Introduction to PowerPoint

PowerPoint is a presentation program that allows you to create dynamic slide

presentations. These presentations can include animation, narration, images, videos, and
much more.

The PowerPoint Iinterface.

When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll
be able to create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to access the
PowerPoint interface.

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 Quick Access Toolbar Ribbon/Menu bar

Slides Navigation Pane

Left & Right Rulers

Slide Area

Notes Comments Slide views Zoom control

Slide number indicator

Quick Toolbar - Is a customizable toolbar, here, you can add icons for your often used
commands.
Ribbon - The Ribbon has tabs which in turn contain groups of buttons for various options.
Slide Navigation Pane - Located on the left side of the interface, the Slides pane shows
thumbnails of all the slides in the open presentation.
Slide Area - Displays the active slide.
Task Pane- The Task Pane contains more options and appears when you choose an option
in one of the Ribbon tabs.
Status Bar - A horizontal strip that provides information about the opened presentation like
slide number, applied Theme, etc. It also includes the view and zoom options.
Notes Pane - Right below the active slide, this is where the speaker notes are written for the
current slide. Note that none of this content is visible on the actual slide while presenting,
although it is visible in both Notes Page view and Presenter view.

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Backstage view
Backstage view gives you various options for saving, opening, printing, and sharing your
presentations. To access Backstage view, click the File tab on the Ribbon.

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Creating and Opening Presentations
To create a new presentation:
When beginning a new project in PowerPoint, you'll often want to start
with a new blank presentation.
Steps
1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank Presentation.

3. A new presentation will appear.

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To create a new presentation from a template:
A template is a predesigned presentation you can use to create a new slide show quickly.
Templates often include custom formatting and designs, so they can save you a lot of time
and effort when starting a new project.
Steps
1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use the search bar to find
something more specific. In our example, we'll search for the keyword chalkboard.
3. Select a template to review it.

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 4. A preview of the template will appear, along with additional information on how
the template can be used.
5. Click Create to use the selected template.

6. A new presentation will appear with the selected template.

Note: It's important to note that not all templates are created by Microsoft. Many are created
by third-party providers and even individual users, so some templates may work better than
others.

To open an existing presentation:

In addition to creating new presentations, you'll often need to open a presentation that was
previously saved.
Steps:
1. Select the File tab to go to Backstage view, then click Open.

2. Click Browse.
3. The Open dialog box will appear. Locate and select your presentation, then
click Open.

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Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there may
be times when you need to use another file type, such as a PDF or PowerPoint 97-2003
presentation. It's easy to export your presentation from PowerPoint in a variety of file
types.
1. PDF: Saves the presentation as a PDF document instead of a PowerPoint file
2. Video: Saves the presentation as a video
3. Package for CD: Saves the presentation in a folder along with the Microsoft
PowerPoint Viewer, a special slide show player anyone can download
4. Handouts: Prints a handout version of your slides
5. Other file type: Saves in other file types, including PNG and PowerPoint 97-2003

To export a presentation:
In our example, we'll save the presentation as a PowerPoint 97-2003 file.
1. Click the File tab to access Backstage view.
2. Click Export, then choose the desired option. In our example, we'll
select Change File Type.

1.

3. Select a file type, then click Save As.

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 4. The Save As dialog box will appear. Select the location where you want to export the
presentation, type a file name, then click Save.

Note: You can also use the Save as type drop-down menu in the Save As dialog box to save
presentations in a variety of file types. Be careful to choose a file type others will be able to
open.

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Working with Presentations
Every PowerPoint presentation is composed of a series of slides. To begin creating a slide
show, you'll need to know the basics of working with slides.
To insert a new slide:
Steps:

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 3 The new slide will appear. Click any placeholder and begin typing to add text. You can
also click an icon to add other types of content, such as a picture or a chart.

To change a slide:’
Steps:
1. Right-click the Slide
2. Select Layout command from the drop-down list
3. Then choose the desired layout.

Organizing slides.
PowerPoint presentations can contain as many slides as you need. The Slide
Navigation pane on the left side of the screen makes it easy
to organize your slides.
From there, you can duplicate, rearrange, and delete slides in your
presentation.
A. Duplicate slides: If you want a duplicate of the same slide, you can
copy and paste a slide quickly it.
Steps: - To duplicate slides,
1. Select the slide you want to duplicate.
2. Right-click and choose Duplicate Slide from the menu that appears.

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Move slides.
B. Move slides: It's easy to change the order of your slides. Just click and
drag the desired slide in the Slide Navigation pane to the desired
position.

Delete a slide.
If you want to remove a slide from your presentation, you can delete it.
Simply select the slide you want to delete, then press
the Delete or Backspace key on your keyboard.
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Customizing slide layouts.
Sometimes you may find that a slide layout doesn't exactly fit your needs. For
example, a layout might have too many—or too few—placeholders. You might
also want to change how the placeholders are arranged on the slide.
Fortunately, PowerPoint makes it easy to adjust slide layouts as needed.
Adjusting placeholders
To select a placeholder:
Hover the mouse over the edge of the placeholder and click as shown below:.

To move a placeholder:
Select the placeholder, then click and drag it to the desired location.

Resizing slides.
To resize a placeholder:
1. Select the placeholder you want to resize. Sizing handles will appear.
2. Click and drag the sizing handles until the placeholder is the desired
size.
You can use the corner/sides sizing handles to change the
placeholder's height and width at the same time.

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How to Add Text
Text can be inserted into both placeholders and text boxes. Inserting text boxes allows
you to add to the slide layout. Unlike placeholders, text boxes always stay in the same place,
even if you change the theme.
Steps.

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What is a Theme?
In PowerPoint, themes give you a quick and easy way to change the design of your
presentation. They control your primary color palette, basic fonts, slide layout, and other
important elements. All of the elements of a theme will work well together, which means you
won't have to spend as much time formatting your presentation.

Each theme uses its own set of slide layouts. These layouts control the way your content is
arranged, so the effect can be dramatic. In the examples below, you can see that
the placeholders, fonts, and colors are different.
Every PowerPoint theme—including the default Office theme—has its own theme
elements. These elements are:
1. Theme Colors: 2. Theme Fonts:
Theme Fonts: There are two theme
fonts available at the top of the Font menu under
Theme Fonts

3. Theme Effects: These affect the preset shape styles. You can find shape styles on
the Format tab whenever you select a shape or SmartArt graphic.

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To apply a theme:

3 Select the desired theme.

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Once you've applied a theme, you can also select a variant for that theme

from the Variants group. Variants use different theme colors while
preserving a theme's overall look.
Inserting Pictures

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Moving and resizing pictures
Once you've inserted a picture, you may want to move it to a different location on the slide
or change its size. PowerPoint makes it easy to arrange pictures in your presentation.
1. Before you can modify a picture, you'll need to select it.

2. Click and drag the corner sizing handles until the picture is the desired size.

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How to rotate a picture:
1. Move your mouse pointer to the curved arrow as shown.
2. Click and drag the arrow above an image to rotate it right or left.

To crop a picture
When you crop an image, a part of the picture is removed. Cropping may be helpful when a
picture has a lot of content and you want to focus on only part of it.
1. Select the image you want to crop. Click Format tab.

2. On the Tool bar, click the Crop command.

3. Click the Crop command again. The image will have black lines, as shown.

4. Position the mouse pointer on those Black line, click and hold the mouse button and
drag to the desired size.

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To crop a picture to a shape
1. Select the image you want to crop, then click the Format tab.
2. Click the Crop drop-down arrow. Hover the mouse over Crop to Shape, then select
the desired shape from the drop-down menu that appears.

To add border to an image

4 The border will appear around the image - 21/4.

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Format the slide background with color
Steps

1. On the ribbon, select the Design tab.

2. At the far-right end, select Format Background.

The Format Background pane opens on the right side of the window.

3. Under Fill, select Solid fill, Gradient fill, or Pattern fill.

4. Select a color and other accompanying options, as applicable.

5. By default, the selections you make apply to the current slide. If you want them to apply
to all slides in your file, at the bottom of the pane, select Apply to All.

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 Working with Shapes
Shapes are a great way to make your presentations more interesting. PowerPoint gives you a
lot of different shapes to choose from, and they can be customized to suit your needs, using
your own color palette, preferences, and more.

To insert a shape

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To Modify a shape
1. Sizing handles: Click and drag the sizing handles until the shape or text box is the
desired size. You can use the corner sizing handles to change the height and width at the
same time.

2. Rotation handle: Click and drag the rotation handle to rotate the shape.
3.

3. Yellow handles: Some shapes have one or more yellow handles that can be used to
customize the shape. For example, with the sun shape, you can change the proportions
of the shape.

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Applying Transitions
Transitions are special visual effects applied to a complete Slide. Its effect can only be seen
when you move from slide to slide. If you've ever seen a PowerPoint presentation that had
special effects between each slide, you've seen slide transitions. A transition can be as
simple as fading to the next slide or as flashy as an eye-catching effect. PowerPoint makes it
easy to apply transitions to some or all of your slides, giving your presentation a polished,
professional look.
There are three categories of unique transitions to choose from, all of which can be found on
the Transitions tab.
1. Subtle: These are the most basic types of transitions. They use simple animations to
move between slides.

2. Exciting: These use more complex animations to transition between slides. While
they're more visually interesting than Subtle transitions, adding too many can make your
presentation look less professional. However, when used in moderation they can add a
nice touch between important slides.

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3. Dynamic Content: If you're transitioning between two slides that use
similar slide layouts, dynamic transitions will move only the placeholders, not the
slides themselves. When used correctly, dynamic transitions can help unify your slides
and add a further level of polish to your presentation.

Note: Transitions are best used in moderation. Adding too many transitions can make your
presentation look a little silly and can even be distracting to your audience. Consider using
mostly subtle transitions, or not using transitions at all.

To apply a transition:
Steps:
1. Select the desired slide from the Slide Navigation pane. This is the slide that
will appear after the transition.

2. Click the Transitions tab, then locate the Transition to This

Slide group. By default, None is applied to each slide.
3. Click the More drop-down arrow to display all transitions as
shown by the arrow.

4. Click a transition to apply it to the selected slide (Push). This

will automatically preview the transition.

Note: You can use the Apply To All command in the Timing group to apply the same transition to
all slides in your presentation. Keep in mind that this will modify any other transitions you've
applied.

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To preview a transition:

You can preview the transition for a selected slide at any time using either of these two
methods:

• Click the Preview command on the Transitions tab.

Modifying transitions
To modify the transition effect:
You can quickly customize the look of a transition by changing its direction.
1. Select the slide with the transition you want to modify.
2. Click the Effect Options command and choose the desired option. These options will
vary depending on the selected transition.

3. The transition will be modified, and a preview of the transition will appear.
Note: Some transitions do not allow you to modify the direction.

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To modify the transition duration:
1. Select the slide with the transition you want to modify.
2. In the Duration field in the Timing group, enter the desired time for the
transition. In this example, we'll decrease the time to half a second—or 00.50—
to make the transition faster.

To add sound:
1. Select the slide with the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.
3. Click a sound to apply it to the selected slide, then preview the transition to hear the
sound.

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Working with animations

In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures.
Animation—or movement—on the slide can be used to draw the audience's attention to
specific content or to make the slide easier to read.

The four types of animations

There are several animation effects you can choose from, and they are organized into four
types.
▪ Entrance: This control how the object enters the slide. For example, with
the Bounce animation the object will "fall" onto the slide and then bounce several
times.

▪ Emphasis: These animations occur while the object is on the slide, often triggered
by a mouse click. For example, you can set an object to spin when you click the
mouse.

▪ Exit: This control how the object exits the slide. For example, with
the Fade animation the object will simply fade away.

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 ▪ Motion Paths: These are similar to Emphasis effects, except the object moves within
the slide along a predetermined path, like a circle.

To apply an animation to an object:

1. Select the object you want to animate.
2. On the Animations tab, click the More drop-down arrow in the Animation group.

3. The effect will apply to the object. The object will have a small number next to it to show that it
has an animation. In the Slide pane, a star symbol also will appear next to the slide.

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Effect options

Some effects will have options you can change. For example, with the Fly In effect you can
control which direction the object comes from. These options can be accessed from
the Effect Options command in the Animation group.

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Presenting a slide show
Before you present your slide show, you'll need to think about the type of equipment that
will be available for your presentation. Many presenters use projectors during
presentations, so you might want to consider using one as well.
This allows you to control and preview slides on one monitor while presenting them to an
audience on another screen.

To start a slide show:

There are several ways you can begin your presentation:
1. Click the Start From Beginning command on the Quick Access Toolbar, or press
the F5 key at the top of your keyboard. The presentation will appear in full-screen mode.

2. Select the Slide Show view command at the bottom of the PowerPoint window to begin
a presentation from the current slide.

3. Go to the Slide Show tab on the Ribbon to access even more options. From here, you can
start the presentation from the current slide and
access advanced presentation options.

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Working with SmartArt Graphics
SmartArt allows you to communicate information with graphics instead of just using text.
There are a variety of styles to choose from, which you can use to illustrate different types of
ideas.
To insert a SmartArt Graphic:
1. Select the slide where you want the SmartArt graphic to appear.
2. From the Insert tab, select the SmartArt command in the Illustrations group.

3. A dialog box will appear. Select a category on the left, choose the desired SmartArt
graphic, then click OK.

4. The SmartArt graphic will appear

on the current slide.

Important:
You can also click the Insert a
SmartArt Graphic command in
a placeholder to add SmartArt.

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To add text to a SmartArt graphic:
1. Select the SmartArt graphic. The text pane will appear to the left.
2. Enter text next to each bullet in the text pane. The text will appear in the
corresponding shape. It will be resized automatically to fit inside the shape.

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