ICT 0417 – Presentations: Display Options (Topic 19)
1. Syllabus Coverage Map
| Syllabus Section | Covered in These Notes? | What Still Needs to Be Added? |
|---|
| 19 Presentations – creation, master slide, editing, speaker notes, handouts, export, animation & transitions | ✔︎ (animation & transitions added) | – |
| 17 Document Production – tables, headers/footers, styles, proof‑reading | ✘ | Include “Related Skills” sidebar linking slide tables to document‑production concepts. |
| 18 Databases – data entry forms, reports | ✘ | Brief note on linking charts to live database data. |
| 20 Spreadsheets – formulae, functions, chart creation | ✘ | Paragraph on importing spreadsheet charts and auto‑updating them. |
| 21 Website Authoring – HTML/CSS basics | ✘ | Explain exporting a presentation as HTML/PDF for web publishing. |
| Safety & Security (8.2‑8.3) – data protection, e‑safety, threats | ✔︎ (e‑safety checklist) | Expand to password‑protected files, encryption, and copyright of media. |
| Audience & Communication (9‑10) – audience analysis, email, internet use | ✔︎ (audience matrix, accessibility) | Add a short audience‑analysis activity. |
| Systems Life‑Cycle (7) – analysis, design, testing, implementation, documentation, evaluation | ✘ | Map each life‑cycle stage to a presentation project. |
| Hardware & Software (1‑5) – components, I/O, storage, networks | ✘ | One‑sentence reminder of required hardware/software for each display method. |
2. Why Choose Different Display Methods?
- Engage the audience effectively.
- Match the technical environment (classroom, conference hall, kiosk, trade‑show booth, etc.).
- Control timing, interaction and the flow of information.
- Provide a hands‑free solution for unattended displays.
- Meet accessibility, e‑safety and copyright requirements.
3. Core Presentation Skills Required by the Syllabus (AO2 & AO3)
- Creating a presentation and using a master slide/template to set default fonts, colours, backgrounds and placeholders.
- Adding speaker notes, handouts and printing options.
- Applying animation effects and slide transitions appropriately (timed vs. click‑triggered).
- Choosing the most suitable display method for a given audience, purpose and venue (AO3 evaluation).
- Considering accessibility (high‑contrast themes, alt‑text, captioning) and e‑safety (secure handling of media and peripherals).
- Exporting the file in the appropriate format (PPTX, ODP, PDF, ODF, HTML).
- Understanding related ICT skills – tables, charts, data links, and web publishing.
4. Related ICT Skills (Linking to Other Syllabus Topics)
- Document Production (Topic 17) – Exported PDFs can be edited with headers/footers; slide tables use the same style concepts as word‑processor tables.
- Spreadsheets (Topic 20) – Insert charts directly from Excel/Calc; use Paste Special → Link so updates in the spreadsheet refresh the slide.
- Databases (Topic 18) – Connect a chart to a live data source (e.g., Access or MySQL) via Insert → Object → Create from File and enable automatic refresh.
- Website Authoring (Topic 21) – Export a presentation as HTML (PowerPoint: File → Export → Create HTML Document) for embedding in a school website.
5. Setting Up a Master Slide (Template)
Creating a master slide ensures consistency and saves time when you need to change the overall design.
- PowerPoint 365 – View → Slide Master. Edit the top‑most master slide to set:
- Default font type, size and colour.
- Background colour or image.
- Placeholder positions for title, content, and footer.
- Slide number, date, logo, and copyright notice.
- LibreOffice Impress – View → Master → Slide Master. Adjust the same elements.
- When finished, close the Master view. All new slides inherit the defined style.
6. Adding Speaker Notes, Handouts & Export Options
7. Animation & Transition Essentials (AO2)
- When to use animations: emphasise key points, illustrate processes, or keep a learner’s attention. Avoid flashy effects for professional or accessibility‑focused presentations.
- When to avoid animations: on looped carousels, for users with motion‑sensitivity, or when timing must be exact.
- Setting timings (PowerPoint):
- Open the Animations tab.
- Select a slide object → choose an effect → in the Timing group set Start to After X seconds or With Previous.
- Use Rehearse Timings to record automatic advance for the whole slide‑show.
- Setting timings (LibreOffice):
- Open Slide Transition pane.
- Choose an effect → set Start to Automatically after X seconds.
- Accessibility tip: Provide a “Skip Animation” version of the slide (duplicate slide without effects) and link to it via a hidden button for users who need it.
8. Display Methods
8.1 Looped On‑Screen Carousel
Best for unattended displays such as trade‑show booths, reception areas or waiting rooms.
- Open the presentation.
- Set automatic timing:
- PowerPoint 365 – Slide Show → Set Up Slide Show… → check Loop continuously until ‘Esc’ and choose Using timings, if present. Then go to Transitions tab, set After time (e.g., 10 s) for each slide, or click Rehearse Timings to record them automatically.
- LibreOffice Impress – Slide Show → Slide Show Settings… → tick Loop and repeat after the last slide. In the Slide Transition pane set Automatically after the desired seconds.
- Disable any “On Click” animations – keep only timed animations or none at all.
- Save the file and test the loop on the intended device.
8.2 Presenter‑Controlled Display
Ideal for classrooms, meetings and conferences where interaction is required.
- Enable Presenter View:
- PowerPoint 365 – Slide Show → Use Presenter View. Ensure the computer is set to Extend mode (Windows: Win + P → Extend).
- LibreOffice Impress – Slide Show → Presenter Console. This shows notes, a timer and a preview of the next slide on the presenter’s screen.
- Connect a remote control (Bluetooth or USB) or use keyboard shortcuts:
- Next slide –
Page Down, Space, or remote “forward”. - Previous slide –
Page Up or remote “back”. - Pause/Resume – remote “pause” button or
B (black screen) in PowerPoint.
- Turn off any automatic slide advance to avoid unintended changes.
- Run a short rehearsal to confirm that notes, timer and preview appear on the correct screen.
8.3 Hybrid Mode (Auto‑Advance with Manual Override)
Useful for workshops where a fixed schedule is required but the presenter may need to pause.
- Set automatic timings as in 8.1.
- Enable the “Pause on click” option:
- PowerPoint – Slide Show → Set Up Slide Show… → Advance slides → “Manually” while keeping the recorded timings.
- LibreOffice – same setting under Slide Show Settings.
- Use the remote or keyboard to resume the carousel when ready.
9. Decision Matrix – Choosing the Right Display Method (AO3 Evaluation)
| Audience / Venue | Primary Purpose | Recommended Display Method | Key Settings to Apply |
|---|
| Trade‑show booth, open‑plan lobby | Show product highlights without a presenter | Looped Carousel | Automatic advance, loop until ‘Esc’, disable click‑triggered animations, export as PDF for backup. |
| Classroom or lecture hall | Deliver a structured lesson with interaction | Presenter‑Controlled | Enable Presenter View, use speaker notes, keep manual advance, test remote. |
| Workshop with timed activities | Maintain schedule but allow occasional pauses | Hybrid (Auto‑advance + manual override) | Set timings, enable “pause on click”, provide remote for resume. |
| Public exhibition with accessibility needs | Provide inclusive information for all visitors | Looped Carousel (high‑contrast theme) or Presenter‑Controlled with captions | High‑contrast master slide, alt‑text on images, closed captions for video, optional audio description. |
10. Accessibility & Inclusive Design
- Colour contrast: Use a high‑contrast colour scheme in the master slide (e.g., dark text on a light background).
- Alt‑text for images: Right‑click an image → Format Picture → Alt Text (PowerPoint) or Properties → Alternative Text (LibreOffice).
- Captions & subtitles for embedded video – add via Insert → Video → Caption or attach an external subtitle file.
- Screen‑reader friendliness: Use clear slide titles, avoid “blank” slides, keep slide order logical, and provide a “skip animation” duplicate where needed.
- Keyboard navigation: Ensure all interactive elements can be reached with Tab and activated with Enter.
11. E‑Safety, Data Protection & Copyright
- Do not connect the presentation computer to an unsecured Wi‑Fi network when using a Bluetooth presenter.
- Scan all external media (USB sticks, SD cards) for viruses before opening.
- Power the laptop on AC power for long‑running carousels; disable sleep/hibernation in Power Options.
- Store remote‑control batteries safely and check charge before the event.
- Password‑protect the presentation file (PowerPoint: File → Info → Protect Presentation → Encrypt with Password).
- When sharing via cloud, set appropriate permissions (view‑only unless editing is required).
- Only use media (images, video, music) that you have the right to reproduce – keep a bibliography or licence record attached to the presentation.
12. Audience Analysis & Communication (AO3)
Before deciding on a display method, answer the following questions:
- Who is the primary audience (students, clients, general public, people with disabilities)?
- What is the venue’s technical capacity (projector resolution, internet access, space for a presenter)?
- What level of interaction is expected (questions, live polls, hands‑on activity)?
- Are there any accessibility or language requirements?
Record the answers in a brief Audience Profile table and refer to it when completing the decision matrix in section 9.
13. Systems Life‑Cycle for a Presentation Project (Topic 7)
| Life‑Cycle Stage | Presentation‑Specific Actions |
|---|
| Analysis | Identify purpose, audience, required content, and technical constraints. |
| Design | Create a storyboard, choose a master slide, decide on animations and display method. |
| Development | Build slides, insert media, add speaker notes, set timings. |
| Testing | Run the slide‑show in the chosen mode, check accessibility, test remote control, verify loop or presenter view. |
| Implementation | Deliver the presentation, monitor for technical issues, make on‑the‑spot adjustments. |
| Evaluation | Gather feedback, review whether the display method met the audience’s needs, note improvements for future projects. |
14. Hardware & Software Considerations
- Computer: Minimum 2 GHz processor, 4 GB RAM, HDMI or VGA output.
- Projector/Display: Confirm native resolution (e.g., 1920 × 1080) and set slide size accordingly (PowerPoint: Design → Slide Size → Custom).
- Remote control: Bluetooth presenter or wired clicker; ensure drivers are installed.
- Audio: If video with sound is used, test speaker volume and consider external speakers for large venues.
- Backup media: Keep a copy on a USB stick and, if possible, on a cloud drive.
15. Practical Checklist Before Displaying
- Confirm the chosen display mode (carousel, presenter‑controlled, or hybrid).
- Verify slide size matches the projector/screen resolution (16 : 9 or 4 : 3).
- Test remote control or Bluetooth presenter; replace batteries if needed.
- Run a full trial of the slide‑show to ensure looping or manual advance works as intended.
- Check accessibility settings (contrast, alt‑text, captions, keyboard navigation).
- Ensure power settings prevent the computer from sleeping or dimming.
- Encrypt the presentation file and set a strong password if it contains sensitive data.
- Export a backup copy in the appropriate format and store it on a USB drive and/or cloud storage.
- Document any licences or permissions for third‑party media used.
16. Common Problems & Solutions
| Problem | Possible Cause | Solution |
|---|
| Slides skip or freeze in carousel | High‑resolution media, low‑spec computer, or background apps | Compress images, reduce video resolution, close unnecessary programs, or lower the slide size. |
| Remote control not responding | Dead battery, Bluetooth not paired, or USB port disabled | Replace batteries, re‑pair via Windows Settings → Bluetooth, or try a wired clicker. |
| Presenter view appears on audience screen | Display mode set to “Duplicate” instead of “Extend” | Press Win + P → select Extend, then enable Presenter View again. |
| Animations stop the carousel | Animations set to “On Click” | Change animation timing to “After” a set number of seconds or remove them for kiosk displays. |
| File cannot be opened on another computer | Missing fonts or incompatible file version | Embed fonts (PowerPoint: File → Options → Save → Embed fonts) or export as PDF/ODF for universal compatibility. |
17. Summary
Effective presentation delivery requires you to:
- Create a consistent master slide and add speaker notes, handouts, and appropriate animations.
- Analyse the audience, purpose and venue, then choose the most suitable display method (carousel, presenter‑controlled, or hybrid) – AO3 evaluation.
- Set up the chosen mode with precise menu paths, timing rehearsals, and accessibility considerations.
- Export the file in the correct format, protect it with a password, and follow e‑safety best practices.
- Use the checklist and troubleshooting table to avoid technical problems and to evaluate the project against the systems life‑cycle.
Mastering both looped carousel and presenter‑controlled displays equips you to communicate clearly in any setting, from an unattended kiosk to a dynamic classroom lesson.