

• avoid using a number of text slides in a row

• ensure the information on each slide is large enough to be seen and that the text font used is clear

• most common fonts are simple fonts, and include: Helvetica, Arial, and Tahoma

• don’t use script or fancy fonts as they are difficult to read on a slide

Overly complex images and graphics can distract the audience from the message or information.

Try to use one slide per concept, idea or point and use that slide to elaborate slightly on the point.

Use of Colour

Colour enhances the visual effectiveness of a presentation. Use of colour can be to:

• emphasise selected text

• use thicker lines in borders and charts

• use bold colours rather than pastels

• use contrasting colours for text and background e.g. dark blue with white or yellow

Selecting Font Type, Size and Colour

The text used on each slide should be chosen to suit the type of presentation and audience.

If the presentation is to be printed as overheads or handouts then a light background with dark text is best, for computer or slide presentations, choose a dark background with lighter text.

The size of the text also depends on the final output, but remember that the presentation is usually viewed and must be readable from a reasonable distance.

Colour selection and contrast is an important factor in the suitability and readability of slides. Again, it depends on the type of presentation and audience, however red and green should not be mixed as these are the most common colours in colour-blindness. The number of colours should be kept to a minimum, especially with business presentations.

Slide Design

Be consistent with the basic design of your slide. For example, the use of colours, logos, backgrounds, fonts and size can create a consistent view that does not distract the audience.

Title slides are a great idea, but don't have too many images. Ask yourself which you would rather have the audience remember - the pretty pictures or the content? Be sure that the title will be interpreted by the audience the way you intend it to be. A title should clearly introduce the presentation and what to expect.

Activity PP2.1: Document Audience and Purpose

List three barriers you could encounter if you do not know the audience of your presentation.

List three types of presentations you could produce, e.g. a monthly sales meeting presentation to show the management team the sales generated compared with other months and years.

Examine the slide example below.

List three things that could be changed to improve the effectiveness of the presentation. E.g. the fancy font in heading should be a standard, easy to read font, like Arial.

[pic]

Figure 1 Example Slide for Review

4.3 Use technical functions

Presentation packages have many features and functions. The purpose of the notes is to introduce some of these functions not to provide a complete training manual for use of the functions in specific applications. Examples will be provided using Microsoft PowerPoint.

Slide Layouts

All slides can be formatted using a layout template. The purpose of the slide layout is to ensure consistency in the design and formatting. It ensures the heading will always be the same font, size and position. That the positioning of text, graphics, tables and charts are located in the same area of the slide- not moving up or down, unless manually altered. This assists the audience who don’t have to move their eyes constantly to read the heading and find the text – they know where it is going to be.

Layouts can be changed to suit the style of the presenter, the audience and the content. The pre-set slide layouts act as a guide.

Layout types in Microsoft PowerPoint, for instance include:

• Title Slide, Title and Content (graphics, text, charts, table), Section Heading

• Two content which has a heading, and two placeholders for content side by side

• Title / Heading Only

• Blank which has no placeholders, you might use this if you are going to insert a full page image which does not need a heading

New and Open

When you open your presentation package it will default to a blank slide or give you an option to choose your opening slide layout. For example, this default may be set to a Title slide, so when you open the application you are positioned to start creating a presentation with an opening title slide.

To open an existing presentation, go to the File menu and select the file you have previously worked on.

Templates and slide designs

Most presentation packages will offer a myriad of templates or slide designs that you can use. The purpose of these is to use the slide layout concept and take it further. A template/slide design will give enhanced fonts, colours and sizes. It will include a background image that flows through all slides. When creating your presentation investigate the templates and slide designs available in your package.

Inserting Images and Pictures

There will be numerous occasions when you will want to use a picture to reinforce a message being presented in a slide.

Inserting drawing objects

Most presentation packages will provide an array of drawing objects that can be inserted into slides. These objects can be easily sized, coloured and positioned for the best effect. Shapes include:

• Lines

• Squares, circles, oval and triangles

• Block arrows

• Flowchart components

• Stars, banners and callouts

Inserting Clip Art

Clipart is ideal for presentations that need some life, and good photos are not available and drawing images would take too long or the required skills are not available. There are numerous sources of clipart. Software suppliers generally offer CDs that contain hundreds of thousands of images at very reasonable prices. There are many websites providing free downloadable clipart.

Inserting a picture

Pictures can be inserted into slides, and can be sized to suit the position and layout. Sources of pictures can include photos, images downloaded from websites, images from drawing/graphics packages. Check help on your package to see if there are limitations or rules for picture formats e.g. jpeg.

Inserting a picture as background

You can insert picture as a background to a presentation whether it is one slide or the whole presentation. The picture can be from the clipart gallery inside the package or from an external source e.g. photo file, another clip art program, or from the internet. The background will change to show the selected picture with no white space around the border.

This feature is useful as long as it is not overdone. Ensure that the image will not interfere with any text or other information that may be on the slide. Consider dimming the image to make it more of a watermark if text is difficult to read and the image is critical.

Inserting date and page numbers

It is useful to insert slide or page numbers to each slide in your presentation as it can aid you by letting you know where you are up to. It is also a practical component when printing handouts.

In some instances it is a good idea to include the date on the presentation either in the footer or on the title slide. This shows how current the presentation content is and as changes are made the date can be easily updated.

Inserting Objects

You can insert a number of different objects such as text boxes, spreadsheet charts and worksheets, graphics, and hyperlinks.

Adding objects to slides can enhance the visual effect of slides and assist the audience to remember facts from the presentation.

Tables

Tables are an arrangement of rows and columns that are excellent tools for display large complex pieces of data in a clear manageable format. The information in the cells can be text or numerical based.

Tables can be created inside the presentation package or imported/inserted from other applications e.g. cut and paste from Microsoft Excel.

Formatting the text and numbers can be done similarly to other text in the presentation in terms of font, size and colour. Borders and shading can also be applied to enhance the visual effects of the table.

[pic]

Figure 2 Table Example

Charts

Charts can be created within the package also or inserted from another application. Charts styles can be altered e.g. column, line, pie. A chart can be a basic chart with a 2 dimensional view and basic colours. Remember this is sometimes the best option for you presentation

[pic]

Figure 3 A Basic Chart Example

At other times, a more elaborate 3 dimensional chart with enhanced colours, borders and shading might the right effect.

[pic]

Figure 4 A 3D Chart Example

Organisational Charts

Often when you stand in the reception foyer of a company or department, you will notice an organisational chart on the wall. The chart gives you some indication of the people who are employed there and the reporting structures within that part or the organisation.

You can create an organisational chart using drawing objects such as text boxes, lines arrows etc, however most applications have the ability to create an organisation chart.

Hyperlinks

Hyperlinks to websites can be inserted into a presentation. They are easy to insert and can be a valuable tool. Hyperlinks can be attached to a word, phrase, sentence, an object or even a picture. In Microsoft PowerPoint, to create a hyperlink for a word, highlight the word, right click and select Hyperlink from the menu. Then follow the prompts to attach a web address. The highlighted word will then change colour and be underlines. It will only be active during the presentation. Obviously, ensure you are connected to the internet during the presentation to demonstrate the link.

Slide Transition Effects

Slides need to move from one to the next in progression with the presentation. The movement from slide to slide, (when one disappears and the other appears) is called slide transition. There are numerous options that you can choose from including how the slide appears on the screen, how fast or slow the slide appears, if a sound that is played as the slide appears and whether the slide will appear after a certain number of seconds or after the mouse is clicked.

Be careful not to use too many different transition effects as overuse or clashing effects can severely alter the effectiveness of your presentation just as easily as good use of the effects can improve its effectiveness.

It is often suggested that although there are numerous transition effects to choose from, you choose one and stick with it through the entire presentation.

Some example transitions include:

• Fade smoothly – where the first slide fades away and the second slide fades in

• Fade through black – the first slide fades to a black screen then the second screen fades in

• Checkerboard / Dissolve – the first slide vanishes, and the second slide comes in, in checkerboard pieces

• Wipes – the first slide goes to black and the second slide wipes / rolls in

Adding Animation and Sound to Objects and Slides

Animation allows you to make objects move, change colour and make sound. Virtually all objects can be animated. An object can be a word, a group of words, a picture, a group of pictures etc.

You can standardise the animation of all the slides in your presentation or animate individual objects.

The animation of an object can include how the object appears on, or disappears from the slide, how it moves across the screen or how it changes once it is on the slide. Sound effects can also be included in the animation. There are many different effects that you can apply to an object, however, animations can be overdone, less is usually better than excess.

Animating images are essentially the same as animating text, there may not be as many effects options for images.

Add sound and dim objects

These are used to emphasise a certain point or message within a slide. For instance a ‘swooshing’ sound could accompany a line being animated to draw extra attention to it. Of course, the computer presenting the slide show would require speakers or a connection to a sound system in order for the sounds to be audible.

If there are more than two lines being animated, the first one is brought into the slide and when the second line appears the first line is dimmed so that the second line stands out. Drawing objects can also be dimmed, however pictures and some bitmap images cannot be dimmed. The dimming feature is a basically the changing of the font colour or image to a lighter colour.

Custom Animation

Custom Animation allows you greater control over the animation effects that you have chosen by allowing you to apply it to separate items on each slide, and determine how and when each item will appear.

Animation can certainly add life to your presentation however you do not want your presentation to be a collection of cute and clever animations. The audience will be distracted and the message of the presentation can be totally lost.

You will find that most professionally created slide shows use only one or two effects through the presentation. Animations are to be used to focus the audience’s attention on what is being said.

Notes

Notes Pages for some or all of the slides in your presentation include a smaller version of the slide along with an area where notes can be typed. These pages can be printed and then used to remember key points during the presentation.

Using Basic Editing Tools

Presentation packages have a number of basic editing functions. You can use Help to get an explanation of how to perform many actions. Using Find and Replace is a quick way of changing every occurrence of a word to a different word, for example you can search for the words "on line" and replace each one to "online".

Other useful standard editing tools include the following:

• spell check - checks the text is spelt correctly

• undo - reverses the last editing command

• select - selects a group of text to perform an action on

• copy and paste - copies text from one place to another

• delete - deletes selected text

• cut and paste - moves selected text from one place to another

Spell checking

Always spell check your presentation before presenting it. It can be very embarrassing when you are speaking and the audience is commenting on your spelling. It will detract from your message and distract the audience who will commence checking all your slides for spelling mistakes rather than listening to you.

Running a Slide Show Presentation

As you build your presentation, when it is ready to present and when you are rehearsing, you will need to run the slide show. In Microsoft PowerPoint the Slide Show tab has controls for running the slide show. The show can be started from the first slide or the current slide. Narration can be recorded and timings can be rehearsed and used for the actual presentation.

Exiting a Slide Show

Once the slide show has finished, pressing the [Enter] key will return you to your presentation package, but [ESC] or [CTRL]+[Break] will stop a slide show during the show itself.

General Information on Running Slide Shows

Once the presentation is running there will be keystrokes that will allow you to navigate. The keys listed below are for Microsoft PowerPoint.

• The [Enter] or [Spacebar] or [N] keys or a left mouse click will bring up the next slide, animation effect, etc unless the slides are on timers.

• The [Backspace] key will take you back to the previous slide.

• [Shift]+[F10] or a right mouse click will display the pop up menu with all options available. The toolbar can also be used.

The Presentation

When your presentation is complete you need to decide on the final projection options. They include:

• On a desktop computer

• On a laptop computer

• Through a projector

• Through a data monitor

• On a CD/DVD

• On a website

• By email

Before you decide on the projection option, consider the type and location of your audience.

• If your audience were just one or two people then a desktop computer or a laptop would be enough.

• If your audience were large then a large data monitor or a projector and a screen would be a good option.

• If the audience was spread out and not available to view the presentation at the same time , then posting the slide show on a website or emailing it would be the best option.

• If the presentation was a promotion with the narration and timings preset then it could be burned to CD and DVD, then distributed or handed out.

Be Prepared

When using your own laptop computer for a presentation, make sure you have a backup of your presentation on disk or CD.

If you are using a data monitor or a projector, it is good practice to get to the location early, and test out the equipment. There is nothing worse that showing up to a presentation and trying to get faulty equipment to operate properly.

If emailing the presentation to another person you need to be aware of the file size of the presentation, and also whether the person on the receiving end has the appropriate application.

Activity PP3.1: Use Technical Functions

Use the example from Activity PP2.1, the sample slide, and build this slide in your presentation software package.

Include in the slide show:

• Title Slide

• Introduction slide

• Four information slides

o Facilities

o Class Types

o Trainers

o Contact Details

• Use a design template that would appropriate for a fitness club promotional presentation.

• Include graphics

• Include slide transitions

• Include animation on each slide

4.4 Naming and storing of documents in appropriate directories and printing

Saving Files

File Names

When saving files in any application it is important to give files appropriate names. Suggestions for naming conventions are:

• filename which are easily identifiable related to content

• naming that identifies the author or date

• using organisational procedures

Storage

Where a document is saved is as important as its name. Files are stored in folders or directories, and like file names there are recommendations. Firstly, ensure you follow the organisational policy for file locations, whether this is on network drives or in specific directories for groups or users. Grouping similar topic files together in folders and sub folders will help with finding files for later use.

Files can be stored on the hard disk of the computer, on a network server, on CD/DVD, USB memory stick, or tape backup.

Versioning

Versioning is the act of keeping backups of files in the previous stages of a document’s development. Typically the first draft of a document will be thought of as version 1, whether or not that is it’s name. The next iteration of the document should be considered version 2 and named accordingly. This is crucial for documents that are being distributed to multiple people for review or use. As recommendations for change are made and incorporated, all users of the document need to be aware that there is a newer version of the document available. So naming the document with a version number or date helps differentiate the many copies of the document.

Along with versioning comes tracking the changes being made. This can be achieved manually with a record of changes being made.

Different file formats

As previously discussed, there are many presentation applications available in the market for purchase or free download. As a result, there are many people producing documents using these different packages. It is not uncommon for a document created on one application by a person is needed by another person who uses a different application. To avoid conflicts in this environment it is important to be able to save a document in not only the native application’s format but in other application formats. You will find that your presentation application has the function to save a file to a different application format or an older version of the native application. This facility enables portability of documents and interoperability of applications.

Look at your presentation package software and determine how to save using a different file format. Generally, there will be a Save As option with a File Type selection.

Saving the Presentation in another Format

When saving your presentation, there are many different formats that can be chosen including Templates, Web Archives and standard presentation. Use "file formats for saving" in Help to display a list of formats.

Printing

General printing advice is to consider the following things:

• What will be printed – individual slides, whole presentation

• Which printer will be used

• Number of copies

• Use of colour, black and white or grey scale

• Which pages to print

• Printing on both sides of the paper (if possible)

Printing options

Printing your presentation is somewhat different to printing a word processing document as there are many different results that can be achieved.

Handouts (x Slides per Page)

The audience handouts can also be in various formats with a different number of slides to a page and with or without lines for the audience to make their own notes.

[pic]

Figure 5 Handouts Example

Notes Pages

Use this option if you have included “Notes” for your slides.

Summary

Presentation packages are powerful tools that can assist a presenting in delivering an informative, interesting, appropriate, and appealing speech. There are numerous packages on the market and each has their strengths and benefits.

When preparing to create a presentation it is critical to plan. This includes understanding your audience, your goal or purpose and the environment in which you will be presenting. Drafting your presentation on paper in a story board format allows you to effectively build a presentation that will flow, contain relevant all the information and help to keep the design consistent.

Presentations can be livened up with colours, fonts, borders, graphics, and objects. Animation and transition effects can enhance the information, keep the audiences attention, and help the flow of the presentation.

Practice all the functions described above. And above all remember to keep it simple and clear.

-----------------------

Unit Notes

ICAICT203A Operate application software packages

Topic 4 – Presentation Software

1. Title Slide

Fit 4 All

Group Training

[pic]

Overview

1. Facilities

2. Class Types

3. Trainers

4. Contact Details

2. Title & Content

3. Title & Content

Facilities

▪ Gym equipment

▪ Change rooms

▪ Etc.

graphic

4. Title & Content

Class Types

▪ Les Mills Programs

▪ Generic Programs

graphic

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