INDORE INDIRA SCHOOL OF CAREER STUDIES

PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

PRESENTATION USING POWER POINT:

Microsoft Office PowerPoint 2007 enables users to quickly and easily create high-impact, vibrant slide
presentations. Microsoft Power Point is a slide show presentation program developed by Microsoft. PowerPoint
2007 has powerful graphics capabilities and great formatting features that enable even the novice to create
professional looking presentations. PowerPoint is presentation software that can be used to create slide shows
for printing, on-screen projection or Web-based display.
PowerPoint has many advanced tools to improve the overall look and feel of a basic presentation. These tools
can be extremely helpful. By the end of this handout we will have covered these useful PowerPoint skills:
creating hyperlinks, inserting new and existing objects, inserting sound and movie clips, manipulating images,
and adding narration to your presentation.
PowerPoint provides three types of movements:
1. Entrance, emphasis and exit of elements on a slide itself are controlled by what PowerPoint
calls Custom Animations.
2. Transitions on the other hand are movements between slides. These can be animated in a variety of
ways.
3. Custom animation can be used to create small story boards by animating pictures to enter, exit or move.
PowerPoint provides numerous features that offer flexibility and the ability to create a professional presentation.
One of the features provides the ability to create a presentation that includes music which plays throughout the
entire presentation or sound effects for particular slides. In addition to the ability to add sound files, the
presentation can be designed to run, like a movie, on its own. PowerPoint allows the user to record the slide
show with narration and a laser pointer. The user may customize slide shows to show the slides in a different
order than originally designed and to have slides appear multiple times.
Features:
1. PowerPoint 2007 includes new Themes, Layouts, and Quick Styles which offer you a wide range of
options for formatting your presentations. In the past, formatting a presentation was time-consuming
because you had to choose the color and style options individually.
With one click, the background, text, graphics, charts, and tables all change to reflect the theme you
select, ensuring all elements in your presentation complement one another. Select a theme, and the
Quick Style galleries change to adapt to that particular theme.
2. When you scroll over the wide variety of presentation themes in PowerPoint, you will see slides and
objects display with Real-time Previews that show you what they will look like if you decide to apply
the settings.
3. With Microsoft Office PowerPoint 2007, there are now expanded choices for slide layouts in each slide
master. Plus, you can also create your own Custom Slide Layouts.
4. New Smart Art diagrams, a new charting engine, and enhanced graphics help you create professional-
looking layouts with 3-D shapes, transparency, drop shadows, and other effects. Slide graphics can look
even more impressive with improved text and shape effects including reflections, glows, soft edges, and
enhanced 3D controls.
5. PowerPoint 2007 charts are now automatically created in Excel for ease of use and more professional
results.
6. By using two monitors, and the Presenter View, you can run your PowerPoint 2007 presentation from
one monitor while your audience views it on the second monitor. With the Presenter View, you can
customize which slides to display, see preview text, and use speaker's notes as a script for your
presentation.
7. With new and improved features that protect and Manage information, you can find and remove
hidden data and personal information, and prevent changes to a final version of a presentation.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

CREATING, MANIPULATING & ENHANCING SLIDES:

Slide layout:
A slide layout refers to way a slide looks in relation to the objects to be incorporated in it. We have the option to
change to the type of layout that befits our points in that slide. An example of layouts includes; Title slides,
blank slides, two content slide, Title and content etc. A blank slide can be used for inserting pictures or
diagrams or even presenting it as just a plain background picture.
A Placeholder refers to a unit that holds the items in a specific slide example text placeholder is where text is to
be typed in a slide while content placeholder refers to where images or any other items in the slide are to be
placed.

Changing the Slide Layout:

To change the appearance of your slide;
1. Right-Click on a blank area of the slide (not inside a placeholder) and point to layout
2. Select the type of layout you want and click on it. The current slide will be changed to the one you will
have selected.

New Slide:
A new slide is always inserted whenever you want to introduce a new point in your presentation. We click on
the New Slide button located under the Home tab. Here we can also be able to change the layout of the slide.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

Formatting the Slides:

We can change the fonts - colors, size, and types etc of the text in the slides. In the case of text, select the slide
you want to format by licking on it, Highlight the text to be formatted as you follow the normal steps in text
formatting.

Slide background:
This can refer to the image or color beneath the contents of your slides. A slide background should not crush
with the message in the slide. The Background (if it’s an image), should carry the same message as the text in
the slide.
To change a slide background, right-click on a blank area of the slide and choose Format background, which
will take you to choosing between the types of background you want picture, gradient, texture or solid fills.

Slide Animation:
Slide Animation refers to adding motion or movement to the contents of a slide. Click on the slide you want to
add the animation and then the part to be animated e.g the text placeholder, picture or any other object then
select the type of Animation you want on the animation pane situated at the right side of the window. We have
four types of Animation effects we can add to the slides;
 Entrance - referring to how the contents of the specific slide will be introduced when running the
presentation.
 Emphasis - the effects to take place after the introduction of the objects in a slide.
 Exit - is how the contents in the slide will exit when the presentation of that specific slide is over.
 Motion paths - refers to the direction being taken by the contents while being introduced or exiting the
slide.

Slide Transition:
Slide transition refers to the movements or effects taking place between one slide and the next. We can set the
animations and the transitions to run automatically or on a mouse click.

Running the Show:

We design our presentation in normal view. To run the presentation, we switch to slideshow view. We can also
save our presentation as a PowerPoint show (*.ppsx) such that every time we double-click on the file it will be
automatically running the show. When saved as a presentation, it always opens in normal view in PowerPoint
(.pptx).

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

ORGANIZATIONAL CHARTS & EXCEL CHART:

One of the easiest ways to add an organization chart to your presentation is to do so when creating a new
slide. With this option, the chart is created in the optimum size and placement. However, you can also add a
chart to an existing slide. After the chart is created, it can be resized or moved to accommodate additional
elements in the slide.
Creating an Organization Chart: New Slide
1. Open the presentation where you want to add an organization chart
2. From the Home tab, in the Slides group, click the on NEW SLIDE » select Title and Content 
the news slide appears.

3. In the center of the slide, from the content icons, click INSERT SMARTART GRAPHIC
the Choose a SmartArt Graphic dialog box appears.
4. From the Categories list, select Hierarchy

5. From the Gallery, select Organization Chart

6. Click OK 
the SmartArt canvas and graphic appear.
7. Continue with Modifying Organization Charts
Creating an Organization Chart: Existing Slide
You can add a chart to a slide which you have already created. PowerPoint makes this easy as well. The chart's
size and placement can be adjusted to accommodate the other information on the slide. 
1. Open the presentation and slide where you want to add the organization chart

2. From the Insert tab, in the Illustrations group, click SMARTART

The Choose a Smart Art Graphic dialog box appears.
3. From the Categories list, select Hierarchy

4. From the Gallery, select Organization Chart

5. Click OK 
the Smart Art canvas and graphic appear.
6. Continue with Modifying Organization Charts
Modifying Organization Charts
When a Smart Art organization chart is selected, two contextual tabs are available: the Design tab and
the Format tab. These tabs contain the tools you need to modify your organization chart. There are many
options when making an organization chart. You can make modifications to the text, members, layout, chart and
box style, lines, and background color.
Modifying Organization Charts: Modifying Text
Using the Text pane is the most efficient way to modify text.
1. Select the organization chart
2. If the Text pane is not visible, click the fly out button on the border of the Smart Art canvas 

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

3. In the Text pane, select a text box and type the desired text

Modifying Organization Charts: Adding, Moving, and Deleting Members

Adding, Moving, and Deleting Members: Text Pane Option
By adding or deleting text in the Text pane, members are automatically moved, added or deleted within your
organization chart.
1. Select the organization chart
2. If the Text pane is not visible, click the fly out button on the border of the Smart Art canvas 

3. To add a member,
a. Place your cursor after the last character within an existing text box
b. To add a same-level entry (e.g., coworker), press [Enter]
To add a lower-level entry (e.g., subordinate), press [Enter], then [Tab]
c. Type the text
4. To delete a member,
a. Select the text of the entry
b. Press [Delete]
5. To move a member,
a. Delete the member from their current position (step 4)
b. Add them in the new position (step 3)

Adding, Moving, and Deleting Members: Ribbon Option

You can use the ADD SHAPE button in the Create Graphic group on the Design tab to add members to your
organizational chart.
1. Select the organization chart
2. To add a member at the same level as another,
a. Select the shape representing a member at the level you want the new member to be
b. Within the Smart Art Tools contextual tab, select the Design tab
c. In the Create Graphic group, click the on ADD SHAPE » select Add Shape After
d. Right click the new shape » select Edit Text
e. Type the text
3. To add a member at a level below another member,
a. Select the shape representing a member at the level above where the new member will be
b. Within the Smart Art Tools contextual tab, select the Design tab
c. In the Create Graphic group, click the on ADD SHAPE » select Add Shape Below
d. Right click the new shape » select Edit Text
e. Type the text
4. To delete a member,
a. Select the shape representing the member you want to delete
b. Press [Delete]
5. To move a member,
a. Delete the member from their current position (step 3)
b. Add them in the new position (step 2)
Modifying Organization Charts: Adjusting Layout
To adjust overall layout

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

1. Select the chart

2. From the Smart Art Tools contextual tab, select the Design tab
3. In the Layouts group, select the desired layout
HINT: Hovering over a choice will provide a live preview.
To adjust relative layout
1. Select a shape within the chart
2. From the Smart Art Tools contextual tab, select the Design tab
3. In the Create Graphic group, from the Layout pull-down list, select the desired layout
HINTS:
Available options and results vary depending on the shape you have selected. 
If you hover over your choice, a tool tip will describe the resulting layout.
Modifying Organization Charts: Changing Chart and Box Style
You can add shadows, change the fill color of the boxes, and change the border and line styles in your
organization chart.
1. Select the chart
2. From the Smart Art Tools contextual tab, select the Design tab
3. In the Smart Art Styles group, select the desired style 
HINT: Hovering over a choice will provide a live preview.
Modifying Organization Charts: Adjusting Line Thickness, Style, or Color
1. Select the line(s)
2. From the Format tab, in the Shape Styles group, from the Shape Outline pull-down list, select Weight »
the desired line weight 
The line(s) are modified.
3. From the Format tab, in the Shape Styles group, from the Shape Outline pull-down list, select the
desired line color 
the line(s) are modified.
Modifying Organization Charts: Changing Background Color
1. Select the chart
2. From the Format tab, in the Shape Styles group, from the Shape Fill pull-down list, select the desired
fill color 
the background color is applied.

WORD ART:
There are many features and commands you can use in PowerPoint to create visually appealing slides. Two of
these features are WordArt and shapes. WordArt allows you to create stylized text with textures, shadows,
outlines, and more. It can be applied to text on any slide. Additionally, in PowerPoint you can insert a variety of
shapes such as lines, arrows, callouts, stars, and basic shapes, including rectangles and circles.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

To apply a WordArt style:

 Select the text you wish to modify. The Format tab will appear.
 Select the Format tab.
 Move your cursor over a WordArt style in the WordArt Styles group to see a live preview of the style on
the slide.

 Click the More drop-down arrow to see all possible WordArt styles.

 Click an option to select it.

To change the fill color of a WordArt style:

 Select the text you wish to modify.
 Click the Text Fill command in the WordArt Styles group.

 Move your cursor over a color option to see a live preview on the slide.
 Click a color to select it.
   OR
Select from the following:
 No Fill: This option will leave the WordArt text without a fill color.
 More Fill Colors: This opens a dialog box of color choices you can use as a fill color.
 Picture: This opens the Insert Picture dialog box. From here, you can select a picture from your
computer to use as the fill background.
 Gradient: This displays a sub menu of various gradient options that change how the fill color appears.
 Textures: This displays a sub menu of various textures you can apply to WordArt text.
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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

Working with WordArt:

To change the text outline of a WordArt style:
 Select the text you wish to modify. The Format tab will appear.
 Select the Format tab.
 Click the Text Outline command in the WordArt Styles group.

 Move your cursor over a color option to see a live preview on the slide.
 Click a color to select it.
From the Text Outline menu, you can also choose to apply no outline color, access more colors, change the
weight of the line, and change the line style.

To apply a text effect to a WordArt style:

 Select the text you wish to modify. The Format tab will appear.
 Select the Format tab.
 Click the Text Effects command. A menu of options will appear.
 Select a menu option. The options are: Shadows, Reflection, Glow, Bevel, and Transform. This will
display a sub menu.

 Click an option from the sub menu to select it.

Working with shapes:
To insert a shape:
 Select the Home tab.
 Click the Shapes command.
 Click a shape from the menu.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

 Move your cursor toward the slide. It will appear as a cross shape.
 Click and hold down the mouse button, and drag the cursor until the shape is the desired size.

 Release the mouse button to insert the shape.

To change a shape style:

 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the More drop-down arrow in the Shapes Style group to display more style options.

 Move your cursor over a style to see a live preview of the style on the slide.
 Click a style to select it.

Working with shapes:

To change the shape fill
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the Shape Fill command to display a drop-down list.
 Select a color from the list, or choose one of the other menu options.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

To apply a shape effect:

 Select the shape you wish to modify. The Format tab will appear.
 Select the Format tab.
 Click the Shape Effects command.
 Move your cursor over a menu option. A sub menu will appear.
 Move your cursor over an option in the sub menu to see a live preview of the effect on the slide.

 Click an option to select the shape effect.

 You can resize and move the shape just like you would with text boxes and pictures.

LAYERING ART OBJECTS:

Whenever you have multiple objects on a PowerPoint slide, they can overlap. PowerPoint handles this problem
by layering objects. The first object that you draw is at the bottom of the stack; the second object is on top of the
first; the third is atop the second object; and so on. If two objects overlap, the one that’s at the highest layer
wins; objects below it are partially covered. PowerPoint enables you to change the stacking order by moving
objects toward the front or back so that they overlap just the way you want.
The Drawing Tools tab provides two controls that let you move an object forward or backward in the layer
order:

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

 Bring to Front: Brings the selected object to the top of the stack. Click the down arrow to reveal two
subcommands. The Bring Forward command moves the object just one step closer to the top of the
heap, whereas the Bring to Front command moves the object all the way to the top.
 Send to Back: Sends the selected object to the back of the stack. Click the down arrow to access the
Send Backward subcommand, which sends the object one level down in the layer order.
Layering problems are most obvious when objects have a fill color. If an object has no fill color, objects behind
it are allowed to show through. In this case, the layering doesn’t matter much.
To bring an object to the top of another, you might have to use the Bring Forward command several times. The
reason is that even though the two objects appear to be adjacent, other objects might occupy the layers between
them.

ANIMATIONS AND SOUNDS:

Adding Animation to Slides:
PowerPoint 07 provides preset animations to allow you to easily add animations to any object on your slide.
This includes text, images, clipart, charts and SmartArt.
While the preset options PowerPoint provides are quick and easy, we strongly recommend using the custom
animation options which allow you more control over the animations

1. Click on the object or text box you wish to animate to select it (hold down the Ctrl button while clicking
to select more than one).
2. In the Animations tab under the Animations group, select an option from the animate pull-down list. As
you hover your mouse over each choice PowerPoint will preview the effect on your slide.
Hint: The options available in the pull-down menu will differ depending on what type of object you are
animating. The image on the left shows the options available for

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

3. Repeat for any other slides or objects you wish to animate.

Remember that animations will be applied only to the object or the text box selected. If you wish to have the
same effect applied across several slides you will have to add them to each.

Custom Animations:
Using custom animations allows you to have more control over your animations.

1. Click on the object or text box you wish to animate to select it (hold down the Ctrl button while
clicking to select more than one).
2. In the Animations tab under the Animations group click on the  button.
3. The Custom Animation pane opens
4. From the Add Effect drop-down menu choose the kind of effect you want (Entrance, Emphasis, Exit,
Motion Paths) and then the animation itself. The drop-down list shows only a few possibilities, so
choose More Effects... for more options.

5. To customize the speed, properties and timing of your animation, either clicks on the effect you

wish to modify on the Custom Animation Pane. 
Note: If you want to customize the effects on individual list items, see below.
6. Once you have the animation you would like to modify selected, use the options in the Modify:
[Effect] section of the Custom Animation Pane. These options will change depending on the effect
selected.
7. Repeat steps 2-6 for as many animations as you would like to add.

Selecting Individual Animations in a List:

You can also customize the animations for individual items on a list, rather than modifying the list as a while.
But use this option sparingly, as too many different effects will distract your audience!
To choose an individual effect, you have a couple options:
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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

1. Click on the effect you wish to modify on the Custom Animation Pane. If there is a
blue bar beneath it like this:   click on it to expand the
contents.
2. On the slide itself, beside your list will be numbers. Click on the number for the list
item/animation you wish to edit. There may be several numbers next to the item,
depending on how many

Reordering Animations:
On occasion you may want to change the order in which your animations appear. The Custom Animation pane
lists all the animations on the slide you are currently viewing.
1. Select the slide you wish to change.
2. If the Custom Animations pane is not visible, click on the   button in the Animations
group on the Animations tab.
3. From the Modify: [Effect] list, select the effect you want to move.
4. Click and drag the effect to the desired place in the list.
5. Release the mouse when the effect is where you want it.

Removing Animations:
Animations can be removed all at once using the Animations group or one at a time by using the Custom
Animations pane.
Animations group (remove all at once)
1. Select the slide with the animation you would like to remove.
2. Select the object from which you want to remove the animation.
3. In the Animations tab under the Animations group click on the animate pull-down menu and select No
Animation.
Custom Animation Pane (remove one by one)
1. Select the slide with the animation you would like to remove.
2. If the Custom Animations pane is not visible, click on the   button in the Animations
group on the Animations tab.
3. In the Modify: [Effect] list select the animation to be removed.
4. Click .

INSERTING ANIMATED PICTURES OR ACCESSING THROUGH OBJECT:

Inserting videos using the Clip Organizer:
1. Select the slide to which you wish to add a video.

2. In the Insert tab, under the Media Clips group, click the arrow on the   button. Choose Movie from
Clip Organizer... to bring up the Clip Art task pane.
3. Use the Search Box to search by keyword (make sure Movies is checked under Results Should Be...) and
click Goto search.
4. Click the movie to insert it, or hover your mouse over it first, click on the menu arrow that appears, and
choose insert.
5. The video appears on your slide.

Inserting movies from a file:

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

1. Select the slide to which you wish to add a movie.

2. In the Insert tab, under the Media Clips group, click the arrow on the   button. Choose Movie from
File... to bring up the Insert Movie dialog box.
3. Find the video file on your computer using the "Look In" drop-down. Select the file and click Ok.
4. The video appears on your slide

INSERTING RECORDED SOUND EFFECT OR IN-BUILT SOUND EFFECT:

Inserting sounds using the Clip Organizer:
1. Select the slide to which you wish to add a sound.

2. In the Insert tab, under the Media Clips group, click the arrow on the 
button. Choose Sound from Clip Organizer... to bring up the Clip Art task pane.
3. Use the Search Box to search by keyword (make sure Sounds is checked
under Results should be...) and click Go to search.
4. Click the sound to insert it, or hover your mouse over it first, click on the menu
arrow that appears, and choose Insert.
5. A pop-up box will appear asking you how you would like the sound to start in
the presentation. Choose to either have it play automatically or to have it play
only when clicked.

6. A sound icon   appears on your slide.

Inserting sounds from a file:

1. Select the slide to which you wish to add a sound.

2. In the Insert tab, under the Media Clips group, click the arrow on the   button. Choose Sound from
File... to bring up the Insert Sound dialog box.
3. Find the sound file on your computer using the "Look In" drop-down. Select the file and click Ok.
4. A pop-up box will appear asking you how you would like the sound to start in the presentation. Choose
to either have it play automatically or to have it play only when clicked.

5. A sound icon   appears on your slide.

Recording your own sounds:

PowerPoint 2007 offers different tools for recording narration.
Note: You must have a microphone attached to your computer for these instructions to work!
1. Select the slide to which you wish to add a sound.

2. In the Insert tab, under the Media Clips group, click the arrow on the   button. Choose Record
Sound... to bring up the Record Sound dialog box.

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 INDORE INDIRA SCHOOL OF CAREER STUDIES
PC SOFTWARE
Class – BCA- IST Sem - (UNIT-V)

3. In the Name box, type an appropriate name for your sound.

4. When you are ready click RECORD   to record the sound.
5. When you are finished recording press STOP .
Note: If you want to record more, or record in stages, you can click RECORD again after you have
stopped recording to resume from where you left off.
6. To hear your sound click PLAY .
7. If you are not satisfied with your recording, click Cancel and start again.
If you are happy with the recording, click OK.

8. A sound icon   appears on your slide.

Note: Unlike the last two options, PowerPoint does not automatically present you with the option to have your
sound start automatically or when clicked. To change this option, select the sound icon and change the settings
using the Sound Tools tab.

http://www.uwec.edu/help/ppoint07/orgchart.htm
http://www.gcflearnfree.org/powerpoint2007
http://masterview.ikonosnewmedia.com/2006/11/10/powerpoint_2007_features_review.htm
http://gethelp.library.upenn.edu/workshops/biomed/ppt07/charts07.html

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