LESSON 2:

F O R M AT T I N G
P R E S E N TAT I O N F I L E
F O R M AT T I N G A P R E S E N TAT I O N
One of the primary difficulties
encountered by people who use
presentation tools is getting and keeping
the attention of the audience. To avoid such
difficulties, use Microsoft PowerPoint, which
has many features that allow you to make
your presentation more presentable and
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 the elements of a
theme will work well together, which means
you will not have to spend as much time
THEME
A theme is a predefined combination of
colors, fonts, and effects. Different themes also
use different slide layouts. You are already
using a theme, even if you are not aware of it:
the default Office theme. You can choose from
a variety of new themes at any time, giving
your entire presentation a consistent,
THEME ELEMENTS
THEME COLORS
There are ten
theme colors with
light to dark
variations, available
from every Color
menu.
THEME ELEMENTS
THEME EFFECTS
These affect the
preset shape styles.
You can find shape
styles on the Format
tab whenever you
select a shape or a
THEME ELEMENTS
THEME COLORS
There are ten
theme colors with
light to dark
variations, available
from every Color
menu.
A P P LY I N G T H E M E S
All themes included in PowerPoint are
in the Themes group in the Design tab.
Themes can be applied or changed any
time, depending on your own presentation.
To apply a theme, do the following
steps:
1. On the Design tab, in the Themes group,
click the drop-down arrow. The menu will
expand to show a gallery of themes.
2. Select a theme by clicking it. After
application, every slide will have a new look
based on the selected theme.
D I F F E R E N T P RAC T I C E S I N
C R E AT I N G S L I D E C O N T E N T
• Keep it simple. Presentation software use
slides with a horizontal or landscape
orientation. They were designed to display
graphical information that would support
the speaker and supplement the
presentation. The slides were never meant
to be the “star of the show.” Your slides
should have plenty of “white space” or
• Avoid excessive words. Excessive words
and lengthy texts make it difficult to see
and process information. People will
either try to read everything or copy
down everything and will lose interest.
• Make bullet points easy to read. There
should be no more than six bullets per
slide (some recommend four or five
bullets), and each should not have more
than six to seven words. Periods at the
end of the bullets are not advisable.
• Use a dark font on a light background and
white or light font on a dark background.
Avoid using too many colors because it
will be overwhelming on the audience’s
eyes.
 ENTERING TEXT INTO A
P L A C E H O L D E R I N S TA N D A R D
AND OUTLINE VIEW
1. To enter a text in a standard view or
normal view, click the placeholder you
want to enter a text with. There are two
placeholders available on the example
below, one for the title and another for the
subtitle.
Placeholders have texts that tell you
2. Let us add a text for the title. Type in
“Hello World.” You can always click the
placeholder if you want to edit the text.
3. You may also use the outline view to enter
text. First, click the View tab, and then select
Outline View on the Presentation Views group.
4. Once you select Outline View, you will see
the outline on the left panel and the content
of the slide. Let us edit “Hello World” to “Hello
Philippines.” Just put your cursor on the text
you want to edit.
5. You will notice that the text in the slide
area also changed.
6. To add text on the next placeholder, the
subtitle, using Outline View, position your
cursor under the first letter of the title text.
In this example, click your mouse under the
letter H. If you wish to add a new slide, just
press enter.
 COPYING, CUTTING, AND
PA S T I N G I N P R E S E N TAT I O N S
To copy a text:
1. Highlight the text, right-click, and then
choose Copy; or simply press the
shortcut key, Ctrl+C.
2. Select the slide of the presentation
where you want to paste the copied text.
To cut a text means the text will be
moved to another slide or another
presentation.
1. Highlight the text first, right-click, and
then choose Cut; or simply press the
shortcut key, Ctrl+X.
2. Select the slide of the presentation
To paste a text:
1. Click the area where you want to paste
the text then right-click, and then select
Paste. Or simply press the shortcut key,
Ctrl+V.
USING THE UNDO AND REDO
COMMAND
The Undo command reverses your
last action, while the redo command
can restore any action that was
previously done using the Undo
command.
To Undo:
1. Press the shortcut key Ctrl+Z or the
Undo button at the Quick Access Bar
and select which action you want to
reverse.
By default, you can only undo up
to 20 times.
To Redo:
1. Press the shortcut key Ctrl+Y or the
Redo button at the Quick Access Bar.
The Redo command does not have
a list of actions because it will only redo
the latest action that has been undone.
F O R M AT T I N G T E X T
To change the font size:
1. Highlight the text then select the
Font Size button in the Font group in
the Home tab. Click the drop-down
arrow to choose font sizes.
To change the font type:
1. Highlight the text then select the
Font button in the Font group in the
Home tab. Click the drop-down arrow
to choose font types.
To apply font styles:
1. Highlight the text then choose among
the five font styles in the Font group. In
PowerPoint, there are five available font
styles: bold, italic, underline, text
shadow, and strikethrough. Font styles
can be used all at the same time.
To change the font color:
1. Highlight the text then select the Font
Color button in the Font group in the
Home tab. Click the drop-down arrow to
choose from a selection of font colors, or
choose a custom color by clicking on
More Colors. You may also use the
To apply case changes to text:
1. The Change Case command, which
can be found in the Font group, allows
you to select among Sentence Case,
Lowercase, Uppercase, Capitalize Each
Word, and Toggle Case.
For example, if you choose Uppercase,
the selected text will be in all capital
letters.
To align text:
1. Highlight the text you want to align,
and then choose your preferred
alignment: Align Left, Center, Align
Right, Justify, or Distributed (only in
newer versions) in the Paragraph group
in the Home tab.
ADDING LISTS AND TABLES
Microsoft PowerPoint allows you to break down
your text in multiple columns. This is especially
helpful in organizing your list.
For example, you will list down all the places in
the Philippines that will be joining a volleyball
tournament. Numbers 1–30 representatives are now
listed, but as you can see, the list automatically goes
down and fits itself by adjusting the font size.
 Let us break down the list into multiple
columns so that it can fit in the slide and make it
First, highlight all
more presentable.
the text to break down.
Then in the Paragraph
group, click the
Columns drop-down
arrow and choose Three
Columns.
 The long list is
now broken down into
three columns. The text
and font are now
readable.
 Let us break down the list into multiple
columns so that it can fit in the slide and make it
First, highlight all
more presentable.
the text to break down.
Then in the Paragraph
group, click the
Columns drop-down
arrow and choose Three
Columns.
ADDING BULLETED TEXT
To indent bulleted text and remove indent from
bulleted text:
1. Enter the list that you need for your presentation.
2. Highlight the list, and then select the
Increase List Level button in the Paragraph
group. This increases the indent level, which
is often done when there is a sub list. You will
notice that the more you indent, the smaller
the texts and bullets become.
3. To remove the indentions, click the
Decrease List Level button.
To switch to different bullet and number
styles:
1. Highlight the list, and then select the
Bullets drop-down button in the Paragraph
group. You will see different styles of bullets.
2. To change the bullets to numbers, highlight the
list again, select the Numbering button, and then
choose your desired style for numbering.
ADDING TABLES
For a more organized and clear
presentation of information, you can use
tables. These will let you insert your text
in columns and rows instead of lines and
paragraphs.
To create a table:
1. In the Insert tab, click Table. A drop-down menu
will appear, allowing you to choose the number of
cells you need.
 For example, let us make a four-by-three
table. It will automatically come out with equal
sizes of cells.
2. If you need to move the table, select it and
place your cursor on one of the edges. Click and
drag it to your desired location then let go.
3. You might also want to add columns and rows. For
example, let us add a row above and column to the
right of Violet. Select the table, and then go to the
Layout tab then the Rows & Columns group.

Select Insert Above and Insert Right.

Now you have added a row above and column to the
right of Violet.
4. If you want to delete rows and columns,
go to the Layout tab then click Delete in
the Rows & Columns group. A drop-down
menu will appear; choose what you want
to delete. In this example, let us delete
the second row.
The second row is now deleted.
5. You can also merge cells with one
another. Let us select the cell Violet and
the cell beside it. Highlight the two cells.
Then in the Layout tab, click Merge Cells
in the Merge group.
Now the cells are merged.
6. You can also split cells. For
example, select the cell Violet.
Then in the Layout tab, choose
Split Cells in the Merge group.
A dialog box will appear, asking
the number of columns and
rows. If it is all set, click OK.
Now the cells are back to its original look.
To modify column width and row height:
1. To modify the column width and row
height of a table, select the area you want
to adjust. A double arrow mouse pointer
will appear.
2. For column width, drag your mouse to
the left to decrease the width or to the
right to increase it.
3. For row height, drag your mouse up to
decrease the height or down to increase
it.
E D I T I N G C H A RT S I N A
P R E S E N TAT I O N
1. Click the Insert tab then select Chart.
2. Click the type you need and then
double-click your chart choice.
3. In the worksheet, replace the
placeholder data with your own
information.
4. You may change the chart type in the
Chart Design tab. Then in the Type group,
select Change Chart Type.
5. The Change Chart Type dialog box will
appear. Select the new chart type you
want.
6. To edit areas of the chart, select the
area then change it to your desired text or
content. To add additional elements in the
chart, choose Add Chart Element in the
Chart Design tab then select the elements
you want to add.
7. To change the background color of the
chart, click Change Colors in the Chart
Design tab; for the chart styles, select
among the predesigned chart styles in the
Chart Style group.