Topic 19 – Presentations (Cambridge IGCSE ICT 0417)
Learning Objective
Be able to create, edit, format and output a presentation, including printing in a variety of layouts (full‑page slides, notes pages, hand‑outs, outline) and exporting to PDF.
1. Creating a New Presentation
- Open the presentation software (e.g., Microsoft PowerPoint, LibreOffice Impress, Google Slides, Apple Keynote).
- File ► New – choose a template or a blank presentation.
- Templates provide pre‑designed colour schemes, fonts and placeholder layouts.
- For a custom design, select Blank Presentation.
- Set the slide size (AO2 requirement):
- PowerPoint: Design ► Slide Size ► Custom Slide Size
- Common options: A4 (21 cm × 29.7 cm), 16:9 (widescreen), 4:3, or a custom dimension.
- Confirm orientation (Portrait or Landscape) and click OK.
- Save the file immediately using the centre‑specified naming convention, e.g.
Centre‑001‑Candidate‑12345.pptx.- File ► Save As → choose location → type the required filename → Save.
2. Using a Slide Master (Consistent Layout & Style)
The Slide Master defines the overall look of the whole presentation – a high‑weight AO2 skill.
- Open the master view:
- PowerPoint: View ► Slide Master
- Impress: View ► Master Slide
- Modify the master layout:
- Set the font family (e.g., Arial 24 pt) and colour palette.
- Insert a logo placeholder (Insert ► Picture ► Placeholder).
- Add footer placeholders for Date, Author and Slide number.
- PowerPoint: Insert ► Header & Footer ► Slide number.
- Adjust the background colour or image for consistency.
- Create additional layout masters (Title Slide, Title & Content, Two Content, etc.) to match the types of slides you need.
- Close the master view – all normal slides now inherit the master formatting, including slide numbers and footers.
3. Editing Essentials – Inserting Objects
| Task | How to Perform (PowerPoint example) |
|---|
| Add / Delete Slides | Home ► New Slide (choose layout) – or Right‑click ► Delete Slide |
| Insert Text | Click a text placeholder, type, then use Home ► Font options. |
| Insert Images | Insert ► Pictures ► This Device… – resize with corner handles; add Alt Text via Picture ► Format ► Alt Text. |
| Insert Shapes & SmartArt | Insert ► Shapes or Insert ► SmartArt – format colour/outline as needed. |
| Insert Tables & Charts | Insert ► Table (specify rows/columns) or Insert ► Chart – edit data in the spreadsheet window. |
| Insert Audio / Video | Insert ► Audio ► Audio on My PC or Insert ► Video ► Video on My PC – set playback options (Start: On Click / Automatically). |
| Create Hyperlinks | Select text or object ► Insert ► Link – choose Existing File or Web Page, Place in This Document, or E‑mail Address. |
| Add Action Buttons (navigation) | Insert ► Shapes ► Action Buttons – set action (e.g., hyperlink to another slide). Useful for a self‑running menu (Home, Next, Back). |
4. Editing Essentials – Formatting, Animation & Accessibility
| Task | How to Perform (PowerPoint example) |
|---|
| Apply Transitions between Slides | Transitions ► Choose a transition – set duration; use Apply To All if required. |
| Apply Animations to Objects | Select object ► Animations ► Add Animation – adjust order in the Animation Pane. |
| Enter Speaker Notes | Click the Notes pane below the slide and type key points; appear in Presenter View and when printing Notes Pages. |
| Provide Alternative Text (Accessibility) | Right‑click image ► Format Picture ► Alt Text – write a brief description of the visual content. |
| Format Slide Numbers & Footers | PowerPoint: Insert ► Header & Footer ► Slide number → tick Don’t show on title slide if desired; format via Slide Master. |
5. Outputting the Presentation
5.1 Printing – Layout Options
| Print Layout | Typical Use | Content Shown | Slides per Page |
|---|
| Full‑Page Slides | Hand out a complete visual copy | Slide image only | 1 |
| Notes Pages | Personal reference for the presenter | Slide image + speaker notes (notes appear below) | 1 |
| Handouts – 3 up (Horizontal/Vertical) | Audience hand‑out with moderate detail | Slide image only (smaller) | 3 |
| Handouts – 6 up | Maximise material on a single sheet | Slide image only | 6 |
| Outline Handout | Text‑only summary – ideal for revision | Slide titles & bullet points (no graphics) | Continuous text |
Colour vs. Greyscale: If the printer can only produce black‑and‑white, select Greyscale in the print settings to avoid washed‑out graphics. For colour printers, keep Colour unless the exam specifically requires B&W hand‑outs.
Steps to Print in PowerPoint
- Open the presentation.
- Choose File ► Print.
- In the Settings area, locate the Print Layout drop‑down and select the required layout (Full Page Slides, Notes Pages, Handouts 3‑up, Handouts 6‑up, Outline).
- Set additional options:
- Printer (or “Microsoft Print to PDF” for a digital copy).
- Colour or Greyscale.
- Duplex (double‑sided) if required.
- Paper size (A4, Letter) and orientation (Portrait/Landscape) appropriate to the chosen layout.
- Print Preview: verify slide numbers, orientation, font size and that notes appear (for Notes Pages).
- Click Print.
Printing from Other Software
- Google Slides: File ► Print settings and preview → choose layout → Print (or download as PDF first).
- LibreOffice Impress: File ► Print → “Print range” tab → select “Handout” and number of slides per page.
- Apple Keynote: File ► Print → “Layout” pop‑up → choose “Handouts” and number of slides.
5.2 Exporting to PDF
- File ► Export (or Save As).
- Choose PDF as the file type.
- Select the desired range:
- All slides, a custom range (e.g., 1‑10), or only hand‑outs/notes.
- Set PDF options (e.g., “Include non‑printing information” to keep notes and slide numbers).
- Click Export. Verify that hyperlinks remain active if the PDF will be shared electronically.
5.3 Slide‑Show Mode
- Start from the beginning: F5 (PowerPoint) or Slide Show ► From Beginning.
- Use Presenter View (requires a second monitor) to see slide notes, a timer and the upcoming slide.
- Navigate with mouse click, arrow keys, or a presenter remote.
6. Tips for Effective Handouts & Printed Materials
- Include slide numbers – helps the audience follow the oral presentation.
- For 3‑up hand‑outs use a minimum font size of 10 pt; for 6‑up use 8 pt to keep text readable.
- Remove non‑essential graphics when printing 6‑up hand‑outs to avoid a cluttered layout.
- Check printer capabilities: select Colour only if the printer can reproduce it; otherwise choose Greyscale.
- Proofread for spelling, punctuation and layout errors before bulk printing.
- Ensure speaker notes contain no confidential or personal data before printing or exporting.
- When exporting to PDF, test that all hyperlinks and action‑button navigation work.
7. Final Checklist Before Output
- Correct layout selected (Full Page, Notes, Handout 3‑up/6‑up, Outline, PDF).
- Slide numbers and footers are visible where required.
- Colour scheme matches printer capabilities (Colour or Greyscale).
- Paper size and orientation are appropriate for the chosen layout.
- All alternative text and other accessibility features are completed.
- Speaker notes contain only essential points and no confidential information.
- File saved with the centre‑specified filename (e.g.,
Centre‑001‑Candidate‑12345.pptx). - Use Print/Export Preview to confirm slide numbers, notes and overall legibility before finalising.
8. Sample Examination Question & Mark Scheme
Question: A candidate must produce a handout that shows three slides per page, includes slide numbers and is printed in colour on A4 paper. Describe the steps they would follow in Microsoft PowerPoint to achieve this.
Answer – Key Points (max 6 marks):
- Open the presentation and choose File ► Print. (1 mark)
- In the Print Layout drop‑down, select Handouts and then 3 Slides Horizontal. (1 mark)
- Ensure the Colour option is selected (not Greyscale). (1 mark)
- Set the Paper size to A4 and confirm the orientation is Portrait. (1 mark)
- Check the Print Preview to verify that slide numbers appear on each handout page. (1 mark)
- Click Print and collect the printed handouts. (1 mark)
9. Summary
Mastering the full presentation workflow – from creating a new file, setting up a slide master (including footers and slide numbers), inserting and formatting a wide range of objects, adding notes and action buttons, to outputting the work in the appropriate print layout or PDF – satisfies all AO2 requirements of the Cambridge IGCSE ICT 0417 syllabus. Regular practice with these steps ensures candidates can produce professional, accessible and exam‑ready presentations.