ECDL Extra Level 2

Presentation Software Unit Workbook

NAME:

FORM:

ECDL Extra - LEVEL 2 QUALIFICATION.

You will be doing the following units whilst you are in Years 12 and 13 at Stony Dean. The units are;

Improving Productivity Using ICT

Word Processing

Presentation Software

Spreadsheet Software

This is a qualification that is delivered through the BCS - The British Computer Society.

The BCS has been offering the highly successful ECDL qualification in the UK for over ten years. In this time almost two million people have undertaken the qualification.

About This Training ManualThis material is yours to keep and is intended as a guide to be used during the training course and as a reference once the course is completed. Each section begins with a list of topics to be explored. The courseware is designed so that each topic is fully explained and step–by-step instructions are given.

There are a number of conventions used in this training manual:

Format Description

BOLD ITALICS This is indicates a command to follow e.g. an option or button to press

[ ] Keys to press are shown in square brackets e.g. [space]

This marks the start of a method for performing a specific task

NOTE: This marks additional information or points out a common pitfall

[CTRL] + [Page Up] This means the first key is used in conjunction with the second

SKILL SET SELF ASSESSMENT.

Use this list to check your understanding of the topic.

6.1 Using the Application

6.1.1 Working with Presentations

6.1.1.1 Open, close a presentation application. Open, close presentations.

6.1.1.2 Create a new presentation based on default template. 6.1.1.3 Save a presentation to a location on a drive. Save a

presentation under another name. 6.1.1.4 Save a presentation as another file type:

Rich Text Format, template, show, image file format, version number.6.1.1.5 Switch between open presentations.

6.1.2 Enhancing Productivity6.1.2.1 Set user preferences in the application: user name, default folder

to open and save files. 6.1.2.2 Use available Help functions. 6.1.2.3 Use magnification/zoom tools. 6.1.2.4 Display, hide built-in toolbars. Restore, minimize the ribbon.

6.2 Developing a Presentation

6.2.1 Presentation Views 6.2.1.1 Understand the uses of different presentation view modes:

normal view, slide sorter view, outline view, slide show view.

6.2.1.2 Recognize good practice in adding slide titles: use a different title for each slide to distinguish it in outline view, when navigating in slide show view.

6.2.1.3 Change between presentation view modes: normal view, slide sorter view, slide show view.

6.2.2 Slides6.2.2.1 Choose a different built-in slide layout for a slide.

6.2.2.2 Apply an available design template to a presentation.

6.2.2.3 Change background colour on specific slide(s), all slides.

6.2.2.4 Add a new slide with a specific slide layout like: title slide, chart and text, bulleted list, table/spreadsheet.

6.2.2.5 Copy, move slides within the presentation, between open presentations.

6.2.2.6 Delete slide(s). 6.2.3 Master Slide

6.2.3.1 Insert a graphical object (picture, image, drawn object) into a master slide. Remove a graphical object from a master slide.

6.2.3.2 Enter text into footer of specific slides, all slides in a presentation.

6.2.3.3 Apply automatic slide numbering, automatically updated date, non- updating date into footer of specific slides, all slides in a presentation.

6.3 Text6.3.1 Handling Text

6.3.1.1 Recognize good practice in creating slide content: use short concise phrases, bullet points, numbered lists.

6.3.1.2 Enter text into a placeholder in standard, outline view. 6.3.1.3 Edit text in a presentation. 6.3.1.4 Copy, move text within, between presentations. 6.3.1.5 Delete text. 6.3.1.6 Use the undo, redo command.

6.3.2 Formatting 6.3.2.1 Change text formatting: font sizes, font types. 6.3.2.2 Apply text formatting: bold, italic, underline, shadow.

6.3.2.3 Apply different colours to text. 6.3.2.4 Apply case changes to text. 6.3.2.5 Align text: left, centre, right in a text frame.

6.3.3 Lists 6.3.3.1 Indent bulleted text. Remove indent from bulleted text. 6.3.3.2 Adjust line spacing before and after bulleted, numbered lists. 6.3.3.3 Switch between the different standard bullet, number styles in a

list. 6.3.4 Tables

6.3.4.1 Enter, edit text in a table slide. 6.3.4.2 Select rows, columns, entire table6.3.4.3 Insert, delete rows and columns.6.3.4.4 Modify column width, row height.

6.4 Charts 6.4.1 Using Charts

6.4.1.1 Input data to create built-in charts in a presentation: column, bar, line, pie.

6.4.1.2 Select a chart.6.4.1.3 Change the chart type. 6.4.1.4 Add, remove, and edit a chart title. 6.4.1.5 Add data labels to a chart: values/numbers,

percentages. 6.4.1.6 Change the background colour of a chart. 6.4.1.7 Change the column, bar, line, pie slice colours in a chart.

6.4.2 Organization Charts 6.4.2.1 Create an organization chart with a labelled hierarchy by

using a built-in organization chart feature. 6.4.2.2 Change the hierarchical structure of an organization chart. 6.4.2.3 Add; remove co-workers, subordinates in an organization chart.

6.5 Graphical Objects6.5.1 Insert, Manipulate

6.5.1.1 Insert a graphical object (picture, image, drawn object) into a slide.

6.5.1.2 Select a graphical object.

6.5.1.3 Copy, move graphical objects, charts within the presentation, between open presentations.

6.5.1.4 Resize, delete graphical objects, charts in a presentation.

6.5.1.5 Rotate, flip a graphical object.

6.5.1.6 Align a graphical object relative to a slide: left, centre, right, top, bottom.

6.5.2 Drawing 6.5.2.1 Add different types of drawn object to a slide: line, arrow, block

arrow, rectangle, square, oval, circle, text box. 6.5.2.2 Enter text into a text box; block arrow, rectangle, square, oval,

and circle. 6.5.2.3 Change drawn object background colour, line colour, line

weight, line style. 6.5.2.4 Change arrow start style, arrow finish style. 6.5.2.5 Apply a shadow to a drawn object. 6.5.2.6 Group, ungroup drawn objects in a slide. 6.5.2.7 Bring a drawn object one level forward, one level backward, to

the front, to the back of other drawn objects. 6.6 Prepare Outputs 6.6.1 Preparation

6.6.1.1 Add, remove transition effects between slides. 6.6.1.2 Add, remove preset animation effects for different slide

elements. 6.6.1.3 Add presenter notes to slides. 6.6.1.4 Select appropriate output format for slide presentation like:

overhead, handout, on-screen show. 6.6.1.5 Hide, show slides.

6.6.2 Check and Deliver 6.6.2.1 Spell check a presentation and make changes like: correcting

spelling errors, deleting repeated words. 6.6.2.2 Change slide setup, slide orientation to portrait, landscape.

Change paper size. 6.6.2.3 Print entire presentation, specific slides, handouts, notes pages,

outline view of slides, number of copies of a presentation. 6.6.2.4 Start a slide show from first slide, from current slide. 6.6.2.5 Navigate to next slide, previous slide, and specified slide during

a slide show.

TARGETS

Use this section to identify any areas of weakness and monitor progress.

DATE TARGET DATE ACHIEVED

TASK 1

 Due to growing concern of cyber crime, the chief inspector of the Wilsonsville police force has been given permission by the mayor to open a new department, the E‐Police, a crack  unit of cyber protection officers. 

The first task assigned to the unit is to research useful sources of information concerning  safety on the Internet. In this lesson you will cover the following: 

Open, close a presentation application. Open, close presentations.  Set user preferences in the application: user name, default folder to open and save files.  Insert a graphical object (picture, image, drawn object) into a slide.   Recognize good practice in adding slide titles: use a different title for each slide to  distinguish it in outline view, when navigating in slide show view.   Change background colour on specific slide(s), all slides.   Save a presentation to a location on a drive. Save a presentation under another name.    

1. Create a new folder inside your ECDL folder, name it PowerPoint.  2. Start a new presentation and save it with the name 'Useful websites'.  3. Using a search engine, try to find at least 2 web pages for the following topics:  

• Cyber Bullying  • The dangers of emails including viruses, spamming and Phishing  • Social networking sites  • Websites people can use for help and advice  • Grooming 

You may use the same website for different information, however each link should  be to a dedicated page on that subject. 

4. For each bullet point create a different page with a suitable title and a different 

background colour  5. On each page insert a suitable image either from clipart or from the Internet.  6. From the Tools/Options menu, set the user name to 'E‐Police' and enter the initials 

EP. Set the default file location to your ECDL PowerPoint folder.  7. Save your presentation to the default folder. 

  

 

 

 

 

 

 

TASK 2 The unit is now ready to tackle Cyber Crime! Wilsonsville school has asked them to help ‐inform the pupils of the dangers of using email. They want you to create a website to highlight important issues that pupils need to be aware of. You are going to use PowerPoint to do this.

In this lesson you are going to learn how to:

Create a new presentation based on default template.Save a presentation as another file type: Rich Text Format, template, show, image file format, version number.Choose a different built in slide layout for a slide.‐Insert a graphical object (picture, image, drawn object) into a master slide. Remove a graphical object from a master slide.Enter text into footer of specific slides, all slides in a presentation.Apply automatic slide numbering, automatically updated date, non updating date into footer‐ of specific slides, all slides in a presentation.

1. Open the ‘Dangers of Emails’ information sheet from the shared area.2. Open a new PowerPoint presentation and save it to your ECDL PowerPoint folder.3. On the first slide, choose an appropriate layout for a Title slide. Enter a title and a sub heading.4. Enter a new slide and choose an appropriate layout. You are going to create 5 slides including the Title slide, make sure you select a different layout for each slide.5. Open the slide master from the View menu. Insert a logo for the ‘E Police’ in the top left ‐hand corner.6. While still in the slide master, enter ‘Created by the E Police’ in the footer. Also, make sure‐ each slide has page numbering.7. Create a slide for the following topics: Viruses; Trojan Horses; Phishing; Spam. Include information from the information sheet. Make sure that your information is easy to read and does not include big paragraphs.8. When you have finished your presentation check through it in Slide Show View. When youare happy with it, save it as a web page.

Now fill in the following table. Describe what task each of the following do and are used for. Keyword Meaning ExampleSlide Master

Custom Animation

Slide Transition

Speaker Notes

Rehearse Timings

Handouts

Narration

Template

Outline View

Effects

Target audience

Slide Sorter

Purpose

Loop

TASK 3 While searching through archived information about e safety, you have discovered a ‐presentation on Cyber Bullying. This does have some useful information in it, however it does not look very up to date and could do with ‘jazzing up’. You are going to take this ‐ ‐presentation and bring it into the 21st century.

In this lesson you are going to cover:

Add, remove transition effects between slides.Add, remove preset animation effects for different slide elements.Copy, move graphical objects, charts within the presentation, between open presentations.Resize, delete graphical objects, charts in a presentation.Rotate, flip a graphical object.Add different types of drawn object to a slide: line, arrow, block arrow, rectangle, square, oval, circle, text box.Change arrow start style, arrow finish style.Apply a shadow to a drawn object.Group, ungroup drawn objects in a slide.Bring a drawn object one level forward, one level backward, to the front, to the back of other drawn objects.

1. Open the presentation named ‘Cyber Bullying’ which can be found in the shared area.2. The slides have some good information; however they are in big blocks of text that are difficult to read. Arrange the information on each slide into more easily readable bullet points. Make sure you don’t delete any important information.3. There is an image on the second slide. Move this image to the title page and change the dimensions to: Height 11cm; Width 13cm. Place it behind the title. You may need to change the colour of the title to make it stand out.4. Add a shadow style to the image.5. On slide 3 you will find an image with a hyperlink to the ‘Think U Know’ website together with a title. Draw an arrow between the title text box and the image.6. Select the title text box, arrow and image and group them.7. Add transition effects between the slides to make the presentation more interesting8. On each slide, add an animation effect to the text boxes and images.9. Add custom timings to your presentation. From the Slide Show menu, chooseRehearse Timings and set the timings for each slide. Make sure you leave enoughtime for people to read everything on each slide.

TASK 4

Wilsonville school is concerned that their pupils are not aware of what they need to do to stay safe on the Internet. They want to incorporate this important subject into their Key Stage 3 lessons; however they do not have any material to help them to teach it. You have been given the job of preparing a presentation on staying safe to help teach the subject. You will need to include:

• Ways of protecting your computer from viruses spam etc.• What to avoid when using social networking sites such as Facebook.• Statistics related to computer crime.

In this lesson you will learn the following:Recognize good practice in creating slide content: use short concise phrases, bullet points, numbered lists.Apply text formatting: bold, italic, underline, shadow.Switch between the different standard bullets, number styles in a list.Enter; edit text in a table slide.Input data to create built in charts in a presentation: column, bar, line, pie.‐Add data labels to a chart: values/numbers, percentages.

1. Open PowerPoint and save the file in your ECDL folder with the title ‘Staying Safe’.2. Create a new slide with the title ‘Viruses, Spam and Phishing.3. Using the sources of information you found in Task 1, create a slide with information on what a virus is and how to stay safe from them. Remember to keep your informationconcise, you do not need to have long paragraphs, it is better to use bullet points ornumbered lists.4. Do the same for Spam and Phishing.5. Create a new slide and apply a layout that incorporates text, a table and 2 graphs. Create the table you see below (taken from a BBC survey), and make graphs out of the information.

Are you put off using the internet for shopping and banking by the risk of computer crime?

Should there be more controls over the internet to prevent fraud, pornography and other illegal activities?

Yes 37% Yes 91%No 49% No 7%Don’t Know 15% Don’t Know 2%

TASK 5

TASK 6

After checking through the records of the last few months, the chief inspector has noticed a rise in crimes related to social networking. In order to find out what people know about the dangers of social networking, he has asked you to create a quiz that can be made available on the unit’s website. The quiz should test the citizen’s knowledge of:

• What social networking means?• What different websites provide social networking?• What risks are involved in social networking?• How to protect themselves from someone who may wish to cause them harm?• What they should do if they feel they are a victim of a social networking crime?

To do this you are going to need to find information on the subject, you can use all of the different sources of information we have seen so far, don’t forget the ‘Think U Know’ website, it is very good.

Start off your quiz with a Title page. This page should have a button to begin the quiz. You need to have around 10 questions which should be multiple choices.   For each choice you will need to link to a slide with either praise for getting the answer, correct or one displaying the correct answer if they got it wrong.  You can include images in your questions. 

If you are unsure of how to lay out your quiz, have a look at the example in the shared area. 

TASK 7

The final task! Time has come for you to give a presentation to the pupils of Wilsonvie School. You are going to use the presentation on staying safe that was created in task 5. The presentation itself may be completed, however it is not quite ready to be used while giving  an informative talk. 

In this lesson you are going to learn how: 

Add presenter notes to slide. Select appropriate output format for slide presentation like: overhead, handout, on‐screen show.  Spell check a presentation and make changes like: correcting spelling errors, deleting repeated words.   Change slide setup, slide orientation to portrait, landscape. Change paper size.   Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number of copies of a presentation.   Start a slide show from first slide, from current slide.Navigate to next slide, previous slide, and specified slide during a slide show.  

1. Open your staying safe presentation from task 5. 

2. Spell check the document to make sure there are no spelling mistakes. 

3. From the Page Setup menu, set the Slide size to Overhead and the orientation to  landscape.

4. Add speaker notes to your presentation, you will need to cover the bullet points on  each slide in more detail. Make sure you plan time for questions. 

5. Set the timings of your presentation, you rehearse timings and make sure you give  yourself enough time to cover the subject on the slide and field questions. 

6. Print your presentation as handouts with 3 slides on each page. 

Navigating a Slide Show (6.6.2.5)Whilst the show is running, either the keyboard or the mouse can be used to move slide to slide

Action Keystroke

Advanced to next slide [N] or [Space] or [Return] or [Page Down]

Return to Previous Slide [P] or [Backspace] or [Page up]

Display the First Slide [Home]

Display the Last Slide [End]

Go to a particular slide Type the slide number and press the [Return] key

End the Slide Show [Esc]

Action Mouse Action

Advanced to next slide Click the Left Mouse Button

Return to Previous Slide Click with the Right Mouse Button, choose Previous

Display the First Slide Hold both Mouse Buttons down for 2 seconds

End the slide show Click the Right Mouse Button, choose End