POWERPOINT

FOR
BEGINNERS
2020
Everything you must know in
PowerPoint

Richard
Steve
 Copyright
All rights reserved. No part of this publication
PowerPoint for Beginners 2020 may be
reproduced, stored in a retrieval system or
transmitted in any form or by any means,
electronic, mechanical, photocopying, recording,
scanning without permission in writing by the
author.

Printed in the United States of America

© 2020 by Richard Steve

Gilob Publishing House

USA | UK | CANADA

Page | i
 CONTENTS

Copyright …………………………………………………………… i
INTRODUCTION ……………………………………………….. iv

1
GETTING STARTED ……………………………………………. 2
THE LAYOUT ……………………………………………………… 6
MY FIRST PRESENTATION ……………………………….. 10
ADDING DESIGN THEMES ……………………………….. 17
INSERTING PICTURES IN A SLIDE …………………….. 20
INSERTING SHAPES IN A SLIDE ………………………… 22
USING SMARTART IN A SLIDE …………………………. 24
CREATING CHARTS IN A SLIDE ………………………… 30
INSERTING VIDEOS IN A SLIDE ………………………… 34
INSERTING AUDIOS IN A SLIDE ……………………….. 38

2
REUSING PRESENTATIONS ……………………………… 42

Page | ii
APPLYING TRANSITIONS TO SLIDES ………………… 45
USING ANIMATIONS IN A SLIDE ……………………… 47
USING SLIDE MASTER …………………………………….. 53
RECORDING A PRESENTATION ………………………… 58
USING REHEARSE TIMINGS …………………………….. 62
ADDING NOTES IN A PRESENTATION ……………… 67
USING PRESENTER VIEW ………………………………… 71
QUICK STYLES IN POWERPOINT ……………………… 74
CREATING A PHOTO ALBUM …………………………… 77

3
USING TEMPLATES …………………………………………. 82
USING CUSTOM SLIDE SHOW …………………………. 84
USING SCREENSHOT ………………………………………. 88
SENDING AS PDF …………………………………………….. 90
SAVING AS PDF ………………………………………………. 91
CREATING A VIDEO …………………………………………. 93
USING TELL ME ………………………………………………. 96
CHANGING POWERPOINT THEME ………………….. 97
NOTE ……………………………………………………………… 98

Page | iii
 INTRODUCTION

PowerPoint is a tool for creating, editing, sharing

and presenting ideas in form of texts, pictures and
graphics. With PowerPoint, you will be able to
communicate effectively; your opinion, your
thought and your message about a particular
topic. If you are a marketer for instance, and you
are trying to tell people about your product, with
a well-designed presentation, you can convince
your audience and get more product sales. And
before this could beoachieved, you need to plan,
prepare, study andopresent youropresentation.
PowerPoint is a very useful tool to pass on
message easily and effectively.

Page | iv
Page | 1
 GETTING STARTED

Simplyolocate andoclick on the Microsoft

PowerPoint icon fromothe Start Menu to
getostarted using it.

Now youoget to chooseobetween opening up a

BlankoPresentation or the available templates for
you. We have lots of PowerPoint templates to
chooseofrom. Some of theseotemplates are
Agendas,oAward Certificates, Calendars, Content
Slides, Resumes and Cvs andomoreogreat
PowerPoint templates.
It veryoeasy to use the templates, all youohave to
do is click on themoand it will download from
Microsoft. Youocan open up the downloaded
template and startoadjusting theodata. I will also

Page | 2
urge you to browse and explore the templates
availableotooyou.

Inoaddition, there is also an optionoto search for

onlineotemplates.
Let us simply start with the blank presentation.
On the leftohand side you have theoactual
preview of each slide. If you haveomore than one
slide, it will show uporight there.

Page | 3
In the middleoarea, we have theocontent of the
slide. This is where you will enter theocontent of
presentation.
In the bottom area, we have another set of tools
like the Slide Number, Theme name, Normal Slide
Sorter, Reading View, Slide Show, Zoom level and
the rest.
On the top left, we also have the File tab and this
is where you can accessoadditional functions
relating to PowerPoint. Below is the general view
of PowerPoint.

In the next section, we are going toocover the

Layout of PowerPoint i.e. the user interface and

Page | 4
get toounderstand where differentocomponents
are located.

Page | 5
 THE LAYOUT

The next thing is to learn about theoLayout of

Microsoft PowerPoint. Below are some terms
youoneed to know.

1. The Tabs
Across the top, we have the Tabs. We have
the Home, Insert, Design, Transitions,
Animations, Slide Show, Review and View
tabs as you can see.

2. The Ribbons
When you click on a particular tab, it opens
up a ribbon. Here is the ribbon for the
Home tab;

Page | 6
 Clicking on the Insert tab, you get the Insert
ribbon.

3. The Groups
Each ribbon isodivided into groups. Under
the Home ribbon, weohave the Clipboard,
Sliders, Font, Paragraph, Drawing, and
Editing groups. These are all under the
Homeotab.

4. The Launch Buttons

You will notice that in the corners of some
of these groups, there are launch buttons.
The Font group has a little launch button in
the corner. The Paragraph group also has a
launch button in the corner. The Slide group
does not have one.

Page | 7
 What these launchobuttons do is to give
you more options. Microsoft has fit all
ofothe Home tab options in the ribbon but
there is limitedoamount of space to work
with, so they put in the launchobutton for
the users tooget more options. Some
groups have theolaunch button while some
do not have.

5. The Slide
A slide is eachopage of a PowerPoint
presentation. It normally contains texts,
picturesoandographics.

Page | 8
Those are some of theoimportant things
you need to know; the Tabs, Ribbons,
Groups, Layout Buttons and Slides.

Page | 9
 MY FIRST PRESENTATION

Open Microsoft PowerPoint and click on the slide.

Each slide hasodifferent layout or different design.
Your first slide isoyour title slide, which is where
you will put theotitle of your presentation along
with the subtitleoeither your name or something
relating toothat.

Now click on the Home tab -> on the Slides group

click Layout. Here we have the Title Slides, Title

Page | 10
and Content, Section Header, Two Content and
the rest. These are the Layoutooptions that you
can select and use depending on your
presentationocontent.
Now withoour first slide, let us gooahead and type
the content. Add in text for bothothe title and
subtitle. For instance;

Basically, it is a matter of typing in any of those

boxesothatoexist in your slide.

Page | 11
Now you can add aonew slideoclicking on new
slide on the Home ribbon on the Slides group.
Here isothe second slide in ouropresentation. It is
different fromothe first slide because the first one
was actually a titleoslide.

If you wantoto change this design, youocan use

the Layout option as well and change it to a
differentotype ofodesign as you want.
Notice that I have selectedoTwo Content layout
below. If you selected Section Header, youoshould

Page | 12
have the Section Header layout. That isohow to
change theoLayout of an actualoslide.

Now let us put in title for ourosecond slide. It is

just a matter of clicking on each area andotyping
the contentoyou want inoyour slides.
You can see it is putting theoBullets list, just keep
on typing and addingoother slides. It is very easy
to waste a lotoof time in adding colors, choosing
images, choosing animations and you are still on
the firstoslide. You may definitely spend aolot of
time. It is best to do the outlineofirst, then come

Page | 13
backoto it and insert images, smart art and other
components in the Presentation Software.

Let us insert anotheroslide, click on new slide

again. Now it will be by default, thereowill be Two
Content box as well. Anotheroway to add a new
slide is byopressing Ctrl + M on theokeyboard.
Also rememberothat you can change yourolayout
according to your content. If you have anoexisting
slide and you want to change its layout, you
simply click on the Slides group andoclick on
Layout. Selectothe suitable layout.

Page | 14
Now the new slide should be changed to a Title
and Content Layout.
You can also undo whatever you have done by
clicking on theoundo icon at the top leftocorner or
simply use Ctrl + Z. The position upothere is
referredoto as Quick Access Toolbar.
In some cases, if youoneed to move or rearrange
slides, you can simply click and dragothem up and
down as you wantothem.
Let us suppose that this is aoquick presentation
that we have to do for a classoor a meeting. So,
we just add in theocontent, you can insert a
couple of images whichowe will surely cover later
as weoproceed. Now let us move to the next slide
and add more content. Basically, in PowerPoint,
we add more andomore contents till we are done.
Now let us seeowhat we have done so far. You
can presentothis or see whatoit looks like so far by
clicking on the Slide Show tab and selectoFrom
Beginning to present your slides.
You can alsoopresent it by using theoSlide Show
icon in the bottom and that will start the
presentation. Additionally, you can press the F5
key on your keyboard to present your
presentation.
Page | 15
Once displayed, just click on the slide show to
moveoto the next slide or press theospacebar on
your keyboard. You can also use the arrowokeys
on your keyboard to navigate through the slides.

Page | 16
 ADDING DESIGN THEMES

This section will show youohow to apply design

themes to your slides in PowerPoint. Now that we
have created a presentation and weoare ready to
move to the next step, we have created aolayout
and now we want tooapply a design theme.
Please do not forget that it isonot necessary to
spend too much time on customizingoevery object
of your slides but rather just applyoa design
theme. This will save you time and your
presentationowill also look awesome.
To apply a design theme, go to the Design tab ->
on the Themes group click any of those options
you have there. You can also get additional
themes that you can apply byoclicking onothe
drop down icon. Once you pick a theme, it will
automatically apply that themeoto all theoslides
in your presentation.

Page | 17
You mayoprefer to have aospecific theme for only
a couple of slides in your presentation. All you
need to do is basically selectothem by pressing
and holding the Ctrl key on your keyboard and
clicking on the slides thatoyou want. You can now
select any of thoseothemes you want by right
clicking on the theme you want and selecting
Apply to Selected Slides. In thatoway, the other
slides will have the previous themeowhile the
selected slides will have the newotheme. You can
undo it through Ctrl + Z on yourokeyboard.
If you right click on any of thoseothemes, you also
have the option to setoit as the default theme. It
means that anytimeoyou create a new slide in
youropresentation, it is going to use theotheme
by default on youronew slide.

Page | 18
You can customize your output by using the
Themesoand Background group underothe Design
tab. You can change the color, font, effect, add
background styles and even hide background
graphics. You can alsoochange the Page Setup and
Slide Orientation underothe Page Setup group.
You can change the size of your output by using
the Page Setupooption.
Additionally, you can format the background by
using the Background Stylesoon the Background
group and you can also hide the background
graphics for specificoslides.

So that is basically how to apply a theme,

customize aotheme, make a theme defaultoand
apply a specific theme to specific slides inoa
presentation.

Page | 19
 INSERTING PICTURES IN A SLIDE

In this section, you will learnohow to insert

objects in youroslides. This will enhance the look
of youropresentation.
Supposed we already have ouropresentation and
we want to insert an object in a slide. Go to the
Insert tab, you will notice there are lotsoof tools
that will help you to insert your object and adjust
it. You can also insertoa new slide under the Insert
tab. The option is both on the Home and Insert
tabs. Once you click on it, it is going to createoa
new slide.
Now, for you to insert picturesoyou would have to
locate the picture iconoon the Image group on the
Insert tab.

Page | 20
Click on the icon, thenolocate the picture
wherever it is on your computer and click on
open. When you insert it, automatically the
Picture Toolsocomes up and gives youothe Format
tab.

You can pick a design underothe Picture Styles

group and adjust theopicture. You canoalso apply
the Corrections, Color and Artistic Effects onothe
Adjust group. You can make useoof all these tools
to edit youropicture.

Page | 21
 INSERTING SHAPES IN A SLIDE

This section will show youohow to insert shapes

into youropresentation.
Let us say you want tooinsert a shape into your
presentation to make it lookobetter. This can be a
rectangle, circle, arrows and so on. You will click
the Insert tab -> click Shapes on the Illustrations
group and select the shape you would prefer to
use.

The moment you click on the object, the mouse

changes tooa plus sign. Now clickoand hold your
mouse and then drag the mouseoto draw the
chosen shape.
Now notice that you also have theoDrawing Tools
for formatting your shape, whetheroyou want to

Page | 22
change the style, color, design and theolikes of
your shape. You can also rotate your shape and
makeoit fit for yourodesign.

Page | 23
 USING SMARTART IN A SLIDE

Thisosection will showoyou how to use SmartArt

option in PowerPoint. SmartArt is a range of
graphics, pictures andodiagrams that you canouse
tooexpress ideas rather thanopresenting just text.
With SmartArt, you can representoyour text in a
more visuallyoattractive way.
There areotwo ways to do this; either toocreate a
SmartArt by inserting theocontent into the frame
or converting existingocontent into SmartArt.
You can do the first option by clicking on the
Home tab -> click on New Slide on the Slides
group. This will be the slide for our SmartArt. If
you already have a slide for that, you do not have
to create a new slide.
Let us say I want to tell my audience about a
ProcessoFlow usingoSmartArt. And my plan for
the project is in this form; DESIGN -> BUILD ->
TEST -> LAUNCH -> MONITOR. I canocreate a
simple flow using SmartArt in myopresentation.
Now go to the Insert tab -> select SmartArt on the
Illustrations group. You will see there are a lot of
designs. I will pick oneoof those designsoand click

Page | 24
on OK. Notice that on theoleft you are presented
with the options of what you wantoto enter. To
put the words, justoclick on [Text] and enter the
words of your process flow.

You may haveoan extra box that does not make it

fit. Click on it and tap backspace on your
keyboard. This willoreadjust the wholeolayout of
the design automatically. This is why it is smart; it
can readjust and look perfect on its own no
matter the componentoyou might have added.
You can also type your contentodirectly on the
box ofothe SmartArt.

Page | 25
You can further reshape youroSmartArt and make
it look more charmingoby clicking on the
SmartArt. The SmartArt Tools will appearoat the
top of youroPowerPoint; the Design and Format
tabs.

Page | 26
On the Design tab, you can changeothe layout to
another. Also, you can changeothe color and
apply additional SmartArt styles to give you ao3D
look. This will be much moreoeffective than just
having texts inoyour presentation.

In the second case, whereby you already have the

contentoin your presentation, you do not needoto

Page | 27
delete the content. You can convert the already
typedocontent intooSmartArt.

All you need to do is rightoclick where theolist is

and then choose convert to SmartArt. You can
now pick oneoof the designs that youowant. If
none of the designsofit what you need orodoes
not look like what you want, just click on More
SmartArt Graphics. Navigate andopick what you
wanted. You can go ahead and customize it to
your liking by changing theocolor and theolikes.

Page | 28
Those are the twoomethods of creating andousing
SmartArt from scratch and alsooconverting
existingocontent to SmartArt.

Page | 29
 CREATING CHARTS IN A SLIDE

This part will show youohow to insert charts in

your presentation, also how to utilize and
customize charts. Charts are pictorial
representation of data.
Let us simplyocreate a new slideoand insert a
chart by clicking the Insert tab -> click on Charts
on Illustrations group. Here you can get toopick
the type of chartothat you would prefer toouse in
your presentation and clickoOK.

Page | 30
The next thing is that you willosee a spreadsheet
that is similar tooExcel. It gives youosome data
you can workowith. You can change the dataoto
your available data. To know more about this, get
the Excel For Beginners 2020 by Richard Steve.

After updating your data, you will notice that

there is a blueoline. This isowhat controls what
shows up in the chart. You can simply adjust it by
clicking on theolower right corner and draggingoit
to contain the data you want toodisplay. Once you
do this, your chat willoautomatically adjust.

Page | 31
Once you have the data entered, you can close
the spreadsheet. Now weohave our chart.

If you click on theochart, you will notice that we

now haveothe Chart Tools at the top with the
Design, Layout and Format tab. We have different
chart layoutsothat we can switch to under the
Design tab. Please do explore the rest of the
layouts. You can also change the color of your
chart.

Page | 32
If you want to go back tooyour data selection, just
click onoselect data on the Data group -> Design
tab.

Page | 33
 INSERTING VIDEOS IN A SLIDE

You can also insert a video in your slide.

Thereoare three options for you in PowerPoint;
you can insert from yourocomputer, the web and
embedding a video in your slide using embedding
codesofromoanotherowebsite.
Firstly, let us insert aovideo into ouroslide from
ourocomputer. Click on the Insert tab -> click
video on the Media group -> select pick video
from my pc. Now locateowhere the video is and
click onoInsert.

At this point, you canoresize your video to fit your

presentation by using the resizingosquare around
theovideo.

Page | 34
While your cursor is on the video, click on the
Playback tab andochoose how you want
theovideo to play on the Video Options group.
This means when you areopresenting and get to
the slide with a video, you can make it play
automaticallyowhen you getoto the slide or play it
by yourself.

Page | 35
Secondly, let us insert aovideo from the web. Click
on the Insert tab -> click video on the Media group
-> select Online Video... If you noticed, we have
two options; the YouTube optionoand Embedded
from anotherowebsite.
For theoYouTube option, you will enter the video
you want in the search baroand wait for it to load.
Now select your preferred video and click on
Insert. You video will appearoon your slide, adjust
the size as you want it. Click on the Playback tab
and set whether the video should play
automaticallyoor on click. Now if I present this
video and click on it, it isogoing to be streamed
from YouTube. You will need an internet
connection for thisoto take place.
Thirdly, let us insert a video byousingoembedded
codes. To do this, you must already haveothe
code you wanted to use.

Page | 36
Click on the Insert tab -> click video on the Media
group -> select Online Video... Click on embedded
code. Now copy and pasteothe code in the box
and click on Insert. Resize your videooand set it up
to either play automaticallyooroonoclick.
These are the differentowaysothat you can use,
customize and present videos in your
presentation.

Page | 37
 INSERTING AUDIOS IN A SLIDE

Just like inserting picturesoand videos, you can

also insert audios into your slides for your
presentation. Here we will walkothrough how to
insert audiosointo your presentation.
To insert your audio file, you click on the Insert
tab -> click on Audio on the Media group -> and
then locate your audio file. Go to the playback tab
-> Audio Options group and choose how you want
the audio file toobe played. You canomake it play
automatically or when youoclick on it.

You canochange the position of the audio player

in a slide as you wantoit. If you are doing just
pictures presentation or you just wantotheoaudio

Page | 38
to play as you are presenting, you can simply
selectoPlayoacrossotheoslides.
You can also insert the audio byorecording. You
can actually record your ownoaudio section for a
particular topic to explain aoconcept which will be
prerecorded. So you can record your file within
the PowerPointowithoutoany external tool.
In this case, on the Insert tab -> click the drop
down arrow on Audio under the Media group ->
select Record Audio.

Then you simply pressothe record button on the

pop-up and anything you say willobeocaptured. It
will be the sound file forothe current slide inoyour
presentation.

Page | 39
Page | 40
Page | 41
 REUSING PRESENTATIONS

In this section, you will learnohow to reuse slides

from another presentationoinoPowerPoint. There
are times where you have differentopresentation
that you have prepared from another business
project andoyou need to makeouse some of the
content. You can use the content from those
presentations.
To insert slides in your presentation, you can
simply go to the Home tab -> on the Slides group,
click on the drop down button of New Slide and
select Reuse Slides.

Page | 42
Now it will ask you where you want to get the
slidesofrom. On the right side youocan simply click
on browse, go to yourofileoon your computer.

Now select the preferred slide you want to

import. Notice, there isoan option that saysokeep
source formatting. This basically will bring the
slides just as it was in theoprevious presentation
instead ofoadjusting it to theotheme that you are
currently using on youropresent presentation.

Page | 43
In this case, you can simplyoclick on the slides that
you want. The system is going to import and
adjust the content accordinglyoto the theme of
your present presentation. Once you are done,
you can simply select another presentation to
import or close it and continue with your
presentation. This is much easierothan copying
and pasting theocontentothat you wanted to add.

Page | 44
 APPLYING TRANSITIONS TO SLIDES

This part will focus on the use of Transitions in

PowerPoint.
Let us say we have a presentationoand we want
toochange the transition from one slide to the
other. When using the Transitions, you do not
need to overdo it because theoattention needs to
be on the message that you are conveying to your
audience rather than the way you are doing
transitions. Nonetheless,owe still want to make it
appealingoasowell.
By default, there is no transition set. Now let us go
the Transition tab -> and select one on the
Transition to This Slide group.

If you move to the next slideoyou will see the

effect of the transition youochose. You can mix
the transition up by clickingoon each slide and
Page | 45
applying a uniqueotransition tooeach slide so as
to keep a balance in youropresentation.

Page | 46
 USING ANIMATIONS IN A SLIDE

This part will show you how to useoAnimations in

your presentation. Any of the objects in a slide
can be animated so that wheneveroyou press on
the spacebar or click on your mouse during
presentationothose objects willobe presented one
at a time or multiple objects atoaotime. It can be
the animation of a picture, shape, text or
combination of two or more of pictures,oshapes
andotext.
Let us use a bullet list for instance. To animate a
bullet list, click on the bullet list -> click on the
Animations tab on Animation group -> and select
how you want the animation to be. I picked
Appear, the bullet list willoappear one at aotime
once I present it.

Page | 47
Those objects displayedoright as weopresent the
slide were displayed because weodid not apply
animation toothem. They come in with the slide
when it isopresented.
You can customize itoeven further by clickingoon
the Animation Pane on the Advanced Animation
group. Once clicked, there will beoa display for
adjustment by the right corner of your
PowerPoint. Notice it showsothe item that we
animatedoearlier.

Page | 48
Click on the little doubleoarrow to expandothe
content. Here you get toosee your bullet list. By
default, the Setting forothe bullet list is Start on
click. If we want number 2 to come atothe same
time with number 1, we click onothe drop down
on number 2 and select Start WithoPrevious. This
will make the two tooappear together. Youocan
now present it to see the effect.

Page | 49
You can also add animationoto objects asowell
but keep in mind that you should not overdo
animation in youropresentation.
You can also add animation to SmartArt. In this
case, click on the SmartArt -> go to the Animation
tab and click on Add Animation on Advanced
Animation group. Now select theoanimation you
prefer.

Page | 50
Also, on the Animationogroup there is the Effect
Options as well. If it is presented withoutousing
the Effect Options, it will just present it.
Nonetheless, we canocustomize it so that each
one of the SmartArt canocomeoseparately.
Now click on theoeffect option and chooseoOne
by One. If you now present it, you will have it
presented one at a time. This is muchouseful
when you are doing a presentationoand you
would like to spend more time onoeach object.

Page | 51
Page | 52
 USING SLIDE MASTER

This section will show you how to useothe slide

master in aopresentation. The reasonofor using a
slide master is because you may have texts, an
image or shape that you wouldolike to add to all
the slides in youropresentation but to add the
image slide by slide willoconsumeoa lot of time,
henceotheoneedoforoSlideoMaster.
You may want to addoa logo, text or something.
Instead ofoyou going through each of theoslides,
you can add the logo in oneoslide and that logo or
text will be repeated acrossoall other slides of the
same type in youropresentation.
To do this, click one of your slides -> click on the
View tab -> and then click Slide Master on the
Master Views group. The way thisoworks is that if
you addosomething, it will reflect onoother slides
of the sameotype.

Page | 53
The slide above is a Titleoand Content slide; you
have the title and the body forothe content. The
body containsosome texts. Let us say that I want
to change the font for the texts. Highlight the
texts -> go to the Home tab and change it to a
different type of font onothe Font group.
Now I have selected Algerian and also increased
the size. Let us say I alsoowanted the texts to be
of a different color. On the Font group, I can
change the color and thenoclick OK. Nowoany
slide that uses this kind of layout or style in my
presentation will beoupdated.
So you can go back to Slide Master tab -> and
select Close Master View on the Close group,
notice thatoyour text have changedoto the font
and color you chose.
Now let us gooback to the View tab and add a
logo or trademark for instance. Copy your image
i.e. the trademark you want toouse; right click on
it and choose copy whether from your pc or web.
Now select Slide Master againoon the View tab. I
want to add a trademark on any of those slides
that have the title and theocontent. I will right
click again and selectopaste to show the copied
trademark or logo.

Page | 54
Now I have readjustedomy logo. Let us say I also
have other layoutoslides different fromothe Title
and Content that I want the trademark on, I will
also right click and pasteoit there as well and also
readjust it. Theoidea here is that you are adding
and changing slides of the sameokind (layout).
You can keepoon doing this if you needed to, now
on the Slide Master tab -> click on Close Master
View.
Now all the selectedoslides of the same type now
have the trademark atothe bottom. Youocan also
go back and customize it to make it more
attractive the way you want. Go to the Slide
Page | 55
Master tab -> click Insert Placeholder on the
Master Layout group -> select Text -> and add
text, also copy the text and add it to other layout
slides you want it.

Page | 56
Now go back to the Slide Master tab -> and click
on Close Master View. Now noticeothatothe text
will also be displayed on slidesoof the same kind
selected. Slide Masterois a very powerful feature
to save yourotime.

Page | 57
 RECORDING A PRESENTATION

This section will show you how to record a

presentation in PowerPoint.
Recording aopresentation is actually a helpful
feature particularly if someoneowho has to put
together the presentationowill notobe around on
the presentation day, you can just send the
presentation either to the audienceoor somebody
to present it on your behalfofor later viewing.
You can go through theoslides and add your audio
along with the presentationoas you want it. And
whenever you start showing your presentation,
the audiooyou have added will playoautomatically
alongside the slides.
To do this, your presentation must be ready. Now
go to the Slide Show tab -> then click on Record
Slide Show on the Setup group.

Page | 58
Now you can clickoon StartoRecording on the
pop-up. Once you click on StartoRecording,
anything you say or do with the presentation will
be recorded.

So you start speakingoand interacting with the

presentation in orderoto communicate effectively
to your audienceowhenever it is presented on
your behalf. Click your mouseoor press spacebar
on your keyboard to move to the next slide. Just
keepoexplaining the topicsoand keep moving
from slide to slide till the end.
Now the system will continue to capture your
actions, even if youoadded video, it willocapture it
as well.
Also there are toolsoyou can use as well during
the Recording. By your bottom left corner, put
your mouse around this corneroand you will
notice a Pen icon. Click on theoPen and select

Page | 59
Pen. As youoare speaking andonarrating, you can
actually write on the screenowith this Pen tool
without presentingowith a touchoscreen device.

Also, if you go back to the tools, you can choose

the Highlighter option as well. This will help you to
highlight your work using the mouse and all of
these will be captured.
If you want to erase as well, just simply choose
the Eraser tool after clicking on the Pen tool by
the same bottom left corner.
You can as wellouse the Laser Pointerooption and
it will capture the red dot as you move your
mouse on your Screen. Toomove to the next slide,
just use the Spacebar key or Arrowsoon your
keyboard.
To move to theodefault option since youoare no
longer writing on your screen orousing any of the
tools, just press the Esc key on yourokeyboard. It

Page | 60
will return tootheonormal recording mode while
your recording still continues.
The moment you get to the end of your
presentation, the capturingowill stop. Now you
can go ahead and presentoit. The presentation
now contains the audiooautomaticallyoplaying in
the background. Also, the animations,
demonstrationoand writing onoscreen would all
be covered in the presentation.
Remember that whosoever will present the
presentation on yourobehalf or the viewer needs
to click on the slide show i.e. start presenting it.
That is when the presentation will play
automatically andoall that you haveodone will
show.

Page | 61
 USING REHEARSE TIMINGS

This part will show you how to make use of

rehearse timingsoin PowerPoint. There mightobe
cases where you have a presentation and you
want theoslides to playoautomatically without
any interaction.
If you are going to doosomething like this, you
should add sound asowell and set the sound to
play automatically fromothe Playback tab as
earlier discussed. This sound willoplay throughout
the presentation.
To do rehearse timings, click on the Slide Show
tab -> then select Rehearse timing on the Set Up
group.

Page | 62
Noticeothat it is already capturing, then after
some time you can go toothe next slide andokeep
on going till you are done with the presentation.
Also, notice that it isorecording by your topoleft
corner. And it is taking note the number of
seconds spent on each slide.

Once you are done with the slide show, you can
press Esc on your keyboard or wait till the end of
your presentation.
PowerPoint will showothe total time spent for the
slides the momentoyou are through recording
youropresentation.

Page | 63
Do you want to keep the new slide timings to use
when you view the slide show? You click on Yes.
Now, whenever you want to play this, simply click
on the Slide Show tab -> enable Use Timings on
the Set Up group -> now select Set Up Slide Show
on the Set Up group.

In the pop-up you get -> tick Loop continuously

until ‘Esc’.

Page | 64
Whenever you are using rehearse timings, you
also need to use the Set Up Slide Show option ->
then click on Ok.
Now click on From beginning on the Slide Show
tab. Your presentation will now play
automatically.

Page | 65
There will be nooexternal recording like speech
even if you had talked. To includeothis, you would
have to use the Record option as explained
previously. That is basicallyohow rehearse timings
works in PowerPoint.

Page | 66
 ADDING NOTES IN A PRESENTATION

This part will showoyou how to use notes and add

those notes in individual slides in your
presentationofororeferenceopurpose.
These notes can be used by printing themoout
alongside your presentation or you can use your
presentation in PowerPoint where you will
beoable to read thoseonotes. The essence of
using these notes is to give you hintsoabout your
nextoslide.
To insert notes, click on aoslide and you will notice
an option at the bottomoshowing ‘Click to add
notes’.

Click on it, you can even move the box further up

as well by using your mouse to adjust it.

Page | 67
Now you can type yourocontent in the note area
for your presentation. Whenever your script is
going to be for a particularoslide, you will have to
enter those notes in this area ofothe particular
slide. Click on the next slide and insert the
content.
Have it in mind that those notes can be
formatted; you can make it bold, italicized, change
color and the likes.
Now you canoprintothoseonotes out. Go to the
file tab and select Print or use Ctrl + Poon your
keyboard. Nowoselect Note Pages on Slides.

Page | 68
Now it will be oneoslide per Page including the
notes that you entered earlieroon each slide. The
two will beodisplayed.
The other method is usingothe presenter view. To
use the presenter view, go to the Slide Show tab -
> enable Use Presenter View on the Monitors
group -> then choose which monitor it will be
displayed on. Your computer should be connected
to a projector at this point.

Page | 69
Then click From Beginning on the Start Slide Show
group.
At this point, the audience will be seeing the
actual slide but youowill get to seeothe actual
slide, next slide and the note you earlier added.
You can read your notesoon the right hand side.
You can actually printooutoor use the notes in
conjunction with the presenter view in
PowerPoint.

Page | 70
 USING PRESENTER VIEW

This will show you how to useothe presenter view

in PowerPoint; it is just asoillustrated earlier. The
presenter view is used very effectively when you
have something else to doowhile presenting.
To use the presentation view, click on the Slide
Show tab -> and enable Use Presenter View on
the Monitors group.

Once you enable the option, just click From

Beginning on the Start Slide Show group.
Now you wouldosee that you have a view of the
current slide, the timer that willoshow us how
long you have been workingoon the presentation.
We also have more options like; the pen for
annotating on the currentoslide, the arrows to
move from slide to slide, theonotes on the right

Page | 71
handoside below the next slideoif you addedoone
(here you have a preview ofowhat is coming next
and your notes) and resizing toolofor your notes
to make it bigger or smaller as youowant it for
your need.
That is how the presenter view works in
PowerPoint.
Your computer where you are presenting from
can now serve as aoteleprompter. There isono
need to turn your backotowards the audienceoto
read whatever is in the slide.
In some cases, the computeromay not displayothe
presenter view. To enable or disable this, just
press the windows key + P on yourokeyboard. The
projector options will come out and you can
choose to duplicate itoor to extend theodisplay.
When youoare done with the presenter mode,
you need to press windowsokey + P on your
keyboard again to choose aoduplicate mode. It
will look like this below;

Page | 72
Page | 73
 QUICK STYLES IN POWERPOINT

This part will showoyou how to useoQuick Styles

in PowerPoint. Just like the name “Quick Styles”,
you can selectoalready preset format for your
presentation. This feature isohelpful and will save
you time formatting your presentation.
Let us say we have this heading;

Now select the heading -> click the Home tab ->
click Quick Styles on the Drawing group.

Page | 74
The Quick Stylesooption will let you select a style
for your heading. There is aoquick live preview
that you get by simply movingoaround the
multiple styles, now you canoselect the option
that you prefer. Select what youothink will work
for your presentation. Now you have successfully
formatted your heading.

Whenever you use the Quick styles, the color

might be different from the theme you are using
Page | 75
in your presentation. Selectocompatible Quick
Styles that will blend together with your theme.

Page | 76
 CREATING A PHOTO ALBUM

This section will show youohow to create a photo

album presentation in PowerPoint. You might
have some pictures thatoyou have taken in the
past, and you wouldolike to make a presentation
with theseopictures.
You do not need to start copying, pasting and
resizing your pictures on each slide, you just have
to import all of the pictures in once into
PowerPoint using the photo album option.
You can now add soundoto play in the
background. You can also doorehearse timings so
that it can play andomove from slide to slide
automatically during presentation. The photo
album option will also resize the pictures
accordingly.
Now open a new document for your photo album
-> click on the Insert tab -> then click Photo Album
on the Images group.

Page | 77
Now select all the pictures you want to use for the
photo album. Locate and select all the pictures. If
you have all the pictures in a folder, you can just
press Ctrl + A on your keyboard to select all. Now
click on Insert.
Nowoyou can change the arrangement of the
pictures if youowant to, you canochoose another

Page | 78
layout on the Pictureolayout option so that it will
fit into those slides. You mayoselect 2 pictures or
more peroslide as you want it. You canoalso add a
theme if you preferoit. Just click on Browse and
select the theme you want.

Now click on create. After some seconds, your

new photo albumowould beocreated. The
duration depends on the number and size of
picturesoyouohaveoadded.
Now this will create a new presentation, your
pictures have now been added to the

Page | 79
presentationoand perfectlyoresized. You can now
just addosound and setorehearse timings so that
your presentationocan play automatically. Check
the previous partofor how to add soundoand set
rehearse timings. That is how youocan createoa
photo album in PowerPoint.

Page | 80
Page | 81
 USING TEMPLATES

This part will showoyou how toouse templates in

PowerPoint. If you do not want toostart from
scratchoyou can make use of the templates.
In PowerPoint,otemplates are for not just for the
design aspectoof presentation butoalso for layout
or outline for youropresentation.
The first time youoopened PowerPoint, you would
be presented with a page having blank
presentation and templates. Since you
areoalready in PowerPoint, you canoclick on the
file tab -> select New.

Page | 82
Thisowill take you to the same startingopoint. You
can eitheroclick on Blank presentation orochoose
one of the existingoPowerPoint templates.
If you also go under the categoryosection you will
seeopre-designed templates thatoyou can choose.
You do not need to spend timeodesigning when
using templates, all you have to do is click on it
and edit the content of the templateoas you want.
You will need an internet connection for this.
Basically, there are templatesofor you to use in
PowerPoint, just adjust andoadd more content to
it. Also, you can enhanceothe looks by using the
features you have learnt inothe previous sections.
As you are using templates, you can even search
for keywordsoof exactlyowhat you want. Please
do explore the different templates we have in
PowerPoint.

Page | 83
 USING CUSTOM SLIDE SHOW

This part willoshow you how to useothe custom

slide show option in PowerPoint.
Suppose you want to presentoaopresentation to
two or more set of audience. Since your
presentation is now in a single file, you can
separate your slides according toothe audience
without creating aonew presentation.
In this case, you can create a custom slide show
with only some slides asothe presentation for
each of the set of audience.
To set this up, click onothe Slide Show tab -> then
click Custom Slide Show on the Start Slide Show
group.

On the pop-up menu, select new.

Page | 84
You can name this as your presentation for ‘abc’
audience -> then pick the slides you want to use.
Now click Add -> click OK.

Page | 85
Do this again for another set of audience. Let us
call them ‘xyz’ audience.

When you are done separating the slides, just click

Close.

Page | 86
Now whenever you want to present your
presentation for a set audience. Click on the Slide
show tab -> click Custom Slide Show and pick the
one you want to present.

The one picked will include only slides you

selected earlier for this specificopresentation.
Thatois how this works in PowerPoint.

Page | 87
 USING SCREENSHOT

This section will showoyou how to use the

screenshot option inoPowerPoint. There may
come timesowhen you are designing oroworking
on a presentation and youowant to add a part of
your screen to the slide in your presentation for
betteroIllustration.
To do this, click on the Insert tab -> then click
Screenshot on the Image group.

You can take the snapshot of one of the opened

applications on your computer. It now becomes a
picture which will be saved on your computer.

Page | 88
Or select the option Screen Clipping. You can
either take snapshot of opened applications or
take a screen clipping. Once you click on screen
clipping, you will be given a chance to crop the
part you want from your screen.
Automatically, it will insert the picture in your
slide. You can goofurther to use the designoidea
and customize the picture. You can also useothe
formatting tool to make the picture more
attractive. That is howothe screenshot feature
works inoPowerPoint.

Page | 89
 SENDING AS PDF

You can sendoyouroPowerPoint as PDF through

email. Click on the File tab -> select Save & Send ->
select Send using Email -> then select Send as PDF.

PowerPoint will do the conversion to PDF

automatically. Once the conversion is done, it will
open your E-mail system (Outlook application)
attaching the new PDF file. Now put the email
address of the recipient and press Send.

Page | 90
 SAVING AS PDF

This part will show you how to save your

presentation as PDF. You may be asked to
produce andoforward youropresentation as PDF
due to some reasons.
Click on the File tab -> select Save & Send/Export -
> select Create PDF/XPS Document -> then select
Create PDF/XPS.

On the pop-up, select where you want to save

your presentation and click on Publish. Your

Page | 91
document will be converted to a PDF format. The
animations andothe videos will notobe added.
You can now sendoor use the PDF document.

Page | 92
 CREATING A VIDEO

This section will show you howoto recordoyour

presentation and create a video outoof it. There
are times you may need to share your
presentation with someone due tooa particular
reason. You can just record presentationoand
create a video out of it.
To do this, you have toocreate a presentation and
record it first.
To record, go to the Slide Show tab -> click Record
Slide Show on the Set Up group -> then click on
Start Recording.
This will capture alloyour doings while youomake
it to look like a real life presentation. Noworecord
your presentation from the beginningotoothe
end. Please check the previous sections for more
information onohow to record a presentation. You
can now save youropresentation andoconvert to a
video.
The file saved will be the source of your
presentation as you may want to adjust or add
more slides later in the future.

Page | 93
Now click on the File tab -> click on Save &
Send/Export -> select Create a video. Now you can
set the quality of video you want -> then click on
Create video.

Now navigate to whereoyou want your videooto

be saved and click Save. You may see theowarning
about your presentation having external media
and will not be able to include them. If youohave
added videos from the web, thoseovideos will not
be included in the video. Now select continue
without media, then hold on whileoPowerPoint
converts your presentation toovideo.
The progress will be displayed at the bottom. The
duration of conversion will depend on the length

Page | 94
of your presentation and the media added to it.
You need to be patient at this time.
After the process, you can locate the video on the
folder that you saved it. You will find the video on
the folder. Double click on it and the video will
play your presentation as it was recorded earlier.
So thatois how toocreate a video in PowerPoint.

Page | 95
 USING TELL ME

This section will showoyou how to make use of

the Tell me feature inoPowerPoint. There may
come times you are designing in PowerPoint but
sadly you do not know where an option is. This
feature will guide you on what to do. It is also
available in other MS applications as well.
On top of the application, there is a line that says
Tell me what you want to do… Just click on it and
type what you want to do. This will show you how
to do specific things.
Once you enter the keyword, it will direct you to
where you can do the specific task.
It is a very coolofeature to use whenoyou are
confused about something and need headsoup.
For instance, let us say you want to create a photo
album, just type inophoto album. It will take you
to photo album.

Page | 96
 CHANGING POWERPOINT THEME

This will show you how to changeothe look of

your PowerPointoapplication. This is also the
same way to change otheroofficeothemes.
To change it, click on the File tab -> select options.
On the pop-up box, locate office theme -> click on
it and select another theme you prefer -> then
click OK. The look and feel of Powerpoint will
change.

Page | 97
Note that;
1. Type your content first before you begin to
design your presentation.
2. Use clear font and large font size so that
your audience can easily read what you are
presenting.
3. Your slides should not have too much
words.
4. Do not use more than 3 graphics per slide.
5. Do not use too many colors in a slide.

Thank you for time reading this book, I hoped it

was effective and useful to you.

Page | 98