Be able to add presenter notes

Topic 19 – Presentations

Lesson Objective

By the end of this lesson you will be able to:

• Create a new presentation and insert slides.
• Use a master slide to apply a consistent layout, colour scheme and branding.
• Insert, edit and format text, images, tables, charts, audio, video, hyperlinks and action buttons.
• Add, edit, format, print and use presenter (speaker) notes.
• Apply simple, appropriate transitions/animations.
• Export the presentation as a PDF and print hand‑outs or notes pages.
• Link the skills you have learned to other ICT syllabus sections (file management, proof‑reading, graphs/charts, e‑safety, etc.).

1. Creating a Presentation – Core Steps

1. Open the presentation software (Microsoft PowerPoint, LibreOffice Impress, or Google Slides).
2. Start a new file:
   • PowerPoint: Ctrl+N or File → New
   • Impress: File → New
   • Google Slides: File → New → Presentation
3. Insert a new slide when you need one: Ctrl+M (PowerPoint/Impress) or Slide → New slide (Google Slides).
4. Choose a slide layout that matches the content you intend to add (Title, Title & Content, Two‑Content, Comparison, etc.).

Quick‑Check Activity

For each of the following briefs, select the most appropriate slide layout from the drop‑down menu in your software. Write the chosen layout on a sticky note and be ready to justify your choice.

1. Introduce a new school club – needs a title and a short tagline.
2. Show a line graph of the school’s energy consumption over 12 months.
3. Compare the advantages of two different study methods.

2. Using a Master Slide

A master slide defines the default fonts, colours, footers and any branding (logo, water‑mark) for every slide in the deck. Consistency helps the audience focus on content and reflects a professional “house style”.

• Open the Master View:
  • PowerPoint: View → Slide Master
  • Impress: View → Master Slide
  • Google Slides: Slide → Edit master
• Make changes such as:
  • Adding a logo or school crest.
  • Setting a footer with the presenter’s name and slide number.
  • Choosing a corporate‑style colour palette (ties to Audience appreciation – 9.1 and Corporate house style – 14).
• Close the Master view – all normal slides update automatically.

3. Inserting and Editing Objects

Object	Insert Command (Windows)	Key Editing Tips
Picture	Insert → Pictures → This Device…	Resize with corner handles; add alt‑text for accessibility (right‑click → Format Picture → Alt Text). Check the image licence (e‑safety & copyright).
Table	Insert → Table	Use Tab to move between cells; apply Design → Table Styles for a uniform look.
Chart	Insert → Chart	Select a suitable chart type, edit data in the embedded spreadsheet, label axes clearly. Real‑world example: “Create a bar chart that summarises the results of a school‑survey on favourite subjects.”
Audio / Video	Insert → Audio/Video → Audio on My PC / Video on My PC	Trim clips, set playback options (Automatically, On Click) and add a brief description in the notes. Verify you have permission to use the media.
Hyperlink	Insert → Link → Insert Link	Link to a web page, another slide, or an external file; test the link in Slide Show mode.
Action Button	Insert → Shapes → Action Buttons	Assign actions such as “Go to slide X” or “Run program”. Useful for interactive quizzes.

E‑Safety & Copyright Reminder

When you insert any media, ensure it is either:

• Created by you,
• Covered by a Creative Commons licence (attribute the author), or
• Used under a school‑wide licence agreement.

4. Adding Presenter (Speaker) Notes

What are Presenter Notes?

Presenter notes (speaker notes) are private text entries that accompany each slide. They are visible only to the presenter in Presenter view or when printed as “Notes pages”. They help you remember key points, statistics, or prompts without cluttering the slide.

Why Use Presenter Notes?

• Remind you of what to say for each slide.
• Include detailed data that would overwhelm the audience.
• Help maintain a smooth flow and keep to the allocated time.
• Provide a printable “script” for rehearsal (link to Proof‑reading – Section 13).

How to Add and Edit Notes

1. Select the slide you want to annotate.
2. Show the Notes Pane:
   • PowerPoint: View → Notes or press Ctrl+Shift+P.
   • Impress: View → Notes (or click the “Notes” button at the bottom).
   • Google Slides: View → Show speaker notes.
3. Click inside the pane and type your notes. Use the same formatting toolbar as for slide content (bold, colour, bullet points, etc.).
4. Repeat for each slide that needs notes.

Key Features of the Notes Pane

Feature	Purpose
Text formatting	Bold, italics, colour, bullet points – organise ideas and highlight important data.
Insert placeholders	Quickly add date, slide number or custom fields using Insert → Header & Footer → Slide number.
Resize pane	Drag the top edge to view more of the note or to see the slide and note side‑by‑side.

Viewing Notes While Presenting

1. Start the slide show.
2. Choose Presenter view:
   • PowerPoint: Alt+F5 or Slide Show → Presenter View.
   • Impress: Slide Show → Presenter Console.
   • Google Slides: Click “Present”, then the three‑dot menu → “Presenter view”.
3. The presenter screen shows the current slide, your notes, a timer and a preview of the next slide.

Printing Presenter Notes

1. Go to File → Print.
2. In the Settings (or Print Layout) choose Notes Pages (PowerPoint) / Notes (Impress) / Notes (Google Slides).
3. Each printed page displays the slide at the top and the associated notes below.
4. Adjust the number of copies and print.
5. If your software uses different wording, look for a layout option labelled “Notes” or “Speaker notes”.

Proof‑Reading Reminder

Before finalising the presentation, run a spell‑check on both the slide text and the presenter notes. Consistent spelling and punctuation improve credibility.

Evaluation Prompt (AO3)

After rehearsing with Presenter view, answer the following in your notes:

“Identify one part of a note that could be clearer or more concise, and rewrite it.”

Common Keyboard Shortcuts (Windows)

Shortcut	Action
Ctrl+Shift+P	Show / hide the Notes Pane
Alt+F5	Start Presenter view (PowerPoint)
Ctrl+M	Insert a new slide
Ctrl+S	Save the presentation
Ctrl+P	Open the Print dialog

5. Transitions and Animations (IGCSE‑relevant)

• Keep them simple – use “Fade”, “Push” or “Wipe” for slide‑to‑slide movement.
• Apply the same transition to all slides for consistency (Select a slide, then Transitions → Apply to All).
• Limit animations to emphasise key points; avoid distracting effects.
• Test the timing in Slide Show mode to ensure the presentation stays within the allotted time.

Transition Justification Checklist (AO3)

1. Is the transition needed to signal a change in topic or emphasis?
2. Does it support the audience’s understanding rather than distract?
3. Is the same style used throughout the deck?

6. Exporting and Printing

• Hand‑outs (multiple slides per page): File → Print → Handouts – choose 2, 3, 4 or 6 slides per page.
• Export as PDF: File → Export → Create PDF/XPS Document (PowerPoint) / File → Export as PDF (Impress/Google Slides). PDF preserves layout and can be shared easily.
• Notes pages: covered in Section 4 – ideal for rehearsal scripts.
• File‑naming & folder placement (ties to File management – Section 11):
  • Use a clear naming convention, e.g. CourseName_Unit19_Presentation_YourName.pdf.
  • Save the original editable file in a dedicated folder such as ICT/Presentations/Unit19.
  • Keep a backup copy on a USB drive or cloud storage.

7. Cross‑Topic Reminder (Links to Other Syllabus Sections)

Creating and using presenter notes draws on several skills you have already learned:

• File management (Section 11) – saving, naming and organising presentation files and exported PDFs.
• Layout and styles (Section 12) – applying consistent fonts, colours and master‑slide designs.
• Proof‑reading (Section 13) – checking both slide text and notes for spelling, grammar and clarity.
• Graphs & charts (Section 14) – inserting data visualisations and referencing them in notes.
• Document production (Sections 15‑16) – exporting to PDF, printing hand‑outs and notes pages.
• E‑safety & copyright (Section 9) – ensuring all media used is appropriately licensed.

8. Tips for Effective Presenter Notes

• Keep notes concise – use short phrases or bullet points.
• Highlight key numbers or dates with bold or a colour.
• Include prompts for audience interaction (e.g., “Ask question about X”).
• Adopt a consistent structure, such as Main point – Evidence – Example.
• Rehearse with the notes; adjust any wording that feels awkward or too long.

9. Checklist – Adding Presenter Notes

• Open the Notes Pane for each slide.
• Enter concise, relevant points (bullet style preferred).
• Use formatting (bold, colour) to emphasise crucial data.
• Run spell‑check on notes (proof‑reading link).
• Test Presenter view before the actual presentation.
• Print a “Notes pages” copy if you prefer a hard‑copy script.
• Confirm that the presentation has a master slide, consistent transitions, and is saved with the correct file name in the appropriate folder.
• Export the final version as a PDF for distribution.