TABLE OF CONTENTS

CHAPTER I
Introduction........................................................................................ 2
Starting Microsoft PowerPoint.......................................................... 2
PowerPoint Presentation Window..................................................... 2
Creating a presentation using the AutoContent Wizard.................... 3
Creating a blank presentation............................................................. 3
Adding slides to a Presentation.......................................................... 4
Using the different PowerPoint Views.............................................. 4
Applying a Different Design to a Presentation.................................. 5
Saving a Presentation......................................................................... 5
Closing PowerPoint........................................................................... 5

CHAPTER II
Inserting a Chart................................................................................. 6
Changing and formatting a Chart....................................................... 7
Inserting Clip Art Pictures................................................................. 8
Inserting a Microsoft Word table....................................................... 9
Inserting Drawing objects.................................................................. 9

CHAPTER III
About Organization Charts................................................................ 11
Creating an Organization Chart......................................................... 12
Editing Organization Charts.............................................................. 13
Formatting an Organization Chart..................................................... 13
Exiting Microsoft Organization Chart............................................... 15
Printing a Presentation....................................................................... 15

CHAPTER IV
Animating Slide Text and Objects.....................................................16
Setting Slide Transitions and Slide Timings......................................17
Creating a Slide Show........................................................................ 18
Entering Speaker Notes...................................................................... 19
Using the Slide Master....................................................................... 19

CHAPTER V
Using the Pack and Go Wizard.......................................................... 21
Unpacking a Presentation.................................................................. 21
Presentation Tips................................................................................ 22

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 INTRODUCTION
Microsoft PowerPoint is a graphics presentation software package that can be used to design
presentations quickly and easily.
Presentations can be used in certain situations to convey information more effectively.
Examples of such situations include:
(i) Marketing or Internal company presentations.
(ii) To deliver company results to a shareholder meeting
(iii) To report sales figures
(iv) To launch a new product into the market
(v) In the Induction of new employees into a company
(vi) Advertising in the media, trade fairs or exhibitions etc.

With PowerPoint you can create overhead slides, speaker notes, audience handouts, and an
outline all in one single presentation file. PowerPoint has powerful wizards to help you create
and organize you presentation step by step.
Microsoft PowerPoint is also useful as an aid to Desktop Publishing.

STARTING MICROSOFT POWERPOINT:

1. Click on the Start button on the Taskbar
2. Point at Programs then select Microsoft PowerPoint from the resulting programs list.
You can also double click the Microsoft PowerPoint icon on the desktop if any.

The PowerPoint Startup dialog box then appears and gives you four options from which you
must choose one in order to proceed with any other PowerPoint features or functions.
The Options include:
 The AutoContent Wizard
This starts the AutoContent Wizard that allows you to select the type of presentation that you
would like to create, and then prompts you for a title for your presentation as well as information
about the topic that you have chosen.
PowerPoint then provides a basic outline to guide you in organizing your content into a
professional presentation.
 Template:
This option gives you a list of presentation designs, presentations and other templates which
have predefined slide colors and text styles.
 Blank Presentation:
This option brings up the New Slide dialog box, which has 24 blank slide layouts. The slides are
pre-designed.
After choosing a layout, the user fills in the rest of the content.
 Open an Existing Presentation:
Use this option to be able to choose an existing PowerPoint presentation i.e. one that has already
been saved in the computer.

THE POWERPOINT PRESENTATION WINDOW

Title bar – Displays the program name and the name of the active presentation
Menu bar- Contains menus with command for performing tasks
Toolbars – Contains tools which are shortcuts of commands

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Presentation Window – the area that contains your presentation
Scroll bars – They are used to move through you presentation both vertically and horizontally
Views buttons – They appear at the lower left corner of the screen and are used to change the
view of the presentation.
Status bar – Displays the current slide number, total number slides and also tells whether you
are using a blank presentation, AutoContent Wizard etc to create your presentation.

CREATING A PRESENTATION USING THE AUTOCONTENT WIZARD

The AutoContent Wizard contains sample presentations for a variety of topics for example, a
company meeting, status or team meetings, information kiosks, certificates, flyers, calendars of
events, and also presentations you can use on the internet.
The wizard guides you to select from many new pre-built content templates and it provides ideas,
starter text, formatting and organization for you presentation.

Steps:
1. Select AutoContent Wizard from the Startup dialog box that appears when you start
PowerPoint.
OR
2. On the File menu click New, and then click the Presentation tab.
3. Double-click AutoContent Wizard, and then follow the instructions.
4. When you finish with the wizard, PowerPoint creates a sample presentation that you can add
you own words and pictures to and then display it in Outline View.
5. Switch to slide View by clicking the Slide View button at the lower left corner of the screen
so as to be able to add other objects like pictures, drawings, sounds etc to your slides.
6. Use the scroll bars to move to other slides, and continue to type your text in place of the
sample text.
You can delete any extra slides that you do not need for the presentation.

CREATING A BLANK PRESENTATION

One can create a presentation in order to convey certain ideas in an organized manner e.g. the
launching of a product. If the presenter has a general idea about what is to be said, then he/she
can open or start with a blank presentation.

Steps:
1. Select ‘Blank Presentation’ within the PowerPoint startup dialog box then click OK.
OR
If you are already working in PowerPoint select New from the File menu to give the ‘New
Slide’ dialog box.
2. From the ‘New Slide’ dialog box that appears select a slide layout from the 24 ready-made
layouts displayed.
3. Click OK.
Depending on the layout chosen, a blank slide with text or objects placeholders appears
4. To add text to the slide, click on the text placeholder and type in your own text. Add a sub-
title to the presentation if necessary.
5. Apply any formatting that is appropriate for your needs.

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ADDING SLIDES TO A PRESENTATION
You may want to create or add new slides to your presentation because most presentations
usually have more than one slide.

Steps:
1. From the Insert menu, choose the ‘New Slide’ command.
OR
Click on the ‘New Slide’ button on the toolbar. The ‘New Slide’ dialog box appears.
2. Choose the slide layout you would like for the new slide and click OK.
A new empty slide is added after the current slide in Slide View.
From the Status bar you can be able to ascertain the total number of slides in the presentation.

USING THE DIFFERENT POWER POINT VIEWS

PowerPoint has five views that help you to view or work on your presentation in different ways.
The View buttons are usually located at the bottom of the presentation window.
These views are:
a) Slide View
b) Outline view
c) Slide Sorter view
d) Note Pages view
e) Slide view
To switch between the different views, click on the View buttons at the bottom of the screen.
OR
Select one of the options from the View menu.

Slide View
You can work with the text in your presentation in Slide view, though you can only work with
one slide at a time. When you open or create a presentation, this is usually the default view.

Outline View
When you change to Outline view, you will see all the titles, text etc. In the Outline view, the
text appears exactly the way is appears when you work with Ms-Word.
You can type in, view or edit the text for all your slides at once.
To type in text, position the cursor and simply type in the text, then press the Enter key.
A slide icon appears to the left of each slide’s title. The text below each slide title is indented.
This is the same text contained in that particular slide.

Slide Sorter View

Changing to this view allows you to:
Preview the entire presentation
Organize or rearrange the order of the slides in your presentation.
Notes Pages View
Form this view one can create Speaker’s notes. These are the notes that a presenter uses as ‘cue
cards’ or reminders for the presenter.
A miniature slide appears above the speaker’s notes.

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Slide Show
Displays slides, as you would see them in Slide View using the entire screen. It is in this form
that the audience will view the final presentation.

APPLYING A DIFFERENT DESIGN TO A PRESENTATION

This is necessary when you want to use or apply a different design to the slides in a presentation.

Steps
1. Open the presentation you want to apply a different design to.
2. On the Format menu, select Apply Design.
OR
On the Common Tasks toolbar, click Apply Design.
3. Select the design you want to use then click Apply. You can also select any presentation
whose design you want to use and click Apply.

SAVING A PRESENTATION
If you want your presentation to be stored permanently within the computer so that you can work
on it later or use it later you must save it.
Steps:
1. From File menu select Save/Save As, or on the Standard toolbar, click on the Save button, or
press Ctrl + S on the keyboard.
The Save As dialog box appears.
2. Ensure that the correct drive as well as the correct folder is selected within the ‘Save in’ box.
3. In the ‘File name’ box, type in the name for your presentation.
4. Click on the Save button.

CLOSING POWER POINT

When you are through with all your presentations you have to exit from the application by doing
the following:
1. On the File menu, click Exit, or click the close button (X) on the top right corner of the
screen, or press Alt + F4.
2. If the presentation has not been saved then a dialog box appears asking you if you want o
save the changes you made.
3. Click ‘Yes’ if you want to save or ‘No’ if you do not want to save.

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WORKING WITH CHARTS

INSERTING A CHART
 A chart lets you graphically display data that is contained in a table or spreadsheet.
 Charts help in summarizing information in graphical form and thereby making the
information easier to comprehend/understand.
 Adding charts to a presentation can add impact to your presentation.

Steps:
1. Open a presentation or create a new presentation if necessary.
2. Click on the ‘New slide’ button.
3. From the New slide dialog box, choose the Chart Layout and click OK.
4. A blank new slide appears, type in a title for the slide and then double-click the Chart
placeholder.
5. You can also insert a chart by clicking on Insert Chart button on the toolbar or by choosing
Insert Chart from the Insert menu.
6. PowerPoint then launches the Microsoft Graph program, which is the application that is used
to create and edit charts.
A datasheet and chart window will appear, and they contain default data. These will have to
be replaced with you own data.
7. Using the datasheet, enter the data for the chart and then close the datasheet.

Working with the Datasheet

The datasheet is made up of rows and columns. A group of related data representing on row or
column from the table is called a data series.
In a datasheet, you can select an individual cell, a range of cells, or an entire row or column
when you want to work with selected data.

Selecting items in a datasheet

To select a cell Position the pointer over any cell and click
To select a range of cells Hold down the Shift key and click the first and last cells of
the range that you want to select.
To select a row or column Click on the row number or column name.

To enter data into the datasheet, you can:

Type your own data into the datasheet. The data entered in the datasheet is plotted on you chart
at the same time.
Copy and paste a specified range of data or a worksheet.
Import data from Microsoft Excel. This is especially useful when the data is already available in
Excel and you want to avoid typing it.

To close the datasheet:

When you finish entering your data, click the View Datasheet button, or click the Close button.

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Note:
The View Datasheet button is a ‘toggle’ button. This means that when datasheet is on screen,
clicking on this button will hide it from view; whereas if the datasheet is hidden, clicking on it
will make it appear.

CHANGING AND FORMATTING A CHART

After creating a chart, you can select anew type of chart that will better suit the data; or format
your chart type to achieve the results you want.
A chart gallery lets you change you chart type and then automatically format the chart.

Steps:
1. Double-click on the chart to activate it
2. Click on the View Datasheet button
3. From the Chart menu that appears choose Chart type, or click the Chart Type button.
The Chart Type menu appears, displaying several Chart formats.
4. Select the Chart type you want.

Changing the Chart’s Appearance (Formatting):

You can format any of these parts of the chart:
 The chart area
 The charts title
 The plot area
 The axes (Y-axis, X-axis, Z-axis)
 The legend
 The gridlines etc.

To format any of these parts of the chart: -

1. Select the part of the chart you want to format by clicking on it
2. Choose the relevant command on the format menu
For example, to format the legend, click on the legend and select Format Legend from the
Format menu.
This option changes depending on what has been selected.
Alternatively, you may select the legend and lick on the right-mouse button, then choose Format
legend.
From the Format dialog box that appears, choose the desired option.

Excluding data from a Chart

In some cases, you may want to create a chart that leaves out some data or text that is contained
in the datasheet or table.
You can exclude data from your chart without deleting it from the datasheet by clicking the
Exclude Row/Column command.

Steps:
1. View the datasheet by clicking on the View Datasheet button.
2. Select the Row or Column to be excluded.
3. From the Data menu, click Exclude Row/Column.

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 The excluded row or column turns gray in the datasheet and that data series is excluded from
the chart.

INSERTING CLIP ART PICTURES

When you incorporate the appropriate Clip Art images, your presentation will look much better,
and also easy to understand. Clip Art images are contained in Microsoft Clipart Gallery. This is
where we choose the images to use in the presentations.

Steps:
There are two AutoLayouts in PowerPoint that insert Clip Art placeholders into your slides.
1. Choose one of the layouts.
OR
Click the Insert Clip Art button on the Standard toolbar.
2. Double-click on the Clip Art placeholder.
3. In the Categories list box, select the category of pictures you want, choose the specific
picture from the displayed list and click the Insert button.

Scaling the Object

Scaling means resizing an entire object by a certain percentage. Even though you can resize an
object by dragging its resize handles; the Scale command can be used to resize an object
numerically.
i) Select the object you want to resize
ii) On the Format menu, click Picture, and then click Size tab.
iii) Under Scale, enter the percentages you want in the Height and Width boxes.
iv) Click the Preview button if you wish to see the new size before leaving the dialog box and
click OK.
v) Click a blank area to deselect the object.

Cropping the Picture

This option is used when you need only a portion of a picture in your presentation. You can trim
portions of a picture, so that you don't see all of it. Basically, the original picture is not altered in
any way.
Photos are often cropped to focus attention on a particular area of the photo.

Steps:
i) Click on the picture that you want to crop
ii) From the Picture toolbar, select the Crop button.
iii) The pointer changes to a cropping tool
iv) Position the center of the cropping tool on any of the resize handles and drag to achieve the
required size.
v) Click on a blank area to deselect the picture.

To restore the proportions of a resized picture:

i) Select the picture you want to restore to its original size.
ii) On the Picture toolbar, click Format Picture.
iii) Click the Size tab, and then click the Reset button.

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INSERTING A MICROSOFT WORD TABLE
You can insert other types of objects like Microsoft Word tables, Excel worksheets or charts,
WordArt objects, scanned photographs or other applications into PowerPoint using the Insert
command on the menu.

Steps:
1. Click on the New slide button and select the table layout from the AutoLayout gallery.
2. Double-click on the Table placeholder.
OR
3. Open the slide on which you want to add a table.
4. From the Insert menu choose Picture, then Microsoft Word Table.
5. Type in the number of rows and columns required.
6. Type in your information in the grid that appears.
7. After you finish typing in the information, click outside the grid to return to your
presentation.

Note:
Once the table is in place, you can be able to perform all sorts of functions on it, like sorting,
calculations, enhancing, aligning text and numbers and so on.

INSERTING DRAWING OBJECTS

This is necessary when you want to add drawings and modify them in order to enhance the look
and content of the presentation.
You can draw objects such as squares, rectangles, polygons, lines, ellipse, text boxes or even
combine different shapes.

Steps:
1. Select a drawing tool from the Drawing toolbar. The drawing can be on a blank slide on its
own or it can be included as part of another slide.
To get a wider selection of drawing tools/shapes click the AutoShapes button.
When you click on any of the buttons, the mouse pointer changes to a plus symbol.
2. Drag the plus pointer in the slide in order to draw the object desired.
3. When you finish drawing an object, it is automatically selected. You will see the fill handles
that indicate that the drawing is selected.

Tips:
To draw a proportional object hold down the Shift or CTRL key while you draw. For example,
 To draw a perfect square or circle, select the rectangle and oval tools respectively and hold
down the Shift key as you drag.
 To draw an object from the center as outward, hold down the CTRL key as you drag.

Editing a Drawing object

1. To edit a drawing object, click on the drawing object to select it.
2. Click the relevant command from a menu or toolbar.
Editing an object may involve moving it, copying it, cutting and pasting.

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Resizing the Drawing object:
1. Drag the size handles (the fill-handles).
2. A dotted outline of the drawing or shape appears as you drag showing you the new size.

Rotating a Drawing:
1. You can rotate an object 90 degrees to left or right or to any other angle.
2. It is possible to rotate one object, a set of objects, or a group of objects. If you rotate an
AutoShape that has been attached to text, the text rotates with the shape.
E.g. to rotate an object 90 degrees to the left:
i) Select the object you want to rotate
ii) On the Drawing toolbar, click on the Rotate Left button.

Grouping or Ungrouping Objects:

Grouping objects means combining them so you can work with them as one single object. This
technique can help you build complex drawings.
 You can then rotate, and resize or scale all objects in a group as a single unit.
 You can also change the attributes of all objects in a group at one time. For example, you
might change the fill color or add shadow to all objects in the group.
 You can ‘ungroup’ a group of objects at any time, and you can easily ‘regroup’ them by
selecting any of the objects that was previously grouped.

Steps for Group Objects:

1. Select the objects you want to group by clicking on each of the objects while holding down
the Shift key.
2. On the AutoShapes toolbar, click on the Draw button.
3. Choose the option Group.
OR
4. With the cursor inside the selection, click on the right mouse button and select Grouping.

Note: To insert other types of objects click on the Insert Object command and make your
selection from the grid.

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ORGANIZATION CHARTS
An organization chart is constructed along similar lines to a family tree. In most organizations, it
is constructed to show lines of authority and all the workers and their title.
Like a family tree, it needs to be reviewed from time to time since changes like expansions or
merges may take place.
There are different types of organization charts but the most common are
 Vertical organization charts, and
 Horizontal organization charts.
Organization charts may also be used to illustrate processes or procedure in an organization, or to
draw flow-charts etc.

An example of a Vertical Organization Chart:

Chief Executive

Transport Manager Supplies Manager Training Manager

Procurement Officer Stores Officer

An example of a Horizontal Organization Chart:

Chief Executive

Transport Manager

Supplies Manager

Procurement Officer

Stores Officer

Training Manager

PowerPoint uses a program called ‘Microsoft organization Chart’ to insert organization chart
objects in your presentation slide.

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CREATING AN ORGANIZATION CHART
The reasons for creating an organization chart may vary depending on individuals or the type of
presentation, but in most cases the reasons are:
 To show relationships between staff and departments
 To define lines of authority and responsibility in an organization etc.

Steps:
1. Open the presentation for which you want to add an organization chart.

Method 1:
i) Display the slide you want to add an organization chart to in Slide View.
ii) On the Insert menu, point to Picture, and the click Organization Chart.

Method 2:
i) Click the New Slide button
ii) The New Slide dialog box appears.
iii) From the AutoLayout gallery, select the Organization Chart layout by clicking on it.
iv) Click OK.

Regardless of whichever method was used, a blank new slide appears with a placeholder for the
organization chart.
6. Double-click on the placeholder in order to insert the organization chart.
Once this is done, the application Microsoft Organization Chart is launched.
An organization chart is displayed in the window and it has two levels.
The top level of the chart is open and ready for you to enter your information. This information
is usually typed into a Chart box.

Entering Text into the Chart Box.

1. Select the chart box in which you want to type in information.
2. Click inside the chart and select the placeholder text. These are the words ‘Type name here’
or “Type title here’.
3. Type in your own text. As you continue typing, the chart box expands to fit the text.
You can use the up or down arrow keys to move between the placeholder text lines.
After entering all the text in the chart, you can be able to modify the chart to meet your specific
needs.

To Add a Chart Box to an Organization Chart

In most cases, a typical organization will have more than just four employees, and so the number
of chart boxes displayed will not be enough to include all their names and title. There is need
therefore, to add more chart boxes.

Procedure:
1. Click a chart box type on the Organization Chart toolbar.
The chart boxes that are used to add different levels to the chart will be displayed. They
include Subordinate, Co-Worker, Co-Worker, Manager and Assistant

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 To add lower levels to the chart, click on the Subordinate, and to add higher levels click on
Manager. For employees on the same level, use the Co-worker buttons. To add an assistant,
click on the assistant button.
2. Select the chart box you want to attach it to and click inside it.
3. If you want to delete the chart box, select it and then press the Delete key.

EDITING ORGANIZATION CHARTS

Editing of a chart may be necessary for the following reasons:
 To change the structure of an organization chart.
 To rearrange the chart boxes. This can be achieved by moving some chart boxes to different
locations or deleting some chart boxes. This can occur if for example, someone changes jobs
or leaves the organization; or when new people join the organization.
 To edit the text in the chart title, chart boxes and text labels.

Steps:
Editing the Chart title and Chart boxes
To edit or format a chart box or chart title, the title of chart box must be selected first.
To select the Chart title:
Position the pointer to the left of the Chart Title text.
Drag to select the chart title text.
The chart appears selected or highlighted.
Type in the text and click on a blank area of the window to deselect the title.

To select a Chart box:

Click inside an individual box to select one box.
To select more boxes, choose a command from the Select submenu, which is on the Edit menu
such as All, All Managers, Lowest Level etc.

Rearranging the Chart boxes

Click a blank area on the chart window to ensure that no chart box is selected.
Drag the box that you want to move to the bottom of the chart box where you want to place it.

Changing the Styles:

After selecting the chart boxes whose style you want to change, click on the Styles menu.
Select the style from the ensuing options.
Note that you can have a combination of styles in your chart.

FORMATTING AN ORGANIZATION CHART

You can format all the elements of an organization chart including the chart title, chart boxes, the
connecting lines etc.

Steps:
Formatting the Font of the Chart Title
1. Select the words “Chart Title’ or any text that may have been typed in the chart title section.
2. On the Text menu, select Font.

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3. Within the Font dialog box that appears choose the Font, the Font style, and the Font size
preferred.

Formatting the Chart Boxes

You can change different elements of the chart boxes like the Color, Border style, Border color,
Borderline style, Shadow etc to suit individual tastes and requirements.

Steps:
1. Select individual chart boxes by clicking on each of them.
2. From the Boxes menu, point to any of the options available thereon to format the chart boxes.
3. Once the formatting is done, click a blank area of the chart window to deselect the chart
boxes.

Formatting the Connecting Lines

Connecting lines are the lines that connect the chart boxes. These lines can be formatted to a
different thickness or style.
1. On the Edit menu, point to Select and then click Connecting Lines.
2. The chart’s connecting lines are dotted, indicating that they are selected.
3. On the Lines menu, there are options for formatting color, thickness and style.
4. Click on any of the options and choose the type of format that you prefer.
5. Click a blank area in the chart window to deselect the connecting lines.

Adding Connecting Lines to the Organization Chart:

Sometimes you may want to show a unique relationship between chart boxes in your
organization chart that is currently not represented. Usually a dotted line can be used to indicate
that the manager has some measure of authority over the subordinate, but the exact nature of that
authority is not usually indicated in the chart.
You can draw independent lines between any chart boxes.

Steps
1. If the drawing tools are not visible, then on the View menu, click Show Draw tools. The
drawing tools usually appear on the right side of the organization chart toolbar.
2. Click the ‘Auxiliary Line’ button.
3. Position the cursor (which is cross-shaped) at the edge of the chart box you are drawing the
line from.
4. Drag to the edge of the chart box you are drawing the connecting line to.

Note:
You can draw other types of lines like horizontal or vertical lines, diagonal lines or even
rectangles by using the other buttons on the drawing toolbar.

Adding Text label to the organization Chart:

A text label is any extra text that is added to the chart that is not necessarily within a chart box.
This may be some form of explanation say, about a unique relationship or a note to draw
attention to a certain fact etc.

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Steps:
1. On the organization chart toolbar, click the Enter Text button
2. Position the cursor where you would like to place your text and click to place the insertion
point.
3. Type in the text.

EXITING MICROSOFT ORGANIZATION CHART

You need to exit from this program if you want to continue using PowerPoint for creating other
slides.
1. On the File menu, click Exit and Return to “Presentation’ or choose Close and Return to
‘Presentation’.
2. You will get a dialog box prompting you to update the object in the presentation.
3. Click the Yes button to update your presentation. This will ensure that the chart (and any
other changes made to it) is updated in your slide.
4. Click on a blank area to deselect the chart object.

PRINTING A PRESENTATION
You can print slides from a presentation when you want to get hard/paper copies of them. In
addition, you can also print speaker notes, audience handouts, outlines etc.

Steps:
1. When printing a color presentation on a Black/White printer, it is advisable to first preview
the slides in Black & White before printing because you need to be sure that what you are
printing is going to be legible.
You may also have used some dark text against a shaded background, which when printed
may not be legible at all.

Previewing in Black and White:

Click on the Black and White preview button.
The slide switches from color to Black and White view.
A slide miniature window shows your slide in color.
To return to the previous view, click on the Black and white View button again.
2. From the File menu, click on Print.
3. Within the resultant dialog box, under ‘Print what’ section, choose what you want to print
e.g. Slides, Handouts, Notes Pages, Outlines and so on.
4. Click OK.

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ANIMATING SLIDE TEXT AND OBJECT
Animation effects are usually added to slides so as to add interest to the presentation.
Animation effects are also used to assist the presenter to control the flow of information and to
focus on important points.

Steps:
Slide Text refers to any text that appears on the slides.
Slide Objects refers to all other objects like drawings, Clip Art pictures, charts, tables and so on
that are included in the slides.
Animating Slide text and objects means adding special visual effects or even sound effects to
text or an object on a slide. For example, you can have text appear one word, or letter at a time
from the top of the screen.

Animating Slide Text:

1. Open the presentation file and switch to Slide Sorter view.
2. Click once on the slide you want to apply Animation effects to.
3. To quickly build slide text or objects, you must be able to view the animation Effects toolbar.
Position the mouse pointer inside the toolbars and click the right mouse button. Then select
the Animation Effects toolbar.
4. You can then quickly apply preset Animation effects to your slides using the resultant
toolbar.
Some of the effects include the Typewriter effect, Flash once, camera effect, Drive-in effect
etc.
Click on the effect that you would like to apply to the text on the slide.
Microsoft PowerPoint places an animation symbol below the selected slide. This shows you
that the text is animated.
5. To apply other Animation effects that are not shown on the Animation toolbar, click the Text
Preset Animation box on the Slide Sorter toolbar. From the drop-down list choose the effect
that you want to apply e.g. Fly from Top.
6. To view the animations applied, click the Slide Show button
OR
Click on the Animation Preview button on the Slide Show menu.
7. If you used the first method to view animations, click the mouse button to proceed from one
point to another or from one slide to slide.
8. Press the ESC key to end the slide show.

NB: To animate the title, click the Animate Title button found on the Animation Effect toolbar.

To animate the text one word or paragraph at a time:

1. With the slide in Slide view, select the option Slide Show then choose Custom Animation.
2. The Custom Animation dialog box appear.
3. In the Introduce Text area, click the drop-down arrow, and then click By Word as shown in
the illustration above. The option sets the text to appear one word at a time during a slide
show.
4. Click on OK.
When you switch to Slide Show the new animation effect will display automatically.

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Animating Slide Objects:
It is possible to animate objects on a slide just like text.
For objects with text, you can either animate the text in the object or animate the text and object
together.
When you animate the text in an object, the object remains unaffected.

Steps:
1. Switch to Slide view and select the slide that contains the objects you want to apply the
animation effects to.
2. Select the shapes or the objects that you want to animate.
3. From the Slide Show menu, choose Custom Animation to get the Custom Animation dialog
box.
4. Choose the settings you want.
5. Preview the animation set by clicking on the Preview button and then click OK.

SETTING SLIDE TRANSITIONS AND SLIDE TIMING.

A Slide Transition is a special visual effect that is used to introduce a slide during a slide show.
Slide transitions are usually added to slides to create added impact to a presentation.
Examples of slide transitions include effects like Wipe Down, Box in, Cut, Checkerboard
Across, Dissolve, fade Out, Cover Down etc.
Slide Timing refers to the length of time a slide appears on the screen. If you do not want to
manually move through a slide show by clicking the mouse, you can set the length of time a slide
appears on the screen. This allows the presenter to be in control of time during a presentation.

Steps:
Setting Slide Transition:
1. Click the Slide Sorter View button so as to view all the slides. The Slide Sorter toolbar is
activated.
2. From the Slide Sorter toolbar, click on the Slide Transition Effects box and select a transition
effect from the list.
3. However, if you are in Slide view, choose the option Slide Transition from the Slide Show
menu.
4. In the Effect box, select the transition you want.
5. Change the transition speed if necessary.
6. Click on Apply. If you want to apply the transition to all the slides, click Apply to All.

Just like with animations, Microsoft PowerPoint places a transition symbol below the selected
slide. This shows you that the slide has a transition effect.

Applying Slide Timings:

There are two ways you can set slide timings on the screen.
 By setting the time manually for each slide, and then running the slide show and viewing the
timings you set.
 By using the rehearsal feature, where you can record timings automatically as you rehearse.
You can also adjust the timings you have already set and then rehearse the new ones.

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Setting Slide Show timings manually:
1. In Slide view or Slide Shorter view, select the slide(s) you want to set the timing for.
2. On the Slide Show menu, click Slide Transition.
3. Under advance, click Automatically after, and then type in the number of seconds you want
the slide to appear on the screen.
4. To apply the timing to the selected slides, click Apply. To apply the timing to all the slides,
click Apply to All.
5. Repeat the process for each slide you want to set timing for.
6. To view the timings, click Slide Show.

Notes:
 In Slide Show, a mouse click always advances a slide, even if the timing set has not yet
elapsed.
 If you hold down the mouse button, you prevent a timed transition form occurring.

Setting Rehearsed Slide Timings:

You can also set slide timings using the Rehearse Slide timing feature.
This means that you can rehearse the slide show and adjust it accordingly.
1. On the Slide Show toolbar, click the Rehearse Timings button. The Slide Show begins in
rehearsal mode and the Rehearsal dialog box appears at the bottom of the screen.
The slide time begins running as soon as the first slide appears.
2. Click the Advance button as soon as you are ready to go to the next slide.
When you reach the end of the slide show, a dialog box appears showing you the total time
for the slide show.
3. Click Yes to accept the timings or No to try again.
As with animations and transitions, you can see the slide timings for the slides when in Slide
Sorter view.

Tips:
 You can click the Repeat button to restart the process if the Slide timings are not appropriate
for your purpose.
 If you know the timing you want for a slide, you can enter it directly in the Rehearsal dialog
box.

CREATING A SLIDE SHOW

There are two ways to advance your slide show, automatically or manually.
 Clicking the mouse manually moves your slides through the slide show.
 The Automatic Advance-timing feature moves you slides through the slide show
automatically. It keeps the slides for the time you specified in the Advance box.

Steps:
1. On the Slide Show menu, click Set Up Show.
2. Select the Loop continuously until ‘Esc’ check box
3. In the Slides area, select the slides you want to show. If you want all the slides, choose All.
If you just want to view particular slides, then type in the slides in the appropriate section.

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4. In the Advance slides area, click the Use timings, if present option i.e. if you would like the
show to run automatically.
5. Click OK.
The slide show runs through your presentation, using the slide timings that you set in the
Slide Transition dialog box.

ENTERING SPEAKER NOTES

Speaker notes are the notes that a presenter uses as ‘cue cards’ or reminders in the course of
giving a slide show. These notes are usually printed and they help the presenter to remember key
points during a presentation.
Each slide has a notes page that includes a smaller version (miniature) of the slide and space for
speaker notes.
You can create notes pages while you’re creating your presentation and then use them as speaker
notes when delivering the presentation.

Steps:
1. On the View menu, click Notes Page.
OR
Click on the Notes Page view button.
2. Click inside the notes box, and then type in your notes for the current slide.
3. To enlarge the view of the Notes box, click the Zoom box and choose a suitable size.
4. Use the scroll bar to move to other slides you want to add notes to.
5. You can also add notes by entering them in the Speaker notes dialog box. To do this:
 Click Speaker notes on the View menu and then a dialog box will appear.
 Type your notes in the space provided.
 The notes that you type are added to your Notes page and so can be viewed from Notes
page view.

USING THE SLIDES MASTER

A Slide Master is a special slide or page on which you define formatting for all slides or pages in
your presentation.

Steps:
1. Select Master from the View menu, and then click Slide Master.
The Slide Master appears. It shows the different areas of the slide e.g. the title, date, footer,
and number areas as well as the text area.
2. You can use the side master to format the title and the main text on your slides including
fonts, size, color etc.
If you would like to have a picture or object appear on every slide, add the object to the slide
master.

Inserting Headers and Footers

You can use headers and footer to add information such as the date and time of the presentation,
the slide or page number etc.
1. On the View menu, click Header and Footer.
2. In the Header and Footer dialog box, ensure that the Slide tab is selected.

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3. Select the options you want. For example, to add a footer, select the check box for footer
then type in your text in the space provided.
4. Click the Apply to All button, to add the information to all the slides.
5. You can change the position of the footer or number by" dragging it to a new position. You
can also format the text in all areas of the slide.
6. To return to your slide, click Close on the Master View toolbar.
7. All the slides(s) will have the formatting specified in the slide master, together with the
footer, drawing, page number etc.

Note:
Do not delete or add characters in the date, time, and slide number placeholders. If you do, the
placeholders will no longer be usable.

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USING THE PACK AND GO WIZARD
This wizard is used when you want to run a slide show on another computer.
The wizard ‘packages’ together, on a disk, all the files and fonts used in the presentation.
When you intend to run your shoe on a computer that doesn’t have PowerPoint installed; it also
packages the PowerPoint Viewer on the disk.

Steps
1. Open the presentation you want to save to a disk.
2. On the File menu, click pack and Go. The ‘Pack and Go’ wizard then appears.
3. In the first step select the files that you would like to pack. Then click on Next.
4. Choose the destination for the file. This can be either the A: or B: drives or even a folder on
the hard disk itself. Click on Next.
5. Choose whether linked files and true type fonts should be included in your presentation.
In a presentation file, some of the information or objects are contained in a different file. The
presentation file is referred to as the Destination file whereas the other file is known as the
Source file. If the files are such that whenever the information in the source file is updated,
then the information in the destination file is also updated, then the files are referred to as
linked files.
6. Click on Next.
7. Depending on whether the destination computer has PowerPoint Viewer installed or not,
select the relevant option and click on Next.
8. Click on Finish.
9. Click OK.
The presentation is now ‘packed’ and can be used on a different computer.
Tip:
If you make changes to your presentation after using the Pack and Go Wizard, just run the
wizard again to update it.

UNPACKING A PRESENTATION
This is necessary when you want to run a slide show on another computer. You may also want
to run a slide show on a computer that does not have PowerPoint installed using the PowerPoint
Viewer on the disk.
However, before ‘unpacking’ a presentation, you must have used the Pack and Go Wizard to
package your presentation.

Steps:
1. Open the Windows Explorer program.
2. Open the drive and/or the folder in which you packed the presentation.
3. The compressed file has the extension ppz.
Such files cannot be opened from explorer window until they have been extracted
(unpacked).
4. Double-click on the file
5. Type in the destination you want to copy the presentation to.
Note that you must know the name of the folder well in advance before unpacking the
presentation as it is not possible to browse and select a folder at this stage.
6. Click on OK.

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Using the PowerPoint Viewer
If the machine you are unpacking the presentation to does not have PowerPoint installed, then
you have to include the PowerPoint Viewer when packing the presentation.
1. To run the slide show, double-click the PowerPoint Viewer (Ppview) when in Windows
Explorer and then click the presentation you want to run.

PRESENTATION TIPS
An effective presentation should be well prepared and carefully planned. It often combines text,
shapes, color, sometimes sound or movies to produce a successful communication tool.
It is more than just slides that contain text and shapes.
This is in line with the fact that most people retain 40% - 50% more information when they see
and hear simultaneously rather than from just listening.

NOTES
Effective presentations have some common characteristics, which should improve
communication between the speaker and the audience.

Simplicity
Good presentations are simple and to the point. They are not long-winded and boring or
complicated. They are easy for the speaker to present and easy for the audience to grasp.
A long-winded and complex presentation usually ends up confusing the audience contrary to
expectations.

Visuals
Good presentations make use of a lot of visuals i.e. graphics, pictures, clip arts, charts and so on.
These generally serve the purpose of:
1. Attracting attention to the pertinent points of a presentation.
2. Helping relieve stress and ‘eye fatigue’ from too much reading.
3. Making your presentation more interesting.
4. A visual can tell the audience much more about the subject matter that a slide full of text.
This is in line with the old adage “ A picture says more than a thousand words”.

Color
A good presentation usually has a lot of color. Compared to a black and white presentation, a
color presentation attracts a lot of attention.
However the use of color must be judicious, otherwise the presentation will end up being overly
‘colorful’ and too flashy.
Having determined the characteristics of an effective presentation, the next logical step is to
create the presentation using the tools that have been covered in the previous sessions.
There are some steps that need to be followed in the creation of an effective presentation.
The three steps to an effective presentation are:
1. Plan.
2. Prepare.
3. Execute.

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PLANNING A PRESENTATION.

You need to develop an overall plan for your presentation before you begin writing it down.
Organize the entire presentation in your mind and sketch the outline of your presentation on
paper.
At this stage of planning the following aspects of the presentation need to be considered:
1. The Message
2. The Style
3. The Length
4. The Output
5. The need for related materials

Message
This is the most important part of your presentation. It is important for the presenter to know the
subject well.
Therefore, define the purpose of the presentation and plan your main points carefully, focusing
on essentials.
Also, set the goals you want to be achieved by the end of the presentation.
In PowerPoint, you can create an outline from scratch using Outline View, or you can choose A
Sample Outline using the AutoContent wizard.
Some of the samples include Financial Report, Business Plan, Launching a Product, general etc.

Style
The style can be formal or informal. This depends on the intended audience. It is a good idea to
do a background study of the make up of your audience before you decide on the style. Also,
choose a style that compliments your audience.
Generally the style conveys the tone of the presentation.

Length
Determine the amount of time or duration you have to present your presentation. This is so as to
develop or come up with the right number of slides.
For instance, it does not make sense to have a large number of slides for a 10-minute
presentation; neither does it make sense to have too few slides.
The recommended length for a presentation is 30 minutes or less. If your presentation is going to
last more than that, provide a break halfway through for the audience.

Output
This should reflect the presentation style.
Some recommendations or preferences are:
 Black and White overheads for informal presentations.
 Color overheads for a formal meeting
 35-mm slides for professional meetings where computers are not available.

Related Materials:
They are an important part of the presentation. These include material like audience handouts,
notes pages and speaker’s notes.

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They serve the useful purpose of:
 Helping the presenter to stay on track during the presentation e.g. using speaker’s notes.
 Helping your audience follow along with your presentation and be able to take notes at the
same time e.g. using audience handouts.
Having considered all the above, the end product of the planning stage should be a sketch or a
rough outline for the presentation.

PREPARING THE PRESENTATION

This stage involves translating the planned sketch into slides and choosing a presentation layout.
Choose a layout design that will display the content of the presentation.

Layout Design
Abide by the qualities of simplicity, contrast and consistency.
For a conservative image use simple colors lines and borders whereas for a flashy style use
flashy colors, curves and shapes.
Keep all textual matter brief and include graphics wherever possible.

Designing Visuals
The type, style and placement of the visuals should compliment the content.
For example, use bulleted lists, charts, drawings, tables, worksheets, Clip Art or pictures where
appropriate.

Other Layout Essentials

Include slide numbers, headers and footers to help reinforce the same message on each slide or
handout page.
Incorporate appropriate transition effects, build effects etc. and add speaker’s notes to your
presentation.
Finally run through the presentation and re-sequence the slides as needed.

EXECUTING THE PRESENTATION

The following areas have to be looked at:

Equipment
 Before the actual presentation, ensure that audiovisual equipment like projectors are
functioning properly.
 Ensure that there is proper focus of visuals e.g. the overhead projectors screen being used is
well positioned and in full view for all the audience.
 Practice using the machines or equipment in advance at the venue to familiarize yourself with
them.

Light and Sound

 Reduce sources of external noise if possible. These can be loud voices from the corridors,
noisy pictures and machines etc. This is to avoid unnecessary distraction to your audience.
 Ensure that there is enough light at the venue to avoid eye-strain.

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Audience
 Involve the audience in the presentation. This can be done by:
 Asking questions and inviting questions from the audience.
 Timing the presentation and pausing at appropriate stops to allow for discussion etc.
 Invite and act on feedback. Feedback from the audience can be verbal or non-verbal.

Voice/Mannerism
 Make effective use of voice. Use a moderate voice; do not use a voice that is too loud or too
soft.
Also, vary the tone in your voice to capture interest.
 Avoid distracting mannerism like twiddling fingers, picking your nose or teeth in public,
throwing your hands about etc. These can actually end up offending or putting off the
audience instead.

Rehearse
 Rehearse the presentation with yourself as the audience.
 Rehearse with a friendly audience in the actual audience in the actual venue.
 Time yourself.

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