Lab Manual 09: Introduction to Information and Communication Technologies PDF

UNIVERSITY OF CHAKWAL DEPARTMENT OF COMPUTER SCIENCE AND INFORMATION TECHNOLOGY Introduction to Information and Communication Technologies Lab Instructor: Engr. Samina Bilquees Lab Manual 09  Microsof...

UNIVERSITY OF CHAKWAL DEPARTMENT OF COMPUTER SCIENCE AND INFORMATION TECHNOLOGY Introduction to Information and Communication Technologies Lab Instructor: Engr. Samina Bilquees Lab Manual 09  Microsoft PowerPoint 2016 Statement Purpose: The objective of this lab is to cover features of Microsoft PowerPoint 2016. Resources required: 1. A desktop computer 2. Microsoft Office 2016 Outline: 1. Animations 2. Transparent Text 3. Rotate Text 4. Sections in PowerPoint 5. Adding Sound to PowerPoint 6. Embedding Videos 7. Removing background from an image.  1. Animations 1.1 Adding Animations Animations can emphasize points you want to make and can help make the information in your PowerPoint 2016 presentations more memorable to your audience. They can also engage viewers and capture their attention. Animations don’t just exist on their own. You need to apply them to an object. This object is usually a piece of text, but can be other things like a chart or a picture. 1.1.1 Applying a PowerPoint Animations To apply an animation to an object in your presentation, first of all select it. Now click the Animations tab and you should see a selection of animations in the Animation group. To see the entire collection of animations, click on the More button. Figure 1: Transitions More Option When you click the More button, you get to see the following large collection of animations: Figure 2: Collections of Animations  You can use Live Previews to see what an animation will look like before applying it: all you have to do is hover over the thumbnail image of the animation to see it play once. To actually add the animation, just click on it. If you decide that you want to remove the animation, click on the None button at the top of the animations list. Figure 3: Live Previews Any slides that use animations will display a whooshing star in the top left hand corner of the slide in the slides pane. This animation symbol will be familiar to you if you’ve ever added transitions to your slides. 1.2 Previewing an Animation PowerPoint provides several ways for you to preview animations. First of all there is the live preview you see when you click over an animation in the animations gallery. After an animation, has been applied, though, you can preview it in the following ways:  Click on the animation symbol in the image above.  Click the Preview Animations button in the Preview group on the Animations tab. Figure 4: Preview Animation Play the animations on this slide. See how the animation will look as soon as you add it or change it.  If you click on the top half of the Preview button, the animation will play. If, however, you click on the bottom half of the button, you’ll see some preview options (see image above). The top option (Preview), simply plays the animation. The AutoPreview option controls whether animations are played automatically when added to an object, and it affects whether a live preview is displayed too. You will probably want this option checked so that you can see what the animation looks like when previewed and applied. 1. Animation Painter It is similar to PowerPoint’s Format Painter. The animation painter copies existing animations and “paints” them on new objects. This means that the time you spend constructing a complicated animation doesn’t need to be duplicated for each object you want to apply it to. You create the animation once, and with a couple of clicks you can copy that animation to new objects. Figure 5: Insert Shapes When you apply an animation to an object, there are a variety of settings and adjustments to help you fine-tune it for a more polished effect. Being able to copy all those features can be a real timesaver.Let’s just use it in an example. Draw out an ellipse by clicking Insert > Illustrations > Shapes > Oval. OK, it’s an oval not an ellipse! Click and drag on the slide to drag out your oval. Let’s add an animation to the oval by clicking Animations > Animation (More button) > Bounce. Let’s add a second animation: select the oval again and this time click the Add Animation button (in the Advanced Animation group) > Spin. We now have both the Bounce and Spin animations added to the oval, and they’ll play in that order. If you’d simply selected a different animation from the gallery instead of using the Add Animation button, the new animation would have replaced the old one, instead of being added. You can tell that there are two animations present because of the telltale symbols displayed next to the oval: Figure 6: Animation Button We can preview the animations by clicking on the Preview button in the Preview group. We’ll now alter the timings of these animations. Select the Bounce animation (the first one) by clicking the 1 in the image above. In the Timing group in the ribbon, change the Duration from 2.00 to 1.00. That’ll speed things up! Click the Preview button to see how fast it is now. Currently, both animations are triggered by the presenter clicking the left mouse button. This is fine for the first animation, but let’s change the second animation to start when the first one finishes. That will make the animations look smoother. Click the Animation Pane button in the Advanced Animation group. Figure 7: Animation Pane In the animation pane, double click the second animation. That’s the Spin animation. In the window that opens click on the Timing tab and change the Start drop down selection to be After Previous. That means that the second animation will start after the first one finishes. Click OK to close the window. It’s only now that you decide to add a square to your slide, like so: Figure 8: Square Shape It would be a pain to have to manually add the same animations and options to this new shape. Fortunately, we can just copy them from the oval. Select the oval and then click the Animation Painter button in the Advanced Animation group. Now click on the square you drew. You should see a preview of the two animations: a quick bounce followed by a spin. Figure 9: Starting of Animation Figure 10: Animation duration Figure 11: Animation Delay 2. Transparent Text There are lots of scenarios where you might need transparent text in your PowerPoint presentations. You might have inserted some text on top of a picture to act as a label, and you might like some of the picture to show through the text. Let’s insert an image in our presentation and then add some text on top. To insert the picture, go to the Insert tab and click Picture in the Images group. Navigate to where your image is and double click on it. Figure 12: Adding text on the image To add the text, stay on the Insert tab and click Text Box in the Text group. Click and drag out your text box on the picture. Make the text nice and chunky so that we can see the transparent effect properly. You might get something like this: Now, the text is completely solid and you can’t see through it. Let’s change that.With the text box selected (or you can select the text by dragging over it), you should see the Drawing Tools tab in the ribbon. Go to the Format tab within and then in the WordArt Styles group click Text Fill > Gradient > More Gradients.  Figure 13: Gradient Effect Go to the Text Fill section (on the left of the window) and make sure that Solid fill is selected. Drag Transparency slider to the right to increase the text transparency to let more of picture show Figure 14: Format Shape We used 50% transparency on our text, but you can adjust to suit your own needs. Click Close when you are done. This is the finished result: 3. Rotating Text There are a couple of different ways to rotate text in PowerPoint. Let’s look at the options by first typing some text into a text box. Click Insert > Text > Text Box. The cursor changes to let you know that the text box tool is active. Drag out a box to hold your text. When you type, the text goes in the box. With the text box selected, you’ll notice a round, green rotation handle at the top. You Figure 15: Text Box Insertion can click and drag on this to rotate the text box and text within. Dragging right rotates the text clockwise, whereas dragging left rotates the text anticlockwise. Figure 16: Text Direction Another way to rotate the text in your text box is to use the commands in the ribbon. With the text box selected, click Home > Paragraph > Text Direction. The window that opens gives you the option of selecting some basic rotations like horizontal, 90 and 270 degrees and stacked.You can also click on More Options to have more control over your text. Using the Format Text Effects window that opens, (on the Text Box tab), you can control:  vertical alignment  text direction  autofit (how the text fits inside the text box when it is resized)  margins (the blank space around the text)  text wrapping  how many columns the text displays in  4. Sections in PowerPoint Sections in PowerPoint 2016 can be used to organize your slides better so that you don’t get lost in overly large presentations. Note that the use of sections is transparent when running your slideshow and they won’t be seen by your audience. Trying to remember what a slide represents just by looking at the slide title can be a difficult task, and using PowerPoint sections can give a more clearly defined structure to your presentation. Without them you can easily lose track of where you are. Sections can break up presentations into named groupings of slides that are like the folders you use to organize your files. A bonus is that you can assign ownership of particular sections to your colleagues for them to work on. If you are creating a brand-new presentation, you might even use sections to outline the topics you want to cover. Figure 17: Section 4.1 How to Add a Section in PowerPoint There are a couple of different ways to add a section in PowerPoint. The first method that we’ll look at uses Slide Sorter View. In this view, you right click between the two slides where you want to add a section and then select Add Section. The new section divider separates the previous section from the new one. It’s good practice to name your sections to help you navigate your presentation, so right click on the section divider and select Rename Section. In the dialogue box that appears, type in the name of the section which refers to all slides that occur after the divider  Figure 18: Section Insertion This right click menu also gives you the option of removing sections and slides, moving sections up and down, and collapsing and expanding sections. Figure 19: Removal of Section You can also add sections in Normal View by positioning the cursor between two slides and right clicking as we saw earlier. In addition, you can select a particular slide in the slides pane and then use the ribbon to add a section: click Home > Slides > Section > Add Section. A section divider is added before the selected slide. You can then manipulate the section as we did before by using the right click menu.  Figure 20: New Slide and Add Section Options 5. Adding Summary Zoom: Figure 21: Summary Zoom Option  Figure 22: Insert Summary Zoom Figure 23: Summary Zoom It will enlarge and after the ending of this section, the summary zoom appears again. 6. Adding Sound to PowerPoint Sound and music can make a big difference to the delivery of your PowerPoint presentation to your audience. It can make the impact more dramatic and enhance your message – if used wisely. As with animations, you should not overwhelm your audience with sound! Use only where it will help to get your message across. You can use music and sounds in the following ways: 1. Insert a sound file onto a slide. The sound then plays when a trigger occurs such as the sound icon being clicked or the slide being shown.  2. Associate a sound with an object. Similar to above, the sound will play when the object is clicked, or something else happens to the object. You can use objects like pictures or charts here. 3. Associate a sound with an animation effect. The sound will play when the animation happens. 4. Associate a sound with a slide transition. The sound will play when the next slide appears. 5. Add a music file that plays continuously in the background, like the soundtrack to a movie. 6.1 Insert A Sound File onto a Slide To insert a sound file that exists on your computer’s hard drive, click Insert > Audio (in the Media group). Navigate to where the file exists on your hard drive, select it and then click Insert. The same sound icon, together with the same playback controls are displayed on the slide. Figure 24: Sound File onto a slide Figure 25: Playback To delete the sound file from the slide, select it and press the delete key. 6.2 Associate a Sound with an Object Instead of inserting a sound file and having it appear as an icon, you can assign the sound file to an object. The sound will play when the object is clicked. There is a big drawback to this method. You can only use.wav files. The first step is to insert an object. For this example, let’s insert a picture. While the picture is still selected, click the Insert tab and then click Action (in the Links group).  Figure 26: Action Setting In the Action Settings panel, make sure you’re on the Mouse Click tab, check the Play sound box at the bottom and then select a sound. There are some readymade sounds for you to select from the list, but you can also choose your own sound file – as long as it’s a.wav – by selecting Other Sound. If you select Other Sound, the Add Audio dialogue box will open, and you’ll have to navigate to where the sound file is on your hard drive, select it and then click OK. The.wav will play to give you a preview of what it sounds like. Click OK on the Action Settings window. When you insert a sound file directly into a PowerPoint presentation, the sounds playback controls are visible. When you associate a sound file with an object, however, these controls are hidden. Because we selected the Mouse Click tab on the Action Settings window, the sound only plays when you click the image. Also, when you run your presentation, you’ll notice that the cursor changes to a hand, indicating that the image is clickable. 6.3 Make Sound Start Automatically In PowerPoint Often you’ll want to make a sound file play automatically when a slide is displayed. The alternative is to have to wait for the slide to appear and then trigger the sound with a click of your mouse. To start sound automatically when the slide appears follow these steps. The first step is to insert your sound file onto a slide, and to do that go to the Insert tab and click the Audio button on the far right.  Figure 27: Audio Icon When the Insert Audio window opens, navigate to where your sound file is, select it and click Insert. When your sound file is on the slide, you’ll see an icon that looks like this: Figure 28: Audio Apearance While the sound file is selected, you’ll see the Audio Tools tab in the ribbon. Go to the Playback tab within that. Figure 29: Audio Tools In the Audio Options group you should see the Start selector, and it will display “On Click” by default. Change that to “Automatically”. Now as soon as that slide appears, the sound file will start. 7. Embedding Videos In PowerPoint Videos can give your PowerPoint presentation a stunning new dimension and can help captivate your audience. You can embed videos that are saved on your hard drive Here, we are going to look at embedding videos that exist on your hard drive. You can use videos of the following popular formats in PowerPoint:  AVI  MPEG, MPG  WMV  MOV, MP4  SWF  Videos can be inserted using  Insert Video  Ribbon 7.1 Insert Video Button The following slides display an Insert Video button on them that you simply have to click to get started adding videos:  Title and Content  Two Content  Comparison  Content with Caption Figure 30: Insert Video Button When you click on the Insert Video button, the standard file explorer window appears. Navigate to where your video resides on your hard drive, select it and click Insert. The time taken to embed the video depends on its size, so be prepared for a long wait if you decide to embed a huge video. When the video has been inserted, you can see video controls that display beneath it. Figure 31: Video Insertion Using these controls you can start playback, pause and stop it. You can also step forwards and backwards and change the volume. If you aren’t sure what control does what, just hover your cursor over a particular control and a tooltip will appear to explain its use. 7.2 Using The Ribbon To Embed Videos Another way to embed a video is to click Insert > Media > Video, in the ribbon. Using the bottom half of the Video button (that displays the down arrow) you get the choice between selecting a video on your hard drive to embed, or using some embed codes from a video sharing site like YouTube. When you click the top half of the button, you can only embed videos that are saved on your hard drive. If you decide to embed a video from your hard drive, the usual file explorer window is displayed and you can just follow the directions given in the previous section. 7.2.1 Video Tools Contextual Tabs Whenever you select a video in your presentation you will see the Video Tools contextual tab appear in the ribbon. The Format and Edit sub tabs allow you to apply video effects and styles to the video and also provide you with some basic video editing tools Figure 32: Videos Tools Figure 33: Video Editing Tools 8. Removing background from an image There may be times when you have two or more overlapping images in your PowerPoint presentation and you want to make the background of one image transparent, so that you can see the other image(s) behind it. For this kind of situation, PowerPoint’s background removal tool is an excellent choice. Solid areas of color are easier for PowerPoint to cope with, but the background removal tool is surprisingly versatile. Suppose you have two separate images; one of a sunset and one of a chimney. The chimney image is in the foreground and has some unwanted background that obscures the photograph of a sunset behind it. We want to remove the chimney’s background so that we can see the sunset behind it. You might start off with something like this: Figure 34: Chimney Image with Nasty Background There are two things we need to sort out: 1. The chimney is too big 2. The background in the photo of the chimney is blocking our view of the beautiful sunset We can easily resize the chimney by clicking and dragging on the corner handles of the chimney image. It’s usually better (not always) to resize by dragging on the corner handles as that will maintain the proportions of the chimney. If you drag the other handles you will end up with a chimney that is too squat or too thin. Resizing the chimney gives us this:  Figure 35: Resizing of Image Now we need to remove the chimney’s background so that we can see the sunset behind it. The chimney image should still be selected, so click on the Format tab that appears in the ribbon under Picture Tools tab. Click on the Remove Background command over on the left. PowerPoint will highlight in purple the area that will be removed, but you will usually have to change this area by dragging on its resize handles. Figure 36: Background Removal You should arrive at something like this: Figure 37: area's selection for background removal  Now the bounding box includes the chimney in its entirety. In the ribbon, you should see a command called Keep Changes – click that. Figure 38: Background Removal Keep Changes Option This will remove the chimney’s background, highlighted in purple. You should now have an image of a chimney with the sunset image showing through in the background – just what we want. Figure 39: Image after Background removal 9. Making a power point presentation read only Figure 40: Power Point Read Only  Figure 41: Final Version of Document 10. How to print slides: Go to View -> Handout Master Figure 42: Handout Master Icon Figure 43: Handout Master view  Lab Task: Marks: 10 Make a PowerPoint Presentation. 1. Add a shape with two animations such that the two animations play simultaneously. 2. On another slide add a shape and apply a sound such that when the slide comes, and shape is clicked, the sound will play. 3. Make two sections in the presentation.