CHAPTER ONE

INTRODUCTION TO SPREADSHEET

A spreadsheet is a large sheet having data and information arranged in rows and columns. As you may
know, Excel is one of the most widely used spreadsheet applications. It is a part of Microsoft Office suite.
Spreadsheet is quite useful in entering, editing, analysing and storing data. Arithmatic operations with
numerical data such as addition,subtraction, multiplication and division can be done using Excel. You can
sort numbers/ characters according to some given criteria (like ascending, descending etc.) and use
simple financial, mathematical and statistical formulas.

FEATURES OF SPREADSHEETS

There are a number of features that are available in Excel to make your task easier. Some of the main
features are:

1. AutoSum - Helps you to add the contents of a cluster of adjacent cells.

2. List AutoFill - Automatically extends cell formatting when a new item is added to the end of a list.
3. AutoFill - Allows you to quickly fill cells with repetitive or sequential data such as chronological dates
or numbers, and repeated text. AutoFill can also be used to copy functions. You can also alter text and
numbers with this feature.
4. AutoShapes - Toolbar will allow you to draw a number of geometrical shapes, arrows, flowchart
elements, stars and more. With these shapes you can draw your own graphs.
5. Wizard - Guides you to work effectively while you work by displaying various helpful tips and
techniques based on what you are doing.
6. Drag and Drop - It will help you to reposition the data and text by simply dragging the data with the
help of the mouse.
7. Charts - It will help you in presenting a graphical representation of your data in the form of Pie, Bar,
Line charts and more.
8. PivotTable - It flips and sums data in seconds and allows you to perform data analysis and generating
reports like periodic financial statements, statistical reports, etc. You can also analyse complex data
relationships graphically.
9. Shortcut Menus - The commands that are appropriate to the task that you are doing will appear by
clicking the right mouse button.

FEATURES OF MS EXCEL 2007

(a) Results-oriented user interface
The new results-oriented user interface makes it easy for you to work in Microsoft Office Excel.
Commands and features that were often buried in complex menus and toolbars are now easier to find
on task-oriented tabs that contain logical groups of commands and features. Many dialog boxes are
replaced with drop-down galleries that display the available options, and descriptive tooltips or sample
previews are provided to help you choose the right option.
(b) More rows and columns, and other new limits
The grid of Excel 2007 is having 1,048,576 rows and 16,384 columns. Thus it provides a user with 1,500%
more rows and 6,300% more columns than the Microsoft Office Excel 2003. The last column in Excel
2007, is XFD instead of IV in Excel 2003. The number of cell references per cell is increased to limit as
maximum available memory. The formatting types are also increased to unlimited number in the same
workbook as compared to the earlier limit of four thousand types of formatting.
(c) Office themes and Excel styles

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By the help of a specific style, in Excel 2007, the data can be quickly formatted in the worksheet by the
help of a theme. You can share themes across other releases of Office 2007 e.g. Word 2007, Power point
2007.
Applying a theme: Themes are used to make great-looking documents.
A theme is defined as a predefined set of colors, lines, fonts and fills effects. Theme can be applied to a
specific item like tables, charts or it can also be applied to entire workbook.
Using styles: A predefined theme based format is called style. It can be applied to change the
appearance of Excel charts, tables, PivotTables, diagrams or shapes. Styles can be customized to meet
user specific requirements. It is important to note that in case of charts you cannot create your own
styles, but you can use preexisting styles.
(d) Rich conditional formatting
It is easy to use and apply conditional formats. A few tricks are required to observe the relationships in
data, which helps to great extent for analysis purposes. Important data trends and exceptions can be
easily observed by the help of implementation and management of multiple conditional formatting rules
which apply rich visual formatting in the form of data, gradient colors, and icon sets to data that meets
those rules.
(e) Easy formula writing
Some improvements that make formula writing much easier are as given below
Resizable formula bar: To prevent the formulas to cover the other data in worksheet, the formula bar
automatically resizes to accommodate complex, long formulas. More levels of nesting can be used to
write longer formulas as an enhanced feature of earlier versions of Excel.
Function AutoComplete: Function AutoComplete feature helps to write the proper formula syntax more
quickly. It helps in detecting the functions that you want to use and helps in completing the formula.
Structured references: Excel 2007 provides structured references to refer the named ranges and tables
in a formula. This is in addition to the cell references, like D1 and A1C1.
Easy access to named ranges: You can organize, update and handle multiple named ranges in a central
location by the help of Excel 2007. This helps you to work on your worksheet, interpret its data and
formulas.
(f) Improved sorting and filtering
Enhanced filtering and sorting techniques of Excel can be used to arrange worksheet data more quickly
to find the desired answers. In Excel 2007 you can sort data by color and by more than 3 levels. You can
also filter data by color or by dates, display more than 1000 items in the AutoFilter drop-down list, select
multiple items to filter, and filter data in PivotTables.

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 CHAPTER TWO

STARTING EXCEL

1. Click on (with the help of mouse) the Start button on the Taskbar at the bottom left corner of the
Screen
2. Highlight the All Programs item. The program menu will open.
3. Select Microsoft Office from the list of programs. (these steps are shown below)
4. Click on Microsoft Excel. Symbolically these actions are shown below.

Select Start→All Programs→Microsoft Office→Microsoft Excel 2007 commands from your menu bar.

Throughout the text of your lessons on MS Excel we will be showing the symbol→to indicate the
direction (steps) you have to follow.
You can also start Excel 2007 through run menu as shown below.

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Types excel in the open text box and click OK button. It will start MS Excel 2007.

4
EXCEL WORKSHEET

Excel allows you to create worksheets much like paper ledgers that can perform automatic
calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of
columns (designated by letters) and rows (designated by numbers). The letters and numbers of the
columns and rows (called labels) are displayed in gray buttons across the top and left side of the
worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell
address that is the column letter and the row number. Cells can contain text, numbers, or mathematical
formulas.

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Selecting, Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By
default, three worksheets are included in each workbook. One can add more worksheet in a workbook
also. To do that

Insert a new worksheet

To quickly insert a new worksheet at the end of existing worksheets
Click the Insert Worksheet tab as shown below (encircled with blue circle)

New Worksheet
To insert a new worksheet before an existing worksheet,
Select the worksheet before which you want to insert a new worksheet then follow steps as
1. Select Home tab
2. Click cells Group
3. Click Insert
4. Click Insert Sheet
Say if you want to insert a new worksheet before a sheet name Physics

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A new sheet by the name sheet1 is added before the work sheet named Physics. Alternative Method to
Insert a new worksheet

Right click on the sheet before which you want to insert a new sheet
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Select Insert Option from Popup Menu

To rename a worksheet
1. To rename a worksheet follow the steps as
2. Right click on the worksheet tab which you want to rename
3. Select rename from the Pop Up menu
4. Type new name for the Worksheet (Chemistry in our example)

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9
 CHAPTER THREE

SELECTING CELLS AND RANGES

To enter data into your worksheet you must first have a cell or range selected. When you open
an Excel worksheet, cell A1 is already active. An active cell will appear to have a darker border around it
than other cells on the worksheet. The simplest way to select a cell is with your mouse pointer. Move
your mouse to the desired cell and click on it with right button. Whatever you type goes into the cell. To
select a range of cells, click on one cell, hold down the left mouse button and drag the mouse pointer to
the last cell of the range you want to select. You can also use keyboard shortcuts given at the end of this
lesson for selecting cells.

Another way to select particular range of cells is

1. Go to Name Box
2. Select range by typing (A1:C5)
3. Press Enter
4. All the cells between ranges A1 to C5 will be selected.
Steps are explained pictorially as

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NAVIGATING THE WORKSHEET

You can advance through your worksheet by rows with the vertical scrollbar or by columns with the
horizontal scrollbar. When you click and drag the thumb tab on the scrollbar, a Screen Tip will appear
alongside the bar identifying the row or column to which your view is advancing.
Move or scroll through a worksheet

We can scroll through worksheet by different ways. One can use mouse, scroll bar or arrow keys to
move between cells and to different areas of the worksheet.

To move between cells on a worksheet, click any cell or use the arrow keys. When you move to a cell, it
becomes the active cell.

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Scroll and zoom by using the mouse.
Some mouse devices and other pointing devices, such as the Microsoft IntelliMouse pointing device,
have built-in scrolling and zooming capabilities that you can use to move around and zoom in or out on
your worksheet or chart sheet (chart sheet: A sheet in a workbook that contains only a chart. A chart
sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data
or a PivotTable report.). You can also use the mouse to scroll in dialog boxes that have drop-down lists
with scroll bars.
DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of
Numeric values: whole numbers (example, 25), decimals (example, 25.67) and scientific notation
(example, 0.2567E+2). Excel displays scientific notation automatically if you enter a number that is too
long to be viewed in its entirety in a cell. You may also see number signs (# # # # # #) when a cell entry is
too long. Widening the column that contains the cell with the above signs will allow you to read the
number.
2. Text: First select the cell in which data has to be entered and type the text. Press ENTER key to finish
your text entry. The text will be displayed in the active cell as well as in the Formula bar. If you have
numbers to be treated as text use an apostrophe (‘) as the first character. You cannot do calculations
with this kind of data entry.
Date and Time: When you enter dates and times, Excel converts these entries into serial numbers and
kept as background information. However, the dates and times will be displayed to you on the
worksheet in a format opted by you.
4. Data in Series: You can fill a range of cells either with the same value or with a series of values with
the help of AutoFill.
EDITING DATA
Editing your Excel worksheet data is very easy. You can edit your data by any of the following ways:
1. Select the cell containing data to be edited. Press F2. Use Backspace key and erase the wrong entry.
Retype the correct entry.
2. Select the cell and simply retype the correct entry.
3. If you want only to clear the contents of the cell, select the cell and press Delete key.
4. To bring back the previous entry, either click on Undo button on standard Toolbar or select
Edit→Undo command or use keyboard shortcuts CTRL+Z.

CELL REFERENCES
Each worksheet contains a number of columns and rows. Each cell of the worksheet has a unique
reference. For example, A8, refers to the cell containing column number A and row number 8.

FIND AND REPLACE DATA IN A WORKSHEET

You may want to locate a number or text that is already typed in the worksheet. This is done through
Home Tab→Find. You can also locate your data and replace with new data with Home
Tab→Find→Replace.

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 CHAPTER FOUR

MODIFYING A WORKSHEET

Insert Cells, Rows, Columns and Delete Cells

Insert blank cells on a worksheet

Select the cell or the range (range: Two or more cells on a sheet. The cells in a range can be adjacent or
nonadjacent.) of cells where you want to insert the new blank cells. Select the same number of cells as
you want to insert. For example, to insert five blank cells, you need to select five cells.

On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Cells.

You can also right-click the selected cells and then click Insert on the shortcut menu.

In the Insert dialog box, click the direction in which you want to shift the surrounding cells.

Insert rows on a worksheet

1. Do one of the following:

To insert a single row, select the row or a cell in the row above which you want to insert the new row.
For example, to insert a new row above row 5, click a cell in row 5.

To insert multiple rows, select the rows above which you want to insert rows. Select the same number
of rows as you want to insert. For example, to insert three new rows, you need to select three rows.

To insert nonadjacent rows, hold down CTRL while you

select nonadjacent rows.

2. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Sheet Rows.

Insert columns on a worksheet

1. Do one of the following:

To insert a single column, select the column or a cell in the column immediately to the right of where
you want to insert the new column. For example, to insert a new column to the left of column B, click a
cell in column B.

To insert multiple columns, select the columns immediately to the right of where you want to insert
columns. Select the same number of columns as you want to insert. For example, to insert three new
columns, you need to select three columns.

l To insert nonadjacent columns, hold down CTRL while you select nonadjacent columns.

2. On the Home tab, in the Cells group, click the arrow next to Insert, and then click
Insert Sheet Columns.

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Delete cells, rows, or columns

1. Select the cells, rows, or columns that you want to delete.

2. On the Home tab, in the Cells group, do one of the following:
To delete selected cells, click the arrow next to Delete, and then click Delete Cells.

To delete selected rows, click the arrow next to Delete, and then click Delete Sheet
Rows.
To delete selected columns, click the arrow next to
Delete, and then click Delete Sheet Columns.
3. If you are deleting a cell or a range of cells, in the Delete dialog box, click Shift cells left, Shift cells up,
Entire row, or Entire column.

Resizing Rows and Columns

Set a column to a specific width

1. Select the column or columns that you want to change.

2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Column Width.
4. In the Column width box, type the value that you want to Change the column width to fit the
contents

1. Select the column or columns that you want to change.

2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click AutoFit Column Width.
To quickly auto fit all columns on the worksheet, click
the Select All button and then double-click any
boundary between two column headings.

Match the column width to another column

1. Select a cell in the column.

2. On the Home tab, in the Clipboard group, click Copy,
and then select the target column.
3. On the Home tab, in the Clipboard group, click the
arrow below Paste, and then click Paste Special.
4. Under Paste, select Column widths.

Change the width of columns by using the mouse

Do one of the following:

To change the width of one column, drag the boundary on the right side of the column heading until the
column width changes to the desired size that you want.

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To change the width of multiple columns, select the columns that you want to change, and then drag a
boundary to the right of a selected column heading.

To change the width of columns to fit the contents, select the column or columns that you want to
change, and then double-click the boundary to the right of a selected column heading.

To change the width of all columns on the worksheet, click the Select All button, and then drag the
boundary of any column heading.

Set a row to a specific height

1. Select the row or rows that you want to change.

2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Row Height.
4. In the Row height box, type the value that you want.

Change the row height to fit the contents

1. Select the row or rows that you want to change.

2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click AutoFit Row Height.
To quickly auto fit all rows on the worksheet,

click the Select All button and then double-click the boundary below one of the row headings.

Change the height of rows by using the mouse

Do one of the following:
To change the row height of one row, drag the boundary below the row heading until the row is the
height that you want.

To change the row height of multiple rows, select the rows that you want to change,
and then drag the boundary below one of the selected row headings.

To change the row height for all rows on the worksheet, click the Select All button,
and then drag the boundary below any row heading.

To change the row height to fit the contents, double-click

Move or copy entire cells

When you move or copy a cell, Excel moves or copies the entire cell, including formulas and their
resulting values, cell formats, and comments.

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1. Select the cells that you want to move or copy.

2. On the Home tab, in the Clipboard group, do one of

the following:

To move cells, click Cut . Keyboard shortcut or CTRL+X.

To copy cells, click Copy . Keyboard shortcut or CTRL+C.

3. Select the upper-left cell of the paste area.

4. On the Home tab, in the Clipboard group, click Paste . Or CTRL+V.

By default, drag-and-drop editing is turned on so that you can use the mouse to move and copy cells.

1. Select the cells or range of cells that you want to move or copy.

2. Do one of the following:

To move a cell or range of cells, point to the border of the selection.

When the pointer becomes a move pointer , drag the cell or range of cells to another location.

To copy a cell or range of cells, hold down CTRL while you point to the border of the selection. When the
pointer becomes a copy pointer, drag the cell or range of cells to another location.

1. Select the cell or range of cells that contains the data that you want
to move or copy.

2. On the Home tab, in the Clipboard group, do one of

the following:

To move the selection, click Cut . or press CTRL+X.

To copy the selection, click Copy . Or press CTRL+C.

3. Right-click the upper-left cell of the paste area, and then click Insert Cut Cells or Insert Copied Cells
on the shortcut menu.
4. In the Insert Paste dialog box, click the direction in which you want to shift the surrounding cells.
Prevent copied blank cells from replacing data
1. Select the range of cells that contains blank cells.
2. On the Home tab, in the Clipboard group, click Copy .

Keyboard shortcut you can also press CTRL+C.

3. Select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click the arrow below Paste , and then
click Paste Special.
5. Select the Skip blanks check box.

Move or copy the contents of a cell

1. Double-click the cell that contains the data that you want to move or copy.

2. In the cell, select the characters that you want to move or copy
To select the Do this
contents of a cell
In the cell Double-click the cell, and then drag across the
Contents of the cell that you want to select.

In the formula bar Click the cell, and then drag across the contents of the
Cell that you want to select in the formula bar.
By using the keyboard Press F2 to edit the cell, use the arrow keys to position
the insertion point, and then press SHIFT+ARROW key
to select the contents.

3. On the Home tab, in the Clipboard group, do one of the following:

To move the selection, click Cut . To copy the selection, click Copy .

In the cell, click where you want to paste the

Characters, or double-click another cell to move or copy the data.

5. On the Home tab, in the Clipboard group, click Paste .

6. Press ENTER.
Copy cell values, cell formats, or formulas only

When you paste copied data, you can do any of the following:

Convert any formulas in the cell to the calculated values without

overwriting the existing formatting.

Paste only the cell formatting, such as font color or fill color (and not the
contents of the cells).

Paste only the formulas (and not the calculated values).

1. Select the cell or range of cells that contains the values, cell formats,
or formulas that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy .
3. Select the upper-left cell of the paste area or the cell
where you want to paste the value, cell format, or
formula.
4. On the Home tab, in the Clipboard group, click

the arrow below Paste , and then do one of the

following:

To paste values only, click Paste Values.

To paste cell formats only, click Paste Special, and then click Formats
under Paste.

To paste formulas only, click Formulas.

Drag and Drop
If you are moving the cell contents only a short distance, the drag-and-drop method may be easier.
Simply drag the highlighted border of the selected cell to the destination cell with the mouse.

Freeze Panes

If you have a large worksheet with column and row headings, those headings will disappear as the
worksheet is scrolled. By using the Freeze Panes feature, the headings can be visible at all times.

1. Click the label of the row below the row that should remain frozen at the top of the worksheet.
2. Select View Tab→ Window Group on ribbon→ Freeze Panes→Freeze Panes
3. To remove the frozen panes, View Tab→Window Group on ribbon→Freeze Panes→Unfreeze Panes

PAGE BREAKS

To set page breaks within the worksheet, select the row you want to appear just below the page break
by clicking the row’s label. Then choose Page Layout→Setup Group→Breaks→Input Page Break. Excel
will start a new page from the row selected.
 CHAPTER FIVE
PAGE SETUP
Select File→Page Setup from the menu bar to format the page, set margins, and add headers and
footers.

1. Page: The page option allows you to set the paper size, orientation of the data, scaling of the area,
print quality, etc. Select the Orientation under the Page tab in the Page Setup window to make the page
Landscape or Portrait. The size of the worksheet on the page can also be formatted using Scaling. To
force a worksheet to print only one page wide so that all the columns appear on the same page, select
Fit to 1 page(s) wide.
2. Margins: Change the top, bottom, left, and right margins by selecting Margins from the page setup
group of age Layout Tab. Enter values in the header and footer fields to indicate how far from the edge
of the page this text should appear. Check the boxes for centering horizontally or vertically on the page.

There are three predefined margin settings. You can choose from them
or you can also customize the margins as shown by the following
diagram.

3. Add or change the header or footer text: For worksheets, you can work with headers and footers in
Page Layout view. For other sheet types, such as chart sheets or for embedded charts, you can work
with headers and footers in the Page Setup dialog box. Add or change the header or footer text for a
worksheet in Page Layout view
1. Click the worksheet to which you want to add headers or footers, or that contains headers or footers
that you want to change.

2. On the Insert tab, in the Text group, click Header & Footer.

3. Do one of the following:

To add a header or footer, click the left, center, or right header or footer text box at the top or at the
bottom of the worksheet page.

To change a header or footer, click the header or footer text box at the top or at the bottom of the
worksheet page that contains header or footer text, and then select the text that you want to change.

4. Type the text that you want.

To close the headers or footers, click anywhere in the worksheet, or press ESC.
5. Sheet tab has the option to select the area to be printed (that is, range of cells). Check Gridlines if you
want the gridlines dividing the cells to be printed on the page. If the worksheet is several pages long and
only the first page includes titles for the columns, select Rows to repeat at top to choose a title row that
will be printed at the top of each page.
PRINT PREVIEW

Print preview helps to view the worksheet before the final printout is taken. It helps to edit the
worksheet if required as per the need.

The steps to see the print view of document

1. Select Print from Office Button .

2. Select print

3. Click Print Preview.

Click the buttons like Next and Previous with respect to Print Preview Tab. Select the Zoom button to
view the pages closer. Make page layout modifications needed by clicking the Page Setup button. Click
Close to return to the worksheet or Print to continue printing.

PRINT

To print the worksheet, select Print from Office Button .

1. Print Range - Select either all pages or a range of pages to print.

2. Print What - Select selection of cells highlighted on the worksheet, the active worksheet, or all the
worksheets in the entire workbook.

3. Copies - Choose the number of copies that should be printed. Check the Collate box if the pages
should remain in order.

4. Click OK to print.

FILE OPEN, SAVE AND CLOSE

(A) You can open an existing File by several methods:

1. Go to windows explorer and find out the file you want to open. Double-click on the file.

2. Start MS Excel. Click on office button on the drop-down menu click 'open'. Select the file you want to
open from the pop-up menu.
(B) When you have finished your work on the file you can save it by either clicking on the 'file save'
icon at the top left corner or Click on office button → click on save at the drop-down menu.

(C) When you are saving the worksheet for the first time follow the steps given below:

1. Click office button

2. Select 'file save as'on the drop-down menu.
3. On the pop-up menu select the location where you want to save the file.
4. Type the file name
5. Click on 'save'in the pop-up menu.
(D) When your work is finished and it has been saved properly: Select Print from Office Button

1. Select (Click) Close Command to close your file

2. Select (Click) Exit Excel Command to exit from MS Excel.
WORKBOOK PROTECTION

Set a password for a workbook

1. Click the Microsoft Office Button , and then click Save As.
2. Click Tools, and then click General Options.
3. Do one or both of the following:

If you want reviewers to enter a password before they can view the workbook, type a password in the
Password to open box.

If you want reviewers to enter a password before they can save changes to the workbook, type a
password in the Password to modify box.

4. If you don’t want content reviewers to accidentally modify the file, select the Read-only
recommended check box. When opening the file, reviewers will be asked whether or not they want to
open the file as read-only.

5. Click OK.
6. When prompted, retype your passwords to confirm them, and then
click OK.
7. Click Save.
8. If prompted, click Yes to replace the existing workbook.
 CHAPTER SIX
INTRODUCTION TO VISUAL AIDS PRESENTATION
Visual aids can be a very powerful tool to enhance the impact of your presentations. Words and
images presented in different formats can appeal directly to your audience’s imagination, adding power
to your spoken words. Think of using visual aids for the following reasons:

 If they will save words.

-don't describe your results - show them;
 If their impact would be greater than the spoken word
-don't describe an image - show it.

Think about using a variety of different visual images. Try using photographs, tables, diagrams, charts,
drawings, key words, or video sequences. Be creative and deliberate in your choice of images to achieve
the most impact. Think of your next presentation. How can you display your material visually? What
techniques might help you present your argument or results in a stimulating way? What might add
emphasis to your spoken words?
When to use visual aids
Words and images can be used throughout your presentation from the introduction to the conclusion.
However, remember to restrict their use to key moments in your presentation; an over use of visual aids
can be hard to follow.
Think about using visual aids at the following times:
Introduction
 Display the title of your presentation;
 Define particular technical terms or units;
 Indicate a structure to your presentation by listing your main points;
 Display an image which encapsulates your theme(s);
 Highlight a question you intend answering during the course of your presentation;
Main points
 Highlight new points with an appropriate image or phrase;
 Support technical information with clearly displayed data;
 Indicate sequence by linking points together;
 Offer evidence from your research to support your argument;
Conclusion
 Summarise your main points on a slide;
 Present your conclusion in a succinct phrase or image;
 Display your key references to allow your audience to read more on your topic.
Different types of visual aids
There are different types of visual aids. The following advice will help you make the most of
those most commonly used.
PowerPoint (or equivalent)
Microsoft PowerPoint is probably now the most commonly used form of visual aid. Used well, it can
really help you in your presentation; used badly, however, it can have the opposite effect. The general
principles are:

DO DON’T

Use a big enough font (minimum 20pt) Make it so small you can't read it

keep the background simple Use a fussy background image

Use animations when appropriate But don't over-do the animation - it gets
 distracting

Make things visual Use endless slides of bulleted lists that all look
the same
Overhead projector slides/transparencies
Overhead projector slides/transparencies are displayed on the overhead projector (OHP) — a very
useful tool found in most lecture and seminar rooms. The OHP projects and enlarges your slides onto a
screen or wall without requiring the lights to be dimmed. You can produce your slides in three ways:
 pre-prepared slides : These can be words or images either hand written/drawn or produced on
a computer;
 spontaneously produced slides: These can be written as you speak to illustrate your points or to
record comments from the audience;
 A mixture of each: Try adding to pre-prepared slides when making your presentation to show
movement, highlight change or signal detailed interrelationships.

Make sure that the text on your slides is large enough to be read from the back of the room. A useful
rule of thumb is to use 18 point text if you are producing slides with text on a computer. This should also
help reduce the amount of information on each slide. Avoid giving your audience too much text or
overly complicated diagrams to read as this limits their ability to listen. Try to avoid lists of abstract
words as these can be misleading or uninformative.
White or black board
White or black boards can be very useful to help explain the sequence of ideas or routines, particularly
in the sciences. Use them to clarify your title or to record your key points as you introduce your
presentation (this will give you a fixed list to help you recap as you go along). Rather than expecting the
audience to follow your spoken description of an experiment or process, write each stage on the board,
including any complex terminology or precise references to help your audience take accurate notes.
However, once you have written something on the board you will either have to leave it there or rub it
off - both can be distracting to your audience. Check to make sure your audience has taken down a
reference before rubbing it off - there is nothing more frustrating than not being given enough time!
Avoid leaving out of date material from an earlier point of your presentation on the board as this might
confuse your audience. If you do need to write ‘live’, check that your audience can read your writing.
Paper handouts
Handouts are incredibly useful. Use a handout if your information is too detailed to fit on a slide or if you
want your audience to have a full record of your findings. Consider the merits of passing round your
handouts at the beginning, middle and end of a presentation. Given too early and they may prove a
distraction. Given too late and your audience may have taken too many unnecessary notes.

Given out in the middle and your audience will inevitably read rather than listen. One powerful way of
avoiding these pitfalls is to give out incomplete handouts at key stages during your presentation. You
can then highlight the missing details vocally, encouraging your audience to fill in the gaps.
Flip chart
A flip chart is a large pad of paper on a stand. It is a very useful and flexible way of recording information
during your presentation — you can even use pre-prepared sheets for key points. Record information as
you go along, keeping one main idea to each sheet. Flip back through the pad to help you recap your
main points. Use the turning of a page to show progression from point to point. Remember to make
your writing clear and readable and your diagrams as simple as possible.

Video
Video gives you a chance to show stimulating visual information. Use video to bring movement, pictures
and sound into your presentation. Always make sure that the clip is directly relevant to your content.
Tell your audience what to look for. Avoid showing any more film than you need.
Artifacts or props.
Sometimes it can be very useful to use artifacts or props when making a presentation (think of the
safety routine on an airplane when the steward shows you how to use the safety equipment). If you
bring an artifact with you, make sure that the object can be seen and be prepared to pass it round a
small group or move to different areas of a large room to help your audience view it in detail.
Remember that this will take time and that when an audience is immersed in looking at an object, they
will find it hard to listen to your talk. Conceal large props until you need them; they might distract your
audience’s attention.
Designing visual aids
There are different rules for designing visual aids, some of which will apply directly to different kinds of
equipment. In general, sticking to the following guidelines will produce high quality visual images:
 Use one simple idea for each visual;
 Make the text and diagrams clear and readable;
 Avoid cluttering the image;
 Keep your images consistent (use the same font, titles, lay out etc. for each image);
  Make sure your images are of a high quality (check for spelling and other errors). Always
remember that an audience should be able to understand a visual image in a matter of seconds.
Room layout
 Remember that your audience needs to be able to see you as well as your visual aids. Try to
involve every member of your audience by changing the layout of your room. Below are some
suggested layouts to help maximise contact between you, your audience and your visual aids.


1. Speaking to small audiences 2. Speaking to larger audiences

Always check your equipment to make sure that it works; use a tool you are familiar with. There is
nothing worse than a presenter struggling with his or her visual aids. Be familiar enough with your tools
to ensure that you won’t be thrown off if something goes wrong. A confident use of visual aids will help
marry them to your spoken presentation helping them become part of an impressive performance. Use
visual aids to display complex information clearly and introduce variety into your delivery technique.
Make sure that you are familiar with the equipment required to create and display visual aids, and
deploy visual aids creatively in your presentations mixing techniques and media to create an impact.

CHAPTER SEVEN
ONLINE AND OFFLINE PROCESSING
The term 'online' processing is the term used to describe when a user is connected to a computer or
network (they are logged in) and are processing the data files at the same time as using the input,output
and storage devices.
To help speed up data input and output into computer systems, offline processing was 'invented'. This
removes the need for relatively slow input devices. Instead, data is stored in files on a high-speed data
storage device. This could be done in a number of ways. For example, an operator might use a different
computer system to simply type in data from paper forms into a file, perhaps using a key-to-disk system
or if the data was in a machine-readable form (such as Optical Mark Recognition sheets), it could be
read automatically and stored in a file. Then, when the computer is ready, it can get all the data it needs
from these files on the high-speed storage device rather than from relatively slow input devices.
This is described as offline processing because the main computer doing the processing is not
immediately controlling and reading the data from its input devices. The data is being prepared and
stored away from that computer on a high-speed storage device and is then made available as
necessary.
'Online' and 'offline' are terms usually associated with networks. They describe whether a computer or
workstation is or isn't using the resources available on the network. In particular, it describes whether or
not they are using the processing power available on the network. If the computer or workstation is
using the network's processing power then it is said to be online. If it isn't (but is physically connected)
then it is said to be offline. The email example is one example where you can be either online or offline.
There are other examples. Someone working on a network might be typing in data into a file on their
workstation's disk. They are working 'offline'. If this data is then used to update a master file held on the
server then the user will go online to do this. They contact the server by logging in, tell it where to find
the data stored on disk, the server processes the data and the master file is updated.

ELECTRONIC MAIL Electronic mail or e-mail makes it possible to exchange messages through a local or
worldwide communication network such as Internet. Computers are generally used as terminals, but
electronic agendas, cell phones, data communication terminals or other data exchange equipment can
also be used. The best known and most widely used network is Internet. Most e-mail software and
services allow for the attachment of files containing text, documents, sound, pictures, and even
computer programs. There are two main types of e-mail. The first enables subscribers of a network
provider to send and receive messages with e-mail software. Messages are processed on the sender’s
terminal.
The second type, Web mail, is accessible through navigation software that enables a computer
connected to Internet to send and receive mail, without the services of a network provider.
CONFIDENTIALITY E-mail is a very convenient tool. However, it does not guarantee the confidentiality
and integrity of messages, nor does it ensure the authenticity of their source and their author’s identity.
Specific steps must be taken to protect the information that is transmitted. It is fairly easy to access a
message during transmission and read or modify it. E-mail offers about the same degree of
confidentiality as a postcard. Messages sent through Internet do not go directly to the recipient; they
transit through a more or less large number of computers before reaching their destination. This path
varies from one time to another depending on many factors, notably the state of the network and how
busy it is. Network providers must inform customers of their policy for the management of electronic
mail and the protection of personal information. Messages sent and received by their subscribers go
through their systems or reside in them for a more or less long period.
PROTECTION MEASURES Apply patches proposed by software developers Software developers
constantly propose modifications to correct glitches in their programs. They offer patches and updates
to improve e-mail security. Use up-to-date anti-virus software A terminal can be contaminated by the
introduction of a virus. Some of these viruses are harmless. But others can destroy the contents of a
terminal or make possible illegal intrusions. Up-to-date anti-virus software can detect and eliminate
most viruses. Use encryption software To protect a message’s confidential data, the use of encryption
software is recommended. This kind of software encodes the contents of the message, making it illegible
and difficult to decipher. This has both a protective and deterrent effect. Encryption software is available
on the market and can be downloaded for free on Internet.
Manage your password E-mail boxes are protected by a password. This password should be frequently
modified to avoid being known by too many people who could access a user’s mailbox without
authorization. Changing your password regularly gives you better control of your mailbox. It is also
advisable not to activate the password recording or memorizing function to better control access to the
mailbox.
ACCESS AND CORRECTION RIGHTS Electronic messages and files circulating in public and private
organizations are subject to provisions of the Act respecting Access to documents held by public bodies
and the Protection of personal information and the Act respecting the protection of personal
information in the private sector. Access and correction rights recognized to citizens by these two laws
must be respected.
CONSERVATION AND DESTRUCTION OF MESSAGES E-mail system administrators must set time limits
for the conservation of messages. In public bodies, these time limits must be recorded in a calendar
approved by the National Archives. Private organizations would be well-advised to adopt the same
policy. They could thus enforce more effectively access and correction rights citizens are entitled to.
POLICY ON THE USE OF E-MAIL IN THE ENTERPRISE Rules for the management and use of e-mail within
a company must be clear and known to all users. They should know who can access mailboxes (system
administrator, manager, auditor) and in which circumstances such access is authorized (redirecting
undelivered messages, serious suspicions of fraud). In the workplace, it is reasonable to expect
employers to control the use of their own communication means. However, employees are entitled to
the respect of their privacy in this process. Employees should be informed of the reasons for control,
and the means of control they can be subjected to. They must be clearly informed of their rights and
obligations.
ELEMENTARY PRECAUTIONS In addition to the measures already mentioned, other precautions should
be taken. • To each mailbox should be attached a password known and managed only by the employee
authorized to access it. • In case of a common mailbox, only employees authorized to access it should
know the password. • The organization’s computer system should require users to change their
passwords regularly, say every month, and discard those previously used. Since network providers do
not usually require users to modify their passwords, company policy on the use of e-mail should remedy
the matter. • No personal data should be transmitted, unless encrypted. If encryption software is used,
the encryption keys should be carefully managed.

Advantages of email
1. Fast and cheap
2. Ideal way to reach persons who are difficult to get on the phone (e.g. most physicians!)
3. Because it is written, you can compose and review your message before sending
4. Ideal for international communications (expense, problems reaching colleagues, differences in
time zones)
5. Convenient and non-intrusive: I typically review and answer emails late at night after the kids
have gone to bed
6. You can check your email from any computer in the world; e.g., while visiting, from a hotel
room, in your car, etc.
7. You can easily include all or part of previous messages, or the message you are responding to,
including point by point responses to questions, etc.
8. Ability to send same message to predefined groups of people
9. Ability to include attached files, documents, pictures, datasets Messages easily achievable
and storable in a database; search by sender, date, subject, or put into separate mailboxes
10. Ability to paste from other applications directly into email document (e.g., a review of a paper
found on a website).
Disadvantages of email
1. You don't always know when/if your message has been read (some email programs notify
sender when email has been read)
2. Privacy issues
o Interception: By company, hospital, university administration, or by unauthorized
snoops on the Web (email can be encrypted)
o Difficult to delete: Emails are stored in a variety of places on computer disks. Difficult to
completely erase and destroy.
o Masquerade: Someone can masquerade as you; send emails in your name. No unique
signature.
o Forwarding function: A recipient can re-mail a sender's message to a large number of
people; e.g., you criticize the boss, and your colleague forwards your critical letter to all
the employees in the company

3. Easy to get swamped (but you can filter and sort messages)
4. A hazard for emotionally "fiery" people; you get mad, you fire off an email, the recipient
forwards it to 10 other people, including the target of your anger, and you pay the
consequences for many months to come.
 CHAPTER EIGHT
MICROSOFT OFFICE POWERPOINT

"PowerPoint" refers to Microsoft PowerPoint, a program that allows the user to design a presentation
that consists of multiple slides. These slides may contain images, text, video clips, and related types of
information. PowerPoint is useful for delivering a speech, because the user can utilize text on the screen
to remind him or her of the information to be conveyed to the audience or to summarize his/her
dialogue into more manageable and "friendly" sizes, as well as to entertain or explain graphs, charts,
and related data.
Creating and Editing a Presentation
The PowerPoint Window

1. Title Bar - Displays the name of the application followed by the title of the presentation.
2. Formatting Toolbar - Provides quick access to commands you need for formatting.
3. Outline and Slides Tab - The slides tab gives you a thumbnail view of all the slides in the presentation
and allows to rearrange their order; the outline tab adds textual content to the slides in an outline
format.
4. Slide Pane - Area where you build the slides for your presentation.
5. View Buttons - Change the way you view the presentation; the Normal view (left button) is the
default, the Slide Sorter view (center button) shows you only the thumbnails and is used to sort and
rearrange the presentation, and the Run view (right button) runs the presentation from the current
slide.

6. Drawing Toolbar - Provides all the tools you need to draw and format objects
7. Notes Pane - Add notes for yourself for each slide in your presentation
8. Task Pane (Windows version) - Varies based on what you are currently working on; when you first
start PowerPoint, you see the New Presentation task pane; other possible tasks include Slide Layout,
Slide Design, and Effects
9. Menu Bar - Includes all of the PowerPoint menu choices
10. Placeholders - Designate the space that will be filled with titles, text, or other objects such as
graphics or charts
11. Application Close Button (Windows Version) - Exits PowerPoint
12. Presentation Close Button (Windows version) - Closes the current presentation
Create a New Presentation
Using the AutoContent Wizard
1. If necessary, chose File > New to display the New Presentation pane
2. On the New Presentation pane, click on the AutoContent Wizard link You will be walked through a
series of questions about the presentation you are making, including a category for the type of
information being presented and the method of delivery. The Wizard then applies a background and
text as well as an outline of text you may use as a guide. This is the preferred method for creating a
presentation in the least of amount of time.
Using a Design Template
1. If necessary, choose File > New to display the New Presentation pane
2. On the New Presentation pane, click on the From Design Template link
3. The Slide Design pane will display on the right side of the screen with a variety of different templates
to choose from.
4. Select the design of your choice from the Slide Design pane
5. Click OK to begin working with the first slide in the Normal View
Using a Blank Presentation
1. If necessary, chose File > New to display the New Presentation pane
2. On the New Presentation pane, click on the Blank Presentation link. This will open a new
presentation with no template. You will provide the content, background, color scheme, text format,
etc. This method gives you the most freedom, but also requires the most amount of time to complete.
Adding a new slide
Once you have opened a new presentation, the next step is to add and format the content. PowerPoint
provides a selection of pre-defined slide layouts based on different types of content that you can use to
quickly add content to the slides. For each of the 27 Slide Layouts provided, PowerPoint combines the
four types of placeholders in different combinations; each placeholder will be replaced with the
following type of content:
Placeholder: Replaced with:
Title A title
Subtitle A subtitle
Text A bulleted list
Content +Slide Layout
Placeholders
Using a Slide Layout ensures that the text and other elements you enter into the placeholders will have
consistent spacing and be optimally arranged.
• To demote a line of text, use [Tab] or the Demote button. This will make a level one bullet into a level
two sub-bullet.
• To promote a line of text, press [Shift] and [Tab] together or click on the Promote button. This will
turn a level one bullet into the Title of a new slide.
Adding Clip Art to a Slide
Effective visuals emphasize the key content points in a presentation. PowerPoint provides a selection of
professionally designed pictures, or clip art, that you can use in your presentations. These clip art images
include
many different themes such as animals, people, buildings, food, holidays, business, and more.
How to Insert a Clip Art Image
1. Move to the slide on which you want to place clip art.
2. Apply a Slide Layout that includes content or clip art placeholder.
3. Open the Select a Picture dialog box by:
• Clicking on the Clip Art button on the content placeholder OR
• Double-clicking on the clip art placeholder
1. In the Search box, type a word or phrase that describes the clip you want.
2. Click Search. PowerPoint displays the search results in the Select Picture List.
3. Click on the clip art image you want and click OK.
How to Resize a Clip Art Image
Once you have added a clip art object to your slide, you can resize it to make it fit better into your
presentation.
1. Click on the Clip Art object to select it.
2. Put the arrow on one of the resize handles at the corner of the picture until the cursor changes to a
double-headed arrow.
3. Depress the mouse button and drag the handle toward or away from the center to make the image
larger or smaller. The corner handles resize the image proportionally and the handles on the sides of the
image increase or
Decrease the height or width of the image. When you release the mouse button, the object appears in
its new size.
Editing Slide Text
You know how to enter text into your presentation, but what happens if you decide you want to change
the text?
PowerPoint allows you to navigate to a specific slide and change the text.
Navigate in a Presentation
To Move to: Do this:
Drag the scroll box to the bottom of the scroll bar
The last slide in the presentation or press [Ctrl] and [End]

The first slide in the presentation Drag the scroll box to the bottom of the scroll bar
or press [Ctrl] and [End]

The next slide in the presentation Click in the scroll bar below the scroll box or press
[Page Down]

The previous slide in the presentation Click in the scroll bar above the scroll box or press
[Page Up]

To a specific slide Drag the scroll box up or down until the scroll
indicator displays the slide you want

Knowing how to select text is a critical skill in all Microsoft Office applications. Selecting text is a
necessary step for many procedures such as deleting blocks of text or formatting.

Selection Technique
Method
Drag To create a highlighted selection, point at one end of the text to be selected.
Press and hold the mouse button while dragging the pointer to the other end of
the text, then release the mouse button.

Select a word Select a word Double-click anywhere on the word you want to select
Select a bullet Press [Ctrl] and click anywhere inside the bulleted text. You may also triple-click
item anywhere on the word you want to select.

Deselect Make another selection or click the mouse button in the text area.

How to Edit Text in a Slide Pane

You can edit text or move bulleted text in the Slide pane or the Outline tab. To edit text in the Slide
pane:
1. Select the bulleted text you want to change.
2. If necessary, edit the text by:
• Pressing the [Delete] key to delete the text; or
• Typing new text to replace the selected text.
1. If necessary, move the bulleted item by:
• Selecting the entire bulleted item; and
• Dragging the item up or down to move it to its new location.
Move Bulleted Items in the Outline Tab
You can change the order of bulleted items and slides in the Outline tab:
1. Select the slide or bulleted item you want to move.
2. Click the Move Up or Move Down button on the Outlining toolbar until the slide or bulleted item
appears where you want it.
Formatting Text Slides
Apply Character Formats
You can use character formatting to add interest to presentations, but do so sparingly. Keep in mind that
adding too much character formatting can detract from your message or make it confusing.
Format Text
You can change the appearance of text by changing its font, size, style, and color. You can format text in
the Outline tab or the Slide pane. To format text:
1. Select the text you want to format.
2. To change the font, select a new font from the Font drop-down list on the Formatting toolbar.
3. To change the size, select a new size from the Size drop-down list on the Formatting toolbar.
4. To change the style, click the Bold, Italic, or Underline button on the Formatting toolbar.
5. To change the color, select a new color from the Font Color button's drop-down palette. (The Font
Color button is on the Drawing toolbar).
Repeat Formatting
When you format text in a slide, you can press the [F4] key to repeat that format for newly selected text.
If you use the toolbar to apply more than one format, PowerPoint will repeat only the last format you
applied.
Align Text
Alignment determines the position of the text within its text object box on a slide. Text can be left-
aligned, right-aligned, centered, or justified, as follows:
1. Select the text you want to align.
2. Choose Format > Alignment to display the Alignment sub-menu.
3. From the sub-menu, select the alignment option you want:
• Align Left - aligns text at the left edge of the text object box.
• Center - aligns text between the left and right edges of the text object box.
• Align Right - aligns text at the right edge of the text object box.
• Justify - begins text at the left edge and ends the text at the right edge of the text object box.
You can also use the Alignment buttons on the Formatting toolbar to left-align, center, and right-align
text.
Line Spacing
Line spacing is the vertical distance between two lines of text. By default, line spacing is set to single-line
spacing, which means that the amount of space between lines of text depends on the size of the font
used. For example, if the font size is 12, then single-line spacing will be 12 pts between lines of text. If
you applied double-line spacing, then the lines would be separated by 24 pts of space.
Setting Line Spacing
1. Place the cursor in a paragraph, or select the paragraphs you want to affect.
2. Choose Format > Line Spacing.
3. In the Line Spacing dialog box, click on the arrows to increase or decrease line spacing options, or
enter an exact setting.
4. Click OK.
Line Spacing Options
In the Line Spacing dialog box, there are three options for changing the amount of space between lines
and bullet items on a slide.
• Line Spacing - the amount of space between selected lines of text. By default, line spacing is set to 1.
• Before Paragraph - increase or decrease the spacing before the first line of each selected paragraph.
• After Paragraph - the amount of space after the last line of each selected paragraph
Indents
In PowerPoint, indents are used to align bullets and text at a set distance from the margins. When the
horizontal ruler in PowerPoint is displayed, you will find one set of the following indent markers on the
left edge of the ruler for each level of bullets on the slide:
Indent Marker Types:
Marker Name Marker Function

Bullet Indent Controls the left boundary for the bullet.

Text Indent Controls the left boundary of text for a bulleted item.

Left Indent Controls the left boundary for both bullets and text.

How to Change Indents

1. Select the text object that you want to affect.
2. Choose View > Ruler to display the ruler.
3. To adjust the first-line indent, click and drag the upper marker for that indent to a desired position on
the ruler.
4. To adjust the subsequent lines in a paragraph, click and drag the upper marker for that indent to a
desired position on the ruler.
5. To maintain the relationship between the first line and the rest of the paragraph (to move both
markers at once), click and drag the bottom half of the lower marker to a desired position on the ruler.
Preparing to Deliver a Presentation
After adding all of the content to a presentation, it is time to put the finishing touches on it. There are
multiple ways to check for spelling errors, inconsistencies, or other problems. There are also several
ways to enhance the presentation.
Spell Check a Presentation
AutoCorrect
Autocorrect corrects many common spelling errors automatically as you type. It is similar to the version
used in Microsoft Word. Autocorrect fixes spelling errors as well as instances such as double capital
letters at the beginning of a word, capitalizing the days of the week and the first words of a sentence.
Common typing mistakes such as letter transposition are also automatically corrected as you type. There
may be times when you do not want Autocorrect turned on. To access options for Autocorrect, go under
the Tools menu and choose Autocorrect Options. Each function in AutoCorrect can be selected or
deselected by clicking in the check box associated with each function.
Spellchecking a PowerPoint Presentation
PowerPoint provides you with a powerful spellchecker that works in the same fashion as the one in
Microsoft Word. As with that spellchecker, it's always a good idea to proofread your presentation
yourself; however, the spell checker can sometimes be a lifesaver.
To check an entire presentation, don't select any text. If you run the spellchecker with specific text
selected, it will only check that text. You don't have to click the insertion point at the beginning of a
presentation to begin spellchecking, as the spellchecker will wrap around until it has checked the entire
presentation.
There are four ways to access the spellchecker:
• In the Tools menu, choose Spelling.
• Click the Spelling button on the Toolbar.
• Press [F7].
• Right-click on a flagged spelling error and choose Spelling.
Once the spellchecker is running, you can use the various options to help you find and correct spelling
errors in your presentation. PowerPoint's spellchecker compares words with its internal dictionary. If
PowerPoint does not recognize a word, there are several options you can have it perform, as described
below:
• If the correction you want is already highlighted in the Suggestions list box, click Change.
• If the correction you want is in the Suggestions list box but not highlighted, select that word and click
Change.
• If the correction you want is not suggested, you can type the correction in the top text box and click
Change.
• You can click Change All to automatically correct any further occurrences of the particular spelling
error.
• If the spellchecker comes across a word that has been repeated, you can click Delete to delete one of
the instances of a word.
PowerPoint can check your spelling as you type. If it thinks you've misspelled a word, PowerPoint lets
you know by drawing a wavy red line under the word. To correct one of these errors, right-click on the
erroneous word and either choose one of the suggested changes or open the Spell Check dialog box and
make the change there as described above.
View the Slide Show
While putting together a PowerPoint slide show, it is often useful to actually run the show to see what it
will really look like when it is presented to an audience. This can provide a "reality check" and give a
better idea of how the show is actually going to look.
Slide Show View
Use the Slide Show view to see the slide show on your computer screen one slide at a time, using the
full screen, as you will when actually presenting the show.
You can move the subsequent slides by either clicking your mouse button, clicking the [Page Up] and
[Page Down] buttons, or by using the left and right arrow keys on your keyboard.

To view the Slide Show:

1. When you use the Slide Show view button, PowerPoint starts the show at the currently selected slide.
So, go to the first slide in your presentation.
2. Click the Slide Show view button.
3. To move to the next slide, click the mouse button or push the right arrow key. At the end of the show,
PowerPoint will display, "End of slide show, click to exit".
4. You can exit a slide show at any point by pressing the [Esc] key.
5. When you exit a slide show, PowerPoint returns to Normal view.
Arrange Slides in a Presentation
The ability to reorder slides in a presentation after you've created them enables you to easily reorder
slides after you've created them, as well as giving you the freedom to organize a new presentation out
of an older one. This can be essential in using the same material for different audiences without having
to recreate and entire slide show presentation. PowerPoint also lets you hide selected slides in a
presentation, in case you want to reuse a slide show for an audience and omit certain parts of the
presentation that don't apply to that particular presentation.
Slide Sorter View
Choose View/Slide Sorter, or click on the Slide Sorter view button. PowerPoint changes to the Slide
Sorter view and opens the slide sorter toolbar.
In Slide Sorter view, you see the thumbnail representations of the slides comprising your slide show.
This is a great way to see the whole presentation at once, in the order in which they will appear in the
slide show. After you are finished creating and editing your presentation, you can come to Slide Sorter
view to shuffle slides around, and copy, delete, or hide slides, until you've got it right. Slide Sorter view
also allows you to set up special effects to the slides in the presentation.
As you look through your slides in Slide Sorter view, and find a slide that you need to further edit, just
double-click on that slide and it will be displayed in Normal view.
Rearranging Slides in Slide Sorter View
You can often make a presentation better by playing with the order in which the slides appear.
Sometimes, you may wish to entirely hide a slide that doesn't apply to your audience. All of this happens
in Slide Sorter view.

To rearrange slides in Slide Sorter view:

1. Click on the Slide Sorter view button (or choose View/Slide Sorter).
2. Click on the slide you wish to move, copy, delete, or hide to select it.
3. Now move, copy, delete, or hide the slide:
• To move a slide, press and hold the mouse button, drag the slide to where you want it to go, and
release the mouse button.
• To copy a slide, press and hold the [Ctrl] key and drag the slide to where you want it to go.
• To delete a slide, press [Delete] or [Backspace].
• To hide a slide, right-click in the slide thumbnail and choose Hide Slide.
Adding Transitions to a Slide Show
One way to add a nice touch of professionalism to a slide show is to add transitions to the slides.
Transitions affect the way one slide goes to the next slide. Transitions add interest to your slide show,
but care should be taken to be sure they do not become a distraction from the show itself. It is often
best to choose one transition you like and use it for the entire slide show.
Slide Selection in Sorter View
In Slide Sorter view, you can select one slide, two or more slides that are next to each other, or two or
more slides that are not next to each other.
To Select Do This

One single slide Click on the slide.

Two or more contiguous slides Click on the first slide, press and hold [Shift], and
then click on the last slide.

Two or more non-contiguous slides Click on the first slide, press and hold [Ctrl], and
then click on all the other slides.

How to Set Transition Effects

For each slide in a presentation, you can set a different transition effect and determine how fast the
transition will happen. To set transition effects:
1. Switch to Slide Sorter view.
2. Select the slides to which you want to assign a transition.
3. Choose Slide Show/Slide Transition or click the Transition button on the Slide Sorter toolbar to open
the Slide Transition task pane.
4. From the Apply to Selected Slides list box, select the transition effect you want to apply.

PowerPoint previews the effect on the selected slides and displays a Preview Animation button beneath
each selected slide.
5. In the Modify Transition section, select a speed (Slow, Medium, or Fast) for the transition effect. Once
again, PowerPoint previews the effect on the selected slides.
6. To preview the effect again, click the Animation Preview button beneath the slide on the left side.
7. Close the Slide Transition pane.
Animating Text
Normally, when you have a slide with multiple bullets, PowerPoint will display all the text bullets at once
when you go to that slide during a slide show. One nice effect, however, is having the different bullets
appear as you speak about them, one at a time. This can be accomplished by using PowerPoint's
animate text feature. Animation of text in PowerPoint refers to the manner in which individual text or
other objects appear as they enter or exit a slide. Normally, all objects on a slide appear at the same
time when you display the slide. However, you can have different objects appear and exit at different
times under your control as the show proceeds. To add animation to text in a presentation:
1. In Normal view, select a line of bulleted text.
2. Choose Slide Show/Custom Animation to open the Custom Animation task pane.
3. Click the Add Effect button to display the drop-down list.
4. From the Entrance sub-menu, choose the animation effect of your choice. You can choose More
Effects if the effect you want isn't listed. PowerPoint displays the animation effect in the list box on the
Custom Animation task pane.
5. In the Modify section, set the direction and speed.
6. Close the Custom Animation task pane.
Printing Slides, Speaker Notes, and Handouts
PowerPoint enables you to easily print handouts, slides, and your own speaker notes that you can
reference while giving a presentation.
Handouts
You can use PowerPoint to create handouts of the slides in your presentation. You can decide how many
slides you wish to appear on a page. Usually, it is best to have no more than 4 in order that they remain
readable. You can choose layouts from the Print dialog box right before you print. PowerPoint
automatically formats everything for you.

Print Options
There are many options for printing your presentation. You can print slides, notes pages, handout pages,
or outlines. You can print the current slide, or select a range of slides to print. You can also select other
print options.
To print various things from PowerPoint:
1. Choose File > Print to display the Print dialog box.
2. Under the Print What heading, select the type of printout.
3. Select any other options you want.
4. Click OK.
Creating a Custom Design Template
While PowerPoint offers a nice variety of design templates, it is also useful at times to create your own.
A design template, once created, can be used over and over again. For instance, if your department
wanted all presentations to include your company's logo in one corner, with its colors as the
background, you could create a design template with these features and use it again and again.
Master Slides
A master slide is one that is a part of every presentation that controls certain text characteristics such as
font type, size, and color, as well as background color and style. Masters can affect all the slides in a
presentation. There are masters that control the title slide, notes pages, and handout pages. When you
apply a template to a presentation, you apply a new set of masters that control the presentation's look
and format. There are four types of masters used in PowerPoint, as described below.
Type of Master Description
Slide Master The Slide Master is an element of the design template that stores
information about the template, such as font styles, placeholder sizes
and locations, background design, and color schemes.
Title Master The Title Master is used to make changes to slides in your presentation
that use a Title Slide layout. This enables you to give a title slide a
different look from the rest of your presentation.
Notes Master The Notes Master is used to set the formatting for your notes pages.
You can set headers, footers, and the Notes Body area.
Handout Master The Handout Master is used to set the formatting of your handouts
pages. You can set headers, footers, and the size and positioning of the
number of handouts per page.

Type of Master Description

Slide Master the Slide Master is an element of the design template that stores information about the
template, such as font styles, placeholder sizes and locations, background design, and color schemes.
Title Master the Title Master is used to make changes to slides in your presentation that uses a Title
Slide layout. This enables you to give a title
Slide a different look from the rest of your presentation.
Notes Master the Notes Master is used to set the formatting for your notes pages. You can set headers,
footers, and the Notes Body area.
Handout Master
The Handout Master is used to set the formatting of your handouts pages. You can set headers, footers,
and the size and positioning of the number of handouts per page.
Slide Background
A slide background is a design element that appears behind the contents of the slide. The slide
background is made up gradient, texture, patterns, or a picture. To change the slide background:
Select the slide you want to change:
1. Select a slide in Normal view.
2. Select the Slide Master.
3. Choose Format/Background.
4. In the Background Fill section, click on the drop-down arrow and choose Fill Effects.
5. On the Fill Effects dialog box, select the tab that contains all the options you want to set and click OK.
6. Click Apply to All.
The following table describes the options you can set in the Fill Effects dialog box.
Tab Description

Gradient Enables you to set the color, transparency, shading style, and variants.
Texture Enables you to select a texture for the background.
Pattern Enables you to set a pattern, as well as the foreground and background color for the
pattern.

Gradient enables you to set the color, transparency, shading style, and variants. Texture enables you to
select a texture for the background.
Pattern enables you to set a pattern, as well as the foreground and background color for the pattern.
Picture enables you to select a picture as a fill for the background.
Inserting Graphics
One element you can add to every slide is a graphic of some sort.
To add a graphic to one or all slides:
1. Display an individual slide or the Slide Master for all slides.
2. Choose Insert > Picture > From File.
3. Navigate to the folder that contains the picture that you wish to insert.
4. Select the picture file.
5. Click Insert. PowerPoint allows you to insert most popular graphic formats into your presentation.
Adding Footers
Footers serve many uses in PowerPoint presentations. You can use them to provide information like
slide numbers, footer text, and date. All of the information goes at the bottom of each slide in your
design template.
Components of Footer
Footer in PowerPoint is text that you create once, but it appears on the bottom of each slide. It can
consist of text, slide numbers, and a date. To add footer:
1. Display the Slide Master.
2. Choose View > Header and Footer.
3. In the Date and Time section, select the options that you want.
4. Check the Slide Number box to add a number to each slide.
5. Under the checked Footer check box, click in the text box and enter the footer text.
6. Click Apply To All.
Formatting a Footer
You can change the way footer looks at any time. On the Slide Master, select the placeholder that
contains the information you want to change and format the text as you would any normal text. You can
also drag the placeholder around if you wish to change its location.
Modify the Slide Master Font
PowerPoint allows you to change the way that the text in each individual part of your presentation
looks.

If you have a very long presentation, for example, but decide that you no longer like the font for each
title, PowerPoint makes it easy to change the font for each title at once.
To change the appearance of the Slide Master text:
1. View the Slide Master.
2. Select the text you want to change.
3. Change the font to a different font.
4. Change the font size.
5. Apply a text effect, such as bold.
6. Return to Normal view.
Some Tips for Effective Slide Shows
Here are a few tips that will help your PowerPoint slide shows look professional and promote effective
visual clues to help you get your points across:
1. Limit animation.
2. Stay with one slide transition.
3. Use sans-serif fonts.
4. No tiny font sizes; remember the folks in the back row.
5. Keep your slides simple and uncluttered
6. If you are presenting in a light room, use a light slide background.
7. If you are presenting in a dark room, use a dark slide background.
8. Make sure to use high-contrast text and slide backgrounds.