Be able to insert and edit objects consistently including images, text, shapes, logos, slide headers and footers, placeholder position, automated slide numbering

Topic 19 – Presentations (Cambridge IGCSE 0417)

Learning Objective

Students will be able to insert and edit objects consistently – including text, images, shapes, logos, audio/video, animations, headers, footers, placeholders, hyperlinks and automated slide numbering – and to produce a professional, proof‑read presentation that meets every Cambridge IGCSE requirement.

1. Starting a Presentation

• Blank presentation: File → New → Blank Presentation
• Template presentation: File → New → From Template.

  • Choose a template that already follows the required corporate house‑style (colour palette, font hierarchy, logo placement).

  • If no suitable template exists, start with a blank file and modify the Slide Master to match the house‑style (see Section 2).

• Save early: File → Save As. Use a clear name, e.g. MyProject.pptx, and enable AutoSave if available.

2. Using the Slide Master (Master‑Slide Concept)

The Slide Master defines the look of every slide. Editing it once guarantees consistency across the whole presentation.

1. Open Master view: View → Slide Master.
2. The left pane shows the Slide Master (top) and one or more layout slides (below).
3. Typical edits on the Slide Master (apply to the top‑most master unless a specific layout needs a variation):

   • Fonts & Colours – set the default heading and body fonts and choose a colour palette that matches the house‑style (e.g. Heading = Arial 24 pt Bold, Body = Arial 18 pt, Primary colour = #003366, Accent = #FFCC00).
   • Placeholders – move, resize or add Title, Subtitle, Content, Footer and Slide‑Number placeholders. Use the Format → Size & Position dialog for exact placement (e.g. Footer X = 2 cm, Y = 27 cm).
   • Logo – Insert → Picture → This Device (or Insert → Icons for a vector logo). Position it consistently (e.g. top‑left, 1 cm from each edge) and lock its anchor (Ctrl+Shift+F9 or right‑click → Lock Anchor).
   • Headers & Footers – edit the Footer placeholder on the master (Insert → Header & Footer). Type the required text (e.g. “Springfield High – Year 12”) and tick Slide number. The same footer will appear on every slide that uses the layout.
   • Alt‑text for accessibility – right‑click any picture or shape, choose Format Picture/Shape → Alt Text, and provide a concise description (≤ 125 characters).

4. Close Master view: Slide Master → Close Master View. All slides that use the edited layout now reflect the changes.

3. Working with Slide Layouts

Slide layouts control which placeholders appear on a given slide.

• Change a slide’s layout: select the slide in Normal view, then Home → Layout and pick the desired layout (Title & Content, Two‑Content, Comparison, etc.).
• Existing content automatically moves into the appropriate placeholders.
• Custom layouts: In Slide Master view, duplicate an existing layout (right‑click → Duplicate Layout) and modify its placeholders to suit specialised slides (e.g. a “Quote” layout with a large text box and a small image placeholder).

4. Inserting Objects

5. Defining and Applying Consistent Styles (Cross‑reference: Section 14 – Styles)

Creating a custom style set saves time and guarantees uniformity.

1. Open the Home tab and click the small arrow in the Styles group.
2. Choose Create a New Style and define:

   • Heading style: Font = Arial, Size = 24 pt, Bold, Colour = Primary (e.g., #003366).
   • Body style: Font = Arial, Size = 18 pt, Regular, Colour = Black.
   • Caption style (for images): Font = Arial, Size = 14 pt, Italic, Colour = Grey.

3. Apply the style by selecting the text and clicking the style name, or use Ctrl+Shift+S to open the style gallery.
4. To ensure the whole presentation follows the house‑style, apply the style to the Slide Master (Home → Slide Master → Select all text placeholders → Apply style).

6. Editing Objects Consistently

1. Select the object – the Format tab appears.
2. Open the Size & Position dialog (Format → Size & Position or right‑click → Size and Position) and enter exact values (e.g., Width = 12 cm, Height = 8 cm, X = 2 cm, Y = 3 cm).
3. Uniform styling:

   • Fill & Outline: Use the same colour palette for all shapes.
   • Text style: Apply the custom Heading or Body style defined in Section 5.
   • Effects: If a shadow or reflection is used, apply the same effect parameters to every object of that type.

4. Group related objects (Ctrl+G) to move/resize them as a single unit.
5. Copy formatting quickly with Format Painter (Ctrl+Shift+C / Ctrl+Shift+V).

7. Animations & Transitions (Basic – AO2)

Complex animation is not required for the exam, but a simple, consistent approach demonstrates competence.

• Apply a single transition to all slides: Transitions → Apply To All. Recommended: Fade (duration = 0.5 s).
• Object animation (use sparingly):

  • Bullet points – Appear (On Click).
  • Images – Fly In from Bottom (On Click).

• Set the animation start option to On Click for full presenter control.

8. Headers, Footers and Automated Slide Numbering

1. Open Insert → Header & Footer.
2. Check Footer and type the required text (e.g., “Springfield High – Year 12”).
3. Check Slide number. The placeholder appears on the Slide Master (usually bottom‑right).
4. Click Apply to All.

   • If a particular slide (e.g., the title slide) must not show a footer, select that slide, reopen the dialog and uncheck “Footer” or delete the placeholder on that slide only.

5. Verify sequential numbering after adding or deleting slides:

   • Run the slideshow (F5) and watch the numbers.
   • If a gap appears, re‑run Insert → Slide Number → Apply to All to refresh the sequence.

6. When printing handouts, the slide numbers must be included (exam requirement). In the Print dialog, tick “Include slide numbers”.

9. Proof‑Reading and Validation (Cross‑reference: Sections 11‑13)

• Spell‑check: Review → Spelling (or F7).
• Visual check: Switch to View → Reading View to see the slide as the audience will.
• Alt‑text verification: Right‑click each picture/shape → Format → Alt Text and confirm a concise description is present.
• Slide‑number check: Run the slideshow (F5) and verify numbers are consecutive, especially after inserting or deleting slides.
• Link testing: Click every hyperlink in Normal view to ensure it opens the intended destination.
• Consistency checklist (see Section 10) – run it before final submission.

10. Exporting, Printing and Submission

1. Save as PDF: File → Export → Create PDF/XPS Document. This preserves layout, fonts, slide numbers and alt‑text for electronic submission.
2. Print handouts (mandatory slide numbers):

   • File → Print.
   • Under Settings choose Print Layout → Handouts (3, 6 or 9 slides per page).
   • Check the box “Include slide numbers”.
   • Preview to confirm the numbers appear in the lower‑right corner of each slide.

3. Export as video (optional): File → Export → Create a Video – useful for multimedia projects but not required for the exam.

11. Quick Consistency Checklist (AO3)

12. Summary

By mastering the Slide Master, defining a custom style set, using consistent placeholders, inserting a full range of objects (text, images, shapes, audio/video, hyperlinks), applying simple animations, and rigorously proof‑reading, learners can create professional presentations that satisfy every Cambridge IGCSE ICT requirement, including the mandatory inclusion of slide numbers on printed handouts.