Multimedia PowerPoint

Presentations
 Introduction

• There are several multimedia presentation

applications used globally.
• Microsoft PowerPoint is one of the most common
tools used for creating multimedia presentations
consisting of slides, which are text and/or objects on a
background.
• Additionally, you are able to create transparencies,
handouts, and speaker notes.
• Using PowerPoint allows you to clarify information,
reinforce main ideas, and make points memorable.
 Introduction...
• In this lesson you will learn the basic elements
of the program and the essentials to creating a
multimedia presentation using PowerPoint.
The screenshots are taken from Microsoft
PowerPoint 2007 and 2010 (Windows OS)
 Screen Elements 2007
• Microsoft PowerPoint 2007 introduces an
entirely new interface than previous versions of
PowerPoint.  A series of tabs gives you access
to different sets of functions in PowerPoint. 
Clicking on a tab will cause a set of buttons to
appear below in the ribbon.  See the image on
the next page, for a better understanding of the
PowerPoint 2007 new interface. The parts of
the window are as follows:
1. Office Button
2. Quick Access Toolbar - This customizable feature allows you to add the most frequently
used commands
3. Tabs - This feature allows you to click to access different tools and commands
4. Ribbon - The ribbon displays commands and tools grouped by category onto different
tabs
5. Slide and Outline tabs
6. Dialog Box Launcher - Allows you to click to open dialog boxes or task panes
7. Lists and Galleries - You can click on the down arrows to view different lists and galleries
8. Presentation window - Enter text and graphics in each slide
9. Notes Pane - type in notes for each slide
10.Status bar - Displays information about the active workbook
11.View buttons - Allows you to switch between different views
12.Zoom controls - Allows you to zoom in or out using the slide or the buttons.
 Office Button
• In Microsoft PowerPoint 2007, the Office
button   is located in the upper-left hand
corner of the window. This button allows
access to different file commands such as
New, Open, Save, Save As, and Print. It
performs the same function as the File Menu
in Microsoft Word XP.
 Quick Access Toolbar
• The Quick Access Toolbar appears at the top of the
window next to the Office button. It includes most
common commands such as Save and Undo. You can
customize the toolbar by adding command buttons to it.
• To add or remove a button from the Quick Access
Toolbar, click the list arrow at the right end of the
toolbar to display the pop-up menu. Then, click the
button name from the pop-up menu list. A check next to
the name tells you which function will be on the Quick
Access Toolbar.
 Ribbon
• The Ribbon replaces menus, toolbars, and
most of the task panes that were found in
PowerPoint XP. The Ribbon is located at the
top of the document window and consists of
tabs that are organized by tasks. Each tab is
organized into groups, or subtasks, such as the
Font or Paragraph group located on the Home
tab. Each button within a group is called a
command button, as shown in the other slide.
 Tabs
• PowerPoint 2007 provides two types of tabs on the
Ribbon. The first are called Standard tabs, which are
the default tabs that appear when you start
Microsoft PowerPoint. They include Home, Insert,
Design, Animations, Slide Show, Review, View, and
Add-Ins (optional). The second are called Contextual
tabs, such as Picture Tools, Drawing, or Table, that
appear only when perform a certain task.
PowerPoint 2007 provides the right set of contextual
tabs when performing certain tasks.
 Dialog Box Launcher
• Some groups within PowerPoint 2007 have a
Dialog Box Launcher that is located on the
bottom right-hand corner of each group.
Clicking on the Dialog Box Launcher will open
dialog boxes or task panes that will allow you
to modify the current settings.
 Screen Elements 2010

• Microsoft PowerPoint 2010 is similar to 2007

as far as layout is concerned. The over all
layout still consists of the ribbon stretching
across the top of the program filled with
various tabs that allow you to do functions in
PowerPoint. If you need information on what
each part of the window consists of, please
refer to Microsoft PowerPoint 2007section in
this documentation.
The only difference in PowerPoint 2010 is that rather than having a Microsoft
Office Button, you now have a File Tab. This file has all the functions that the
Office Button had:
– Save
– Save As
– Open
– Close
– Info
– Recent
– New
– Print
– Save and Send
– Help
– Options
– Exit
New Presentation from a Blank Presentation

• When you open Microsoft PowerPoint, the

program generally provides you with a new
blank presentation labeled Presentation1. The
new blank presentation will have a title slide
that will have no design and no color applied
to it.
New Presentation from Design Template

• You may base your presentation on a PowerPoint

template that already has a design concept, fonts,
and color scheme. In addition to the templates that
come with PowerPoint, you can use one you
created yourself.
• PowerPoint 2007 and 2010
– Single-click the Design tab
– Then, click on your choice of designs in the ribbon.  To
the right of the ribbon you will find options to modify
the colors, fonts and effects in the design.
Saving a Presentation and Open an Existing
Presentation
• PowerPoint 2010, to open an existing
presentation:
– Under the File Tab, click Open.

• PowerPoint 2007, to open an existing

presentation
– Click on the Office Button and select Open.
 If the presentation you want to open is one
that was used recently:

PowerPoint 2010
• Under the File Tab, click Recent. A list of
recently opened presentations will come up.
 PowerPoint 2007
• Hover over the Office Button, and a list of
recently opened presentations will come up.
 Master Slides
• The slide master is an element of the design
template that stores information about the
template, including font styles, placeholder
sizes and positions, background design, and
color schemes. Changes made to the Slide
Master affect all of the slides in a
presentation. 
 Slide Master

• Displays the slide master, where you can set

the default layout and formatting for all the
slides. For example, switch to slide master
view to set the default font or to add an
illustration (such as your company logo) that
you want to appear on each slide. Don't add
text in slide master view; switch back to
normal view to add text.
 PowerPoint 2007 and 2010

• Click the View Tab and then click the Slide

Master button
 PowerPoint Views
• In order to work efficiently and effectively in
PowerPoint, you will need to understand the
various “views”.  View refers to how you look
and how you work on your slides.  PowerPoint
has three main views: normal view, slide sorter
view, and slide show view.  You can easily
change views by accessing the View menu or the
View buttons  , located on the lower right corner
in PowerPoint 2007 and lower center in 2010.
 Normal View
• Normal view is the main editing view, which
you use to write and design your presentation.
The view has three working areas: on the left
side there are tabs that alternate between an
Outline tab and the Slides tab, in the center
there is the Slide pane, which displays a large
view of the current slide; and on the bottom
of the Notes pane.
• Slide Pane
Shows the current slide enlarged.  Use this view to add text, insert pictures, tables,
charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations.
• Slides Tab
Single-click the Slides tab to see a thumbnail view of each slide in the presentation. 
Use this view to navigate through your presentation and rearrange, add, or delete
slides.
• Outline Tab
Single-click the Outline tab to see slide text in outline form.  Use this view to write
and organize content, navigate through your presentation and rearrange, add, or
delete slides or slide content.
• Notes Pane
PowerPoint allows you to add notes that relate to each slide's content, and use
them in printed form to refer to as you give your presentation, or create notes that
you want your audience to see either in printed form or on a Web page. You can
click to add notes in the Notes Pane in the Normal View or you can open the Notes
Page.
 PowerPoint 2007 and 2010:

• Click the View tab and then the Notes

Page button.
• Click inside the "Click to add text" placeholder
• Type notes that relate to the slide's content.
 Slide Sorter View
• Slide sorter view displays all of the slides in
the current presentation in thumbnail form.
Use this view to reorder, add, or delete slides
and preview transition and animation effects. 
 To access the Slide Sorter View in PowerPoint 2007 and 2010

• Click the Slide Sorter View button: 

 Slide Show View
• Slide show view takes up the full computer
screen, like an actual slide show presentation.  In
this full-screen view, you see your presentation
the way your audience will. You can see how your
graphics, timings, movies, animated elements,
and transition effects will look in the actual show.
• The following methods will begin your
presentation in full-screen mode starting with the
first slide.
 PowerPoint 2007 and 2010:

• Click the Slide Show Tab and then you have

options to click on From the Beginning as well
as From Current Slide.
 Working with Slides
• While working on your presentation you will
need to edit slides and add slides. This lesson
will show you how to add and insert slides in a
variety of ways. Also, you will learn to
customize the content and layout of each slide
to meet your needs.
 Adding Text
• The crucial aspect to making your presentation a success is the
use of text. Animation and colored text will not impress your
audience if it is poorly written and placed in your presentation.
PowerPoint presentations are meant to display main points. You
should not place paragraphs of text on slides. As you are
presenting you can always supplement with details.
• To add text click inside of a placeholder* and type the desired
text. To edit text, highlight the text to be changed and start typing
your new text. Click outside of the slide to deselect elements of a
slide. You can also edit text in the Outline view.
• *Placeholders- Boxes lined with dotted borders used for entering
data
 Format Text in Placeholder
• To format text, click inside of a placeholder
and then select the text to be formatted.  To
select all the text in the placeholder, select the
perimeter of the placeholder.
Examples of Placeholders
 PowerPoint 2007 and 2010

• Click the Home Tab for font-formatting

options.
 Changing the Background Color
• If you choose not to use a design template and would like to
enhance your slide, you can apply a background.  You can
choose to apply the background to individual slides or the entire
presentation. A background can be added as a solid color or you
can use one of PowerPoint’s special effects, called fill effects. 

To apply a solid color background:

PowerPoint 2007 and 2010
– Click the Design Tab
– Choose Format Background from the Background Styles button. 
– Choose Solid Fill and choose the color of your preference.
 To apply a Fill Effect in
PowerPoint 2007 and 2010

• Click the Design Tab

• Choose Format Background from
the Background Styles button.
• Choose Gradient Fill, Picture or Texture Fill,
or Pattern Fill.
• Choose from the options there to apply the fill
effect of your preference.
 Adding and Deleting New Slides
Adding Slides
• There are several methods for inserting a new slide layout
into a presentation:
• Pressing Enter at the end of a slide title in the outline mode
will create a new slide.

PowerPoint 2007 and 2010

• Under the Home Tab in the Slides section, click on the New
Slide button. (The default Title and Text layout is
automatically inserted when you first open up PowerPoint).
 Changing Slide Layout

• Layout refers to the way things are arranged on a

slide. A layout contains placeholders, which hold
text such as titles and bulleted lists and slide content
such as tables, charts, pictures, shapes, and clip art. 
• To choose a layout for the slide,
• PowerPoint 2007 and 2010,
• Click on the Layout button under the Home Tab. The
Layout button drops down to show your available
options.
 Using Images
Insert Clipart
• If a slide does not have the clipart layout provided, an image
from the clipart gallery can still be inserted.

PowerPoint 2007 and 2010

• Click the Insert Tab and then the Clip Art button.
• The Clip Art Menu will appear on the side of your screen. Type
the search term and click the search button.
• Single-click the picture to insert the image.

Note:  If you cannot find the necessary clipart for you

presentation, try searching for ClipArt on Office online by click
on the link on the bottom right hand corner of the task pane.
 Insert Pictures

• You can use a picture that you have uploaded from a

digital camera, imported from a scanner or downloaded
from the web in your presentation.

PowerPoint 2007 and 2010

• Click on the Insert Tab.
• Click the Picture button.
• Click the Look in list arrow, and then select the drive and
folder that contain the file you want to insert.
• Click on the file you want to insert and click, Insert.
 Adding Animations

• Animations allow you to bring your presentation to life, but

more importantly, they allow you to control the flow of
information.  Animations can be applied to text, graphics,
and diagrams in a slide.

To Apply Animation
• PowerPoint 2007 and 2010
– Click on the Animations Tab.
– Select the slide and the text you would like to animate.
– Click on the down arrow next to the animate box and select an
animation. The preview will automatically be displayed.
2010

2010
 Adding Transitions
• Transitions effect how the display changes as
the user moves from one slide to another.

Insert Slide Transitions

PowerPoint 2010
• Choose a transition under the Transitions Tab
in the Ribbon
 PowerPoint 2007

• The Animations Tab in the ribbon has the

various transition options available.
• Note: Click the Apply to All Slides to apply the
effect to all slides in the presentation;
otherwise, only the current slide will be
affected.  Click the Preview Button to view the
transition.  Use the drop-down menus to
modify the speed or add a sound to the
transition.
 Hyperlinks
• In PowerPoint, a hyperlink is a connection from a slide
to another slide, another presentation, a Web page, or
a file. The hyperlink itself can be text or an object such
as an image, graph, shape, or WordArt.

Insert a Text Hyperlink

PowerPoint 2007 and 2010:
• Select the object to be linked.
• Click the Insert Tab and then click the Hyperlink button.
PowerPoint 2007 and 2010:
• Click the Design Tab.
• Choose Create New Theme Colors from the
Colors drop down menu.
• Choose your new color from the dropdown
menu next to Hyperlink.
• Click Save.
 Edit an Existing Hyperlink Destination

• If the existing hyperlink no longer works or links

to the wrong page, it can be changed.

PowerPoint 2007 and 2010:

• Select the existing hyperlink
• Click the Insert Tab and click the Hyperlink button
• Select and/or type in the new hyperlink
destination.
 Action Buttons

• Action Settings allow the presenter or the viewer to move

through the slideshow at their own pace. 

Create an Action Button

PowerPoint 2007 and 2010
• Select the slide you want to place a button on.
• Click the Insert Tab, then the Shapes button and the
Action Buttons are at the bottom of the shapes selections.
• To draw the button, click and drag the mouse pointer on
the slide.
 Edit the Action Button Link Destination

PowerPoint 2007 and 2010

• Double click on the action button. A dialogue
box should appear letting you edit the link
destination of the action button.
 Definitions

• Action Settings: allows the presenter or the viewer to move through the slideshow at
their own pace and order.
• Hiding Slides: the slide remains in your file, even though it is hidden when you run the
presentation.
• Kiosk: runs the slide show full-screen as a self-running show that restarts after 5
minutes of inactivity.
• Outline Tab: allows you to see slide text in outline form.
• Placeholders: Boxes lined with dotted borders used for entering data.
• Slide Master: is an element of the design template that stores information about the
template, including font styles, placeholder sizes and positions, background design,
and color schemes.
• Slide Pane: shows the current slide enlarged.
• Slide Show View: takes up the full computer screen, like an actual slide show
presentation.
• Slides Tab: shows a thumbnail view of each slide in the presentation.