Microsoft PowerPoint

What is Microsoft PowerPoint?

PowerPoint is a presentation software package. With PowerPoint, you can easily create
slide shows. Trainers and other presenters use slide shows to illustrate their presentations.

What is a presentation?

Presentation is the practice of showing and explaining the content of a topic to an

audience or learner. A presentation program, such as Microsoft PowerPoint, is often used to
generate the presentation content.

Microsoft PowerPoint Basic Tips

 It is best to outline your entire presentation before working too much on the style and
layout of your presentation. When left to the end it is much less time consuming to
work on the style and format of your slides. Keep in mind the content of your
presentation is the most important part of it!

 Keep your points short and straightforward. Points should be complimentary to your
oral presentation.

 PowerPoint allows you to add a lot of distracting sounds and excessive animations to
your presentation. It is best to keep all animation as simple as possible and only use
sounds if absolutely necessary.

 Stay away from unusual fonts. If you are presenting on an unfamiliar computer, the
font you have chosen may not work. Arial and Times New Roman are common fonts.

 Think of contrast. If you use a dark background, use light-coloured text and vice versa.
Refrain from using backgrounds that will obscure your text colour.
 Microsoft PowerPoint Basic Lessons

Opening MS PowerPoint

To open Microsoft PowerPoint application, one should follow these steps:

1. Click Start.
2. Go to All Programs, then Microsoft Office.
3. Look and click Microsoft PowerPoint 2007.

MS PowerPoint 2007 New Interface

The Microsoft Office Button

In the upper-left corner is the Microsoft Office button. When you click the button, a
menu appears. You can use the menu to create a new file, open an existing file, save a file, and
perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar provides you with access to commands you frequently use. By default, Save, Undo, and
Redo appear on the Quick Access toolbar. You use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.
The Title Bar

The Title bar is located at the top in the center of the PowerPoint window. The Title bar
displays the name of the presentation on which you are currently working. By default,
PowerPoint names presentations sequentially, starting with Presentation1. When you save your
file, you can change the name of your presentation.

The Ribbon

1 Tabs
2 Command Group
3 Command Buttons
4 Launcher

You use commands to tell PowerPoint what to do. In PowerPoint 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the PowerPoint window,
below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays
several related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box
launcher in the bottom-right corner of a group. When you click the dialog box launcher, a dialog
box makes additional commands available.
Rulers

Rulers are vertical and horizontal guides. You use them to determine where you want to
place an object. If the rulers do not display in your PowerPoint window:

1. Click the View tab.

2. Click Ruler in the Show/Hide group. The rulers appear.

Slides, Placeholders, and Notes

1 Slide
2 Placeholders
3 Notes

Slides appear in the center of the window. You create your presentation on slides.

Placeholders hold the objects in your slide. You can use placeholders to hold text, clip
art, charts, and more.
Status Bar, Tabs, View Buttons, and More

Status Bar 6 Vertical & Horizontal

1
Splitter Bars
2 Outline Tab 7 Minimize Button
3 Slides Tab 8 Maximize/Restore Button
4 View Buttons 9 Close Button
5 Zoom    

The Status bar generally appears at the bottom of the window. The Status bar displays
the number of the slide that is currently displayed, the total number of slides, and the name of
the design template in use or the name of the background.

The Outline tab displays the text contained in your presentation. The Slides tab displays
a thumbnail of all your slides. You click the thumbnail to view the slide in the Slide pane.

The View buttons appear near the bottom of the screen. You use the View buttons to
change between Normal view, Slider Sorter view, and the Slide Show view.

Normal View
 Normal view splits your screen into three major sections: the Outline and Slides tabs,
the Slide pane, and the Notes area. The Outline and Slides tabs are on the left side of
your window. They enable you to shift between two different ways of viewing your
slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on
your slides. The Slide pane is located in the center of your window. The Slide pane
shows a large view of the slide on which you are currently working. The Notes area
appears below the Slide pane. You can type notes to yourself on the Notes area.
 
Slide Sorter View
Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can easily
add, delete, or change their order of your slides.
 
Slide Show
Use the Slide Show view when you want to view your slides, as they will look in your
final presentation. When in Slide Show view:
Esc Returns you to the view you were using previously.

Left- Moves you to the next slide or animation effect.

clicking When you reach the last slide, you automatically
return to your previous view.

Right- Opens a pop-up menu. You can use this menu to

clicking navigate the slides, add speaker notes, select a
pointer, and mark your presentation.

You use the Minimize button to remove a window from view. While a window is
minimized, its title appears on the taskbar. You click the Maximize button to cause a window
to fill the screen. After you maximize a window, clicking the Restore button returns the
window to its former smaller size. You click the Close button to exit the window and close
the program.

Creating a Presentation File

Create a Title Slide

When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. You can type
the title of your presentation and a subtitle on this slide. To enter text:

 Click and type the title of your presentation in the "Click to add title" area.
 Click and type a subtitle in the "Click to add subtitle" area.

If you do not wish to use the title slide, click the Delete Slide button in the Slides group on
the Home tab.

EXERCISE 1

Create a Title Slide

1. Open PowerPoint. You are presented with a title slide.

2. Enter the information shown here. Type College Scholarships and Financial Aid in the
Click to Add Title text box. Type Paying for College in the Click to Add Subtitle text box.
Exercise 2

Create New Slides

After completing your title slide, you can create additional slides. To create a new slide:

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box
appears and displays several layout templates.
3. Click the layout you want. The layout appears in the Slide pane of the PowerPoint
window.

4. To add text, click inside the placeholder and type.

5. Enter the information shown here. Type Here is what to do: (including the colon) in the
Click to Add Title text box. Type the bulleted text in the Content text box.
6. Add another slide and enter the following;

7. Add another slide.

8. Click the Two Content layout.

9. Enter the information shown here.

Exercise 3

Apply a Theme

A theme is a set of colors, fonts, and special effects. Themes provide attractive
backgrounds for your PowerPoint slides.

To apply a theme to all of the slides in your presentation:

1. Choose the Design tab.

2. Click the More button in the Themes group.
3. Click the design you want.

To apply a theme to selected slides:

1. Click the Slides tab, located on the left side of the window.
2. Hold down the Ctrl key and then click to select the slides to which you want to apply a
theme.
3. Choose the Design tab.
4. Click the More button in the Themes group.
5. Right-click the theme you want to apply. A menu appears.
6. Click Apply to Selected Slides. Excel applies the theme to the slides you selected.
Run Your PowerPoint Slide Show

After you create your slides, you can run your slide show:

1. Do any one of the following:

o Press F5.
o Choose the Slide Show tab. Click the From Beginning button in the Start Slide
Show group.
o Click the Slide Show icon in the bottom-right corner of your screen.

Your slide show appears on your screen.

Navigating the Slide Show

Task Procedure

Go to the next slide. Do one of the following:

 Press the Right Arrow key.

 Press the Enter key.
 Press the Page Down key.
 Left-click the slide.

Go to the previous slide. Do one of the following:

 Press the Left Arrow key.

 Press the Backspace key.
 Press the Page Up key.

End the slide show and return to Press the Esc key.
PowerPoint.

Inserting Pictures
Pictures Enhance a Presentation

Content layout slides, such as the slide in this example, have a button shown on the slide to
click, to add the type of content you want in that section of the slide.

Content options available are

 insert table
 insert chart
 insert SmartArt graphics
 insert picture
 insert clip art
 insert media clip

To follow this example, you need to click the button to insert a picture. Locate the picture on
your computer.

 Click on the Insert ribbon.

 Click on the Picture icon
 Locate the picture on your computer.

Add Transitions

Transitions determine how your presentations move from one slide to the next. For
example, a slide can move up onto the screen and replace the previous slide. PowerPoint
provides several transition methods. You can add sound to a transition and you can control its
speed. You can apply a transition to selected slides or to all of the slides in your presentation.

To apply a transition to selected slides:

1. On the Slides tab, hold down the Ctrl key and then click the slides to which you want to
apply the transition.
2. Choose the Animations tab.
3. Click the More button in the Transition to this Slide group. A menu of transitions
appears.
4. Click the transition you want to apply. PowerPoint applies the transition. As you roll
your pointer over each transition, PowerPoint provides you with a live preview of the
transition.
EXERCISE 4

Add Transitions

1. Choose the Animations tab.

2. Click the More button in the Transition to this Slide group. A menu of transitions appears.

3. Click the Push Up transition. As you roll your pointer over each transition, PowerPoint provides
you with a live preview of the transition.
Saving a Presentation

1. Click the Microsoft Office Button.

2. Select Save As
3. Select the your Desired format.
a. Choose either Word 97-2003 Document or Word Document
4. Supply the file name in the File Name text field.
5. Select your desired location on where you want to save your document.
6. Click Save.

Opening a Presentation

1. Click the Microsoft Office Button.

2. Select Open.
3. Locate your file
4. Click Open.