1. Laboratory Exercise 8- Carrying Out Presentations Office Productivity Tools 2 Laboratory Exercise # 8 Carrying Out Presentations Objectives: At the end of the exercise, the students are expected to be able to:  Covert a presentation into a PowerPoint Show  Create a Photo Album  Add password to protect a presentation Materials:  3 ½ floppy disk Note: All exercises should be saved in your data disk and must be submitted to your instructor after every laboratory session. Files to be used:  Activity10xxx.ppt Basic Information: Converting Presentation into a PowerPoint Show A PowerPoint Show is a presentation file that always displays in Slide Show mode when opened, just like an executable file that automatically runs. A.pps file cannot be edited though being opened in a PowerPoint application. There is no way to edit this not unless you are the owner of this file and you have the regular presentation file. Note that all files such as sound, video, and files linked and included in the.pps file must be saved in the same location where the.pps file is saved when sending to someone. A sound recorded using PowerPoint is automatically included in the.pps file and need not to include the external sound file. So, if you’re thinking to send a.pps file to someone, either, send the sound file with the.pps file or record the sound. This also applies to a.pps file with a movie file. However, you cannot record a movie; only, send the.pps file with the movie file. Did you know that though you were not the owner of a PowerPoint show file, you can edit this? As simple as, changing the file extension of a.pps file to.ppt. But, some Operating System does not allow the file extension renaming. Creating a Photo Album You can easily create a Photo Album in PowerPoint 2003 wherein you need not to gamble yourself inserting images one at a time. Photo Album feature allows you to insert no matter how many images to be inserted in the presentation and more than one image per slide. Moreover, it offers you the layout and the frame shape of the images. It also allows you to easily identify and modify their arrangement. Captions are also being provided by this feature wherein it adopts the image’s filename if weren’t modified. But still, normal view gives you the power to modify any changes needed to apply. Password Protection Most users use password to avoid any modification from their presentation when being viewed by their colleagues. Obviously, password protects your presentation when in the hands of someone to avoid any modification or when you saved it in a public folder. Sometimes, users use the open presentation password when wanting no one to view their presentation just like when in a public folder. Activity #11 Carrying Out Presentation 1. Open the file Activity10xxx.ppt. Make sure that, all you need to modify on your presentation were already modified and that you must also ensure that the presentation you will convert into a PowerPoint Show is final. 2. Access the File menu > Save As.

2. Laboratory Exercise 8- Carrying Out Presentations Office Productivity Tools 2 3. Locate the directory on where you will save your PowerPoint Show file from the Save in drop-down list. 4. Key in Activity10xxx on the File name text box. 5. Click on the Save as type drop-down list and choose PowerPoint Show (*.pps) then click the Save button. 6. Close the application. 7. Open your Windows Explorer and locate your Activity10xxx.pps. This will automatically play your presentation. 8. Close your.pps file. 9. Open again your Activity10xxx.ppt and save this as Activity11xxx.ppt. 10. Apply both open and modify password. Access your Tools menu > Options. 11. From the Options dialog box, click on the Security tab. 12. Key in your password both on Password to Open and Password to Modify textbox then click OK. 13. PowerPoint will ask you to confirm your password. Key in again your password and click OK. 14. Exit your work then open again your work to use the password you added. 15. Close the application. Note that whenever this application will be opened and modified, a password must be entered and even you will be asked to enter these passwords, so do not forget your own password. TIP: To edit password, simply access the Options dialog box from the Tools menu. Highlight the current password then enter your new password. Activity #12 Create a Photo Album 1. Open the PowerPoint application and create a new Photo Album. 2. From the New Presentation task pane, click on Photo Album. The Photo Album dialog box appears. You can insert from file, disk, scanner, or camera. Just click the appropriate button and select the images to be inserted. 3. Click the File/Disk button. The Insert New Pictures dialog box appears. 4. Select all the images from the Photo Album folder (ask your instructor on where to locate the images) then click the Insert button. You will now see the filenames of the images on the Pictures in Album window and beside it is the preview of the selected file.

3. Office Productivity Tools 2 Laboratory Exercise 8- Carrying Out Presentations 5. Now, use theand thebutton arranging the filenames from Picture1 to Picture9. 6. From the Album Layout section, click on the drop-down list of Picture Layout and choose 1 picture option. This means that only single image will be inserted in a slide. 7. Choose Rounded Rectangle from the Frame Shape drop-down list. 8. Choose on your desired template from the Browse button of the Design Template text box. 9. Use theand thebutton to rotate an image. You must select first the image to rotate before clicking these buttons. 10. Use the 11. Use the and the buttons to adjust the contrast of an image. buttons to adjust the brightness of an image. 12. From the Picture Options section, click on the Captions below ALL pictures checkbox so that every image has a caption. You can edit these captions in the Normal view. 13. After all options from the Photo Album dialog box have been set, click the Create button. 14. You will notice that a slide will be automatically inserted, as the first page, after inserting the images and note that the name on where the application is named is inserted on the second placeholder. Change this into your name. 15. Also, rename the title placeholder if desired. 16. On the succeeding slides, change the caption in all the text boxes according to your preferences. Though, you have already identified some formatting options of the images from the Photo Album dialog box, you may still want to modify other properties of the same elements such as there position, sizes, color, etc. 17. If there are some options you want to change from the Photo Album dialog box, access Format menu > Photo Album. Modify any options you would want to change according to your preferences. 18. Now, add transitions and animations to your photo album. Your photo album should run on its own were no mouse clicks are used or simply like, an AVP. 19. Add a sound to it if desired. 20. After all options were modified according to your preferences, save your work as Activity12xxx.ppt and close the application. Practical Exercise 1. Create a photo album adding your images used in your second practical exercise from your laboratory exercise 6. 2. Your photo album must be running without any mouse over or click, like an AVP. 3. Add a password on your photo album. 4. Convert your photo album to a PowerPoint show. 5. Enhance any options according to your preferences. On the submission, you must include the sound, if there’s any, to the Disk you will submit to your instructor provided with the password you added.