Learning Objectives

  • Insert readable tables and charts
  • Add SmartArt process diagrams
  • Create internal and external hyperlinks
  • Manage footers, date, and slide numbers
  • Insert offline pictures (lab-safe)

Images: office_view.svg — prefer This Device over Stock Images when offline.

1) Tables

  1. Insert → Table (e.g. 2 columns × 4 rows for Basic vs Advanced skills).
  2. Keep text short; header row distinct.
  3. Align numbers; avoid tiny fonts inside cells.

2) Charts

  1. Insert → Chart → Column/Bar/Pie.
  2. Edit the datasheet (Feature vs Basic/Advanced users is a common lab pattern).
  3. Chart title + clear series names; delete chart junk (unnecessary legend if only one series).

3) SmartArt

  1. Insert → SmartArt → Process → Basic Chevron (or List).
  2. Example workflow: Collect Data → Enter in Excel → Analyse → Report.
  3. Convert bullet lists to SmartArt when hierarchy matters more than sentences.

4) Pictures and Shapes

  1. Insert → Pictures → This Device → choose office_view.svg.
  2. Resize; align with margins; do not stretch logos.
  3. Insert → Shapes for a callout (Data is Power); apply fill + readable text.
  1. Select text → Insert → Link.
  2. Place in This Document → Slide 2 for “Back to Agenda”.
  3. External URL only when the assignment allows network access.
  4. Test in Slide Show mode.
  1. Insert → Header & Footer.
  2. Footer text (e.g. PRC 110 Lab Test), date/time optional, slide number on.
  3. Don’t show on title slide.
  4. Apply to All.

(Master-level footers set under View → Slide Master stay more consistent.)

Practice Task

Six-slide mini-deck containing:

  • Formatted comparison table
  • Chart with title
  • SmartArt process
  • Offline picture + shape callout
  • Internal “Back to Contents” link
  • Footer + slide numbers except title

Step-by-Step Lab Exercise: Data Slide with Navigation

  1. Slide 2 (Contents): list three topics. Select each topic and Insert → Link → Place in This Document → link to slides 3, 4, and 5.

  2. Slide 3 (Table): Insert → Table → 3 × 4:

    Skill Basic users Advanced users
    Word 40 15
    Excel 30 10
    PowerPoint 35 12
  3. Slide 4 (Chart): Insert → Chart → Clustered Column → enter the same data → title “Skill Levels in Our Class”.
  4. Slide 5 (SmartArt): Insert → SmartArt → Process → Basic Chevron Process → Collect Data, Enter in Excel, Analyse, Report.
  5. On slides 3–5, add a small shape with the text “Back to Contents” linked to slide 2.
  6. Slide Show (from the beginning) and test every link.

Check your work: each Contents item jumps to the right slide, and each “Back to Contents” returns to slide 2. The chart shows 6 bars (two per skill) with a legend.

Common Errors and Fixes

Problem Likely cause Fix
Link goes to the wrong slide Linked to “Next Slide” instead of a specific slide Edit Link → Place in This Document → choose the slide title
Links do nothing in Normal view Links work only in Slide Show Test in Slide Show mode (F5)
Chart text unreadable from the back of the room Default small fonts Increase axis and label fonts to at least 16–18 pt
Picture looks stretched Resized from a side handle Resize from a corner handle to keep proportions

Key Takeaways

  • Tables suit exact values; charts suit comparisons and trends.
  • SmartArt turns processes and lists into clear diagrams.
  • Internal hyperlinks make decks easy to navigate during Q&A.
  • Always test links and media in Slide Show mode.

Exam-Style Questions

Viva (short answer)

  1. How do you insert a hyperlink to another slide in the same presentation?
  2. When would you use SmartArt instead of bullets?
  3. How do you edit the data behind a chart in PowerPoint?
  4. How do you add slide numbers to all slides except the title slide?

Lab test tasks

  1. Insert a formatted table and a chart with a title on separate slides using given data.
  2. Create a SmartArt process diagram showing four steps.
  3. Create a Contents slide with hyperlinks to three slides and “Back to Contents” buttons on each.

📚 Continue to: Advanced Features