Be able to create a new presentation using a text file

Topic 19 – Presentations

Learning objectives (Cambridge IGCSE ICT – AO1, AO2, AO3)

• AO1 – Knowledge: recognise and define key presentation terminology.
• AO2 – Practical skills: create a new presentation from a plain‑text outline, edit and format slides, insert media, apply transitions/animations, add presenter notes and produce the required output.
• AO3 – Evaluation: assess the efficiency of different creation methods and reflect on how well the final product meets the brief.

Key terminology (AO1)

Why use a plain‑text file?

• Can be edited quickly with any text editor (Notepad, TextEdit, VS Code, etc.).
• Fully portable – the same file works on Windows, macOS and Linux.
• Ideal for batch creation, automation or collaborative work.
• Provides a clear, structured outline that can be imported directly into PowerPoint, LibreOffice Impress or other presentation tools.

1. Prepare the slide master and choose a layout

Setting the master first ensures that every imported slide automatically adopts a consistent design.

1. Open the presentation program and create a new, blank presentation.
2. Select an appropriate theme/design (corporate, academic, creative, etc.).
3. Open the Slide Master view:

   • PowerPoint: View → Slide Master
   • LibreOffice Impress: View → Master Slide

4. Adjust the master as required:

   • Insert a logo or watermark.
   • Set default font type, size, colour and line spacing.
   • Define the required slide layouts (Title only, Title & Content, Two Content, etc.) and ensure each layout has appropriate placeholders.
   • Add alternative text to any objects that will appear on every slide.

5. Close the master view – the presentation is now ready to receive the outline.

2. Write the outline in a plain‑text file

Use a simple markup so the import routine can recognise slide titles, subtitles, bullet lists and slide separators.

Example file – MyPresentation.txt

# Introduction
## What we will cover
- Definition of presentations
- Why use a text file?
- Step‑by‑step workflow
# Creating the master slide
- Open PowerPoint
- Choose a theme
- Edit the Slide Master
# Importing the outline
- Insert → Slides from Outline…
- Select MyPresentation.txt
# Adding media
- Insert → Audio → Audio on My PC
- Insert → Video → Video on My PC
- Remember to add alt‑text for each object

• Save the file with a .txt extension.
• Ensure the file is encoded in UTF‑8 (most editors show this in the “Save As” dialog).

3. Import the text file into the presentation

1. PowerPoint: Insert → Slides from Outline… → browse to the .txt file.
2. LibreOffice Impress: File → Open, choose “Text (Plain)”. Each line beginning with “#” creates a new slide.
3. Google Slides: No built‑in outline import. Options:

   • Copy‑paste each slide manually, or
   • Run a Google Apps Script that reads the .txt file from Drive and creates slides (advanced).

4. Post‑import editing – meeting the syllabus requirements (AO2)

4.1 Choose the correct slide layout

• For each slide, click the Layout button (PowerPoint) or Layout menu (Impress) and select the layout that matches the content (e.g., Title & Content, Two Content).
• Using the appropriate layout ensures placeholders are correctly positioned and that the slide complies with the syllabus requirement for “appropriate slide layouts”.

4.2 Edit slide order and duplicate slides

• Open the Slide Sorter view (View → Slide Sorter).
• Drag slides to the required sequence.
• To duplicate a slide: right‑click the thumbnail → Duplicate Slide (or press Ctrl+D).

4.3 Insert and edit objects

• Text: Edit directly in the placeholders; use the Home ribbon for font, size, colour, alignment.
• Images, charts, tables: Insert → Pictures / Chart / Table. After insertion, add alternative text (right‑click → Format Picture → Alt Text).
• Audio / Video: Insert → Audio / Video → Audio on My PC (or the equivalent). Set playback options (automatically, on click) and provide alt‑text.
• Shapes & Action buttons: Insert → Shapes. To create an action button, draw the shape, then choose Insert → Action and link to another slide, a file, or a URL.
• Hyperlinks: Highlight text or select an object → Insert → Hyperlink.

4.4 Apply transitions and animations

• Select one or more slides → Transitions tab → choose a simple effect such as “Fade”.
• For object animation, select the object → Animations tab → pick an entrance, emphasis or exit effect.
• Use the Animation Pane to adjust timing, order and trigger options.

4.5 Add presenter notes (required for Paper 2)

Click the Notes pane below each slide and type key points, speaker cues or additional data. Notes are not printed on the slide‑show unless the “Slides with notes” hand‑out option is chosen.

4.6 Finalise the design

• Confirm that every slide uses a layout from the master.
• Check consistency of fonts, colours, alignment and spacing.
• Run the slideshow (F5) to verify media playback and transition smoothness.

5. Output the finished presentation (AO2)

1. Save the file in the native format:

   • PowerPoint – .pptx
   • LibreOffice Impress – .odp

2. Print hand‑outs (syllabus specifies 3‑slide per page with notes):

   • File → Print → select “Handouts”.
   • Choose “3 Slides per page”.
   • Check “Include presenter notes” (or “Slides with notes”).
   • Print on A4 or Letter paper as required.

3. Export to PDF for digital submission or archiving:

   • PowerPoint: File → Export → Create PDF/XPS Document
   • Impress: File → Export → Export as PDF

4. Set up slide‑show options (useful for kiosk displays):

   • Slide Show → Set Up Slide Show → “Loop continuously until ‘Esc’”.
   • Define an automatic advance time if required.
   • Enable “Presenter View” to see notes while the audience sees only the slides.

6. Common errors and how to fix them

7. Extension activity (AO3 – evaluation)

1. Python script to generate a text outline from a CSV file containing slide titles and bullet points:

   import csv
   with open('slides.csv', newline='', encoding='utf-8') as csvfile, \
   open('outline.txt', 'w', encoding='utf-8') as txtfile:
   reader = csv.DictReader(csvfile)
   for row in reader:
   txtfile.write(f"# {row['Title']}\n")
   bullets = row['Bullets'].split('|')
   for b in bullets:
   txtfile.write(f"- {b.strip()}\n")
   txtfile.write("\n")  # blank line separates slides

   Save the CSV with columns Title and Bullets (bullets separated by a vertical bar |).

2. Time‑trial comparison – create a 10‑slide presentation:

   • Method A – manually type each slide.
   • Method B – use the text‑file outline and import.

   Record the time taken, note any errors and evaluate which method best satisfies the IGCSE assessment criteria (efficiency, accuracy, meeting all required tasks).

8. Reflection checklist (AO3)

• Did I use a slide master before importing? ✔
• Did I select the appropriate slide layout for each slide? ✔
• Are all non‑text objects supplied with clear alt‑text? ✔
• Are transitions and animations simple and consistent? ✔
• Have presenter notes been added to every slide? ✔
• Is the hand‑out printed as “3 slides per page, with notes”? ✔
• Did I export a PDF version for submission? ✔
• Overall, does the presentation meet the brief and the Cambridge IGCSE ICT (0417) requirements? (Yes / No – give a brief justification)

9. Summary checklist (aligned with the Cambridge IGCSE ICT syllabus)

• ✔ Plain‑text file saved as .txt and encoded in UTF‑8.
• ✔ Slide master (theme, colour scheme, fonts, placeholders, alt‑text) created before import.
• ✔ Appropriate slide layout chosen for each slide.
• ✔ Each slide begins with “# ”; subtitles with “## ”; bullets with “- ” or “* ”.
• ✔ File imported using “Insert → Slides from Outline” (or the equivalent).
• ✔ Post‑import tasks completed:

  • Slide order edited, duplicate slides created as needed.
  • Images, charts, tables, audio, video, shapes, action buttons and hyperlinks inserted.
  • Alternative text added to every non‑text object.
  • Consistent transitions/animations applied.
  • Presenter notes written for each slide.

• ✔ Final output options selected:

  • Native format saved.
  • Hand‑outs printed – 3 slides per page with notes (as required by the syllabus).
  • PDF exported.
  • Slide‑show settings (loop, timings, presenter view) configured.