MS PowerPoint

MS PowerPoint tutorial provides basic and advanced concepts of PowerPoint. Our

PowerPoint tutorial is designed for beginners and professionals.

Microsoft PowerPoint is a computer application program written by Microsoft. It mainly

used to Design for Presentation.

What is PowerPoint
Microsoft PowerPoint is a software program developed by Microsoft to produce
effective presentations. It is a part of Microsoft Office suite. The program comprises
slides and various tools like word processing, drawing, graphing and outlining. Thus it
can display text, table, chart, graphics and media in the slides.

There are three main features of the Microsoft PowerPoint window that you need to
focus upon while learning PowerPoint. These features are Microsoft Office Button, Quick
Access Toolbar and Ribbon.

Microsoft Office Button

Microsoft Office Button is located on the upper-left corner of the PowerPoint window.

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When you click the button it displays a menu with multiple options to perform different
tasks.

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New: To create a new presentation

Open: To open an existing presentation

Save: To save changes made in the open presentation

Save As: To save the presentation with a specific name to a preferred location in the
computer

Print: To print the hard copy of the open presentation

Prepare: To prepare the presentation for distribution

Send: To send the copy of the presentation to others

Publish: To distribute the presentation to others

Close: To close the open presentation

Quick Access Toolbar
It is located beside the Microsoft Office Button. By default it shows three commands;
Save, Undo and Redo.

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When you click the drop-down arrow at the right end of Quick Access Toolbar it offers
more commands. The desired command out of these commands can be added to Quick
Access Toolbar with a left click on it.

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You can also add the Office Button and Ribbon commands. Just right click the command
and select the "Add to Quick Access Toolbar" option. See the image, the command New
Slide is added to Quick Access Toolbar.

Ribbon and Tabs

Ribbon is located on the top of the PowerPoint window just below the Title bar. It is
made up of seven tabs; Home, Insert, Design, Animations, Slide Show, Review and View.
Each tab is divided into groups of related commands that are displayed on the Ribbon.
To view additional commands of a group click the arrow at the right bottom corner of
the group.

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Features of the Tabs

The features of Home tab are Clipboard, Slides, Font, Paragraph, Drawing and Editing.

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The features of Insert tab are Tables, Illustrations, Links, Text and Media Clips.

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The features of Design tab are Page Setup, Themes and Background.

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The features of Animations tab are Preview, Animations and Transition to This Slide.

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The features of Slide Show tab are Start Slide Show, Set Up and Monitors.

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The features of Review tab are Proofing, Comments and Protect.

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The features of View tab are Presentation Views, Show/Hide, Zoom, Color/Grayscale,
Window and Macros.

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Slide, Placeholder and Notes
Slide: Presentation is created on slides. It lies in the centre of the PowerPoint window.

Placeholder: By default two placeholders appear in the slide when you open the
PowerPoint.

Click to add notes: This space is provided to create notes if needed.

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Mini Toolbar
It is a floating toolbar that appears when you select text or right click the text. It
comprises frequently used formatting tools like Bold, Italics, Font Size and Font Color.
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Creating a Presentation
When you open PowerPoint window by default a slide appears. The slide has two
placeholders or text boxes. Additional text boxes can be added from the Insert tab.

To start creating presentation click on the placeholder or text box a blinking cursor will
appear. Then type the title and click outside the box. The text box will disappear.

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In a similar way, add text or subtitle to the other text box.

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Click outside the text box and the slide will look like the image given below:

How to Save a Presentation

There are multiple options to save a presentation. The frequently used options are:

o Click on the Microsoft Office Button then select Save or Save As from the menu.

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o Click on the first icon  of the Quick Access Toolbar.

How to Save a Presentation

There are multiple options to save a presentation. The frequently used options are:

o Click on the Microsoft Office Button then select Save or Save As from the menu.

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 o Click on the first icon  of the Quick Access Toolbar.

How to Apply Themes

Themes are design templates that make the presentation colorful and stylist. With a
single click you can apply a theme to the entire presentation.

o Open the Design tab

o Locate the Themes group
o Click the desired theme
o Theme will be added to the entire presentation

To see all available Themes click the drop- down arrow on the right bottom corner of
the Themes group.

How to Apply or Change Color in Themes

o Open the Design tab
o Click the drop-down arrow next to Colors in the Themes group
o With a left click select the desired color set
o To create new color set click the Create New Theme Colors

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How to Change the Background of a Theme
o Open the Design tab
o Locate the Background group
o Click the Background Styles button
o Select the desired background style

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How to Delete Text
Two simple ways to delete text are:

o Place the cursor next to the text then press the backspace key, as the cursor
moves left it starts deleting text.
o Keep the cursor next to text then left click the mouse and without releasing the
mouse drag it over the text to select it. Then press the Delete key.

How to Format Font Size

o Select the text you want to modify
o Open the Home tab and locate the Font group
o In Font group click the drop-down arrow next to font size option
o A list of various font sizes appears
o Move the cursor over the list and select the desired font size

How to Format Font Style

o Select the text you want to modify
 o Select Home tab and locate the Font group
o In Font group click the drop-down arrow next to font style option
o A list of font styles appears
o Move the cursor over the list and select the desired font style

How to Format Text Color

o Select the text you want to change
o In Home tab locate the Font group
o In Font group click the drop-down arrow next to font color icon
o Font color menu appears
o Select the desired font color

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How to Change Text Alignment

o Select the text
 o In Home tab locate the Paragraph group
o There are four alignment options at the bottom of Paragraph group
o Select the desired alignment option

The four alignment options are:

o Align Text Left: Aligns text towards left margin

o Center: Brings the text at center
o Align Text Right: Aligns text towards right margin
o Justify: Aligns text towards both left and right margin

How to Insert a Text Box

In addition to placeholders you can insert text boxes in the slide. To add a text box
follow the below listed steps.

o Open the Insert tab

o In Text group click the Text Box command
o Click on the slide and drag the cursor until text box takes the desired width
o Then release the mouse

How to Copy and Paste Text

o Select the text you want to copy
o In Home tab click the Copy command in Clipboard group
o Place the cursor where you want to paste the text
o In Clipboard group click the Paste command

How to Cut and Paste Text

o Select the text you want to cut
o In Home tab click the Cut command in Clipboard group
o Place the cursor where you want to paste the text
o In Clipboard group click the Paste command
How to Insert Picture and Clip Art
To Add Picture:

o Click the Insert tab

o In Illustrations group click on the Picture button
o Insert Picture dialogue box appears
o With a click select the desired picture
o Click Insert, the picture will be added to the slide
o Click and drag the picture to move it to desired location

How to Edit Picture and Clip Art

o Select the Picture or Clip Art that you want to edit
o Format tab appears in the Ribbon next to View tab
o It displays four groups of commands; Adjust, Picture Styles, Arrange and Size
group

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The Adjust group displays six commands.

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 o Brightness: To increase and decrease the picture brightness
o Picture Contrast: To increase or decrease the picture contrast
o Recolor: To recolor the picture to give it special effect
o Compress Picture: To compress picture to reduce its size
o Change Picture: To change the picture
o Reset Picture: To discard all the changes made to the picture

The Picture Styles group displays picture styles and three commands.

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o Picture Styles: To apply a picture style to the picture or clip art

o Picture Shape: To change the shape of the picture or clip art
o Picture Border: To give colors to the picture border
o Picture Effects: To apply visual effect to the picture

The Arrange group has six commands:

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o Bring to Front: To bring the picture in front of all other objects

o Send to Back: To send the picture behind other objects
o Selection Pane: It displays selection pane with various options to format and
change order of picture
 o Align: To align the multiple pictures on the slide. You can distribute them evenly
across the slide.
o Group: To group different objects together
o Rotate: To rotate the text or objects

The Size group has three commands.

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o Crop: To remove unwanted parts of the picture

o Height: To change the height of the picture
o Width: To change the width of the picture

How to Create Bulleted or Numbered lists

o Select the text or list to which you want to add bullets or numbering
o Select Home tab and locate the Paragraph group
o Click the Bullets or Numbering button or click the drop-down arrow next to these
buttons to see more bullet styles and numbering formats
o Select the style you want to apply to text

How to Insert Table

o Place the cursor on the slide where you want to insert the table
o Click the Insert tab, it will display Tables group on the left
o Click the Table button, it will display four options to insert the table:

1) Highlight the Number of Rows and Columns

You will see small boxes on top, select the boxes corresponding to number of rows and
column that you want in your table.

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2) Insert Table

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Click the Insert Table option and enter the number of rows and columns then click ok.

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3) Draw Table:

Click the Draw Table option and place the cursor on slide. Cursor changes into a pencil.
Click and drag the pencil to draw a table border.

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4) Excel Spreadsheet:

Click the Excel Spreadsheet option. Worksheet will appear in the slide, drag it to get the
desired number of rows and columns.

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How to Modify or Format Table

Select the table you want to modify. Two new tabs Design and Layout appear in the
Ribbon. These tabs offer various groups of commands to format tables.

When you click the Design tab it displays you four groups of commands; Table Style
Options, Table Styles, WordArt Styles and Draw Borders.

How to Insert Table from Word or Excel

o Open the desired word document or Excel spreadsheet you want to insert
o Select and copy it
o Then place the cursor on the PowerPoint slide where you want to paste it
o Select Home tab and click the Paste command

How to Insert Chart

o Select the Insert tab
o In Illustrations group click on Chart command
o An Insert Chart dialogue box appears
o Select the desired Chart style and click Ok
o Chart will be added to slide and an Excel worksheet appears on right side of the
slide
How to Enter Chart Data
We can't enter data directly in charts. To enter data in chart we have to type it in excel
spreadsheet that appears when you add Chart or click Edit Chart option.

The data that you enter in spreadsheet automatically appears in the Chart. Select the cell
of spreadsheet and type the data it will appear in the slide. Repeat the process to enter
the entire data.

How to Format Chart or Chart Data

When you select the chart three new tabs Design, Layout and Format appear in the
Ribbon. Each tab contains specific groups of chart tools to format charts and chart data.

The Design tab contains four groups; Type, Data, Chart Layouts and Chart Styles.

How to Apply Animation Effect

o Select the text or object you want to animate
o Select the Animations tab
o In Animations group click the drop-down arrow next to Animate option
o Animation options will appear
o Move the cursor over different options to see live preview on the slide
o Select the desired animation

How to Apply a Custom Animation Effect

o Select the text or object
o Select the Animation tab
o In Animation group click the Custom Animation
o Custom Animation task pane appears on the right
o Click the Add Effect, it will display four options that are further divided into
different options
o Select the desired effect
How to Apply Slide Transition Effects
Transition effects appear when one slide changes into next slide in a Slide Show.

o Select the slide to which you want to apply the effect

o Select the Animation tab
o In Transition to This Slide group you will see the transition effects
o Click the drop-down arrow to see menu of transition effects
o Select the desired transition effect
o Click Apply To All to apply the effect to all slides

How to Set Slide Transition Sound

o Select the slide to which you want to add the transition sound
o Select the Animation tab
o In Transition to This Slide group click the drop-down arrow next to Transition
Sound option
o A list of different transition sounds appears
o Select the desired transition sound
o Click Apply To All to apply the effect to all slides

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How to Set Slide Transition Speed

o Select the slide
o Select the Animation tab
 o In Transition to This Slide group click the drop-down arrow next to Transition
Speed option
o It will display three options for transition speed
o Select the desired transition speed
o Click Apply To All to apply the same transition speed to all slides

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How to Advance Slides

o Select the slide
o Select the Animations tab
o In Transition to This Slide group locate the Advance Slide section
o It shows two options; On Mouse Click and Automatically After
o Enter the desired time for the selected slide in Automatically After option
o Select the next slide and choose the desired time
o Click Apply To All If you want to apply the same timing to all slides

Viewing Slides
Once you create the presentation you can view it in different ways.

Select the View tab. Locate the Presentation Views group. It displays four options to
view presentations; Normal View, Slide Sorter View, Slide Show View and Notes Page
View.
Normal View: The normal view appears by default when we open the PowerPoint
window. We create and edit slides in Normal View. This view also offers three view
options out of four options in the form of buttons on the status bar.

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Slide Sorter View: It offers miniature or thumbnail version of all slides. You can see all
your slides at one time in the screen. You can also drag or delete the slides to rearrange
them.

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Slide Show View: It displays your presentation in full screen mode. It also offers an
additional menu at the left bottom corner of the slide.

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Notes Page View

This view provides space below the slide to add notes.

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