Introduction to MS PowerPoint

How to open Microsoft PowerPoint

Open a word document by following these steps:
1. Click on start ➡ locate the letter p ➡ click on PowerPoint to
open.
OR
2. Type PowerPoint in the search box ➡ click on PowerPoint to
open.
3. MS PowerPoint window opens.

Components of Microsoft PowerPoint Window:

Each application of Microsoft Office works in the form of a window, that is the
application interface. It is made up of several components:

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The different components of MS PowerPoint
are explained in the table below.

Components Definition
Displays the name of the software application and the name of the
file currently in use.
Title bar
It has Minimize, Maximize and Close options. Presentation is the
default name of a presentation.
Appears in the upper-left corner of the window and contains options
File menu
like New, Open, Save, Save As and Print.

Appears below the Title bar. It is divided into tabs which are further
Ribbon
divided into groups. Each group has several options.

Contains some of the most used options like Undo, Redo and Save.
Quick Access Toolbar
More options can be added to it from the Ribbon.

Displays the slides of the presentation as miniatures called

Slides tab thumbnails. You can move to any slide in the presentation by clicking
on this tab.

Outline tab Displays the slide text.

On the right side of the PowerPoint window where the current slide
Slide pane can be edited. It is separated from the left pane by the Vertical
splitter bar. It can be resized by dragging its top or right border.

Appears at the bottom of the window. It displays the serial number

Status bar
of the slide, total number of slides, default language, etc.
Displays the notes created by the speaker for the content in the slide
Notes pane
pane. It appears below the slide pane.
Helps to switch between different views. These views are Normal,
Slide Sorter and Slide Show.
View options
The default view is Normal where the window is divided into three
panes.

Creating a new presentation

1. Click on the file menu.
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 2. Select the new option from the drop-down list.

3. The new
presentation dialog
box appears. Select
Blank
Presentation
option from the
available templates
and themes option.
4. A new presentation
opens with the title
slide.
5. To add a new slide with a different layout, click on the New slide drop-down list in
the slides group of the home tab and select your chosen layout.

Saving a presentation
1. Click on the file menu and select Save/Save as option from the drop-down menu.
2. The save as dialog box appears. Select the distination folder from the options given
in the left pane and type the file name. click on the Save button.

Slide layout
The slide layout is the arrangement of the
text and graphics on the slide. The title slide
usually includes the title and the subtitle. To
select slide layout, lcik on the layout drop
down list in the slodes group of the home tab.

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The office theme section in the drop-down list is used to select different slides.
Some of the slide layouts available in powerpoint are shown in the screenshot above.
You will notice in the office theme section, that the first slide is the title slide of a
presentation. In MS powerpoint the title slide alyaws appears first by default.

Worked example:
Open powerpoint and get started:
Slide 1:
You will notice in the lower left corner of the screen, slide 1 of 1 indicated.
1. Place your cursor on the Click to add title box, you will see a blinking cursor, after
clicking in the place holder.
2. To insert the text in this formatted text box, simply enter (type-in) the title.
3. Now, click on the second place holder ‘click to add subtitle’ and enter text.
Slide 2:
Now move to the next slide. At the top of the screen, in the slides group of the home tab
you will see a new slide option. Click on it, a new slide appears in the centre section of
the screen. Use the new slide drop-down list to choose a different template from the
office theme section.

Running a slide show

Once your presentation is readt, then start the slide show as followsL
Click on View tab ➡Presentation Views group➡ Slide Show option
OR Click on Slide Show tab ➡Start Slide Show group ➡From Beginning option.
OR Press F5
The slides are displayed in full screen size and the poweerpoint window is no longer
visible. During a slide show a toolbar at the lower-left corner of the screen is displayed.
Youi can select an option to display the previous or next slide, or display a menu of
options.

Navigate through the presentation in a slide

show:
1. To display the next slide, click the left mouse button or press the N key, the page
down key or the space bar key.
2. To display the previous slide, press the P key, the page up key, or the backspace
key.
3. To end the slide show, press the Esc key.

Opening an existing presentation

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To open an existing presentation, follow the steps below:
1. Click on the file menu
2. Select the open option from the drop-down list.
3. The open dialog box appears.
4. Specify a name and location for the file and location for the file and click on the
Open button.

Printing a presentation
Click on the File menu print option. A print dialog box appears with
the following options.
1. Print range: here you instruct the printer which slides to
print. It can be:

2. a. Print All Slides b. Print Selection

c. Print current d. Custom range
slide
Number of copies
3. Preview.

Closing and exiting a presentation

To close a presentation: Click on File menu ➡ Close option, here you close the
presentation but the application continues to run.
To exit the presentation: Click on File menu ➡ Exit powerpoint option, the
application closes.

How to Edit a Slide:

Editing a slide involves moving and duplicating the text.

How to Move the Text

Moving the text means to “Cut” the selected text from one location of a
slide and “paste” it in another location in the same slide or another slide.
1. Select the text/object to be moved.
2. Click on the Home tab  Clipboard group  Cut option.
3. Place the cursor at the point where the text is to be inserted.
4. Click on the Home tab  Clipboard group  Paste option.

How to Duplicate the Text

Duplicating the text means “Copying” the selected text from one location of a slide and
“paste” it in another location.
1. Select the text/object to be copied.
2. Click on the Home tab  Clipboard group  Copy option.
3. Place the cursor at the point where the text is to be inserted.
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 4. Click on the Home tab  Clipboard group  Paste option.

How to Format a Slide

Format means to arrange the text according to a
chosen pattern. Font, font size and style are used
to define a character format. Formatting the
slides makes the presentation more effective and
readable.

Font
Font refers to the shape of the text as it appears on the screen. A few examples are this
Harlow Solid Italic font. This Comic Sans MS font. And this Bauhaus 93 font.

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Font Size
20
This refers to the size of the text as it appears on the screen, example:
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Font Style
There are various styles available like BOLD, Italic and Underline.
These are used to give an impact to the text in the presentation. Text
shadow, and text case.

Font Color
Font color can be used to improve the look of a presentation. It can
also give emphasis to heading and subheading.

Format Painter
This is a special command that allows the user to copy the text format, and not the text,
from one part of the text to another. All formats like font, size, font color can be copied
easily using Format Painter.
The steps to use Format Painter are:
1. Select the text from where the format is to be copied.
2. Click on the Format painter option in the Clipboard Group of the Home tab. The
mouse pointer changes to a brush.
3. Now select the text on which the format is to be applied and release the left mouse
button.

Text Alignment
The text alignment refers to the text layout within a paragraph with respect to document
margins. There are four types of alignments.
Justify
Left
Center Right
Bullets And Numbering
Sometimes you need to write your text as points. These can be either in the form of
bullets or numbers. This feature can also be useful for designing your own layout.
1. First click on the slide where you want to insert bullets/numbers.
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 2. Click on Home tab  Paragraph group  Bullets/Numbering drop-down list.
3. Select the design from the drop-down list.

How to Change the Slide Theme

A theme is a template with a specific design that can be applied to a slide or to the
entire presentation. A theme contains pre-defined color combinations.
Follow these steps to apply a theme to a slide:

1. Click on the Design tab  Themes group and select the theme of your choice
from the drop-down list.
2. Add the color scheme of your choice to the chosen Theme by clicking the Colors
drop-down list in the Variants group.

How to Change the Background Style

The background style command helps you change or set the color of
the slide’s background.
1. Select the slide to change the background.
2. Click the Design tab  Customize group  Format
Background  Format background option.
3. The Format Background dialog box appears.
4. Click on the Fill options (Solid fill, Gradient fill, Picture or texture
fill, pattern fill and Transparency)

How to Add Graphics to A

Presentation
Graphics can be used to make a presentation more interesting.

How To Insert a Picture

1. Click on the Insert tab  Images group  Picture drop-
down.
2. Click on This Device if the image is saved locally on the
computer, OR

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 3. Click on Stock Images to insert and image from the Stock Images library, OR
4. Click on Online Pictures to find and insert pictures from online sources.

How To Use Smart Art

SmartArt is a special feature of MS PowerPoint that allows the user to add graphics to
the presentation grouped under different categories. It is the visual representation of
text/data in the form of charts rather than tables and numbers.
Follow these steps to add SmartArt to
a slide of the presentation.
1. Click on the Insert tab 
Illustration group  SmartArt
option.
2. It displays the Choose a SmartArt
Graphic dialog box.
3. Select the category from the left
pane and browse through the
different SmartArt options available
in the middle pane. The right pane
gives a preview of the SmartArt selected.
4. Click the OK button to insert the selected SmartArt design and enter the appropriate
text.

How To Order Slides in A Presentation

The order of the slides can be changed easily. There are two ways to do this:
Changing The Order in Normal View
1. Open the presentation in Normal view.
2. Select the slide that you want to move on the slides tab on the left side.
3. Drag it either up or down and release it at the chosen location.
4. View your presentation to check the new order of the slides.

Changing The Order in Slide Sorter View

1. Open your presentation in the Slide Sorter view (View tab  Presentation Views
 Slide sorter view)
2. Select the thumbnail of the slide of which the order is to be changed.
3. Drag and release at the chosen location.
4. View your presentation to check the new location.

SLIDE TRANSITION
A slide transition is the visual effect that occurs when you move from one slide to the
next during a presentation. You can control the following features when a slide appears
on the screen during the presentation.
1. You can move to the next slide either automatically depending on the preset timing
or with the help of the mouse click.
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2. You can make the slide appear on the screen following a chosen pattern like Box in,
Checkerboard and Across.
3. You can add sound effects by inserting appropriate audio files.
4. You can move from one slide to the next at a specific speed.
all these features can be controlled by using Animations tab. let us follow these
steps to apply a transition to a slide:
1. Select either the Slide Sorter View or the Normal View in the status bar.
2. Select the Transitions tab.
3. From the Transition tab, explore the following:

a. Select aby style from the Transition to This Slide group drop-down list.
b. Use the Transition Sound option to add sound to the slide, to be heard during
the slide show.
c. Use the Duration option to control the speed of the transition from one slide
to the next during the slide show.
d. Use the Advance slide option to choose the slide transition On Mouse Click
or Automatically After with the specific number of seconds.
e. A transition can be applied to the current slide or to all the slides. For
applying the selected transition to all the slides, click Apply to All.
f. For a preview of the transition applied to the current slide, click on the
Preview option in the Preview group of the Animations tab.
4. In the Slide Show tab, select From Beginning from the Start Slide Show
group to view the slide show from the first slide of the presentation.

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APPLYING ANIMATION
Animation refers to the special effects that are added to the objects and text in a
presentation. This is done to capture the viewer’s attention. Custom animation gives
animated effects to different objects within a slide. Through custom animation, you can
specify how an object or text should appear during the presentation.
Follow these steps to animate the objects in a slide:

1. Select the object to be animated from the slide.

2. Click on the Animations tab and select an animation from the Animation group.
3. Click on the Animation Pane from Advanced Animation group.
4. Click on the Add Animation button from the Advanced Animation group and
choose one or more of the following options from the dropdown list:
 Effects in the Entrance option show how the selected object will enter the
slide show.
 The Emphasis option adds an effect to the selected object on the slide.
 The Exit option shows how the selected object leaves the slide.
 The Motion Paths option adds an effect to make the selected object move
on a specific path.
5. To specify the start time of an animation, select an appropriate option from the
Start drop-down list from the Timing group.
 Select On Click option to start the animation only on clicking the slide.
 Select the With Previous option to start an animation simultaneously with
the previous one.
 Choose the After Previous option to start an animation immediately after
the previous one,
6. Right click on the object and select effect
options to modify the object. You can change the
effects and timing of text animation if the object
from here.
7. Repeat the above steps for all the objects on the
slide.
8. The objects appear in a list in the Animation
Pane. You can change the order of appearance of
the animation during the slide show. Select and
drag the animation up or down in the list to
change the order.
9. Click on Play to see the effect.
10. Close the Animation Pane.

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INSERTING AUDIO AND VIDEO FILES
Follow these steps to add an audio file or a video clip to the presentation:
1. Select the slide where the audio or video clip to the presentation.
2. Click on Insert tab Media group Video/Audio drop-down list.
3. Click on the Audio from File option from the Audio drop-down list to insert an
audio file. The Insert Audio/Video dialog box appears. Select the file and click on
the OK button.
4. Click on the Video from File option from the drop-down list to Insert Video clip
into your slide. The insert video dialog box appears. Select the chosen file and click
on Ok.
5. When audio files are inserted, a sound icon appears on the slide.
6. On inserting an audio or a video file, an additional Options tab appears in the
Ribbon. Options in the different groups of this tab can ne used to make it suitable
for the presentation.

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