UNIT 3 CREATING A PRESENTATION

Structure
3.0 Introduction

3.1 Objectives

3.2 Create a Presentation

3.3 Create a Title Graph

3.4 Creating a Graph

3.5 Creating Tables

3.6 Making Organisation Charts

3.7 Save and Close a Presentation

3.8 Open a Presentation

3.9 Add a New Slide

3.10 Change Slide Layout

3.11 Slide Show

3.12 Summary

3.0 INTRODUCTION
The main aim of using any presentation graphic package is to make effective presentations. In the previous
unit, you have leamt about the components of PowerPoint. In this unit we will make some slide shows
(presentations).

3.1 OBJECTIVES
After going through this unit, you will be able to

• create a presentation

• use the blank slide option to create a slide of your choice

• create graphs as your slide

• add a new slide

• change the layout of a slide

3.2 CREATE A PRESENTATION
In PowerPoint, your entire presentation is in one file - everything is "under one roof". That includes all the
slides. the outline, the speaker's notes, and the handouts, as well as the formatting information you build
into your presentation.

Using a slide layout is an easy way to begin building a presentation. You choose a slide layout by selecting
New Slide from the Insert menu and then selecting the layout you want in the New Slide dialog box. There
is a variety of slide layouts, some with placeholders in which you type text, and some with placeholders set
up to make it easy to add graphs, charts, clip art, or other objects.

With PowerPoint, you can change the look of your presentation - the format, the colors, or the kind of
output you want - anytime. You can always apply a new template or change the color scheme.

Creating a new presentation

When you create a new presentation, you have choices about how to proceed. You can use the AutoContent
wizard to help you organize what you want your presentation to say. You can use the Pick a Look wizard to
help you apply a template and set up the masters. You can also start with a "blank" presentation if you want
to use the default presentation - either the PowerPoint default or one that you set up.

3.3 CREATE A TITLE SLIDE

A Title slide is the first slide that will be displayed in your presentation. A Title slide is divided into two
parts - the top part for the title and the bottom part for the sub-title or the topic.

To create a Title slide

1. Select New from the File menu, to display the presentation dialog box.

2. Click the Blank Presentation, and than OK

3. Select Title slide from the AutoLayout dialog box and click on OK

4. It will display the blank title- slide to enter information.

5. Type the title and sub-title.

3.4 CREATING A GRAPH

A graph can be created and viewed in different formats, as a pie, bar, column and so on. Legends, titles and
data labels can be added to improve readability.

To create a graph
1. Select New from the File menu, to display the presentation dialog box

2. Take the cursor of the mouse at the small circle shown in front of the Blank Presentatio
and press the button.
3. Take the cursor at OK and click the mouse button.

4. You will see the different types of graphs under Choose an AutoLayout. You can select any one
style of graph as per your choice. You will notice that the rectangle shown around the selected
graph has darkened. This shows that the graph style you wanted has been selected.
5. Click your mouse cursor on the OK sign.

6. It will display the blank graph layout slide.

7. Double click on the graph box marked as "Double click to add graph" to go in the graph mode.
Now you can create and modify the graph. You will see some data also in the Presentation -
Datasheet. Please do not get disturbed. This is only a default data. You can put the new data i.e.
modify the existing data as per your datasheet by taking the mouse cursor and clicking it once.

8. Whenever you change the values in the datasheet, it will change the graph automatically,
displaying backside of the datasheet.

Change the graph type

You can change the graph type as per your requirement. -There are two ways to change the graph type.
One way is:

• Click on graph type list box. It will display you different types of graphs. You can choose any of them.

The second way is:

• Select Chart Type from the Format menu to display chart type dialog box.

• From the chart type dialog box, you can select 2D or 3D type graphs and click on OK.

Change the sub-type of the graph

• Select 3D column group from the Format menu.

• It will display a 3-D column group dialog box.

• Click on Subtype button and select the subtype graph and than click on OK. It will display you the
preview of the graph.
Change the format
• Select Autoformat from the Format menu to display Autoformat dialog box.

• Select graph type from the galleries list to display different formats to the right side of the list.

• Select a format from the format list and click on OK.

Change the 3-D view

You can rotate the graph in the 3-D view.
• Select 3-D view from the Format menu to display a dialog box.

• The graph preview is display the graph in left to right side and top to bottom side. You can change
them by click on rotate buttons.

• Click on left rotate button to view the graph in right to left side.
• Click on up arrow rotate button to view graph in bottom to top side.

Creating Titles
Sometimes you may want to include more than one graph on a single slide. In such cases, each individual
graph will need to be identified. This can be done using titles.

• Select Titles from the Insert menu to display titles dialog box.
• Click on the check boxes in the dialog box, you can create titles in the graph.

Add data labels in the graph

• Select Data Labels from the Insert menu to display a dialog box.

• You can show the value or labels with the graph. Select any one and then click on OK. By default none
is selected.
Display or hide the gridlines

• Select Gridlines from the Insert menu to display a dialog box.

• Click on check box to hide or display the gridlines and than click on OK.

Display gridlines
3.5 CREATING TABLES
Tables are used to display data in a columnar form. One or more rows of cells commonly used to display
numbers and other items. for quick reference and analysis. Items in a table are organizedinto rows and
columns. In a table, the intersection of a row and a column forms one cell, in which you can type text. If the
text of your columns does not fit into your slide, you can reduce the column width.

To create a Table
1. Click on New slide button on the status bar to display AutoLayout dialog box.

2. Select Table layout from the AutoLayout list and than click on OK to display a blank
Table presentation slide. From where you can add table.

3. Double click on Table box to display Insert table dialog box.

4. Type number of columns and number of rows in respective boxes of your requirement
and click on OK to go in word table( rows and columns) form.

5. And lastly type your information in the cells.

3.6 MAKE ORGANISATION CHARTS
An organisation chart shows the formal structure of a hierarchical group. An organisation chart can be used
to effectively depict a complex organisation scheme as an easily comprehensible visual. These charts are
ideal for all types of groups - clubs, companies and governments.

If the hierarchy of an organisation it's very complex, the Organization Chart that represents this
organisation may also become complex. In such a situation, it is better to create two organisation charts.
For example, if you have more than five boxes than at the same level, divide them between two charts and
present the charts together. If the organisation chart looks too crowded, use abbreviations for the names or
titles displayed in the chart. Or, show only the names of people, not their titles.

To create a Table
1. Click on New slide button on the status bar to display AutoLayout dialog box.

2. Select Org Chart layout from the AutoLayout list and than click on OK to display a blank
Organization chart presentation slide.
3. Double click on Org. Chart box to display Organisation chart window

4. Click on box to type title and name in the box.

To change group styles
• Select on Styles menu to display different Group Styles. Select any of them

To change box border styles

• Click on box to select.
• Select Box Border from the Boxes menu to display different border styles. Select any one of them.

To change box shadow styles

• Click on box to select.

• Select Box Shadow from the Boxes menu to display different shadow styles. Select any one of them.
To change box colours
• Click on box to select.

• Select Box Color from the Boxes menu to display different colours. Select any of them.

To change line thickness of the box.

• Click on box to select.

• Select Line Thickness from the Boxes menu to display different line thickness. Select any one of them
To change line styles of the box
• Click on box to select.

• Select Line Style from the Boxes menu to display different line styles. Select any one of them.

To change line colour of the box

• Click on box to select.

• Select Line Color from the Boxes menu to display different line colours. Select any one of them.
To change displaying size
• By default, Organization Chart window is displaying in size is 50%. You can see the actual size by
select Actual Size from the chart menu.

To add more boxes in organization chart

• Click on the appropriate button on the toolbar, to add Subordinate, Co-worker, Manager and Assistant
boxes.

• Adding different boxes:

3.7 SAVE AND CLOSE A PRESENTATION
After creating a slide, now you can save your presentation.

To save a presentation
1. Select Save from the File menu to display Save As dialog box.

2. This dialog box displays the current directory and the current drive in respective
directories and drives boxes. Enter the name of the presentation in the File name box. A
presentation name can contain upto eight characters but cannot contain spaces. No
need to give extension because Microsoft PowerPoint automatically adds a PPT
extension to the name

3. To store the presentation in a different directory, select the directory from the directories
list.

4. Click OK to save presentation file.

To close a presentation
• Select Close from the File menu to close the currrent presentation.

3.8 OPEN A PRESENTATION

You can open a PowerPoint presentation which either you or some of your friend had created.

To open a presentation
1. Select Open from the File menu to display the open dialog box.

2. Select the directory from the directories list, which contain the presentation file.

3. Select presentation file from the file name list box and than click on OK to open a
presentation.
3.9 ADD A NEW SLIDE
PowerPoint presentation file is a collection of slides. Till now, you have created a slide. Now you want to
expand the presentation to add more slides.

To add a new slide

1. Select New Slide from the Insert menu to display AutoLayout dialog box.

2. Select the layout.

3. Click on OK to display blank slide layout to enter information.

3.10 CHANGE SLIDE LAYOUT

You can change the slide layout of the existing slides.

1. Click on Layout... button on the status bar to display AutoLayout dialog box.

2. Select Bulleted list and than click on OK.

3. It will display Blank Bulleted list slide to enter information.

4. Type the title and enter the information in the Bulleted list.

3.11 SLIDE SHOW

• Click on slide show button, from the bottom of the slide.

3.12 SUMMARY
• To create a new presentation by select New from the File menu.

• Titles slides are used to display the title of a presentation.

• Bulleted lists are used to group related information on a slide.

• To add a new slide by click on New Slide button on the bottom of the slide.

• Slide show provides a way to appear slides on the screen one by one.