HEXCO · Polytechnic · NC Accountancy

Business Computing and Digital Literacy: Multimedia Presentations

Learning Outcome 6 of 6

Free HEXCO NC Accountancy notes on Multimedia Presentations, learning outcome 6 of 6 in Business Computing and Digital Literacy. Data communication, file management, word processing, spreadsheets, databases and multimedia. Semester 1, module 310/22/M04.

Here we learn how to create a presentation, use templates, headers and footers, text boxes, shapes, themes, pictures, SmartArt and tables, design slide masters, add transitions and animations, and create presentations for advertising and other business purposes, using Microsoft PowerPoint as the example.

Business people often present ideas to managers, customers or investors, and a good slide presentation supports the speaker with clear words, pictures and figures.

6.1 Creating a Presentation

A presentation package is a program used to create a series of slides that are shown on a screen during a talk.

Each slide holds text, pictures, charts or video, and together they make up the presentation.

Loading PowerPoint and Creating a Presentation

Click Start, type 'PowerPoint' and open it, then choose Blank Presentation. The first slide is a title slide; click the placeholders to type the title and subtitle. Add more slides with Home, New Slide (Ctrl + M), choosing a layout such as Title and Content or Two Content. Save straight away as a .pptx file, and use Slide Show, From Beginning (F5) to present.

Using and Editing Templates

A template is a ready-made design with backgrounds, fonts, colours and sample layouts. Choose File, New and pick a template, or search online for one such as a business pitch or a resume presentation. Replace the sample text and pictures with your own, delete slides you do not need, and adjust colours under Design, Variants. A business can save its own branded design as a PowerPoint Template (.potx).

Headers and Footers

Choose Insert, Header & Footer. On the Slide tab, tick Date and time, Slide number and Footer, type the footer text such as the company name, and tick Don't show on title slide if needed, then click Apply to All. The Notes and Handouts tab sets headers and footers for printed handouts.

6.2 Creating Slides for a Business Task

Slides work best when they use few words and strong visuals.

Text boxes, shapes, themes, pictures, SmartArt and tables are the building blocks.

Text Boxes, Shapes and Themes

A text box places text anywhere on a slide: choose Insert, Text Box and drag. Shapes, such as arrows, rectangles and callouts, are added with Insert, Shapes and formatted with the Shape Format tab, which changes fill, outline and effects. A theme, chosen from the Design tab, applies matching colours, fonts and backgrounds to all slides at once, giving a consistent, professional look.

Pictures and Picture Tools

Choose Insert, Pictures to add a picture from the device, stock images or online. The Picture Format tab is used to resize (drag a corner handle to keep the proportions), crop, rotate, apply picture styles and borders, adjust corrections such as brightness, apply colour effects, and remove the background. Pictures should be clear, relevant and not stretched out of shape.

Shapes and SmartArt

SmartArt turns a list into a diagram: choose Insert, SmartArt, or select a bulleted list and click Convert to SmartArt. It is used for processes, such as the steps in the purchasing cycle, hierarchies such as an organisation chart, and cycles. The SmartArt Design tab changes colours and style, and shapes can be added or removed.

Tables and Spreadsheets on Slides

Choose Insert, Table to add a table, and format it with Table Design. To show spreadsheet data, copy the range in Excel and paste it on the slide, or use Insert, Object, Microsoft Excel Worksheet to embed a working sheet. Insert, Chart adds a chart whose data is edited in a small Excel window. Tables on slides should be kept small, with large fonts, so they can be read from the back of the room.

6.3 Enhancing Slide Presentations

A presentation is enhanced by a consistent design and by movement that guides the audience's attention.

Slide masters, transitions and animations provide these, but they should be used with restraint.

Slide Masters

The slide master is the top slide that controls the design of all slides in the presentation, including backgrounds, fonts, colours, placeholders and logos. Choose View, Slide Master, make changes on the top (master) slide to affect all layouts, or on a particular layout to affect only slides using it, for example adding the company logo to every slide. Click Close Master View to return. Changes on the master save time and keep the presentation consistent.

Slide Transitions

A transition is the effect seen when one slide changes to the next. Choose the Transitions tab, pick an effect such as Fade, Push or Wipe, set its duration, and choose whether the slide advances on mouse click or after a set time. Apply To All gives every slide the same transition, which looks more professional than mixing many effects.

Animations and Timing

An animation is a movement applied to an object on a slide, such as a picture or bullet point. Select the object, choose the Animations tab and pick an Entrance, Emphasis, Exit or Motion Path effect. Under Timing, set Start (On Click, With Previous or After Previous), Duration and Delay. The Animation Pane shows the order of effects and allows them to be reordered and re-timed. Animations should help the message, for example revealing points one at a time, not distract from it.

6.4 Business Presentations

Presentations are used in business for selling, reporting, training and persuading.

Each purpose needs a slightly different structure and style.

Advertising Using a Presentation

A presentation can advertise a product on a screen in a shop window, at a trade fair stand, or as a video on social media. It should have an eye-catching title, attractive pictures of the product, few words stating the main benefits, the price or special offer, and contact details on the final slide. Setting the transitions to advance automatically and using Slide Show, Set Up Slide Show, Loop continuously until Esc makes it run by itself. It can also be saved as a video using File, Export, Create a Video.

Presentations for Different Business Purposes

A sales pitch presents the problem, the product as the solution, its benefits and the price. A financial report to management shows key figures, charts of trends and recommendations. A training presentation explains a procedure step by step with diagrams. A business plan presentation to investors covers the idea, market, plan and financial needs. For all of them, follow the guideline of one main idea per slide, use large readable fonts (at least 24 points for body text), keep colours consistent, check spelling, and rehearse using Slide Show, Rehearse Timings.