MS PowerPoint (Introduction) - JSS 1 Digital Technologies note

MS PowerPoint (Introduction)

Subject: Digital Technologies

Class: JSS 1 (Basic 7)

Term: Second Term

Week: 1

Duration: 80 Minutes (Double Period)

Topic: MS PowerPoint (Introduction)

1. Introduction

Information can be presented to people in different ways. A teacher may write notes on a chalkboard, display pictures on a screen, or use a computer to show information to students. In schools, offices and other organisations, computer presentations are commonly used to explain ideas to an audience. For example, a teacher explaining the planets may display pictures of the planets, their names and important facts on a screen. These pictures and pieces of information can be arranged on separate pages called slides. Microsoft PowerPoint is one of the applications used to create such presentations.

2. Meaning of Presentation Software

Presentation software is a computer application used to create, arrange and display information in the form of slides for an audience.

A presentation may contain text, pictures, diagrams, charts, tables, audio, video and visual effects, depending on the software and the purpose of the presentation. A slide is an individual page or screen in a presentation. Several slides can be arranged in order to explain a topic from beginning to end. For example, a presentation on environmental cleanliness may contain slides about:

• The meaning of environmental cleanliness.
• The importance of keeping the environment clean.
• Causes of environmental pollution.
• Ways to maintain a clean environment.

Each slide explains one part of the topic.

3. Examples of Presentation Software

Some examples of presentation software are:

1. Microsoft PowerPoint: A popular application for creating and displaying slide presentations.
2. Google Slides: An application that allows users to create presentations, often online, and collaborate with others.
3. LibreOffice Impress: Presentation software included in the LibreOffice office suite.
4. Apple Keynote: Presentation software developed by Apple.

In this lesson, our main focus is Microsoft PowerPoint.

4. Meaning of Microsoft PowerPoint

Microsoft PowerPoint is a presentation application developed by Microsoft that enables users to create, edit and display information using slides.

PowerPoint can be used to prepare presentations for classroom teaching, school projects, meetings, seminars, business reports and public speeches. A PowerPoint presentation is commonly saved with the file extension .pptx.

5. Uses of Microsoft PowerPoint

Microsoft PowerPoint has several uses in education, business and everyday communication.

1. Teaching and Learning

Teachers can display lesson points, pictures, diagrams and examples on a screen. Students can also use PowerPoint to present assignments and projects.

2. Business Presentations

Business workers can use PowerPoint to explain business plans, sales figures, reports and proposals.

3. Seminars and Conferences

Speakers can use slides to organise their main points and explain information to an audience.

4. Project Presentation

Students can present the results of school projects using text, pictures, tables and diagrams.

5. Displaying Charts and Diagrams

PowerPoint can display charts, tables and diagrams to help an audience understand information.

6. Training and Public Awareness

Organisations can use presentations to educate people about health, safety, environmental protection and other important issues.

7. Information Display

Presentations can be used to display announcements, instructions, schedules and other information.

Remember: A presentation should make information easier to understand. Too much text, too many colours or unrelated pictures can distract the audience.

6. Main Parts of the PowerPoint Window

When Microsoft PowerPoint is opened, the screen displays different parts that help the user create and edit slides. Their appearance may vary slightly depending on the version.

Part	Function
Title Bar	Displays the presentation name and application information.
Ribbon	Contains tabs and groups of commands used to create and format presentations.
Slides Pane	Displays small previews of slides and helps users select or rearrange them.
Slide Area	The main working area where the selected slide is created and edited.
Notes Area	Allows the presenter to write notes to help explain a slide.
Status Bar	Displays presentation information and provides some viewing controls.
Quick Access Toolbar	Provides quick access to frequently used commands, depending on the version and settings.

7. Creating a New Presentation

The following steps explain how to create a simple presentation in Microsoft PowerPoint.

1. Switch on the computer and wait for it to finish starting.
2. Open Microsoft PowerPoint from the Start menu, desktop shortcut or application list.
3. Select Blank Presentation to start with a new presentation, or choose a suitable template.
4. On the first slide, click the title placeholder.
5. Type the title of your presentation.
6. Click the subtitle placeholder and enter additional information, such as your name or class.
7. To create another slide, select Home > New Slide.
8. Choose an appropriate slide layout.
9. Enter the information you want to display on the new slide.
10. Repeat the process to add more slides as required.

Template: A pre-designed presentation layout that provides a starting point for creating slides.

8. Saving a Presentation

Saving a presentation stores your work so that you can open and continue working on it later. Follow these steps to save a new presentation:

1. Click the File tab.
2. Select Save As.
3. Choose the folder or location where you want to store the presentation.
4. Enter a suitable file name, such as My School Presentation.
5. Choose PowerPoint Presentation (.pptx) as the file type, if available.
6. Click Save.

After saving the file for the first time, you can use Ctrl + S to save further changes.

Important: Save your presentation regularly. Closing a file without saving recent changes may cause you to lose those changes.

9. Adding Text to Slides

Text communicates the main information in a presentation. It may include titles, headings, short explanations and lists. To add text to a slide:

1. Select the slide where you want to add text.
2. Click inside an existing text placeholder.
3. Type the words you want to display.
4. If you need a separate text area, select Insert > Text Box.
5. Click or drag in the slide area, depending on the version, and type your text.
6. Select the text if you want to change its font, size, colour or alignment.

### Guidelines for Adding Text

• Use short sentences and clear points.
• Choose a font size that people can read from a distance.
• Use colours that contrast clearly with the background.
• Avoid placing too much information on one slide.
• Check spelling and grammar before presenting.

10. Adding Pictures to Slides

Pictures make presentations more interesting and can help explain information. To insert a picture stored on a computer:

1. Open the slide where you want the picture to appear.
2. Click the Insert tab.
3. Select Pictures or the appropriate picture option.
4. Locate and select the picture file.
5. Click Insert.
6. Resize or reposition the picture using its handles and controls.

For example, a presentation about domestic animals may contain pictures of a goat, sheep, dog and chicken. Pictures should be relevant to the topic. Where necessary, obtain permission or use images that you are allowed to use.

11. Applying Slide Transitions

Slide transition is a visual effect that occurs when one slide changes to another during a presentation.

Examples of slide transitions include:

• Fade: The next slide gradually appears.
• Wipe: The next slide appears through a wiping effect.
• Push: The next slide moves into view, pushing the previous slide away.

### Steps for Applying a Transition

1. Select the slide you want to work on.
2. Click the Transitions tab.
3. Choose a transition effect.
4. Preview the effect if the option is available.
5. Repeat for other slides as needed.

Difference between a transition and an animation: A transition controls the visual effect when moving from one slide to another. An animation controls how an object, such as text or a picture, appears, moves or disappears on a slide.

Use transitions carefully. Simple effects usually help the audience follow the presentation more easily.

12. Features of a Good Presentation

A good presentation should have the following features:

1. Clear title: The title should show what the presentation is about.
2. Readable text: Words should be large enough for the audience to read.
3. Relevant pictures: Images should help explain the topic.
4. Good organisation: Slides should follow a logical order.
5. Suitable colours: Text and background colours should be easy to distinguish.
6. Correct information: Facts should be accurate and spelling should be checked.
7. Simple effects: Transitions and animations should not distract the audience.

13. Practical Example: Creating a Presentation About My School

Suppose you have been asked to prepare a presentation titled My School. You can organise it as follows:

Slide	Title	Information to Include
1	My School	Your name, class and school name.
2	About My School	A short description of your school.
3	School Facilities	Examples such as classrooms, a library, a laboratory and a computer room.
4	School Activities	Examples such as lessons, sports, assemblies and clubs.
5	Conclusion	A brief statement about what makes your school important to you.

Use a suitable layout, readable text and relevant pictures. Save the presentation as My School Presentation.pptx.

14. Class Activity

Under the teacher's guidance, carry out the following activity on a computer with Microsoft PowerPoint or a compatible presentation application.

1. Open the presentation application.
2. Create a blank presentation.
3. Create a title slide called My Favourite Subject.
4. Add a second slide and list three reasons you like the subject.
5. Insert a relevant picture, if one is available.
6. Apply a simple transition to at least one slide.
7. Save the presentation as My Favourite Subject.pptx.

Expected outcome: Each student should create and save a basic presentation containing at least two slides.

15. Summary

In this lesson, we have learnt that:

• Presentation software is used to create and display information using slides.
• Microsoft PowerPoint is an example of presentation software.
• Presentation software is useful in teaching, business, seminars and project demonstrations.
• A slide is an individual page or screen in a presentation.
• PowerPoint allows users to create and save presentations.
• Text and pictures can be added to slides.
• Slide transitions control the visual effect between slides.
• A good presentation should be clear, readable and well organised.

16. Evaluation Questions

Answer the following questions in your exercise book.

1. What is presentation software?
2. Define a slide.
3. Mention four examples of presentation software.
4. State five uses of Microsoft PowerPoint.
5. List five parts of the PowerPoint window and state one function of each.
6. Outline the steps involved in creating a new presentation.
7. Explain how to save a presentation.
8. Describe how to add text and pictures to a slide.
9. What is a slide transition? Give two examples.
10. State four features of a good presentation.

17. Assignment

1. Explain the meaning of presentation software in your own words.
2. Write down five uses of Microsoft PowerPoint.
3. Differentiate between a slide and a slide transition.
4. Draw and label any five parts of the PowerPoint window.
5. If you have access to a computer, create a three-slide presentation titled My Family. Include a title slide, a slide describing your family and a final slide with a short conclusion. Save the file with an appropriate name.

18. Interactive Quiz

Choose one answer for each question. Click Submit Quiz to see your score.

1. Which of the following is presentation software?

Microsoft Excel Microsoft PowerPoint Notepad Calculator

2. An individual page or screen in a presentation is called a ____.

Folder Worksheet Slide Desktop

3. Which keyboard shortcut is commonly used to save a presentation?

Ctrl + S Ctrl + P Ctrl + X Ctrl + Z

4. Which tab is commonly used to insert a picture?

Review View Design Insert

5. What does a slide transition control?

The computer's power supply The visual effect when moving between slides The spelling of every word The file name only

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