Presentations – Inserting and Configuring Action Buttons (Cambridge IGCSE ICT 0417)
Learning Objectives
- Insert an action button on a slide and configure its settings.
- Navigate to a specific slide, open a file, URL or e‑mail from the button.
- Apply a consistent house‑style, proof the presentation and check e‑safety.
- Test the button, troubleshoot common problems and export the final product.
- Understand how each step satisfies the relevant sections of the IGCSE ICT syllabus.
1. Full Presentation Workflow (Syllabus Section 19)
The creation of a complete presentation is divided into the following stages. Steps 6–9 focus on action buttons, but the earlier steps are required for full AO2 compliance.
- Planning & File Management (Section 11‑12) – decide on a filename, folder structure and file format.
- Create a new presentation – File ► New ► PowerPoint (or Google Slides, LibreOffice Impress).
- Set up a Master Slide (Section 19‑2) – define the house‑style (fonts, colours, logo).
- Insert and format objects – text, images, charts, tables, audio/video, hyperlinks, action buttons.
- Apply consistent layout, transitions and animations (Section 19‑4).
- Add presenter notes (Section 19‑5) and proof the slide content (Section 15).
- Insert and configure hyperlinks (Section 19‑6) – including e‑safety checks.
- Insert and configure action buttons (Section 19‑7) – the focus of this note.
- Test the presentation (Section 19‑8) – run the slide‑show and verify every link.
- Export / print (Section 19‑9) – PDF, video, hand‑outs, ensuring links remain functional.
2. Planning, File Management & Naming Conventions
| What | Guideline (AO2) |
|---|
| Folder hierarchy | Create a project folder (e.g., ICTProject2026) with sub‑folders Slides, Images, Audio, Docs. |
| File name | Use a clear, descriptive name and version number, e.g. MarketingPlanv02.pptx. Avoid spaces – use underscores. |
| Saving format | Save the working file as .pptx. Export final versions as .pdf (for hand‑outs) or .mp4 (video). |
| Backup | Save a copy on a USB drive or cloud storage after each major change. |
3. Master Slide & Consistent House‑Style (Section 19‑3)
- Open View ► Slide Master.
- Set the following elements (these constitute the house‑style):
- Font family & size – e.g., Arial, 24 pt for headings; Arial, 18 pt for body text.
- Colour palette – choose up to three corporate colours and apply them to headings, backgrounds and shapes.
- Logo / footer – insert once on the master so it appears on every slide.
- Header style – consistent placement (top‑left) and formatting.
- Close the Master view – all normal slides inherit these settings.
4. Adding Objects – Optimising Images & Charts (Sections 11‑16)
- Text: Insert ► Text Box.
- Images:
- Insert via Insert ► Pictures ► This Device.
- Optimise before inserting – resize to the required dimensions, set resolution to 72 dpi for screen‑based presentations, and compress (File ► Compress Pictures).
- Charts & Graphs:
- Insert via Insert ► Chart – choose appropriate chart type for the data.
- Apply the house‑style colours (Chart Tools ► Design ► Change Colors).
- Tables: Insert ► Table – keep borders simple and use the master’s font.
- Audio / Video:
- Insert ► Audio ► Audio on My PC or ► Video ► Video on My PC.
- Use .mp3 or .wav for audio, .mp4 (H.264) for video – these formats are supported by the exam board.
- Hyperlinks: Select an object → Insert ► Link (or Ctrl+K).
- Action Buttons: Covered in Section 8.
5. Layout, Transitions & Animations (Section 19‑4)
- Layout: Home ► Layout – choose a layout that matches the master.
- Transition: Transitions ► Choose a transition (e.g., Fade) and set a uniform duration (e.g., 0.5 s).
- Animation: Animations ► Add Animation – keep style consistent (e.g., “Appear” for all bullet points).
6. Presenter Notes & Proof‑Reading Checklist (Section 15)
- Open the notes pane (bottom of Normal view) or View ► Notes Page.
- Enter speaker cues, data references or reminders.
| Proof‑Reading Checklist |
|---|
| Spell‑check (Review ► Spelling) |
| Consistent font size & style across all slides |
| Correct alignment and spacing (gridlines, guides) |
| All hyperlinks and action buttons point to the intended target |
| Images are clear, not pixelated, and correctly captioned |
| Slide numbers and headings follow the chosen hierarchy |
| File size is reasonable (< 5 MB for most presentations) |
7. Hyperlinks & e‑Safety (Sections 10 & 8)
Every link must be safe and appropriate for the audience.
- Use HTTPS URLs where possible.
- Check that the destination site is reputable (avoid phishing, malware).
- When linking to external files, store them in the same project folder so the link remains relative.
- For e‑mail links, include a clear subject line and avoid exposing personal addresses.
| Safety Check for Links |
|---|
| Is the URL spelled correctly and uses HTTPS? |
| Does the link open in a new window (so the presentation stays open)? |
| Is the linked file stored locally and not a network path that may be unavailable? |
| Have you tested the link on a separate computer? |
8. Inserting an Action Button (Section 19‑7)
- Go to the slide where the button is required.
- Select Insert ► Shapes ► Action Buttons (last row of the Shapes gallery).
- Choose a preset shape (e.g., Forward/Next, Home, Help).
- Click and drag to draw the button at the desired size. Tip: keep the size similar to other buttons for a uniform look.
- The Action Settings dialog opens automatically. (You can also open it later with Ctrl+K while the button is selected.)
9. Configuring the Action Button
9.1 Choose the Trigger
- Mouse Click – activates on a click (recommended for all platforms).
- Mouse Over – activates when the cursor hovers; not supported in some web‑based viewers, so use only when you know the presentation will be run in PowerPoint.
9.2 Destination Options
| Destination | Steps in Action Settings | Typical Use (AO2) |
|---|
| Slide in this presentation | Hyperlink to ► Slide… ► select slide ► OK | Non‑linear navigation (e.g., “Back to menu”). |
| First slide / Last slide / End show | Hyperlink to ► First Slide, Last Slide or End Show | Quick return to start or finish. |
| External file (PDF, Word, video) | Hyperlink to ► Other File… ► Browse ► select file ► OK | Open supporting documentation or a video clip. |
| Web page (URL) | Hyperlink to ► URL… ► type full address (include https://) ► OK | Reference an online source. |
| E‑mail address | Hyperlink to ► E‑mail Address… ► enter address, optional subject ► OK | Provide a contact link for the audience. |
| Run a program | Hyperlink to ► Run Program… ► browse to executable ► OK | Launch a calculator or other utility (exam‑approved only). |
9.3 Optional Settings
- Play sound – tick the box and choose a .wav or .mp3 from the library. Use sparingly to avoid distraction.
- Target frame – select New Window for external files or URLs so the presentation remains open.
9.4 Finalise
Click OK to close the Action Settings dialog. The button now has the chosen action.
10. Testing, Troubleshooting & Safety Checks (Section 19‑8)
- Start the slide‑show from the current slide: Shift+F5.
- Activate the button (click or hover) and verify:
- Correct slide or file opens.
- External links open in a new window.
- Sound (if added) plays.
- If the button fails:
- Right‑click ► Link ► Edit Hyperlink (or Ctrl+K) and re‑check the destination.
- Confirm the trigger (Mouse Click vs Mouse Over) matches the platform.
- Ensure the linked file is still in the same folder (relative path).
- Run a final safety check (see the “Safety Checklist” table in Section 7) on a different computer.
11. Exporting / Printing (Section 19‑9)
- PDF: File ► Export ► Create PDF/XPS Document – preserves hyperlinks.
- Video: File ► Export ► Create a Video – select 1080p, 30 fps, include recorded narrations if required.
- Hand‑outs: File ► Print ► Handouts – choose 3‑slides per page or “Notes Pages” to include presenter notes.
- Save the exported files in the project folder with a version suffix (e.g.,
MarketingPlanv02.pdf).
12. Quick Reference Tables
12.1 House‑Style Checklist
| Element | Standard |
|---|
| Font family | Arial, Calibri or other approved sans‑serif |
| Heading size | 24 pt, bold, colour #003366 |
| Body text size | 18 pt, regular, colour #000000 |
| Colour palette | Primary, secondary, accent – defined in the master slide |
| Logo placement | Top‑right, 1 cm from edge |
| Footer | Slide number centred, optional copyright line |
12.2 Action Button Settings Summary
| Setting | Options | Best Practice (AO2) |
|---|
| Trigger | Mouse Click, Mouse Over | Use Mouse Click for maximum compatibility. |
| Hyperlink to | Slide…, First Slide, Last Slide, End Show, URL…, Other File…, Run Program…, E‑mail Address… | Choose the destination that matches the navigation goal. |
| Sound | None, Play Sound (choose .wav/.mp3) | Use only for feedback; keep file size low. |
| Target frame | Same Window, New Window | Set to New Window for external files/URLs. |
13. Summary Flowchart (Suggested Diagram)
Insert a simple flowchart that visualises the process:
- Plan & name files →
- Create presentation →
- Set Master slide (style) →
- Insert objects (optimise images, add charts) →
- Apply layout, transitions, animations →
- Add notes & proof →
- Insert hyperlinks (e‑safety check) →
- Insert action button → Configure → Test →
- Export/print.
This visual reinforces the linear order required by the syllabus and highlights where the action‑button step fits into the overall workflow.