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Module #6
Presentation
OpenOffice.org
Impress
Module Goals - taken from the Module 6 ICDL Syllabus
Module 6 Presentation requires the candidate to demonstrate competence in using presentation tools
on a computer. The candidate shall be able to accomplish tasks such as creating, formatting,
modifying and preparing presentations using different slide layouts for display and printed
distribution. He or she shall also be able to duplicate and move text, pictures, images and charts
within the presentation and between presentations. The candidate shall demonstrate the ability to
accomplish common operations with images, charts and drawn objects and to use various slide
show effects.
Introduction
About Impress
The OpenOffice.org presentation module (Impress) automatically starts in AutoPilot function. This
feature offers the choice of starting with an 'Empty Presentation' (a blank slide), using a template or
opening an existing presentation. Each option will give you different choices for creating a
presentation. Before working in this module you should be familiar with the basics of formatting
text and inserting graphics into a document, which are covered in previous modules.
Slide Shows
The pages in a presentation are called 'slides' and when the slides are ready you present them as a
'slide show'. Animation and special effects can be added to any slide or presentation.
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Module 6 - Presentation
OpenOffice.org
Creating a Presentation using Presentation Wizard (Default Template).
Before you begin:
You will be prompted to make choices for the slide show during the set-up, but any of the
options can be changed later, so choices made here aren't final.
If you have a file open when you go to File>New>Presentation, the screen will look as
though the presentation is opening in the existing file. This does not happen. Once you click
on Create at the end of the setup a new screen will open.
Choose an Output Medium. Select Screen to use the computer for a presentation. Click on Next.
Original uses the original page format of the template.
Overhead sheet creates an overhead transparency presentation.
Paper creates a presentation that can be printed.
Screen creates a presentation that can only be used on the computer.
Slide creates a presentation that can be used as 35mm slides.
Note: choices made for output are final, but all presentations can be printed.
6. In Screen 3 choose a Transition Effect and Speed from the drop-down lists. These settings
control the way the slides open during a presentation. The effects and speeds can be seen in the
Preview Box on the right, as long as the Preview box is selected. If there is no preview
available, click in the box under the window to activate it. Choose a style and speed.
7. In the bottom section choose either Default or Automatic for a Presentation Type. If you choose
Automatic the presentation will be 'looped', which repeats the presentation continuously. If you
select this option you need to set the timing for the slides and the amount of time to pause
before the presentation is repeated. The Default option lets you control the presentation. The
Slide Show doesn't move to the next slide until you change it. Choose Default and click on Next.
8. Because you have chosen a content template the Wizard will open a fourth screen. This screen
lets you add information for the outline of the presentation. You can enter your name or a
company name, the subject of the presentation and key points to be covered. Any text entered
here will appear on the title slide of the presentation, but this information can be changed later,
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if necessary. When you have entered your information, click on Next. (Note: screens four/five
do not appear if you have chosen the Empty Presentation option in screen one.)
9. In the last screen the Preview box will show the title page with the text from screen four. If you
want to modify anything click on the Back button and make changes. (You can also modify this
text when you begin working with the presentation slides.)
10. Next, select / deselect the pages to appear in the presentation. Beside each category is a plus
sign (+) in a box. By clicking on each of these boxes the category will expand to show subcategories in the list. Once opened a minus sign (-) appears in the box. Click on it to close the
list. When you have made the page selection click on Create. Note: you can add/remove extra
slides later.
11. The Title Page of the presentation appears on screen and you are ready to begin working with
the document. (See instructions below for creating and formatting the slide show.)
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There are two ways to create a presentation, either with a default template or beginning with
an empty presentation and designing your own. The following steps take you through creating
a presentation from scratch, but are not part of the syllabus.
Creating a Presentation Starting with an Empty Presentation
Before you begin:
This option lets you create your own outline and design for the presentation and offers fewer
options than those used above. However, all of the options will be available once you click on
Create to begin working with the slides.
If you have a file open when you go to File>New>Presentation the screen will look as though the
presentation is opening in the existing file. This does not happen. Once you click on Create at the
end of the setup a new screen will open.
1. Go to File>New>Presentation. Select Empty Presentation. Click on Next.
2. Choose a background. If you choose Original the background will be white and you can add
color later. Select the Output Medium - this determines how the page will be set up. Choose
Screen to use the computer for the slide presentation. Click on Next.
3. In screen three choose a Transition Effect and Speed from the drop-down lists. The effects and
speeds can be seen in the Preview Box on the right, as long as the Preview box is selected. In the
bottom section you can choose either Default or Automatic for a Presentation Type. Automatic
will 'loop' the slide show, meaning that it repeats the presentation continuously. If you select this
option you need to set the timing for the slides and the amount of time to pause before the
presentation is repeated. The Default option lets you control the presentation. Choose Default
and click on Create.
4. The presentation screen opens with a split screen. On the left is the Slides pane, which shows a
list of the slides in the presentation. At the moment there is only one, since you haven't created
any new ones yet. On the right is the View Layout pane, with preformatted slide designs.
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5. Because Empty Presentation was chosen in the setup, there is only one slide currently open. You
can format the slide using any of the slide styles from the Layout pane, or create your own
design.
6. Scroll through the list and select a slide layout. Hold the mouse pointer over each slide style for a
few seconds and a brief description of its features will appear. You can only select one slide at a
time in this screen. If you click on any style it will be inserted into the current slide. To add a
new slide, right-click on the slide and choose Insert Slide.
7. Once you have formatted the first slide you can add more slides.
To add a slide with the same layout, right-click on the Drawing pane and choose Slide>Insert
Slide or go to Insert>Slide to add another slide to the presentation, as needed. You can also
right-click on a slide in the Slide pane and select New Slide.
To add a slide with a different layout, hold the mouse cursor over a slide in the Task pane,
right-click and select Insert Slide.
8. Instructions will follow below for creating and formatting slides and slide shows. Go to
File>Save as to save the presentation.
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Switch between open presentations.
To move between open presentations, either click on the filename in the Windows toolbar or go to
Windows in the Menu Bar and click on the filename.
Use available Help functions.
The last item on the Menu Bar is "Help". This feature will provide information on every aspect of
the program. If you run into difficulty, click on Help > OpenOffice.org Help. A general
description of the Help features will appear on the right side of the dialog box. On the left you can
choose a topic, or click on the Index tab and type in keywords to search. There is also a Find
feature which lets you type in words to search for.
Shortcut: click on the Help icon in the Standard toolbar. It looks like a question mark on a yellow
background. Keyboard shortcut: F1.
Topics in the Help section are context sensitive. If
you are in a Presentation window and click on Help,
the information related to that module should be
displayed. When Help opens, check the listing box
at the top left side of the screen. If necessary, click
on the drop-down arrow and select Impress.
To view an item in the list of topics, double click on it or click once and then click on Display at the
bottom of the box. The dialog box on the right will display step-by-step directions or information
concerning the topic, as well as links to related items, if available.
When information appears in the Help dialog box you
will notice that you now have extra options at the top of
the screen. You can print out the instructions or
information, or if you think you'll need it again, you can
bookmark the topic. There is a section in the Help topics
for Bookmarks where you can make a list of those you use frequently. To do this:
click on the Bookmark icon to the right of the Print icon over the dialog box.
A box with the subject name will appear. Click OK and the bookmark will be created
automatically.
To return to the Bookmark, click on Help>Bookmark.
If you need to refer to the instructions while working in your document, minimize the Help screen
by clicking on the minimize button (-) in the top right corner. Click on the Help tab in the Status bar
to bring it back again. The Help section also provides useful tips and a link to the OpenOffice.org
support site.
Note: you must double click on the Help topic to open it, or click once and press Enter. If the topic
does not open, it is a heading, and you must choose a more specific topic from the sub-menu below.
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Close a presentation.
Go to File>Close or click on the 'X' at the top right corner of the screen. If you have more than one
file open, this will only close the active window (the one you are working in). You will be
prompted to save if you have not already done so.
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Default directory the program is already set up to save in a default directory, but you may want to
change this directory or create new settings. Go to Tools>Options. Double-click on OpenOffice
General and select Path. Select the directory to change and then click on Edit. In the edit mode,
make changes and then click on OK. You can also make changes to where or how the program
saves or open files in external formats under Tools>Options>Load/Save.
Changes can be made to specific features for Impress. Go to Tools>Options>OpenOffice.org>
Impress. Here you can make changes to settings for saving or displaying presentations, units of
measure, grid lines and print options.
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6.2.2 Slides
Add a new slide with a specific title layout, such as: title slide, chart and text, bulleted list,
table.
To add a new slide to the presentation:
Same Style to add a new slide with the same formatting as the existing slide, right-click in the
Drawing pane and select Slide>New Slide. You can also do this in the Slide pane by clicking on the
slide and then right-click and select New Slide, or go to Insert>Slide.
New Style - select a slide from the layouts in the Task pane. Hold the mouse cursor over each
layout for a few seconds to see a display of its content. Each layout has a different purpose, such as
a title slide, or a slide for both text and images. Right-click and select Insert Slide or select a slide
style and go to Insert>Slide.
Whenever you insert a new slide it is automatically included in the list of slides in the Slide pane.
Save the File frequently while you are working on it.
Rename the slide: each time you insert a new slide it will be numbered Slide 1, Slide 2, etc. You
can rename the slides to give them titles related to their content, which makes it easier to find the
slide later. Select a slide in Normal View, the Slide pane or in Slide Sorter View. Right-click on the
slide and select Rename Slide. Give it a new name and click on OK. The new title will show under
the slide. (This is not necessary, but is recommended.)
Note: each slide has formatted text to demonstrate the design. However, this disappears as soon as
you begin to type in the 'placeholders', or spaces created for text entry. If you click in the title area
and begin typing, your text will replace the existing text. If you type in an area for a bulleted list and
then press Enter, a new bullet entry will appear.
Change between built-in slide layouts.
When you select a slide from the layout pane, it appears in the Drawing pane. To change the layout
to a different layout, click on one of the other pre-formatted slides in the Layout window. The slide
in the Drawing pane will automatically change. You should do this before you format the slide,
because the new layout can affect the way text or pictures appear in the slide.
Change background colour on specific slide(s), all slides.
To change the background colour for a specific page, go to Format>Page>Background. Or rightclick in an empty area of the slide and select Slide>Page Layout>Background. There are options
for styles/colours in the drop=down menu under Fill. Make a selection and the colour/style options
will be displayed below.
Choose a colour/style and click on OK. You will be asked to change Background settings for all
pages? Yes/No. If you select Yes, the background colour for all pages will change. If you select
No, the colour change will only apply to the page currently in the Drawing pane.
Note: this changes the colour for the background of the page, but not the text or drawing boxes.
These background colours are changed separately.
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The picture is opened in the Master Slide. It will probably be too large and will need to be resized
and moved. To change the size, click on a corner handle and drag it into the picture to make it
smaller. When you have the size you need, click on the picture and drag it to the location where it
should appear on the slide. When you close the Master View you will see the graphic on each of the
slides.
Drawn Objects
Under the Drawing pane you will see a Drawing Toolbar. You can use this to insert objects into the
slide as well. Make sure the frames or graphics are not selected on the slide. Click on the drawing
object you are going to use to open it, for example the Smiley Face. When you move the cursor
back over the slide, crosshairs appear. Click and drag the crosshairs to insert the drawing object.
You can also open the Gallery or Picture files using this toolbar. Hold the cursor over each icon for
a few seconds to see its purpose. Drawing objects is explained in more detail in Section 6.4.3
Drawn Objects, later in this module.
To delete (remove) pictures, images or drawing objects from a slide click on the graphic and press
the Delete or Backspace key.
When you have finished working with the Master Slide, click on Close Master View in the floating
Master View toolbar. Note: anything created in Master View is repeated on every slide.
Add text into a footer of specific slides, all slides of a presentation.
If you are using headers and footers, you will probably want them to appear on each slide in the
presentation, so they are usually inserted in Master View. Go to View>Master>Slide Master. The
text for the header or footer must be inside a text box.
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There are no preset header placeholders for slides, only for Notes pages, so you need to create these.
Select the Text tool icon from the Drawing toolbar under the slide. When you move the cursor back
over the slide it changes to crosshairs. Click and drag to create a text box.
When you release the mouse button the cursor appears inside the box so you can type your text or
insert a field. You can always resize or reposition the box, don't worry if it's not perfect. Type the
header text. You can have headers and footers on the same page, if you need both. Headers/footers
created in Master View will appear on each slide, but can be 'hidden' from view if necessary.
When you have finished working with the Master Slide, click on Close Master View in the floating
Master View toolbar.
Inserting Headers/Footers in Specific Slides:
To insert a header or footer on specific slides, open the slide in Normal/Drawing mode. Create a
text box, as described above, and enter the text or fields as needed. To repeat this footer on other
slides, first select the text box, then right-click and select Copy, or click on the Copy icon in the
Presentation toolbar. Move to the next slide and click on Paste.
Hiding Headers/Footers:
To hide a header/footer on the current slide, go to Format>Slide Layout and de-select the Objects
on Background box. There is also an option in the Header/Footer dialog box in Master View which
hides the footer for the Master slide only.
Apply automatic slide numbering, automatically updated date, non-updating date into Footer
of specific slides, all slides in a presentation.
To add fields to all slides:
Dates and page numbers are called Fields. Usually a field is entered into a header/footer, but they
can also be entered into other sections of a slide. To enter a field in a footer for all slides in a
presentation, go to View>Master>Slide Master. Click inside a placeholder or create a text box to
hold the page number, date, etc. (See above.) Go to Insert>Field and make a selection.
To customize the settings, go to Insert>Date and time or Insert>Page number. Select the check
boxes for the Date and Slide Number, as needed. Change the language if necessary. Click on Apply
to put it in the Master Slide, or Apply to all to show the field on all slides. Select Do not show on
first slide to hide the field on the opening slide, if necessary.
Insert>Field Options
Slide number is the same as page number, as each slide is treated as a separate page.
Variable date the date is automatically updated to show the current date, not the date the slide was
created.
Non-updating date the date is fixed, and displays the date at the time it was inserted (when the
presentation was created.)
To add fields to specific slides:
To enter the date or page number in a specific slide or slides, open the slide in Normal mode, create
a text box and go to Insert>Field. Copy and paste the text box to other slides, as needed.
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If you have chosen a Content template, the page changes to a white space with your original text
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and a preformatted outline. Change or add text as necessary. Use the Move Up / Down / Demote
/ Promote arrow keys in the Object Toolbar to create different levels for the outline.
If you started with an Empty presentation, the Outline screen will open blank and you can begin
typing. Create a new slide/page by pressing Enter or use the Move Up / Down / Demote /
Promote arrow keys in the Object Toolbar to create different levels for the outline.
Add text to each page as needed. To move text select it and use the Promote/Demote arrows. To
rewrite the text, change to Overwrite mode by pressing the Insert key on the keyboard. You can
also use the Insert/Overwrite toggle key on the Status Bar. Don't forget to return to Insert mode
when you are through.
To change the order of the outline, click and drag on the slide symbol beside each slide title to
move it to a new location.
Edit slide content, notes pages content by inserting new characters, words.
To edit the content of a slide, in Normal mode click inside the placeholder. When the text cursor
appears, edit the text. To change the content of a Notes page, click on the Notes tab or go to
View>Notes. Click inside the text box under the slide, where the notes are listed. Make changes or
add text. Click outside the box to finish editing.
Change text appearance: font sizes, font types.
Changing the appearance of the text in a presentation is exactly the same as changing it in any other
OOo module. Click inside the text box of a slide and select the text. Use the text formatting options
from the Text Formatting toolbar, or go to Format>Character and make changes. You can also
right-click and make formatting selections from the pop-up menu..
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To change UPPERCASE letters to lowercase, or lowercase to UPPERCASE, select the text and go
to Format>Change Case. Choose Uppercase or Lowercase. You can also right-click and select
Case/ Characters>Uppercase/Lowercase.
Apply different colours to text.
Select the text and click on the drop-down arrow beside the Font Colour icon on the toolbar, or go
to Format>Character>Font and make a selection.
Apply shadow to text.
Select the text and click on the Text Shadow icon on the toolbar, or click on the Character
Formatting icon. You can also go to Format>Character>Font or right-click and select
Character>Font Effects and select Shadow.
Align text right, left, centre in a slide.
Select the text and click on the Right/Left/Centre justification icons in the Formatting toolbar. You
can also select the text and go to Format>Paragraph>Alignment or use the Paragraph Formatting
icon from the toolbar. In addition, you can right-click and select Paragraph>Alignment.
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wanted to keep the changes, click on Redo. This is the button to the right of the Undo button, and
has its reverse symbol. This function is only available after you use the Undo button. You can also
go to Edit>Redo (Restore) or press CTRL + Y.
If you are using a slide with an object placeholder, double-click on the slide to open the
Insert OLE Object dialog box. Select Create from file. Click on the search box and
navigate to the graphic file. Click on Open. The graphic will be opened in the Draw
program. Modify or format the graphic as needed. Click outside the draw screen to return to
the Slide screen. You can move or size the graphic as needed.
Note: unlike in the Writer module, you cannot set the text wrap for a presentation picture, so you
need to size it and move it so that it doesn't block the text.
You can also add a graphic from the OOo Gallery, which has fancy Backgrounds, Bullets and
Rulers, as well as Sound Effects which you can add to the presentation. The rulers are not really
rulers, but fancy edges to be used as decoration. Open the Gallery by going to Tools>Gallery, or
click on the Gallery icon in the Drawing toolbar. Click on the graphic and drag it into the slide.
OOo has a small file of ClipArt available, but free ClipArt is readily available on the Internet.
Locate a suitable graphic on the Internet and copy and paste it into the file, or save it as a graphic
file to use while creating the presentation.
Insert an image into a slide.
While a picture is considered a program file, an image is considered a graphic which is brought in
as an external file. You bring it into the slide the same way as with a picture. There is a different
method for the type of slide in use:
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Empty slide go to Insert>Picture>From file. Navigate to the graphic file and click on
Open. Move and resize the graphic as needed.
Slide with object placeholder double-click on the slide to open the Insert OLE Object
dialog box. Select Create from file. Click on the search box and navigate to the graphic file.
Click on Open. The graphic will be opened in the Draw program. Modify or format the
graphic as needed. Click outside the Draw screen to return to the Slide screen. You can
move or size the graphic as needed.
Slide with ClipArt placeholder double-click on the placeholder to open the Insert Picture
window. Navigate to the file and click on Open. The graphic will be placed inside the
placeholder box.
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To cut and paste text between open presentations, repeat the above steps to cut the text. Open the
presentation where the text will be inserted, locate the slide, click in the text box and use any of the
above methods to paste the text.
Text boxes to move the text box, including the text, select the box and click on the Cut icon. Move
to the new slide and click on Paste. The text box and original text will be inserted. Note: you need
to select the box. If the cursor is flashing inside the box, you can only work with the text. Click
again to turn off the text cursor and select the whole text box.
Pictures/images click on the picture or image to select it, then click on the Cut icon. Move to a
different slide or presentation and click on the Paste icon. (You can use any Cut and Paste method
to do this.)
Resize Pictures, images in a presentation.
When you click on a picture or image to select it, 'handles' appear at each corner and each side. (The
handles are the little green boxes or squares.) Usually a graphic is resized 'proportionally', which
means that both the height and width change equally. To change the size and keep the proportions
of the graphic, click and drag on a corner handle. To make it larger, pull away from the picture. To
make it smaller, pull it back in on the picture. To make a graphic wider, pull horizontally on a side
handle. To make it taller/shorter, pull up or down on a top or bottom handle. If the size isn't right,
use the Undo command and start over.
Sizing Handles
Delete text, pictures, images in a slide.
Select the text, text box, image or picture and press the Delete or Backspace key.
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Change the column, bar, line, pie slice colours in the chart/graph.
Double-click on the chart to open the editing screen. Each section of the chart is an individual
section. By clicking on each section, you will see that you can select any piece of the chart to
modify.
1. Click on a bar, a line or a pie slice, then right-click and select Object Properties. You can
also go to Format>Object Properties. You may need to click more than once to change the
selection.
2. Click on the Transparency tab and select No Transparency.
3. Click on the Area tab and select a Fill style. Next, choose a background from the colour
options. Your selection will be displayed under the options.
4. Click on OK to apply the changes.
Note: if you double-click on different sections of the chart while in editing mode related editing
options will open.
Change the chart/graph type.
1. Double-click on the chart to select it. You will now be in the editing mode for charts.
2. Right-click to select Chart Type, and choose a style and variant. You can also click on the
Chart Type icon in the chart editing toolbar.
3. Select a Chart Type and a variant. The current Chart Data will automatically be applied to
the new chart style.
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2. Click on From File and click on OOo Chart.
3. Click on the Search box, navigate to the file and click on Open. The chart will open in
Drawing mode inside an editing box.
4. When you are working with Imported Charts, you many need to size the 'drawing' box to
bring it closer to the chart, otherwise you will have large margins around the chart and it
won't be centred. If this happens, double-click on the box to return to the drawing screen and
make changes.
5. Click inside the box to change the text. You may need to make it larger. For formatting text
boxes, see instructions below for creating flow charts.
6. To return to the slide, click outside the box. The chart will be placed in the object box.
Change the hierarchy structure of an organization chart.
Basically, this involves moving some of the staff members on the chart to a new location. Activate
the chart by double-clicking on it. Click on the staff member to be promoted/demoted/moved. Drag
the box to a new location. Click on the connector line and drag it to the new location. You may need
to delete the original line and redraw a new connector line (see below).
To move more than one element of the chart at a time, hold the Alt key and click on the various
sections. This allows you to drag and drop elements that are beside each other at the same time.
Add, remove managers, co-workers, subordinates in an organization chart.
Adding
To add a new co-worker or subordinate to the chart, double-click on the chart to activate the editing
mode. Click on a box in the chart and then click on the Copy icon. Click on Paste. The box will be
pasted exactly on top of the original, so at first it will appear as though nothing happened. Move the
mouse cursor over the box until it changes to a four-way arrow, then click and drag the box to a
new location. The original will remain in its place, and the new box will be identical but in a new
location. Click inside the box to change the text. Click on the Connector Line icon to create a new
connection between the original staffing outline and the new box.
Connector lines- connectors can be used to join different objects, such as boxes in a flow chart.
Click on the drop-down arrow beside the Connector icon to select from a choice of different
connectors. Some begin or end with arrows or circles, for example. To add a connector, click on the
box where it should begin, then drag and click to the box where it should end. Click on the arrow
key in the Drawing Toolbar to de-activate the Connector mode.
Removing
To remove a co-worker or subordinate from the chart, double-click on the chart to activate the
editing mode. Click on a box in the chart and then press the Delete or Backspace key. Click on the
connector line and press Delete or Backspace.
Save the file.
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7. Another way to align the shapes is to click on the Ruler and drag down towards the slide.
This will create a ruler line which you can place on the screen to help place the shapes. You
can do this with both the horizontal and vertical rulers. These lines are non-printing, they are
only guides. You can drag multiple lines into the drawing.
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8. You will notice that there is a formatting toolbar over the drawing screen. The colour of the
box shows in the Area/Filling box. Change the shape to an appropriate colour.
9. Select the box and then click on the Copy icon in the Toolbar. Click away from the box to
de-select it, then click on the Paste icon three times. This will make three copies of the box
which will be placed on top of the original box.
10. Click and drag a box to the left and down, making a new row of boxes. Repeat two more
times, moving one box to the centre and the next box to the right.
11. Return to the first box and select it. Go to Format>Area>Shadow. Select a shadow style
and colour.
12. Select a box from the second row and click on the Copy icon, then de-select the box. Click
on the Paste icon four times. Click and drag the four boxes to a new row below the second
row. Evenly space the boxes.
13. Double-click on the drop-down box beside the Connectors icon in the Drawing Toolbar.
Select a style and draw connectors between the boxes.
14. Double-click inside each text box and enter the text for the organization chart. Format the
boxes and text as needed.
15. Click away from the chart to deselect objects, then right-click and select Grid. Turn off
Visible Grid, but leave the rest of the settings activated. If you have closed the Task or Slide
panes, go to the View menu and select them to open them again.
16. To change any element, click on it to select it. To delete an element, select it and press
Backspace or Delete. To modify the text inside a shape, double-click to activate the cursor.
17. Save your work.
In Draw:
1. Select a slide layout with an object placeholder. Double-click on the placeholder. This will
open the 'Insert OLE Object' window. Click on Create New. In the Object Type box click on
OpenOffice.org Drawing, then click on OK. This will open the drawing window.
2. Repeat the above steps beginning at Step 3 to create an organization chart. When you are
finished, save the chart while still in the Draw window. Go to File>Save as and in the Save
as Type box select OOo Drawing (Impress).odg. This will save the chart as a graphics file.
3. Click outside the Drawing box to return to the Normal Slide View. Save your work again in
the presentation mode.
4. To modify the chart, double-click on the box to return to the Draw mode. To use the chart in
other files, go to Insert>Object>OLE object, navigate to the file and click on Open.
Note: other shapes can be used to create an organization chart, you can add text to any closed shape.
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Connectors can be used to join different objects, such as boxes in a flow chart. Click on the
drop-down arrow beside the Connector icon to select from a choice of different connectors. To add
a connector, click where it should begin, then drag and click where it should end.
The next group of icons allows you to insert different types of shapes into the document,
including basic shapes such as diamonds, symbols such as happy faces, or different types of fancy
arrows. Click on the drop-down arrow beside each icon to see the selection of shapes.
Use this to create a polygon. Click to start, then drag, click to stop the line and drag again. A
series of clicks lets you create straight lines to form a polygon. Double-click to stop drawing the
lines. To close the object, double-click at the point where you started drawing. Hold down the Shift
key to create a polygon with lines at a 45 angle.
This opens the Fontwork Gallery which has a selection of fancy text-art. Select a style and
click on OK. Double-click on the image to activate the text cursor. Delete the word Fontwork and
type your text. When you click away from the box your text will be inserted with the style selected.
Inserts a picture / graphic from a file.
The next icon is the Gallery for ClipArt and pictures. Click and drag on graphics in the Gallery to
put them in your work screen. Click on the Gallery icon to open/close.
The last icon is Extrusion Off/On which creates 3-D effects. When you apply these effects to an
object, an additional toolbar will open for creating different effects and dimensions.
Drawing Tips:
To move a Draw object, first select it and then drag it to a new location. Click on the object
but away from the handles if you click on the handle and drag it will resize the object
instead of moving it. When you see a four-way directional arrow the object can be moved.
To select more than one draw object, hold down the Shift key while selecting the objects.
To copy and paste a draw object, select the object and use any method of copying. Click on
Paste. At first it will seem that nothing has happened, but the image is pasted exactly on top
of the original image if you paste on the same slide. Click on it and drag the copy to another
location. If you want more than one copy, click on Paste as many times as needed. The
copies will be layered on top of each other. Then drag each copy to a new location.
To copy to another slide, copy the object then open another slide and click on Paste.
For some of the symbol shapes you will see a yellow 'handle' inside the shape. This allows
you to modify the shape in different ways. For example, if you create a Happy Face, there
will be a little yellow box near the mouth. When you click on it the cursor will change to a
hand. Drag the mouth in different directions to change the smile, ex. up to make a Sad Face.
To draw more than one object of the same type, double-click on the icon before using it.
Text can be added to any shape. Click away from the object to de-select it, then double-click
on the object again. This will put the text cursor inside the object where you can type text.
To exit the drawing mode, click in an area away from the drawing area, such as the margins.
If you are still in draw mode (a draw icon appears instead of the cursor), first click on the
select arrow to exit the draw function, then click in the margin.
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Change drawn object background colour, line colour, line weight and line style.
Background colour right-click on the object and select Area, or go to Format>Object>Area.
Click on the Area tab. Under Fill, select a type of Fill. You have the choice of Colour, Gradient,
Hatching or Bitmap. Click on each one to see a display of available fills below your selection.
Choose a background fill and click on OK.
Line Colour, Line Weight, Line Style right-click on the object and select Line>Line or go to
Format>Object>Line>Line. In the Line dialog box, under Properties, select a line Style. Next,
select a line Colour and Width. Any changes you make will be shown in the Display box. Click on
the Line Styles tab. Change the line Style as needed. When you have finished making selections,
click on OK. Shortcut: select these options in the Presentation toolbar.
Change arrow start style, arrow finish style.
Right-click on the object and select Line>Line or go to Format>Object>Line>Line. On the right
side of the dialog box you will see Arrow Styles. You will need to select a style for both ends of the
line (start and finish). Changes will be shown in the Display box below. When you have finished
making changes, click on OK.
Apply a shadow to a drawn object.
Select the object and then right-click and select Area, or go to Format>Object>Area. Click on the
Shadow tab. Under Properties, select Use Shadow. The Display box will show the Shadow behind
the object in the box. Next, select the Position by clicking on any of the buttons in the Position box.
This will move the Shadow position in the Display box. You can change the distance and
transparency as well. Try the different options until the shadow is ready, then click on OK. For a
basic shadow, use the Shadow icon in the Toolbar.
Rotate, flip a drawn object.
Rotation - click on the object to select it, then right-click and choose Position and Size, or go to
Format>Object>Position and Size. Click on the Rotation tab. Click inside the boxes/buttons to
choose a Pivot Point and a Rotation Angle. Shortcut: use the Rotation icon in the Toolbar.
Flip select the object and go to Format>Flip. Choose whether to flip horizontally or vertically. If
you don't like the effect, click on the Undo icon.
Align a drawn object: left, centre, right, top, bottom of a slide.
Select the object, then right-click and choose Alignment or go to Format>Alignment. Make a
selection. You will have to repeat this step twice to change both the vertical (top/centre/bottom) and
horizontal (left/centre/right) position of the object. Shortcut: use Alignment icon in Drawing bar.
Resize drawn object, chart within the presentation.
When you click on an object to select it, eight green 'handles' appear, one at each corner and one on
each side. Usually a graphic is resized 'proportionally', which means that both the height and width
change equally. To change the size and keep the proportions of the graphic, click and drag on a
corner handle. To make it larger, pull away from the picture. To make it smaller, pull it back in on
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the picture. To make a graphic wider, pull horizontally on a side handle. To make it taller/shorter,
pull up/down on a top/bottom handle. If the size isn't right, use the Undo command and start over.
This is exactly the same as sizing a picture in other OOo modes.
Bring an object to the front, back.
To do this, two or more objects must be overlapping. That is, at least part of one object
must be on top of another object. Click on the object to select it, then right-click and
select Arrange, or go to Format>Arrange. Make a selection.
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Add transition effects between slides. Change slide transition effects between slides.
Adding a transition effect is like adding an animation effect, but it affects the entrance of the slide
instead of an object. When you are making a selection, the last selection you make is the one that
will be applied to the slide(s).
1. To apply a transition effect to one slide, in Normal view, select the
first slide in the transition.
2. Go to Slide Show>Slide Transition in the Menu Bar or click on the
Slide Transition button at the bottom of the Task pane. The Slide
Transition options will open in the Task pane.
3. Select a transition from the list. The effect will be played on the slide
in the work screen. Make a selection.
4. Under the list of effects you will see Modify Transition. This lets you
determine the speed of the effect and you can also to add sounds to the
effect. Make a selection.
5. Advance Slides lets you choose whether to forward the slides
automatically or move the slides manually (by clicking the mouse or
pressing Enter or the Spacebar.) Make a selection.
6. If you choose to run the slide show automatically, select the amount of
time to wait before advancing the slide. (Automatic after... # of
seconds.)
7. To apply the same transition effect to all slides, click on Apply to All
Slides under the list of effects.
8. To change transition effects, repeat the above steps.
9. To apply different slide transitions, select another slide and make
selections.
10. To see the effects, click on Play. To see the Slide Show you have created, click on Slide
Show. Save the file.
Note: Be careful! A presentation shouldn't have too many special effects, or the effects will distract
the audience and they may lose interest in the actual content of the presentation!
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Spellcheck a presentation and make changes such as: correcting spelling errors, deleting
repeated words.
A more detailed explanation of the Spellcheck function is in the Writer/ wordprocessing module.
The Spellcheck function will check a complete document or a selected passage for spelling errors.
Spellcheck - go to Tools>Spellcheck. You can
also click on the Spellcheck icon in the
Standard Toolbar. Shortcut: press F7.
The Spellcheck will begin at the cursor and
continue to the end of the document.
OpenOffice.org will check all text, including
headers and footers. Once it reaches the end of the document you may be asked if you want to start
at the beginning of the document (Yes/No). This message appears if your cursor was not at the
beginning of the document when you turned it on.
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When the program finds an error it will offer you a choice of replacements. Any word that is not in
the OOo dictionary is considered an error. At this point you have several options:
1. If the word is misspelled and the correct word is in the list, click on it and then click on Change.
2. If it is a word that you mis-type constantly, you can choose Change All.
3. If the word is correct, you can choose Ignore, or Ignore All if it appears in the file several times.
4. If the word is not correct, but the correct form is not listed, you will have to make the correction
manually. In the Word box you will see the mis-spelled word. Click inside this box and make
the corrections. Click on Change. If you don't know the correct spelling, look in the dictionary or
consider using another word.
Checking Selected Text
By highlighting a passage of text you can do a quick check of the spelling in that selection while
ignoring the rest of the document.
Auto Spellcheck
Auto Spellcheck will show you the errors in your text as you type. When a word appears that is not
in the program's dictionary, it will be underlined with a wavy red line. You can make corrections as
you type or wait until you have completed the sentence, paragraph or document. To turn on/off
Auto Spellcheck, click on the Autocorrect icon in the Standard toolbar or go to Format>
Autoformat>While Typing and deselect the option.
To correct text using Spellcheck options while you type, right-click on the underlined word. Either
select a spelling suggestion from the list, or click on Ignore all if the word is spelled correctly.
Set Languages
OpenOffice.org offers dictionaries in a range of languages. To change the Spellcheck to different
languages, go to Tools>Options>Language Settings>Languages. Select a language under the
Default Language heading. Click on Writing Aids and look for the Options box. Scroll down until
you see Check in All Languages and select the box. Click on OK.
Add notes for the presenter to slides.
Click on the Notes tab to open the Notes View window or go to View>Notes Page. This view
shows the slide with a text box below where you can enter notes. These do not show on the slides
during the presentation, but they can be printed and used as speaker's notes.
To add notes, click in the Notes text box to activate it. (It will say Click here to add notes. Any
text inserted here can be formatted the same as other text, so you can make the text notes larger, if
necessary, to make it easier to read during the presentation. Press the Page Down key to move to
the next slide and continue adding notes. The Page Up key will return you to the previous page.
You can also select slides from the Slides pane. When you are finished, click on Save. To print the
notes, go to File>Print> Options>Content>Notes.
Change slide setup, slide orientation to portrait, landscape. Change paper size.
While slides are usually viewed in Landscape mode, you can change the orientation to Portrait as
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well. Go to Format>Page>Page. If you are working with an on-screen presentation the Paper Size
will show Screen. Change it to Slide, or A4, or any other paper size. Select Portrait for the
Orientation. Because the slide was originally created for a Landscape orientation, you should also
select Fit object to paper format under the Format category. This will scale the contents of the slide
to the new orientation. Click on OK to apply the changes.
Duplicate, move slides within the presentation, between open presentations.
Duplicate slides within presentations:
To duplicate (copy) a slide within a presentation, click on the slide and then click on the Copy icon,
or right-click and select Copy. Move to the slide before where the new copy should be inserted, and
click on Paste. The slide will be inserted after the selected slide. You can do this in the Slide pane,
or copy and paste in the Drawing/Normal pane. The slide will be inserted after the current pane in
Normal view.
In Slide Sorter view, click on a slide and click on the Copy icon. Move to a new slide, before the
space to insert the new copy. Click on Paste and the slide will be inserted after the selected slide.
To duplicate slides between presentations:
To duplicate (copy) a slide between presentations, click on the slide and then click on the Copy
icon, or right-click and select Copy. Open the second presentation, then move to the slide before
where the new copy should be inserted, and click on Paste. The slide will be inserted after the
selected slide. You can do this in the Slide pane, or copy and paste in the Drawing/Normal pane.
The slide will be inserted after the current pane in Normal view.
You can also copy slides in Slide Sorter view. Click on a slide and click on the Copy icon. Switch
to another presentation and select a slide before the space to insert the new copy. Click on Paste and
the slide will be inserted after the selected slide.
Move a slide within a presentation:
In either the Slide pane or Normal View: select the slide and click on the Cut icon or right-click and
select Cut. Move to the slide which is before the location where you are going to insert the slide.
Click on Paste. The slide will be inserted after the current slide.
In Slide Sorter, click on the slide and drag it to a new location or use any method of Cut/Paste.
Move a slide between presentations:
In either the Slide pane or Normal View: select the slide and click on the Cut icon or right-click and
select Cut. Switch to the next presentation. Move to the slide which is before the location where you
are going to insert the slide, either in the Slide pane or Normal View. Click on Paste. The slide will
be inserted after the current slide. In Slide Sorter view, select a slide. Click on Paste to insert the
slide after the current selection.
Delete a slide, slides.
In the Slide pane or in Slide Sorter View: select a slide and then right-click. Select Delete
Slide>Yes. To delete more than one slide at a time, hold down the CTRL key and click on the slides
to select them. Right-click and select Delete Slide>Yes.
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6.6.2 Printing
Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number
of copies for a presentation.
To print entire presentation:
1. Go to File>Print>Options. To review the various options, see Print Option Formats below,
under Output. Select the appropriate options related to your requirements (handout, outline, etc.)
Click on OK.
2. In the Print screen, select the number of copies.
3. To print the entire presentation, click on the button next to All. Click on OK.
To print a range of slides / specific slides:
1. To print specific slides, (a range of slides), first make a selection of slides in Slide Sorter View.
Each slide is numbered. Make a selection, then go to File>Print.
2. In the Page Range area, select Pages. To print a series of pages, type in the numbers separated
with a dash (3-8). To print selected pages, type the numbers separated by a semi-colon (3;5;9).
To print a series plus selected pages, use the format: 3-5;7;9;11.
3. Click on OK.
To print handouts:
1. To print Handouts, you must first select the style of handout.
2. Click on the Handouts tab or go to View>Handout Page. Select the number of slides to be
printed on a page by clicking on a style in the Task pane. The maximum is six slides per page.
3. The Handout screen has placeholders for headers/footers. You can add the date, presentation
title, page number or any other information, as needed.
4. The page layout is automatically Landscape. To print in Portrait view go to Format>Page and
change the orientation.
5. You will only see the first page of the handouts in this mode, but all of the slides will be
formatted with the same setting applied to the first page.
6. Handout view is automatically a Master view (also called Background view), which means all
changes made here apply to each page of the handout. Add titles, dates or graphics if needed.
7. When the handout modifications have been made, go to File>Print>Options and choose
Handout in the Contents box. Click on OK.
8. Select the number of copies. Select whether to print All or specific pages and click OK.
To print Notes:
1. After you have prepared the notes, go to File>Print>Options and choose Notes. Click on OK.
2. Select the number of copies. Select whether to print All or specific pages and click OK
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To print Outlines:
1. After you have prepared the Outlines, go to File>Print>Options and choose Outline. Click on
OK.
2. Select the number of copies to print and click OK
Set Printer Options
Most of the time a presentation is designed to be used with a computer, so is shown on-screen.
However, you may want to print some of the pages associated with the presentation, to use as
handouts or notes for example. You may also want to change the print quality and print in Black
and white to save on colour ink cartridges. There are several print options available.
1. Go to File>Print>Options. Make changes. (See explanation of Options below.)
2. When you have completed selecting the options, click on OK.
3. Choose the number of copies. Choose All to print the entire set of slides. Click on OK.
4. To print a range of slides, first make a selection of slides in Slide Sorter View, then go to
File>Print. In the Page Range area, select Print. When the selected pages appear in the box
click on OK.
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Page Options defines additional printing options for pages.
Default does not scale images for the page.
Fit to Page will scale down elements that exceed the margins of the printer.
Tile when the slides are small, several pages can be printed on the same page, or 'tiled'.
Brochure lets you print the slides as a brochure.
Setting Default Print Options:
Normally you will set the printer options for a document in the File>Print dialog boxes, but some
default options can set in the default print settings. Note: any changes made in the print option
settings for a current document will override default options.
1. Go to Tools>Options>OpenOffice.org Impress>Print.
2. Make any changes needed to the options available. (See above.)
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1. Open the presentation. Go to Slide Sorter view.
2. There is a Slide Show timer icon in the Slide View bar. Click on this to start the timer.
3. The Slide Show will start with the current slide. A timer will appear at the bottom left side
of the screen. Decide how long the slide should be displayed, then click the mouse.
4. The next slide will appear. Click to set the time. Repeat for each
slide.
5. Run the Slide Show by clicking on the Slide Show icon in the
Slide Sorter toolbar. If you need to change the settings, repeat
the above steps.
6. To set other options for the show, open Slide Show from the menu bar and click on Slide
Show Settings. Make changes. If you want the Show to automatically repeat, click on Auto.
After you have made selections, click on OK.
Options:
Range all slides, or slides from the numbers you enter.
Type Default a full screen slide show
Window runs the show inside the OpenOffice.org window
Auto restarts the show after a pause. You need to specify how long the pause should be.
Logo shows the OOo logo on the pause slide. This logo can't be changed.
Change slide manually slides change when the mouse is clicked or you press Enter / Spacebar.
Mouse pointer visible the pointer shows on screen during the presentation.
Mouse pointer as pen pointer changes to a pen which can be used to draw on slides in the show.
Anything drawn by the mouse pointer pen is temporary, it is not saved as part of the show.
Navigator the Navigator shows on top during the presentation.
Animations allowed if you turn this off, the animations won't run during the show.
Change slides by clicking on background slide advances when you click on slide background.
Presentation shown on top the OOo remains on top during the presentation.
Start a Slide Show, start a Slide Show on any slide.
To start the slide show, go to Slide Show>Slide Show, or click on the Slide Show button in the
toolbar. You can also press F5 or F9 or click on the Slide Show icon. The show will begin.
Advancing Slides
If you have set up the Show to run automatically, the slides will advance through the show after a
specified period of time. If you have set up the show to move to each new slide manually, then click
the mouse or press Enter to move to the next slide. Click the right mouse key to move to the
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previous slide. The slide show will end automatically after the last slide and a message will prompt
you to click to stop the show, unless you have set the show to 'spool'. In this case it will repeat itself
automatically. To stop the slide show before it is completed, press the Escape key (Esc).
To start the Show on any slide.
To always start a show from the current slide, go to Tools>Options>OpenOffice.org>
Impress>General. In the Start Presentation box, select Always with current page. Note: do
not select this box if you are using a Custom Slide Show.
To start a show from the current slide in Normal or Outline view, select the first slide for the
show, right-click and choose Slide Show, or click on the icon in the Presentation Toolbar.
Effect
End presentation.
Spacebar
Go to next slide.
[number] - Enter
Arrow Right
Home
End
CTRL+Page Up
CTRL+Page Down
F5 / F9
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