Chapter 6

MS Powerpoint
Creating a Presentation

1. From a Blank Slide:

o To create a presentation from a blank slide, open Microsoft PowerPoint and select
File > New. Then, choose Blank Presentation. A blank slide will appear, and
you can start building your presentation by adding text, images, charts, and other
content to each slide.
2. Using a Template:
o If you want a pre-designed format, PowerPoint provides various templates. Go to
File > New, then choose from a variety of templates based on themes like
business, education, or marketing. The templates include pre-set backgrounds,
layouts, and design elements, which you can customize with your content.
3. Using Existing Presentations:
o To create a new presentation from an existing one, open the presentation you want
to copy from, then go to File > Save As and save it under a new name. You can
also copy slides from one presentation and paste them into a new one by using
Ctrl + C (copy) and Ctrl + V (paste).
Creating Your Own Style Presentation

1. Adding Logos, Pictures, and Formatting:

o You can personalize your presentation by adding logos, pictures, and custom
formatting. To add logos, go to Insert > Pictures and choose the image from
your computer. You can adjust the logo’s size and position on the slide. To
change formatting, use the Design tab to apply custom themes or background
colors.
2. Inserting Clip Art, Shapes, Smart Art, Photo Album, and Creating Own Images:
o Clip Art: To add clip art, go to Insert > Icons or Insert > Pictures to search
online or use pre-installed clip art.
o Shapes: Add geometric shapes (circles, squares, arrows) by selecting Insert >
Shapes and choosing your desired shape.
o SmartArt: Use Insert > SmartArt to insert professional graphics for lists,
processes, or relationships, such as organizational charts or flow diagrams.
o Photo Album: Create a photo album by going to Insert > Photo Album, which
allows you to insert multiple images into a predefined layout.
o Creating Own Images: Use drawing tools available under Insert > Shapes and
Format to create custom visuals like diagrams or annotations.

Slide Effects

1. Slide Transitions:
o Transitions are visual effects applied when moving from one slide to another. To
apply a transition, go to the Transitions tab and select a transition style, such as
Fade, Push, or Wipe. Adjust the speed and timing of the transition from the
options available.
2. Slide Animations:
o Animations control how elements on a slide (such as text or images) appear or
move. To add an animation, select the object you want to animate, go to the
Animations tab, and choose an animation style (e.g., Appear, Fly In, Zoom).
Customize the animation effects by selecting the Effect Options button.
3. Animation Preview:
o The Animation Preview button allows you to see how the animations will appear
when presented. This feature is useful for fine-tuning your presentation before the
actual slideshow. To use it, go to the Animations tab and click on Preview.
Setting Up Slide Show

1. Creating and Customizing the Slide Show:

o To set up the slide show, go to Slide Show > Set Up Slide Show. Here, you can
adjust settings such as:
 Show Slides: Choose which slides to display during the presentation.
 Loop Continuously: Set your slideshow to loop automatically if you want
it to repeat without manual intervention.
 Presenter View: Allows you to view the presentation on your laptop
while showing the slide show on the projector or screen.
2. Rehearsing Timing:
o PowerPoint can record the time spent on each slide and automatically advance the
slides. To do this, click on Slide Show > Rehearse Timings and practice your
presentation. The software will keep track of the time for each slide, helping you
manage your presentation duration.

Creating and Editing Charts

1. Creating a Chart:
o To create a chart in PowerPoint, go to Insert > Chart. Choose from various types
of charts like bar, line, or pie charts. Once you select a chart type, PowerPoint
opens Excel to input your data. Enter your data in Excel, and the chart will
automatically update in PowerPoint.
2. Editing a Chart:
o After inserting a chart, you can edit it by clicking on the chart. This brings up the
Chart Tools tab, where you can:
 Change Chart Type: Select a different chart style.
 Change Data: Click on Select Data to update the data range for the chart.
 Formatting: Use the Design and Format tabs to adjust colors, fonts, and
overall chart appearance.
3. Chart Tools:
o Under Chart Tools, there are two main sections: Design and Format. In the
Design tab, you can select new chart layouts and styles. In the Format tab, you
can modify the visual aspects of the chart, including colors, shadows, and text
effects.

Copying Charts from Word and Excel

1. Copying Charts from Excel to PowerPoint:

o Step 1: First, create a chart in Excel. Select the data range and then choose the
appropriate chart type under the Insert tab in Excel.
o Step 2: Once your chart is ready, click on the chart to select it. Then press Ctrl +
C (or right-click and select Copy).
o Step 3: Open your PowerPoint presentation and navigate to the slide where you
want to insert the chart.
o Step 4: Paste the chart by pressing Ctrl + V (or right-click and choose Paste).
o Step 5: You can adjust the chart’s size and position by clicking and dragging it. If
you want to keep the chart linked to the original Excel file, right-click the chart,
 select Paste Special, and choose Paste Link. This keeps the chart dynamic,
meaning any updates in Excel will automatically reflect in PowerPoint.
2. Copying Charts from Word to PowerPoint:
o Step 1: If you have a chart inserted in a Word document, select the chart by
clicking on it.
o Step 2: Press Ctrl + C to copy the chart (or right-click and choose Copy).
o Step 3: In PowerPoint, navigate to the desired slide and paste the chart by
pressing Ctrl + V (or right-click and select Paste).
o Step 4: You can resize and reposition the chart as needed. This chart won't be
dynamic (i.e., it won’t update if changes are made to the chart in Word), but it’s a
useful way to transfer information from Word into your presentation.

Adding Notes to a Presentation

1. Adding Presenter Notes:

o Step 1: Open your PowerPoint presentation. In the lower section of the
PowerPoint window, you'll see the Notes pane. If you don't see it, you can enable
it by clicking on View in the top menu, and then selecting Notes Page or clicking
the Notes button at the bottom of the screen.
o Step 2: Select the slide where you want to add notes.
o Step 3: Click inside the Notes pane and type your notes. These notes could
include bullet points, reminders, or detailed information you want to refer to while
presenting. They are not visible to the audience during the presentation.
o Step 4: As you go through your slides during the presentation, you can refer to
these notes in the Presenter View. This view allows you to see the current slide,
next slide, and your notes, but the audience will only see the slides.
o Step 5: To activate Presenter View, connect your computer to a projector, go to
the Slide Show tab, and check Use Presenter View.

Applying Animations

1. Basic Animations:
o Step 1: Select the object (text, image, shape, etc.) you want to animate. This could
be a paragraph of text, a logo, or a picture.
o Step 2: Go to the Animations tab in PowerPoint's ribbon.
o Step 3: Choose an animation effect from the available options such as Fade,
Wipe, Fly In, Zoom, etc. The animation will apply to the selected object.
o Step 4: You can preview the animation by clicking Preview in the Animations
tab to see how it will appear on the slide.
2. Animation Options:
o PowerPoint offers a variety of effects for each animation. For example, with Fly
In, you can choose the direction (e.g., from the left, right, top, or bottom).
o To modify the effect further, click on Effect Options to customize the animation
(e.g., timing, direction, sound).

Setting Animation Time

1. Setting the Duration of the Animation:

 o Step 1: After selecting your animation, look for the Duration box in the Timing
group under the Animations tab.
o Step 2: Enter the duration in seconds. This controls how fast or slow the
animation will play. For example, setting it to 1 second means the animation will
be quick, while setting it to 5 seconds will make the animation slower.
o Step 3: You can also choose to have the animation start automatically when the
slide appears or to start on a mouse click or after a previous animation. This
option is available in the Start dropdown next to Duration.
2. Adding Delay:
o If you want to delay the start of an animation, use the Delay box in the same
Timing group. This will allow you to control when the animation begins after the
slide transition.

Creating Custom Animations

1. Using the Animation Pane:

o Step 1: To create more complex or custom animations, go to the Animations tab
and click on the Animation Pane button to open the pane on the right side of the
screen.
o Step 2: The Animation Pane lists all the animations on the current slide. You can
modify their order, timing, and effect. For example, you can change the sequence
of animations by dragging items up or down in the pane.
o Step 3: To create custom animations, click on Add Animation in the Animation
Pane. This gives you the option to choose from additional animation effects not
available in the main animation options.
2. Customizing Effects:
o Step 1: Once you add an animation, you can customize it further by clicking
Effect Options. This might include modifying the speed, direction, or behavior of
the animation (such as whether it bounces or fades out).
o Step 2: You can set Triggers for animations, meaning the animation will only
start when a specific action is performed, such as clicking a particular object.
3. Creating a Sequence of Animations:
o With custom animations, you can create sequences where objects animate one
after another or simultaneously. This can be useful for storytelling or emphasizing
key points during the presentation.
o For example, you could animate a bullet list with each bullet point appearing after
the previous one, or all points could appear at once with different animations for
impact.
4. Using Motion Paths for Custom Animations:
o You can also use Motion Paths to create custom animations where objects move
along a specific path. This is useful for animating objects that need to travel
across the slide.
o To add a motion path, click Add Animation > More Motion Paths and choose
from predefined paths (e.g., Left, Right, Down, Up), or create your own custom
path.

Summary
  Copying Charts: Transfer charts from Excel or Word to PowerPoint by copying and
pasting them, either as static or linked objects.
 Adding Notes: Use the Notes Pane to add detailed notes that will only be visible to you
during the presentation. Utilize Presenter View for easy access to these notes.
 Animations: Apply animations to objects to create visual effects, set the timing, and
create custom sequences to make your slides dynamic and engaging.
 Custom Animations: Use the Animation Pane to control the timing, order, and triggers
for animations. You can create complex, personalized animations, including motion paths
and sequence effects to enhance your presentation.

By mastering these techniques, you can create more interactive and engaging presentations that
effectively communicate your ideas to your audience.