TLE 118A

• A presentation software application that

aids users in the creation of professional,
high-impact and dynamic presentations.

• Slides are the building blocks of a

PowerPoint presentation. By using slides,
the focus is not only on the speaker,
but on the visuals (slides) as well.
 1 4 2
3 1. Quick Access Toolbar
2. Ribbon Display Options
3. File Tab (Backstage View)
5 4. Tabs
6
9
5. Ribbon
6. Collapse the Ribbon
7. Mini Toolbar
8. Slides Tab
9. Slide
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10. Status Bar

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1. Quick Access Toolbar - Allows you to keep shortcuts to your favorite and
frequently used tools.
2. Ribbon Display Options - You can collapse, auto hide, or show the whole
ribbon.
3. File Tab (Backstage View) - The backstage view is where you manage your
files and the information/properties about them (e.g. open, save, print,
protect etc.).
4. Tabs - It is made up of eight tabs: Home, Insert, Design, Transitions,
Animations, Slide Show, Review and View. Each tab is divided into groups of
related commands that are displayed on the Ribbon.
5. Ribbon - Tabbed interface, where you can access the tools for formatting
your presentation. The Home tab will be used more frequently than the
others.
6. Collapse the Ribbon - This button will collapse the ribbon. Click on
the pinned icon to re-open the ribbon.
7. Mini Toolbar - This is a floating toolbar that is displayed when you
select text or right-click text. It displays common formatting tools,
such as Bold, Italics, Fonts, Font Size and Font Color.
8. Slides Tab - Use this to navigate through your slides within your
presentation.
9. Slide - This is where you type, edit, insert content into your
selected slide.
10. Status Bar - View which slide you are currently on, how many
slides there are, speaker notes or comments in your presentation,
change your views or change your zoom level.
 The Ribbon is a panel that contains functional groupings of
buttons and drop-down lists organized by tabs. The ribbon is
designed to help you quickly find the commands that you need to
complete a task. The ribbon is made up of a set of tabs that pertain
to the different functionalities of PowerPoint, such as designing
slides, inserting media onto slides or applying animations.
 Microsoft PowerPoint has hundreds of commands for working with
different presentations. Commands are organized onto eight main tabs:
1. Home - commands for formatting presentations.
2. Insert - to insert tables, clip art, pictures, links, headers and footers etc.
3. Design - to change page setup, slide orientation, fonts and styles.
4. Transitions - to add and effects to a slide.
5. Animations - to add animation to text in a slide and to manage the order.
6. Slide Show - control settings related, includes details and timings.
7. Review - tab to check spelling.
8. View - access the different presentation views, to show and hide the
ruler.
 The Home tab holds the Cut and Paste features,
Font and Paragraph options and all that you need to
add and organize your slides.
 Click Insert to add something to a slide. This includes pictures,
shapes, charts, links, text boxes, video and more.
 On the Design tab, you can add a theme or color scheme, or
format the slide background.
 Slide Transitions are motion effects that occur in slide show view when you
move from one slide to the next slide during a presentation. You can control
the speed, add sound & even customize the properties of transition effects.
Adding Transitions to a Slide.
1. Select the slide you want to apply a transition to.
2. Click the Transitions tab.
3. After you select any transition from the list, you’ll see a preview of the
resulting effect.
4. If you want to adjust the direction of the effect, among other settings,
click the Effect Options drop-down arrow.
5. To remove a transition, on the Transitions tab, click None.
6. You can change the transitions at any time. To do so, select the slide
with a transition applied to it and choose a different option from the list.
 Use the Animations tab to choreograph the movement of things on your
slides. Note that you can see many possible animations in the gallery in the
Animation group and see more of them by clicking the more/dropdown menu
button.
Adding an Animation to a Text, an Image, a Shape or other Elements.
1. Select the object that you want to animate.
2. Click the Animations tab.
3. Select the animation that you want from the list.
4. If you want to see which animations are applied to an object, click Animation
Pane. You can also rearrange the animations as you see fit.
5. Use the timing options to set the timing of the
animation. You can choose when you want the
animation to start: on click, with previous or after
previous. You can also set the duration and even set
a delay before the animation begins.
 This tab provides options for presenting the Slide Show to
the audience. Narration for the show can be recorded.
Decisions can be made as to where to start the presentation.
 The Review tab lets you add comments, run spell-check or compare
one presentation with another (such as an earlier version).
 Views allow you to look at your presentation in different ways,
depending on where you are in the creation or delivery process.
 At one end of the rib
bon is the File tab, whi
ch you can use for the
behind-the-scenes you
do with a file, such as
opening, saving, shari
ng, exporting, print- in
g and managing your
presentation. Click the
File tab to open a new
view called the Back-
stage.
 When you click some parts of your slides, such as pictures,
shapes, SmartArt or text boxes, you might see a colorful new
tab appear. In the example below, the Drawing Tools tab
(Format) appears when you click a shape or text box.
 The Status Bar is located at the bottom of the window and
shows basic information about your presentation and lets you
change your view settings.
Slide number - shows the slide number.
Notes pane button - shows the notes pane view.
Comments pane button - shows the comments pane view.
View controls - changes the view from normal, slide sorter,
reading and slide show.
Zoom control - you can zoom in or out to make the presentation
bigger or smaller on the screen.
 Every slide has a Slide Layout
that controls how information is
arranged on the slide. A slide
layout is simply a collection of
one or more placeholders, which
set aside an area of the slide to
hold information. Depending on
the layout that you choose for a
slide, the placeholders can hold
text, graphics, clip art, sound or
video files, tables, charts,
graphs, diagrams, or other types
of content.
 A presentation is not all about pictures & background color, it
depends mostly on the text. The message of your presentation is
conveyed through the text. The visual aids are simply cosmetics to
help support your message.
Entering Text
Most slides contain one or more text placeholders. These place-
holders are available for you to type text on the slide layout chosen.
In order to add text to a slide, click in the placeholder & begin typing.
The placeholder is movable and you can position it anywhere on the
slide. You can also resize a text placeholder by dragging the sizing
handles.
 Click in the text
box. When you click
in the text box, it
becomes active and
the cursor indicates
where to enter your
text. Make sure the
cursor is located Text box
inside the textbox
and begin typing
your text.
 The Commands commonly used to format text are included
in the Font group on the Home tab:
❑ Font - choose selected fonts.
❑ Font size - change the size of your text.
❑ Bold - bold your text.
❑ Italic - italicise your text.
❑ Underline - underline your text.
❑ Strikethrough - strike through your text.
❑ Font Color - change the color of your text.
In order to edit text on a presenta-
tion:
1. Select the text (by left-clicking
& maintaining the left-click while
dragging the mouse cursor across
the text).
2. Use the Font group on the
Home tab or right-click on the
selected text & choose formatting
options from the Mini Toolbar.
3. Make necessary changes to the
font & click outside of the text pla-
ceholder to accept the changes.
 A Gallery is a collection of pre-defined formats which can be
applied to various elements in Office applications, such as the
Themes Gallery in PowerPoint. A Gallery most often appears as a
result of clicking on an item on one of the Ribbon tabs.
 A Theme is a set of formatting options that is applied to an entire presenta-
tion. A theme includes a set of colors, a set of fonts and a set of effects. Using
themes shortens formatting time and provides a unified, professional
appearance. The Themes group is located on the Design tab, it allows you to
select a theme from the Themes Gallery, apply variants & customize the colors,
fonts & effects of a theme.
 MS PowerPoint opens in the Normal View showing the Slides Pane on the left
side of the window.
1. Slides Pane - Displays all the slides available in a presentation and helps to
navigate through the presentation. The slides are listed in sequence & you can
shuffle the slides by dragging a slide from the current location and placing it in the
preferred location.
2. Slide Preview - Select a slide in the slides pane to preview it in the Slide Preview
window. The slide preview all you to see how your text looks on each slide. You can
add graphics, video & audio, create hyperlinks & add animations to individual
slides.
3. Notes Pane - It can be helpful to use the Notes Pane to remind yourself of
speaking points for your presentation. These personal notes can also be printed
out for future referencing. Notes entered in the Notes Pane will not appear on the
slide show.
 Presentations can be
viewed in a variety of
manners. On the View
tab, the Presentation
Views group allows you
to view the slides as
Normal, Slide Sorter,
Notes Page, Slide Show,
Slide Master, Handout
Master and Notes
Master.
 Another way to add emphasis to your presentation is to have visual aids
or graphics. Although the most important part of your presentation is the
message, it is also helpful to use graphics because they will help your
audience to pay attention, understand, remember & use the information
you share with them.
Inserting Pictures
When inserting pictures onto
a preselected slide layout:
1. Go to the Insert tab.
2. Type in your key word or
phrase of the object you are
looking for, into the search box.
3. This will open the Insert Pictures window.
4. Scroll through the given results to find your desired clip art.
5. Once found, click on the image.
6. Select Insert to add the clip art to your slide.
Note: You are responsible for respecting others’ rights,
including copyright so be mindful when selecting your image(s).
Images from a File
Images from your own collection & experiences may also
add value to your presentation. You must have the image saved
prior to adding it to your presentation.
 There are lots of different objects that you can insert into your presentation. There
are pre-loaded objects or you can insert an object from a file. Double-clicking an
object once you have inserted, it will give you all the options you need to edit your
object.
Link to a website
1. Select the text, shape or picture that you want to use as a hyperlink.
2. Select Insert > Hyperlink.
3. Select Existing File or Web Page, and add the:
❑ Text to display: Type the text that you want to appear as hyperlink.
❑ ScreenTip: Type the text that you want to appear when the user hovers over the
hyperlink (optional).
❑ Current Folder, Browsed Pages, or Recent Files: Select where you want to link to.
❑ Address: If you haven't already selected a location above, insert the URL for the
website you want to link to.
❑ If you link to a file on your computer & move your PowerPoint presentation to
another computer, you'll also need to move any linked files.
4. Select OK.
Link to a place in a document, new document, or email address
1. Select the text, shape or picture that you want to use as a hyperlink.
2. Select Insert > Hyperlink and select an option:
❑ Place in This Document: Link to a specific slide in your presentation.
❑ Create New Document: Link from your presentation to another
presentation.
❑ E-mail Address: Link a displayed email address to open up a user's
email program.
3. Fill in the Text to display, ScreenTip and where you want to link to.
4. Select OK.
Note: You may also change the color of a hyperlink.
Add Slides
❑ Select the slide you want your new slide to follow.
❑ Select Home > New Slide.
❑ Select a layout.
❑ Select the text box and type.
Delete Slides
❑ Single Slide: Right-click the slide in the thumbnail pane on the left & select
Delete Slide.
❑ Multiple Slides: Press and hold Ctrl & in the thumbnail pane on the left, select
the slides. Release the Ctrl key. Then right-click the selection and choose
Delete Slide.
❑ Sequence of Slides: Press and hold Shift & in the thumbnail pane on the left,
select the first and last slides in the sequence. Release the Shift key. Then right
-click the selection and choose Delete Slide.
Duplicate a Slide
❑ In the thumbnail pane on the left, right-click the slide thumbnail
that you want to duplicate, and then click Duplicate Slide. The
duplicate is inserted immediately after the original.
Rearrange the Order of Slides
❑ In the pane on the left, click the thumbnail of the slide that you
want to move, and then drag it to the new location.
❑ To select multiple slides: Press and hold Ctrl, and in the pane on
the left, click each slide that you want to move. Release the Ctrl
key, and then drag the selected slides as a group to the new
location.
When you save a presentation, you have two choices:
Save or Save As. To save a document:
❑ Click the Microsoft Office Button
❑ Click Save
You may need to use the Save As feature when you need to save a presentation
under a different name or to save it for earlier versions of PowerPoint. Remem
ber that older versions of PowerPoint will not be able to open PowerPoint 20
07 presentation unless you save it as a PowerPoint 97-2003 Format. To use the
Save As feature:
❑ Click the Microsoft Office Button
❑ Click Save As
❑ Type in the name for the Presentation
❑ In the Save as Type box, choose Excel 97-2003 Presentation
In PowerPoint, you can print your
slides, your speaker notes and
create handouts for your
audience.
Print your presentation
1. Select File > Print. Select the
printer you want to print to.
2. For Settings: Select the options you
want:
❑ For Slides: From the drop-down,
choose to print all slides, selected
slides or the current slide.
✓ Print Layout: Choose to print the slides, or the
speaker notes, or an outline or handouts.
The Outline prints only the text in the slides, without
images. The Notes of a presentation show the slide and
the related speaker notes below it. If you choose to
print Handouts, you can print several slides on one page
using a variety of layouts, some with space for note-
taking.
✓ Collated: Choose whether you want the sheets
collated or uncollated.
✓ Color: Choose whether you want color, grayscale or
pure black and white.
3. For Copies, select how many copies you want to
print.
4. Select Print.