Be able to insert a new slide

Cambridge IGCSE ICT 0417 – Topic 19: Presentations – Full Guide

Learning Objective

By the end of this topic you will be able to create, edit and evaluate a complete presentation using the skills required by the Cambridge IGCSE ICT syllabus, with a particular focus on inserting a new slide and understanding how it fits into the whole presentation workflow.

Why This Matters (Assessment Objective 3)

Every step you perform – from choosing a template to exporting the final file – demonstrates your ability to plan, design and evaluate ICT solutions. Mastery of slide‑insertion techniques is the foundation for logical slide order, effective navigation and a professional final product.

Overview of Required Presentation Skills (Section 19)

• Creating a new presentation and choosing a template.
• Using and editing the Slide Master (background, fonts, placeholders).
• Inserting, deleting, duplicating, moving and hiding slides.
• Applying and changing slide layouts.
• Editing text and objects (formatting, alignment, grouping, ordering, guides, snap‑to‑grid).
• Adding presenter notes.
• Inserting hyperlinks, action buttons and multimedia (audio/video).
• Providing alternative‑text for images (accessibility).
• Applying transitions and animations appropriately.
• Exporting, printing and saving in the correct file format while respecting file‑size limits.
• Referencing media and complying with copyright.
• Evaluating the final product against a checklist.

1. Creating a New Presentation

1. Open the presentation software (PowerPoint, Google Slides, LibreOffice Impress).
2. Choose File → New and select a suitable template or a blank presentation.
3. Save the file immediately (Ctrl + S / Command + S) using a clear name, e.g. SolarEnergy.pptx.

   • File format for submission: Use the native format of the software (.pptx for PowerPoint, .odp for Impress, .gslides for Google Slides when downloaded as a PowerPoint file).
   • File‑size tip: Keep the presentation under the exam’s limit (usually 5 MB). Reduce size by:

     • Compressing images (right‑click ► Compress Pictures in PowerPoint).
     • Using web‑optimised image formats (JPEG, PNG‑8).
     • Avoiding unnecessary audio/video or linking to external media instead of embedding.

Why start with the right template?

A good template gives you a consistent colour scheme, font set and placeholder layout, saving time later and helping the audience focus on content rather than design.

2. Using the Slide Master

• What is a Slide Master? The top‑level slide that defines the default design (background, fonts, colours, placeholders) for all other slides.
• Open the Slide Master view:

  • PowerPoint: View → Slide Master
  • Google Slides: Slide → Edit master
  • Impress: View → Master → Slide Master

• Edit the master:

  • Change background colour or image.
  • Adjust font style and size for titles and body text.
  • Re‑position or add placeholders (title, content, picture, footer).

• Close the master view – all new slides will now follow the updated design automatically.

Why use a Master slide?

It guarantees a consistent house style across the whole deck, reduces the risk of formatting errors and speeds up slide creation.

3. Inserting and Managing Slides

3.1 Inserting a New Slide

1. Click in the slide pane where you want the new slide to appear (above or below an existing slide).
2. Choose one of the following methods:

   • Menu: Insert → New Slide
   • Toolbar button (blank‑slide icon).
   • Keyboard shortcut (see table below).

3. The slide appears with the default layout from the Slide Master unless you select a different layout in the next step.

3.2 Changing the Layout of a New Slide

• Right‑click the slide ► Layout (or use the Layout dropdown on the ribbon).
• Select the required layout: Title Slide, Title & Content, Two Content, Comparison, etc.

3.3 Duplicating, Deleting, Moving & Hiding Slides

• Duplicate: Right‑click ► Duplicate Slide – preserves layout and formatting.
• Delete: Select the slide and press Delete or right‑click ► Delete Slide.
• Move: Drag the slide thumbnail to the desired position in the slide pane or use Ctrl + Shift + ↑/↓ (PowerPoint).
• Hide: Right‑click ► Hide Slide. Hidden slides are skipped during a normal slideshow but remain in the file for optional use.

Why manage slides carefully?

Proper ordering and selective hiding keep the presentation logical, avoid information overload and allow you to tailor the deck for different audiences.

4. Applying and Changing Slide Layouts (Beyond the Initial Choice)

• A layout is a pre‑defined arrangement of placeholders (title, text box, picture, chart, etc.).
• Changing a layout after a slide has been created can automatically add or remove placeholders without manual positioning.
• Consistent use of appropriate layouts improves readability and visual balance.

5. Editing Text and Objects

• Text formatting: font type, size, colour, bold/italic/underline, line spacing, paragraph alignment.
• Object handling: Insert ► Picture, Shape, Chart, Table; then use the Format tab to:

  • Resize, rotate and align objects.
  • Group multiple objects (Ctrl + G) or ungroup (Ctrl + Shift + G).
  • Bring forward / send backward to control layering.

• Use Guides and Snap to Grid for precise placement.

6. Adding Presenter Notes

1. In Normal view, click the Notes pane below the slide.
2. Type cues, speaker prompts or additional information that will not appear on the screen.
3. During a slideshow, the notes are visible on the presenter’s screen (Presenter View).

Why use notes?

They help the presenter stay on track, remember key points and manage timing without cluttering the slide.

7. Inserting Hyperlinks, Action Buttons & Multimedia

7.1 Hyperlinks

• Select text or an object ► right‑click ► Link (or Insert → Link).
• Choose Existing File or Web Page and paste the URL or browse to a file.
• Set the link to open in a new window if required.

7.2 Action Buttons

• Insert ► Shapes → Action Buttons (e.g., Home, Next, Back).
• In the Action Settings dialog, choose Hyperlink to a slide, document, or URL, or select Run program.

7.3 Audio & Video

• Insert ► Audio → Audio on My PC or Video → Video on My PC.
• Set playback options:

  • Automatically – starts when the slide appears.
  • On Click – starts when you click the object.
  • Play Across Slides – continues playing while you move to the next slide.

7.4 Alternative Text (Alt‑text) – Accessibility Requirement

• Right‑click an image ► Format Picture ► Alt Text.
• Provide a concise description (e.g., “Bar chart showing sales growth 2020‑2023”).

Why these features?

Hyperlinks and action buttons enable non‑linear navigation (e.g., quizzes). Multimedia makes the presentation engaging, while alt‑text ensures accessibility for visually impaired users – a mandatory AO3 requirement.

8. Applying Transitions & Animations

• Transitions: Effects between slides (Fade, Push, Morph). Apply via the Transitions tab.

  • Set duration (seconds).
  • Choose advance on click or automatically after a set time.

• Animations: Effects for individual objects (Appear, Fly In, Emphasis). Use the Animations tab.

  • Define order with the Animation Pane.
  • Keep animations simple – avoid distraction.

Guidelines

Use one transition style throughout the deck. Animations should highlight key points, not replace clear wording.

9. Exporting, Printing & Submitting the Presentation

• Export to PDF (optional): File ► Export → Create PDF/XPS Document. PDFs preserve layout and are easy to share.
• Print options:

  • Full‑screen slides.
  • Handouts (3‑slides per page, with or without notes).
  • Notes pages (slide image + presenter notes).

• File format for the exam: Save and submit the presentation in its native format (.pptx, .odp or a PowerPoint export from Google Slides). Do not submit only a PDF unless specifically requested.
• File‑size check: Before submission, view File → Info (PowerPoint) or File → Properties (Impress) to confirm the file is under the allowed limit (usually 5 MB). If it exceeds the limit:

  • Compress images.
  • Remove unnecessary embedded media.
  • Consider linking to external video instead of embedding.

Why export/print correctly?

Native files retain animations, transitions and hyperlinks for the practical exam. PDFs are useful for sharing with teachers or peers, but they lose interactive features.

10. Copyright, Referencing & Ethical Use of Media

• Only use images, audio or video that you have created, are free‑to‑use (e.g., Creative Commons with appropriate attribution), or for which you have permission.
• Provide a brief citation directly beneath the media or on a dedicated “References” slide:

  Image: “Solar panels” – Photo by Jane Doe, ©2023, licensed under CC BY‑SA 4.0

• When using content from a website, include the full URL and the date accessed.
• Failure to credit sources can lead to loss of marks under AO3 (ethical considerations).

11. Evaluating the Presentation (AO3)

Use the checklist below before you submit your work.

Keyboard Shortcuts for Common Tasks

Tips for Efficient Slide Creation

• Work in Slide Sorter view when arranging slide order.
• Use the Slide Master for all colour and font decisions – never edit each slide individually.
• Apply a layout immediately after inserting a slide; changing it later can disrupt placeholder content.
• Keep text concise – aim for no more than 6‑8 words per line and 6‑8 lines per slide** (the “6×6” rule).
• Test all hyperlinks, action buttons and hidden slides in Slide Show mode before finalising.
• Before submission, double‑check:

  • File format and size.
  • Alt‑text for every image.
  • References for all external media.