Module 6 – Presentations

Lesson 4 – Tables, Charts and Visual Elements

This lesson explains how to insert tables, charts and other visual elements into slides. These tools help present information clearly and professionally.

1. Inserting tables

Tables are useful for organising data into rows and columns.

Steps:

• Go to Insert > Table
• Select the number of rows and columns
• Enter your data into the table

Formatting options:

• Apply table styles (shading, borders)
• Adjust column widths
• Align text (left, centre, right)
• Merge cells if needed

Good practice:

• Keep tables simple
• Avoid too much text
• Use bold for headings

2. Inserting charts

Charts help show trends and comparisons visually.

Steps:

• Click Insert > Chart
• Choose the chart type (column, bar, line, pie)
• Enter or edit the data in the worksheet window

Types of charts:

• Column – compare values
• Line – show trends over time
• Pie – show proportions
• Bar – compare categories horizontally

Chart elements you can modify:

• Chart title
• Axis labels
• Legend
• Colours and styles
• Data labels

3. Choosing the right chart

• Use a column chart to compare months or categories
• Use a line chart to show growth or decline
• Use a pie chart for percentages (but avoid too many segments)
• Use bar charts when category names are long

4. Using SmartArt for diagrams

SmartArt helps you create visual diagrams quickly.

Examples of SmartArt:

• Process diagrams
• Hierarchy charts
• Cycle diagrams
• Lists
• Matrix and relationship diagrams

Good practice:

• Choose a layout that matches your content
• Keep diagrams simple and readable
• Limit the number of shapes

5. Adding icons

Icons are simple graphics used to highlight ideas or concepts.

Benefits:

<liImprove visual interest

<liMake slides look modern

<liHelp represent concepts clearly

6. Inserting screenshots

Screenshots help demonstrate steps or software features.

Steps:

• Use Insert > Screenshot (PowerPoint)
• Choose the open window or screen area
• Crop unnecessary parts

7. Using shapes for clarity

• Use rectangles or circles to highlight key points
• Use arrows to show direction or flow
• Add text inside shapes for emphasis

8. Keeping slides visually balanced

Do:

• Use plenty of white space
• Keep slides uncluttered
• Use consistent fonts and colours
• Place important elements at the top or centre

Avoid:

• Too many colours or fonts
• Overloaded diagrams
• Small unreadable text
• Stretching or distorting images

9. Grouping and aligning objects

• Select multiple objects → Align (left / right / centre)
• Distribute evenly across slide
• Group objects to move them together

10. Practical Activity

• Add a table with 3 columns and 4 rows

<liFormat the header row with bold text and shading

<liInsert a chart showing monthly sales

<liAdd a SmartArt process diagram

<liInsert an icon and place it next to a bullet point

<liTake a screenshot and add it to a slide

<liGroup a shape and text together