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Week 1: Microsoft powerpoint  The Status Bar shows the current slide
You can use Microsoft PowerPoint to develop number, as well as the total slides, as well
professional presentations for electronic delivery as on- as the language setting for proofing. It
screen slide shows or print delivery as slide decks with also has additional tools for making
handouts and note pages. PowerPoint files are changes to the view or zoom. If the Notes
called presentations. and Comments pane is not showing, click
on those icons on the Status bar to show
You can also use PowerPoint to quite easily layout
them.
complex single-page presentations for production as
 The Notes pane allows you to add speaker
flyers, posters, or postcards, or for delivery as
notes to the presentationP. You can print
electronic files, such as pictures.
speaker notes to use when delivering a
presentation.
works that you can do with PowerPoint
 The Comments pane allows you to add
 Create, import, format, and edit slide
comments to a presentation, especially
content, including text, pictures, tables,
when working with a team to develop the
charts, shapes, symbols, equations, SmartArt
presentation.
business diagrams, audio recordings, and
video recordings. How to create a new presentation
 Capture screenshots, screen recordings, and 1. Select the File tab to go to Backstage view.
audio recordings.
2. Select New on the left side of the window,
 Organize and manage slides in sections. then click Blank Presentation.

 Animate slide content and the transitions 3. A new presentation will appear.
between slides; managing the form, timing,
and sound associated with animations. How to create a new presentation from a template?
A template is a predesigned presentation you can use
 Document speaker notes for each slide.
to create a new slide show quickly.
 Control the layout of content by creating
1. Click the File tab to access Backstage View,
custom masters; precisely align slide elements
then select New.
by using gridlines and Smart Guides.
2. You can click a suggested search to find
 Create, rehearse, present, and record custom
templates or use the search bar to find
slide shows.
something more specific. In our example, we'll
 Save, export, and send presentations in a search for the keyword chalkboard.
wide variety of formats.
3. Select a template to review it.
 Create notes in a OneNote notebook that link 4. A preview of the template will appear, along
to specific slide content. with additional information on how the
template can be used.
5. Click Create to use the selected template.
6. A new presentation will appear with the
interface of PowerPoint
selected template.
The PowerPoint interface includes the Ribbon, the
Slides tab, the presentation window, the Notes pane, How to save your file in PowerPoint?
the Comments pane, the Quick Access toolbar, and the To save a presentation that has not been previously
Status bar. saved, use the following procedure.
 The Slides tab shows a thumbnail of each 1. Select the File tab on the Ribbon.
slide in the presentation.
 The presentation window is where you 2. Select the Save command in the Backstage
can view and edit the entire slide. View.

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3. Select the place where you want to save the  Limit punctuation and avoid putting words in
presentation. all capital letters. Space on the slide will
enhance readability.
4. If you choose your SkyDrive, you can select
the Presentations folder. If you choose your  Use contrasting colors for text and
Computer, select your Current Folder or one background. Light text on a dark background
of your Recent Folders. Or in either place, you is best. Patterned backgrounds can reduce the
can choose to Browse to select a new readability of text.
location.
 Avoid the use of flashy transitions such as text
5. The Save As dialog opens. Enter a File Name, fly-ins. These features may seem impressive at
and if desired, navigate to a new location to first but are distracting and get old quickly.
store the file. Select Save.
 Overuse of special effects such as animation
and sounds may make your presentation
"cutesy" and could negatively impact your
How to open an existing presentation? credibility.
1. Select the File tab to go to Backstage view,
 Use good quality images that reinforce and
then click Open.
complement your message. Ensure that your
2. Click Browse. Alternatively, you can choose image maintains its impact and resolution
OneDrive to open files stored on your when projected on a larger screen.
OneDrive
 If you use builds (lines of text appearing each
3. The Open dialog box will appear. Locate and
time you click the mouse), have content
select your presentation, then click Open.
appear on the screen in a consistent, simple
How to close your file? manner; from the top or left is best. Only
"build" screens when necessary to make your
To close a file, use the following procedure.
point because builds can slow your
1. Select the File tab from the Ribbon. presentation.

2. Select Close from The Backstage View.  Limit the number of slides. Presenters who
constantly "flip" to the next slide are likely to
If you haven't saved your file, you will see the lose their audience. A good rule of thumb is
following message. Just click save and issue your one slide per minute.
desired filename.

How to quit MS PowerPoint?

To close the application (if only one presentation is
How to use your presentation effectively?
open), click the X at the top right corner of the  Know how to and practice moving forward
window. and backward within your presentation.
Audiences often ask to see the previous
W2: working with slides screen again.

 If possible, view your slides on the

How to design your slides effectively? screen you'll be using for your presentation.
 Use the slide master feature to create Make sure slides are readable from the back
a consistent and simple design It is fine to vary row seats. Text and graphical images should
the content presentation (i.e., bulleted list, 2- be large enough to read, but not so large as to
column text, text & image), but be consistent appear "loud."
with other fonts, colors, and background  Have a Plan B in the event of technical
elements. difficulties. Remember that transparencies
 Simplify and limit the number of words on and handouts will not show animation or
each screen. Use key phrases and include only other special effects.
essential information.
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 Practice with someone who has never seen 4. In the pop-up menu that appears, in the Paste
your presentation. Ask for honest feedback Options section, click the middle paste option icon to
about colors, content, and any effects or paste the slide. The middle paste option will paste the
graphical images you've included. slide using the same formatting as the slide you
copied.
 Do not read from your slides. The content of
your slides is for the audience, not for the
presenter.
How to insert a slide from another presentation?
 Do not speak to your slides. Many presenters
To add a slide from another presentation, follow the
face the direction of their presentation rather
steps below.
than their audience.
1. In the slide preview pane on the left, left-
 Do not apologize for anything in your
click with your mouse in-between two slides
presentation. If you believe something will be
where you want to insert a slide.
hard to read or understand, don't use it.
2. In the PowerPoint Ribbon, on
 Reflect on the essential question: What are
the Home or Insert tab, click the New
the factors that you need to consider to be a
Slide option.
"good speaker"?
3. In the drop-down menu that opens, click
How to insert a new slide? the Reuse Slides option at the bottom.
To insert a new slide into a presentation, follow the
4. In the Reuse Slides pane that opens on the
steps below.
right, click the Browse button and
1. In the slide preview pane on the left, left-click select Browse File.
with your mouse in-between two slides where
5. Find the PowerPoint presentation file that
you want to insert a slide.
contains the slide you want to add to the
2. In the PowerPoint Ribbon, on currently open presentation and click
the Home or Insert tab, click the New the Open button.
Slide option.
6. A preview of the slides is displayed below the
3. In the drop-down menu that opens, select the Browse option. Left-click the slide you want to
type of slide to insert. The new slide will be insert into the currently open presentation. A
inserted into the presentation where you new slide will be inserted, with text from the
clicked in step 1 above. selected slide included in the new slide.

7. To also apply the selected slide's format to the

newly inserted slide, right-click the selected
How to copy and paste and duplicate existing slide and select Apply Theme to Selected
slides? Slides.
To add a copy of an existing slide to a presentation,
follow the steps below.

1. In the slide preview pane on the left, find the

How to move a slide?
existing slide you want to copy. To move a slide to another location in a PowerPoint
presentation, follow the steps below.
2. Using your mouse, right-click on that slide and
select Copy in the pop-up menu. 1. Open the PowerPoint presentation.

2. In the left preview pane, find the slide you want to

move.
3. Determine where you want to add the copied slide.
Right-click the slide above where you want to paste 3. Press and hold the left mouse button on the slide,
the copied slide. then drag the slider up or down to where you want to
move it.

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4. Release the left mouse button when you have different slide layouts, which can change the
dragged the slide to its new location. arrangement of your existing placeholders. We'll talk
more about themes later in our Applying
Themes lesson.
How to delete a slide? 1. Select the Design tab on the Ribbon, then click the
To delete a slide in a PowerPoint presentation, follow More drop-down arrow to see all of the available
the steps below. themes.

1. Open the PowerPoint presentation. 2. Select the desired theme.

2. In the left preview pane, click the slide you 3. The theme will be applied to your entire
want to delete. presentation.

3. Press the delete key to delete the slide. W3: presentation views and color scheme

How to play the presentation?

Once you've arranged your slides, you may want Presentation Views
to play your presentation. This is how you will present The Start screen that appears by default when you
your slide show to an audience. start PowerPoint displays a list of presentations you
worked on recently and a link to open other existing
1. Click the Start From Beginning command on the
presentations. If the presentation you want to open
Quick Access Toolbar to see your presentation.
appears on the Start screen, you can open it directly
2. The presentation will appear in full-screen mode. from there. Otherwise, you open presentations from
the Open page of the Backstage View.
3. You can advance to the next slide by clicking your
mouse or pressing the spacebar on your keyboard. When a presentation is open, you can move among
Alternatively, you can use the arrow keys on your slides by clicking or tapping elements in several areas
keyboard to move forward or backward through the of the app window, including the Thumbnails pane in
presentation. Normal View and the Slide pane in Normal View or
Slide Sorter view.
4. Press the Esc key to exit presentation mode.
The elements of a presentation that you want to have
a good view of change depending on what you're
currently doing with the presentation. You can switch
How to format the slide background?
among standard presentation views, adjust the
1. Select the Design tab, then click the Format elements shown in each View, and change the
Background command. magnification of the content in the app window.
2. The Format Background pane will appear on the There are four different ways to view your
right. Select the desired fill options. In our example, presentation in PowerPoint. The views can be
we'll use a Solid fill with a light gold color. accessed using the buttons in the status bar, or by
3. The background style of the selected slide will using the View Tab on the Ribbon.
update.

4. If you want, you can click Apply to All to apply the

same background style to all slides in your
presentation.

How to apply a theme?

A theme is a predefined combination of colors, fonts,
and effects that can quickly change the look and feel
of your entire slide show. Different themes also use

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The Slide Show toolbar hides until you activate it

 Press the N (for next), Enter, Right Arrow,

Down Arrow, or Page Down key to move
forward one slide.

 Press the P (for previous), Backspace, Left

Arrow, Up Arrow, or Page Up key to move back
one slide.

 Press the Home key to display the first slide.

The Slide Show Tab allows you to review the slide
show from beginning to end or from the current  Press the End key to display the last slide.
(active) slide. You can also control how the show will  Press the Esc key to return to Normal or Slide
be presented and Sorter view.
How to switch among development views of a How to display a presentation in Reading view?
presentation?
Do either of the following:
Do either of the following:
 On the View Shortcuts toolbar, click the
 On the View Shortcuts toolbar, click the Reading View
Normal or Slide Sorter
 On the View tab, in the Presentation Views
 On the View tab, in the Presentation Views group, click the Reading View
group, click the Normal or Slide Sorter
How to navigate a presentation in Reading view?
How to display a presentation in Slide Show view
from the first slide? Do any of the following:

Do either of the following:  Press the N (for next), Enter, Right Arrow,
Down Arrow, or Page Down key to move
 On the Slide Show tab, in the Start Slide Show forward one slide.
group, click the From Beginning (When you
point to this button, the ScreenTip that  Press the P (for previous), Backspace, Left
appears says Start From Beginning.) Arrow, Up Arrow, or Page Up key to move
back one slide.
 Press F5.
 Press the Home key to display the first slide.
How to display a presentation in Slide Show view
from the current slide?  Press the End key to display the last slide.

1. Do any of the following:  Press the Esc key or click the Normal or Slide
Sorter button on the View Shortcuts toolbar
 On the View Shortcuts toolbar, click the Slide to return to Normal or Slide Sorter view.
Show

 On the Slide Show tab, in the Start Slide Show COLOR SCHEME
group, click the From Current Slide (When you Colors are all around us. Think about it. The bright
point to this button, the ScreenTip that blue in a clear morning sky makes us feel alive and
appears says Start from This Slide.) free; the deep purples and reds in the flowers that
bloom in spring evoke emotions of warmth, life, and
 Press Shift+F5. energy; the pitch-black sky at night arouses thoughts
of mystery and seduction.
navigate a presentation in Slide Show view
Do any of the following: The color wheel was the first model used to illustrate
the relationship between different colors. The
 Move the mouse to display the Slide Show most basic of them are the primary colors, which
Then click the Previous or Next button on the are red, blue, and yellow. They cannot be made from
toolbar.
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mixing any two colors, and, as their name implies, These are comprised of two adjacent colors and
they are the basis of all other colors. another complementary color:

The secondary colors are derived from combinations Triads and Tetradic Color Combinations
of the primary colors. They are violet, orange and
These color schemes use geometric shapes to choose
green.
and combine three or four different hues from the
Lastly, the tertiary colors are created when you color wheel:
combine a primary color with a secondary color,
resulting in one of the six following colors: red-orange,
red-violet, blue-violet, blue-green, yellow-green and Analogous Colors
yellow-orange.
These colors sit next to each other on the color
What Do Colors Mean? wheel:
Oscar Wilde once said that "Mere color, Monochromatic Colors:
unspoiled by meaning, and unallied with definite
form, can speak to the soul in a thousand different This type of color combination is made up of different
ways." Colors speak volumes all on their own. Color is tints, tones and shades of the same hue:
so powerful that it can and increase comprehension
on a subject by 73 percent.

Let us reflect on the essential question: How do you

How to choose the Ideal Color Scheme?
convey the correct message in your colors? You have Besides looking to the color wheel to select your color
to know their meaning first then choose the right schemes, as covered above, there are a few other
color combination to help convey the message that handy tips to keep in mind.
you would like to share with your audience in general. 1. For one, it's important to create high-contrast
Next time you do your presentation, take time to slides to achieve the highest impact possible.
choose the right color to use. Align the message to the For example, if you have a dark background,
color scheme so the audience will have a complete then it's a no-brainer to use a lighter font.
feel of your presentation.
2. You've probably heard this before, but when it
comes to design, less is usually more. Try to
Warm Colors keep it simple and don't use too many colors.
In general, three to four colors is sufficient for
For example, the warm colors on the wheel are a presentation.
the reds, oranges, and yellows:
3. According to the award-winning presentation
company Ethos3, an easy way to create a
Cool Colors balanced presentation is to stick by the 60-30-
10 rule.This means that if you've chosen three
On the opposite side are the cool colors: the greens, colors, as recommended above, then you
blues, and violets: should devote 60 percent of the space on
your slides to the primary color, 30 percent
to the secondary, and 10 percent to the
Complementary Colors accent color.

To create complementary color combinations, you 4. Another simple rule is to spread your content
must select two colors that sit opposite each other-- out into bite-sized morsels throughout your
such as a warm color like orange and a cool color like presentation to be as easy to digest as
blue: possible. One designer's secret for finding just
the suitable color scheme for your
presentation is to use Adobe Color CC.

W5: applying slide colors

Split Complementary Colors
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There are three categories of unique transitions to some transitions work better than others, depending
choose from, all of which can be found on on the content of your slides.
the Transitions tab.

 Subtle: These are the most basic types of

transitions. They use simple animations to How to preview a transition?
move between slides. You can preview the transition for a selected slide at
any time using either of these two methods:
 Exciting: These use more complex
animations to transition between slides. While  Click the Preview command on
they're more visually interesting the Transitions tab.
than Subtle transitions, adding too many can
 Click the Play Animations command in
make your presentation look less professional.
However, when used in moderation they can the Slide Navigation pane.
add a nice touch between important slides. How to modify the transition effect?
 Dynamic Content: If you're transitioning You can quickly customize the look of a transition by
between two slides that use changing its direction. Some transitions do not allow
similar slide layouts, dynamic transitions will you to modify the direction.
move only the placeholders, not the slides
themselves. When used correctly, dynamic 1. Select the slide with the transition you want to
transitions can help unify your slides and add a modify.
further level of polish to your presentation. 2. Click the Effect Options command and choose the
desired option. These options will vary depending on
the selected transition.
Transitions are best used in moderation. Adding too
many transitions can make your presentation look a
little silly and can even be distracting to your audience. 3. The transition will be modified, and a preview of the
Consider using mostly subtle transitions, or not using transition will appear.
transitions at all.

How to apply a transition?

1. Select the desired slide from the Slide
How to modify the transition duration?
Navigation pane. This is the slide that will 1. Select the slide with the transition you want to
appear after the transition. modify.

2. Click the Transitions tab, then locate the 2. In the Duration field in the Timing group,
Transition to This Slide group. By default, None enter the desired time for the transition. In this
is applied to each slide. example, we'll decrease the time to half a
3. Click the More drop-down arrow to display all second—or 00.50—to make the
transitions. transition faster.
4. Click a transition to apply it to the selected
slide. This will automatically preview the
transition. How to add sound?
You can use the Apply To All command in the Timing Sounds are best used in moderation. Applying a sound
group to apply the same transition to all slides in your between every slide could become overwhelming or
presentation. Keep in mind that this will modify any even annoying to an audience when presenting your
other transitions you've applied. slide show.

1. Select the slide with the transition you want to

modify.
Try applying a few different types of transitions to
various slides in your presentation. You may find that 2. Click the Sound drop-down menu in
the Timing group.

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3. Click a sound to apply it to the selected slide,  An Entrance animation determines how an
then preview the transition to hear the sound. object appears on a slide; for example, an
object can move onto a slide.
How to remove a transition?
To remove transitions from all slides, apply
the None transition to a slide, then click the Apply to
All command.

1. Select the slide with the transition you want to  An Emphasis animation does something to
remove. draw attention to an object; for example, the
object can become larger.
2. Choose None from the Transition to This
Slide group. The transition will be removed.

How to advance slides automatically?

Usually, in Slide Show view, you would advance to the
next slide by clicking your mouse or by pressing the  An Exit animation determines how an object
spacebar or arrow keys on your keyboard. The Advance leaves a slide; for example, an object can
Slides setting in the Timing group allows the move off a slide.
presentation to advance on its own and display each
slide for a specific amount of time. This feature is
especially useful for unattended presentations, such as
those at a trade show booth. If you need to advance to
the next slide before an automatic transition, you can
 A Motion Paths animation determines how
always click the mouse or press the spacebar to
an object moves around a slide; for example,
advance the slides as normal.
an object can move from left to right.

1. Select the slide you want to modify.

2. Locate the Timing group on

the Transitions tab. Under Advance Slide, how to choose an effect?
uncheck the box next to On Mouse Click. 1. Select the object you want to animate.
3. In the After field, enter the amount of time you 2. Choose the Animations tab.
want to display the slide. In this example, we
will advance the slide automatically after 1 3. Click the Custom Animation button . The
minute and 15 seconds, or 01:15:00. Custom Animation pane appears.

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

4. Select another slide and repeat the process until all 5. Choose the type of effect you want. A
slides have the desired timing. You can also click the submenu appears.
Apply to All command to apply the same timing to all
6. Click the effect you want. PowerPoint applies
slides.
the effect.
W6: custom animation and inserting pictures
How to add animations?
How to modify an effect?
You can animate the objects on your PowerPoint
slides. PowerPoint provides four types of animations: 1. Click the down arrow next to the Start field on
Entrance, Emphasis, Exit, and Motion Paths. the Custom Animations pane and then select
the start method you want.

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2. Click the down arrow next to the Property Once you've inserted a picture, you may want to move
field on the Custom Animations pane and it to a different location on the slide or change its size.
select the property you want. The Property PowerPoint makes it easy to arrange pictures in your
field might be labeled Direction, Size, or some presentation. Before you can modify a picture, you'll
other property. need to select it. Simply click to select a picture. A solid
line will appear around a selected picture.
3. Click the down arrow next to the Speed field
on the Custom Animations pane and 1. In resizing a picture, click and drag the
then select the speed you want to apply to corner sizing handles until the picture is the
your animation. desired size.

4. To preview the animation, click the Play The corner sizing handles will resize a picture while
button on the Custom Animations pane. preserving its original aspect ratio. If you use the side
sizing handles, the image will become distorted.

To rotate a picture:
Remember This:
2. In rotating the picture, click and drag the
Use only simple animation effects, such as Appear,
arrow above an image to rotate it right or left.
Fade, Dissolve, and Wipe, instead of the crazy motion
effects. This way, the effect does not distract from the Hold the Shift key on your keyboard when rotating an
message you are delivering. The only slide transition I image to limit the rotation angle.
suggest you consider is a quick (0.5 second) Fade
3. In moving the picture, click and drag to move a
between slides if you want to have something other
picture to a new location on a slide.
than a quick appearance of the next slide. It is subtle
and does not distract the audience. 4. In deleting the picture, select the picture you
want to delete, then press the Backspace or
Inserting Pictures Delete key on your keyboard.
Adding pictures can make your presentations more
You can access even more picture formatting options
interesting and engaging. You can insert a picture from
from the Format tab.
a file on your computer onto any slide. PowerPoint
even includes tools for finding online pictures and
How to insert pictures using screenshots?
adding screenshots to your presentation.
Screenshots are snapshots of your computer screen.
How to insert a picture from a file? You can take a screenshot of almost any program,
website, or open window. PowerPoint makes it easy to
1. Select the Insert tab, then click the Pictures
insert a screenshot of an entire window or a screen
command in the Images
clipping of part of a window in your presentation.
2. A dialog box will appear. Locate and select
1. Select the Insert tab, then click the Screenshot
the desired image file, then click Insert.
command in the Images
3. The picture will appear on the currently
2. The Available Windows from your desktop will
selected slide.
appear. Select the window you want to capture
You can also click the Pictures command in as a screenshot.
a placeholder to insert images. When adding images,
3. The screenshot will appear on the currently
videos, and music to your own projects, it's important
selected slide.
to make sure you have the legal right to use them.
Most things you buy or download online are protected How to insert a picture through screen clipping?
by copyright, which means you may not be allowed to
use them. For more information about Copyright and 1. Select the Insert tab, click the Screenshot
Fair Use, you may check Google or Youtube. command, then select Screen Clipping.

2. A faded view of your desktop will appear. Click

and drag to draw the area you want to capture
How to move and resize pictures? as a screen clipping.

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3. The screen clipping will appear on the currently 2. On the Design tab of the toolbar ribbon, in
selected slide. the Customize group at the far right end,
select Format Background.
WEEK 7: ACTION BUTTONS, BACKGROUND IMAGES, HYPERLINKING
3. In the Format Background pane, under Fill,
select Solid Fill.
How to insert a background picture on a slide?
4. Select the down arrow next to the Color A
1. Right-click the margin of the slide and then
gallery of colors appears. Select the white
select Format Background.
color. Your current background is removed,
2. In the Format Background pane, and the background of the slide is now white.
choose Picture or texture fill.
5. If you want to make the same change to the
3. Under Insert picture from, choose where to other slides in the presentation, choose to
get the picture from: Apply to All at at the bottom of the Format
Background
Option Use it to

File Insert a picture from your computer or

ACTION BUTTONS
network drive Another tool you can use to connect to a webpage, file,
email address, or slide is called an action button. Action
Clipboard Insert a copied picture buttons are built-in shapes you can add to a
presentation and set to link to another slide, play a
(This option is unavailable if you
haven't Copied a picture.) sound, or perform a similar action. When someone
clicks or hovers over the button, the selected action will
Online Search the web for an image occur. Action buttons can do many of the same things
as hyperlinks. Their easy-to-understand style makes
them especially useful for self-running presentations at
4. Make adjustments to the background picture booths and kiosks.
to make sure the text is visible and it's
positioned where you want.

1. Use Transparency to make the picture How to add commands to your presentation with
lighter. action buttons?
1. To adjust the picture's relative Use an Action button to do an action in your
lightness, slide the presentation, such as going to the next or a specific
Transparency bar to the right. slide, running an app, or playing a video clip. There are
two basic steps for setting up an
2. Use the Offset settings to adjust the
position of the picture. 1. First, you pick an action button from the
Shapes gallery
3. Use Tile picture as texture to repeat
the picture across the slide. 2. Then you assign an action that occurs when
(during Slide Show) you click the shape or
5. To apply the background picture to all slides in point the mouse at it.
your presentation, choose to Apply to All.
Otherwise, simply close the Format The idea is that when you deliver your presentation,
Background you can click or point at an action button to:

 Go to the next slide, the previous slide, the

first slide, the last slide, the most recent slide
How to remove a background picture? viewed, a specific slide number, a different
PowerPoint presentation, or a Web page.
1. In Normal view, select a slide that has the
background pattern or picture you want to  Run a program
remove.
 Run a macro

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 Play an audio clip The Run macro settings are only available if your
presentation already contains a macro, and when you
save the presentation, you must save it as a
PowerPoint Macro-Enabled Show.
How to put an action button on your slide?
Some examples of built-in action button shapes in  If you want the shape you chose as an action
the Shapes gallery include right and left arrows button to perform an action, click Object
(commonly understood symbols for going to next, action, and then select the action you want it
previous, first, and last slides), for playing videos or to perform.
sound bites, and more.
The Object action settings are only available if your
presentation contains an OLE object.

1. On the Insert tab, click Shapes, and then  To play a sound, select the Play sound check
under Action Buttons at the bottom of the box, and select the sound you want to play.
menu, click the button shape that you want to
2. When you've finished choosing your action,
add.
select OK.
2. Click a location on the slide, and then drag to
3. To test the action, you've selected,
draw the shape for the button.
choose Slide Show> From Current Slide to
3. Keep the dialog box open and go to the next open the presentation in Slide Show so that
procedure. you can click the action button.

How to assign an action? HYPERLINKING

If you want the action to occur when the action button The fastest way to create a basic web hyperlink on a
is clicked, do the following steps on the Mouse PowerPoint slide is to press Enter after you type the
Click tab of the dialog box. address of an existing webpage (such
as http://www.contoso.com). You can link to a
If you want the action to occur when the action button webpage, or you can link to a new document or a place
is simply pointed at, do the following steps on in an existing document, or you can begin a message to
the Mouse Over tab of the dialog box. an email address.
1. To choose the action that takes place when
you click or move the pointer over the action
button, do one of the following: How to link to a website?

 Choose Hyperlink to and then select 1. Select the text, shape, or picture that you
the destination (for example, the next want to use as a hyperlink.
slide, the previous slide, the last slide,
2. Select Insert> Hyperlink.
or another PowerPoint presentation)
that you want the hyperlink action to 3. Select Existing File or Web Page, and add the:
go to.
 Text to display: Type the text that you
Note: To link to a file created by another program, want to appear as a hyperlink.
such as a Word or Excel file, in the Hyperlink to list,
 ScreenTip: Type the text that you
click Other File.
want to appear when the user hovers
 Choose None to use the shape without a over the hyperlink (optional).
corresponding action.
 Current Folder, Browsed Pages,
 Choose Run program, then click Browse to or Recent Files: Select where you
locate the program that you want to run. want to link to.

 Choose Run macro and then select the macro  Address: If you haven't already
that you want to run. selected a location above, insert the
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URL for the website you want to link These days, you really can't only install just one app
to. from the Microsoft Office suite. They work too well
together. After inserting a chart, you can easily see
If you link to a file on your computer and move your
why as an Excel spreadsheet window opens inside of
PowerPoint presentation to another computer, you'll
PowerPoint to add your data.
also need to move any linked files.
For my example, in creating a pie chart.
4. Select OK.
1. Click the Insert tab
W8: INSERTING CHARTS, AND OBJECTS
2. Choose Chart in the tab

INSERTING CHARTS 3. In the dialogue box, choose Pie Chart. After

inserting the chart, you'll see an Excel
What is the difference between a chart and a graph
spreadsheet window open to add your data.
in Powerpoint?
4. Enter the required data. You will see that the
The terms charts and graphs are used interchangeably,
Pie Chart adjusts depending on the given data.
but in fact—they serve different purposes.
Depending on the type of chart you chose, your
Charts in PPT don't have to include numeric values.
spreadsheet may look different than my example. A
They can be solely based on showing information in a
stacked bar chart, for example, might have multiple
structured format, like the periodic table of elements.
columns with numeric values inside of the spreadsheet.
A chart is a general term for many types of data,
organized in a structured format. A great example of a Here's the reason you will love using PowerPoint to
chart includes a Gantt chart, a special type of visual that build charts: as you input the data, the chart will update
shows a process. in real-time. Each time you change the spreadsheet's
values, the chart will change to align with the data.
Graphs are typically numeric-driven or based on
number data. For example, a line graph will show data PowerPoint Charts are updated in real-time.
over time or numeric comparison. In short: graphs are
What if we wanted to add another slice to our
charts, but not all charts in PPT are graphs.
PowerPoint pie chart? In this case, we'll need to add
another row to our data.

How to Make Your First Chart in PowerPoint? 1. Grab the handles of the box around your data

To insert your first PowerPoint chart 2. Pull down to include other rows.

1. Create a blank slide 3. In this case, adding two rows created two
more slices in the pie chart.
2. Find the Insert tab on PowerPoint's ribbon
menu. How to edit your chart?
3. Click on the Chart icon to launch the Insert These are the basics of adding data to your PPT charts.
Chart menu. PowerPoint starts with basic data populated in a
spreadsheet. Change it to include your data.
4. The Insert Chart menu will open with a variety
of chart templates. On the left side, you'll see 1. Right-click on the chart.
various PowerPoint chart types, such as
2. Choose Edit Data to change the data driving
Column, Line, Pie, Bar, and more.
your chart. The embedded spreadsheet view
will reopen so that you can update the data.

How to Input Data into PowerPoint? How to Customize Chart Styles in PowerPoint?
No matter which chart style you choose, you'll need to Always master the data in a chart before you begin
input data into PowerPoint to bring a chart to life. styling it. But when you are finished building out your
charts, PowerPoint has plenty of options to change
the look and feel of a chart.

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You can work quickly with PowerPoint chart tools. 2. Click the Insert Clip Art button in the
Here are a few ways to style PowerPoint charts with placeholder. The Clip Art Task pane displays on
just a few clicks: the right side of the screen.

1. Work with PowerPoint Chart Styles 3. Enter a word that describes the clip art that
you want in the text box labeled "Search for,"
a. With your chart selected, find
and click Go. Graphics similar to the word you
the Design button on the PowerPoint
entered in the search box will appear in the
ribbon, just under the Chart Tools tab.
task pane. Use the scrollbar to browse
No matter which type of chart you're
through available clip art.
working with, there are many preset
styles to change the look of your chart 4. Click once on the clip art you would like to
in PowerPoint. insert. Your clip art will appear on the current
slide, with sizing handles visible, and
b. Click on one of these styles to apply it
the Picture Tools Format tab will open.
to your chart. Many of these will add
some shadow or depth to the chart, The Picture Tools Format tab allows for color
which can help your chart stand out. adjustment, cropping a picture, adding lines around
Try out some of these styles for the picture, and compressing a picture. By hovering
different ways to view the same data. over each command in the available groups, the quick
tip screen will appear, identifying the command that
the icon represents.
2. Change Chart Colors in PowerPoint
Around the image are sizing handles. They allow you
Besides styles that add depth or contours to your to move and resize the image on the slide. You may go
charts, you can also easily change the color scheme back to our previous lecture regarding pictures on
with a couple of clicks within PowerPoint chart tools. resizing pictures.

a. While you're still on the Chart Tools > How to Add Shapes?
Design menu, find the Change Colors button
1. Click on the Insert tab
near the left side of the ribbon.
2. Choose Shapes in the Illustrations group, you
The built-in color schemes will pair with your
can draw a variety of shapes, straight lines,
presentation. You can also typically select
free-form lines, or pre-designed shapes and
monochromatic styles for something less flashy.
lines.
3. Format Chart Area in PowerPoint
Once you have inserted Shapes on a slide you can
a. To get under the hood with your PowerPoint then enhance the shape by adding color to the shape,
presentations, right-click on the chart and choose an outline, an effect, or any of the preset styles
Format Data Point. available in the Shape Styles group located in the
Illustrations section Insert Ribbon.
INSERTING OBJECTS
How to Add SmartArt?
Sometimes when you are working with text, the
How to insert Clip Art? normal text attributes of bold, italics, underline, and
PowerPoint provides many ways to insert clip art or the color is not enough to capture the audience's
graphic into a slide. (Note: It is important to be certain attention. SmartArt allows you to create dynamic
that you have the legal right to use clip art, illustrated text! There are 7 basic types of SmartArt to
photographs, sounds, and movies in your slide show). choose from. To start working on SmartArt:
You can import files saved in several different formats 1. Click Insert Tab in the menu
or add your graphic or PowerPoint has its gallery of
Microsoft clip art images. 2. Choose SmartArt

1. To insert a clip art image, choose a slide layout How to Create a Text Box?
that has a content placeholder.
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When building presentations in PowerPoint, you will
most often insert text in a slide's placeholders.
However, when you want a label, an object, or have
control over where text is positioned you may want to
use TextBoxes.

1. Click the Text Box button in the Text group of

the Insert tab.

2. Click and drag on the slide to create a text

box. Enter the text then apply to format.

How to Insert WordArt?

WordArt creates decorative text that can be used to
add interest to a document. When WordArt is inserted
in a presentation, it becomes an object that you can
move and rotate in any direction. To add WordArt to
your presentation:

1. Click on the WordArt button located in

the Text group of the Insert tab

2. Click on the style of your choice from the

WordArt Gallery window

3. Type the text you want in the "Type your Text Here
box" that displays on the slide.

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