MS PowerPoint 2013

PowerPoint 2013 is a powerful graphics application that allows you to create presentations for printing or
on-line viewing using a variety of different tools. It is a presentation graphics package that lets you create
formatted presentations which can be used in a number of ways. PowerPoint presentation consists of a number
of individual pages or “slides.” Slides may contain text, graphics, tables, movies, etc. The presentation can be
printed, displayed on a computer, and can be projected using a video projector. PowerPoint can add animation to
your texts, graphics, tables, movies, and other objects through Custom Animations. You can also add transition
(movement) between your slides. With PowerPoint, you can easily create slide shows. Trainers and other
presenters use slide shows to illustrate their presentations.

Users of previous versions of PowerPoint will notice that the user interface has changed dramatically, but,
these changes give PowerPoint a lot more features, in a very intuitive layout. Files produced in PowerPoint 2013
have the file extension ".pptx", and the files themselves are very different from previous file formats. If you wish
to use an old

PowerPoint presentation in PowerPoint 2013, PowerPoint will switch to compatibility mode, to let you
work on the old file with no problems. You can then save this file in PowerPoint 97-2003 format, or you can save
it in the new PowerPoint 2007 format.

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 absolute 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.

Types of PowerPoint Presentations

PowerPoint is a presentation software package made by Microsoft. It is a versatile program that is able to
make a variety of presentations. There is the normal PowerPoint format that can be clicked through at will or
automatically, but there are also three other ways to present your information. PowerPoint can also make movies,
webpages and even simple PDFs.

PowerPoint
• The normal method of making a presentation is to save it as a PowerPoint file. A PowerPoint file can be
viewed on any machine with PowerPoint or a PowerPoint reader application. The presentation advances
to the next slide every time the space bar or mouse button is pushed. Alternatively, the slides can be
made to advance automatically. This is the most widely used presentation format for PowerPoint.
Movie
• PowerPoint is also capable of encoding the slides as a movie that automatically plays through the slides.
This works like any other movie and is the least complicated for people to use. The movie can even be
uploaded to YouTube or another movie site to share on the Internet. However, the movie file cannot be
edited in PowerPoint; you have to change the original PowerPoint file and make a new movie if you want
to make any changes.

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Website
• PowerPoint is capable of making a HTML file out of the presentation slides. This HTML file can then be
placed on the web as a website. It will automatically play through the slides like the movie. This makes
the presentation accessible to anyone who has an Internet browser and not just to those with the
PowerPoint software. However, you need to review your presentation on multiple browsers to make sure
there are no glitches.
PDF
• The simplest form of presentation is the PDF. PowerPoint can save the slides as individual pages and
then compile the pages into a PDF file. Any computer with Adobe Acrobat Reader can then open the PDF
file and display the presentation. The user has to scroll manually, as PDF does not allow automatic page-
turning.

PowerPoint 2013 displays the Tri-pane displayed below when it is first launched. This view is also known
as Normal view. Underneath ribbon on the left there are tabs to show you your slides or the outline (text
structure) while below the main slide part of the window is the section to type notes on the slide (these will not
be seen in the slideshow but can be printed to aid the presenter).

Figure 1: The PowerPoint 2013 interface

1. File Tab: This tab shows the backstage view of the MS PowerPoint 2013 where you can open a new
presentation, save the presentation, and access PowerPoint options.

2. Quick Access Toolbar: Also known as the QAT, this is a customizable toolbar placed by default next to
the Office Button -- you can add icons for your often used commands to this toolbar.

3. Ribbon: The Ribbon has tabs which in turn contain groups of buttons for various options -- some groups
also contain galleries (for example galleries for Themes and Theme Colors).

4. Status Bar: A horizontal strip that provides information about the open presentation like slide number,
applied Theme, etc. It also includes the view and zoom options.

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5. Notes Pane: Directly below the active slide, this is where you input speaker notes for the current slide.
None of this content is visible on the actual slide while presenting -- although it is visible in both
Notes Page view and Presenter view.

6. View Buttons: Essentially there are three view buttons displayed right beneath on the status bar with
zoom-in and zoom-out.

Normal View – This is the view that you see when you first start PowerPoint and it has thumbnails
on the left, the main slide in the middle and a notes area at the bottom.

Outline View – Here you get to see an outline of the slide structure in the left hand navigation
pane, instead of the thumbnails.

Slide Sorter View - Clicking this displays zoomable thumbnails of every slide in the open
presentation. Shift-clicking this button gets you to Handout Master view.

Slide Show from current slide - Show the presentation as a full screen slideshow from the
current selected slide. Shift-clicking brings up the Set Up Show dialog box.

Reading View – this view allows you to see the presentation as if it were being presented.

Notes Page – here you see just the speaker’s notes with a thumbnail of the slide they belong to.

7. Slide Area: Displays the active slide.

8. Task Pane: The Task Pane contains more options and appears when you choose an option in one of the
Ribbon tabs -- for example if you click the Clip Art button on the Insert tab of the Ribbon,
the Clip Art task pane opens (as shown in the figure above on this page).

9. Mini Toolbar: This toolbar is not shown in the figure above -- it's a semitransparent floating toolbar that
spawns right next to the cursor -- and it is also available instantly with a right-click.

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.

Create New Slides

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears.
3. Click the Title and Content Layout. The slide appears on the Slides tab.

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 Themes

A theme is a predefined combination of colors, fonts, and effects that can be

applied to your presentation. PowerPoint includes built-in themes that allow you to
easily create professional-looking presentations without spending a lot of time
formatting.

About Themes
When you create a new presentation in PowerPoint there is a theme applied even though the slide
background is white. This default theme is called the Office Theme. The Office Theme consists of a white
background, and Calibri font of various sizes for titles and body text.
To Apply a Theme:
• Select the Design tab.
• Locate the Themes group. Each image represents a theme.
• Click the drop-down arrow to access more themes.
• Hover over a theme to see a live preview of it in the presentation. The name of the theme will appear
as you hover over it.
• Click a theme to apply it to the slides.
You can access additional themes on Microsoft Office Online or create your own.

Modify Themes

You can also modify the current theme colors, fonts, and effects. For
example, if you like the Urban theme, but would prefer to use more of the color
red in the presentation, you can change the colors of the theme and create a
new, custom theme. If you would prefer to use the font style Verdana so that
your presentation font will match your company logo and materials, you can
modify the font combination and save it.

To Switch to a Different Theme Color Option:

• Select the Colors command in the Themes group on the Design tab.
• Hover over a color group to display a live preview of the color combination on the selected slide.
• Click a color option to select it.

To Change the Current Theme Colors:

• Select the Colors command in the Themes group on the Design tab.
• Click Create New Theme Colors from the menu. A dialog box will appear.
• Click a color option to display a color menu. Choose a color to change the option.
• Enter a name for the new theme color combination.
• Click Save.

To Switch to a Different Theme Font Option:

• Select the Fonts command in the Themes group on
the Design tab.
• Hover over a font group to display a live preview of the font
combination on the selected slide.
• Click a font option to select it.

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 To Change the Current Theme Fonts:
• Select the Fonts command in the Themes group on the Design tab.
• Click Create New Theme Fonts. A dialog box will appear.
• Select new fonts using the drop-down menus.

• Enter a name for the new theme font

combination.
• Click Save.

Add a Background

1. Choose the Design tab.

2. Click the Background Styles button .
3. Click the background you want. PowerPoint applies the background to your slides.

Add Animations

You can animate the objects on your PowerPoint slides. PowerPoint provides four types of animations:
Entrance, Emphasis, Exit, and Motion Paths. An Entrance animation determines the manner in which an
object appears on a slide; for example, an object can move onto a slide. An Emphasis animation does something
to draw attention to an object; for example, the object can become larger. An Exit animation determines the
manner in which an object leaves a slide; for example, an object can move off a slide. A Motion Paths animation
determines how an object moves around a slide; for example, an object can move from left to right.

After you add an animation, you can use the Custom Animation pane to modify it by choosing an effect.
Choosing an effect enables you to define what starts the animation, its properties (such the direction from which
an object moves onto the slide), and control the speed of the animation. In addition, you can have an animation
start when you click the mouse, start along with the previous animation, or start at a specified time after the
previous animation.

If the Auto Preview box is checked on the Custom Animation pane, PowerPoint provides you with preview
of your animation after you create it and each time you modify it. You can also use the Play button on
the Custom Animation pane to preview an animation.

To choose an effect:

1. Select the object you want to animate.

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 2. Choose the Animations tab.

3. Click the Custom Animation button . The Custom Animation pane appears.

4. Click the Add Effect button . A menu appears.

5. Choose the type of effect you want. A submenu appears.
6. Click the effect you want. PowerPoint applies the effect.

To modify an effect:

1. Click the down arrow next to the Start field on the Custom Animations pane and then select the start
method you want.
2. Click the down arrow next to the Property field on the Custom Animations pane and the select the
property you want. The Property field might be labeled Direction, Size, or some other property.
3. Click the down arrow next to the Speed field on the Custom Animations pane and then select the speed
you want to apply to your animation.

To preview the animation, click the Play button on the Custom Animations pane.

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.

A transition can occur when the presenter clicks the mouse or after the amount of time you specify.

Embedded and linked sound files in a presentation

The main differences between embedded sounds (objects) and linked sounds are where they are stored
and how you update them after you put them in your presentation. Embedded files are stored within the
presentation, and linked files are stored outside the presentation. Also, linked files are updated when changes are
made to their source file, but embedded files don't change if you change their source file. Note that PowerPoint
reflects updates to the linked files only if the presentation contains current links to the sound.

When your presentation contains linked files, you must copy both the linked files and the presentation if
you plan to give the presentation on another computer or send it to someone in an e-mail message. Copying the
files into the same folder as the presentation makes the files available to Microsoft Office PowerPoint 2007, so
that PowerPoint can find the files when you want to play them. If you use the Package for CD feature to move
your files, your links will be updated automatically. If you don't use this feature, you need to manually update any
links by deleting the sound files and then adding them back.

An embedded object
A linked object
The source file that contains the linked object

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 By default, only .wav (waveform audio data) sound files under 100 kilobytes (KB) each in size are
embedded in your presentation. All other media file types and .wav files greater than 100 KB are linked. If you
want the .wav sound file to be contained inside the presentation, you can increase the size of the embedded
file to a maximum of 50,000 KB (50 megabytes). However, raising this limit also increases the overall size of your
presentation and may slow down its performance.

To help you decide whether to embed or link your sound files, consider the following table.

Type of File When to use it

Embedded File • Your files are under 100 KB each (recommended maximum size) and
are .wav files only. You can embed .wav files that are up to 50
megabytes (MB), but it may slow down the performance of the
presentation.
• You want all sound files contained within, rather than linked to your
presentation.
• You don’t plan to change the source files.

Linked File • Your sound files are 100 KB or more each.

• You plan to change the source files.
• You plan to use the Package for CD feature to package your
presentation to a CD or to a different folder or computer.

Determine if a sound is linked or embedded

1. In Normal view, click the sound icon on the slide that you want to determine the linked or embedded
status for.
2. Under Sound Tools, on the Options tab, in the Sound Options group, click the Dialog Box
Launcher .

3. Under Information, next to File, you see either [Contained in presentation] (meaning that the
sound is embedded) or the path to the sound (meaning that the sound is linked).
Increase or decrease the size of the embedded sound

1. Click the embedded sound icon .

2. Under Sound Tools, on the Options tab, in the Sound Options group, increase the maximum sound
file size by entering a number in the Max Sound File Size (KB) box. You can increase it to as much as 50
MB or decrease it to as little as 1 KB.

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 NOTE Changes made to this setting are not retroactive. Any sound files that were linked before you
increased the maximum sound file size must be deleted and then reinserted into your presentation if you want
them to be embedded. Correspondingly, any sound files that were embedded before you reduced the maximum
sound file size must be deleted and then reinserted into your presentation if you want them to be linked.

Change an embedded sound file to a linked file

To decrease the size of your presentation file, you can delete the embedded sounds and add them back
as linked files. To do this, save a copy of your presentation as a Web page to get the sounds into a separate
folder, delete the embedded sounds, copy or move the sounds to the same folder as your presentation, and then
add the linked sounds to your original presentation.

Save the embedded sounds to a folder

1. Click the Microsoft Office Button , point to Save As, and then click PowerPoint 97-2003
Presentation.
2. In the File name box, type a name for the Web page.
3. In the Save as type box, click Web Page.
4. Click Save.

PowerPoint will save the embedded sounds to a separate folder with the same name as the one used for the
Web page above. After these sounds are in a separate folder, you can copy or move them to the same folder as
your presentation.

Delete the embedded sounds

1. In your original presentation, in Normal view, click the slide that contains the sound that you want to
delete.

2. Click the sound icon , and then press DELETE.

To delete multiple sounds, repeat this process for each slide that contains sound files that you want to remove.

Replace embedded sounds with linked sounds

Before you add the sounds to your presentation again, copy or move the sounds to the same folder as your
presentation, and then verify and set the Max Sound File Size (KB) to be lower than the size of the sounds
that you want to include in your presentation.

1. Click the slide that you want to add a sound to.

2. On the Insert tab, in the Media Clips group, click the drop-down arrow under Sound, and then
click Sound from File.

3. Locate the folder that contains the sound files that you just deleted, and then double-click the file that
you want to add.

To add multiple sounds, repeat this process for each slide that contains sound files that you want to add.

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 TIP To run a presentation that contains linked files on a different computer, to distribute a presentation on a
CD, or to save a presentation to a folder or network, you must copy both the presentation and the linked files. To
copy your presentation and any supporting files either onto a CD or to a single folder or network share, click the
File Tab, click Share, point to Publish, and then click Package for CD. The Package for CD feature will
automatically update any links to files that you package with the presentation. When you package your
presentation, you can also make it play automatically.

Audio file formats that could be linked or embed in a PowerPoint presentation.

File format Extension More information

AIFF Audio file .aiff Audio Interchange File Format. This sound format originally was
used on Apple and Silicon Graphics (SGI) computers. Waveform files
are stored in an 8-bit monoaural (mono or one channel) format, which
is not compressed and can result in large files.
AU Audio file .au UNIX Audio. This file format typically is used to create sound files for
UNIX computers or the Web.
MIDI file .mid or .midi Musical Instrument Digital Interface. This is a standard format
for the interchange of musical information between musical
instruments, synthesizers, and computers.
MP3 .mp3 MPEG Audio Layer 3. This is a sound file that has been compressed
by using the MPEG Audio Layer 3 codec, which was developed by the
Fraunhofer Institute.
Windows Audio .wav Wave Form. This audio file format stores sounds as waveforms.
file Depending on various factors, one minute of sound can occupy as little
as 644 kilobytes or as much as 27 megabytes of storage.
Windows Media .wma Windows Media Audio. This is a sound file that has been
Audio file compressed by using the Microsoft Windows Media Audio codec, a
digital audio coding scheme developed by Microsoft that is used to
distribute recorded music, usually over the Internet.

Video file formats

File format Extension More information

Windows Media .asf Advanced Streaming Format. This file format stores sychronized
file multimedia data and can be used to stream audio and video content,
images, and script commands over a network.
Windows Video .avi Audio Video Interleave. This is a multimedia file format for storing
file sound and moving pictures in Microsoft Resource Interchange File
Format (RIFF) format. It is one of the most commonformats because
audio or video content that is compressed with a wide variety of
codecs can be stored in an .avi file.
Movie file .mpg or Moving Picture Experts Group. This is an evolving set of standards
.mpeg for video and audio compression developed by the Moving Picture
Experts Group. This file format was designed specifically for use with
Video-CD and CD-i media.
Windows Media .wmv Windows Media Video. This file format compresses audio and video
Video file by using the Windows Media Video codec, a tightly compressed format
that requires a minimal amount of storage space on your computer’s
hard disk.

NOTE: although your sound or movie file may have the same file extension as one listed above, it may not play
correctly if the correct version of the codec is not installed, or if thefile is not encoded in a format that is

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recognized by your version of Microsoft Windows. Encoding is the process of converting data into a stream of
ones and zeros.

Print

PowerPoint provides you with many printing options. You can

print a large view of your slides or you can print your slides as
handouts with 1, 2, 3, 4, 6, or 9 slides per page. You can also
print your Notes pages or the Outline view of your slides.

To print:

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.
3. Click Print Preview.
4. Click the down arrow next to the Print What field in
the Page Setup group and then select what you would
like to print. A preview appears onscreen.
5. Click the Print. The Print dialog box appears.
6. Click the down arrow next to the Color/Grayscale field
to select whether you want your slides to print in
color, grayscale, or black and white. If you are using a
black and white printer, choose black and white. You will use less ink or toner.
7. Click OK.

Print Your Slides as a Handout

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
4. Click the down arrow next to the Print What field in the Page Setup group and then select Handouts (4
slides per page).

5. Click the Print button . The Print dialog box appears.

6. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in
color, grayscale, or black and white. If you are using a black and white printer, choose black and white.
You will use less ink or toner.
7. Set the other print settings.
8. Click OK. Your handouts print.

Saving as a Show

This allows the file to be brought up ONLY in presentation mode; no editing is permitted; this is great for
sharing a show.

1. Save the file as a regular PowerPoint file; this is important so that the file can be edited in the future
2. Click on Microsoft Office Button; move cursor over Save As…; click on PowerPoint Show
3. Name file and identify location; click Save

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