Module Five : Presentation Graphics (MS POWERPOINT 2016)

OVERVIEW OF PRESENTATION GRAPHICS & GETTING STARTED WITH POWERPOINT 2016

Session OVERVIEW OF PRESENTATION GRAPHICS &

1 GETTING STARTED WITH POWERPOINT 2016

OBJECTIVES

General Objectives

In this session, you will learn about Overview of Presentation

Graphics and Getting Started with PowerPoint 2016.

Specific Objectives

At the end of this session, you should be able to understand

and Practice:

• Overview of Presentation Graphics

• Presentation Graphics Applications

• Getting Started with PowerPoint 2016

• Starting PowerPoint 2016
• User Interface
• Creating a Presentation
• Saving and Printing a Presentation
Module Five : Presentation Graphics (MS POWERPOINT 2016)

LEARNING

OVERVIEW OF PRESENTATION GRAPHICS

F or working with text documents you have used Word 2016 and Excel 2016 for
numeric data analysis. However, Presentation Graphics applications such as
PowerPoint 2016, allow you to present your information in an attractive manner.

PRESENTATION GRAPHICS APPLICATIONS

Presentation graphics application is designed to create and present information
graphically in the form of slides. This application integrates text, images, audio,
video, animations and sound effects that makes up a presentation. The information
is arranged in slides, which can be set to appear as frames with a mouse click or
automatically after specified time.

FEATURES OF PRESENTATION GRAPHICS APPLICATIONS

A Presentation Graphics application has the following key features:

• Slide: A slide is a single page of a presentation, created with the Presentation

Graphics application.
• Placeholders: These are dotted boxes in a slide, which are used to add Text,
Pictures, Charts, Tables and other objects.
• Objects: These are elements of a slide such as Text boxes, Pictures, Tables,
Charts, SmartArts, etc.
• Animations: These are a set of visual effects that can be applied to objects,
so that it will animate during the Slide Show.
• Transitions: These are visual effects applied to the slides, when moving from
one slide to another.

POPULAR PRESENTATION GRAPHICS APPLICATIONS

There are a varieties of Presentation Graphics applications available in the
market that have different features. Following are some of the popular
applications:

• Microsoft PowerPoint 2016

• Apple Keynote
• Corel Presentations
OVERVIEW OF PRESENTATION GRAPHICS & GETTING STARTED WITH POWERPOINT 2016

PowerPoint 2016 is one of the most widely used Presentation Graphics application. It
enables you to create professional presentations containing animations, narrations,
images, videos, audios, etc., in your presentation.

STARTING POWERPOINT 2016

To start PowerPoint 2016 in Windows 10, follow the steps given below:

1 Click Start button to open the

start Menu.
2 Click on PowerPoint 2016 from
the All Apps list.

The Start Screen of PowerPoint 2016

appears with a list of recently used files
and available templates. You can either
open an existing presentation, start with
a new blank presentation, or choose a
template. You can also press the Esc key 2
to start with a new blank presentation.

THE USER INTERFACE

Exploring and understanding the User Interface of PowerPoint 2016 will help you
work efficiently in the later sessions. The User Interface of the PowerPoint 2016
consists of the following elements.

A Slide Thumbnails Pane: It appears on the left side of the PowerPoint 2016
window. In the Slide Thumbnails pane, you can rearrange, delete, hide,
duplicate and add new slides in the presentation.
B Slide Area: It is the actual slide where you can add objects such as Text,
Pictures, Tables, Charts, Videos, etc.
C Notes Pane: It is located below the Slide Area, which enables you to add
notes for each slide. These notes are also known as Speaker Notes that
the presenter can refer to while delivering the presentation.
D Status Bar: It is a strip at the bottom that displays active slide number
and contains the zoom buttons and the View buttons.
E View Buttons: These are used to switch between the views of the
presentation i.e., Normal, Slide Sorter, Reading and Slide Show view.
Module Five : Presentation Graphics (MS POWERPOINT 2016)

G
C
D E
F H

F Next Slide: This button enables you to move to the next slide in the presentation.
G Previous Slide: This button enables you to move to the previous slide in
the presentation.
H Fit Slide to Current Window: This button enables you to fit the current
slide to the Slide Area.

RESIZING PANES
There are two Panes in the PowerPoint 2016 user interface, namely the
Thumbnails Pane and the Notes Pane. The
Notes Pane can be increased if there are
more notes to be mentioned in that area.
The size of the Slide Thumbnails Pane
can be customized for the desired visual
appearance of the miniature slides.
To Resize the Panes, follow the steps given
below:
1 Move the Mouse pointer over the edge of
the Thumbnails Pane, the cursor becomes 1
a two headed arrow. Click and drag to
increase or decrease the pane area. 2
2 Move the Mouse pointer over the edge
of the Notes Pane, the cursor becomes
a two headed arrow. Click and drag to
increase or decrease the pane area.
OVERVIEW OF PRESENTATION GRAPHICS & GETTING STARTED WITH POWERPOINT 2016

MOVING AND RESIZING THE PLACEHOLDERS

Placeholders are used to identify different objects in a slide such as Pictures,
Charts, Tables or even Text.
To Move a Placeholder,
1 Move the mouse pointer
over the placeholder
border, it gets converted to
a four-headed arrow. Drag
to move the Placeholder as
desired.

To Resize a Placeholder,
2 Select the Placeholder and
place the mouse pointer
over a sizing handle, it gets 2
converted to a two-headed 1
arrow. Drag to resize the
Placeholder as desired.

CREATING A SIMPLE PRESENTATION

You can now start creating a new Presentation in PowerPoint 2016. The following
section guides you through creating a new presentation, adding, moving, duplicating,
and deleting slides.

CREATING A NEW PRESENTATION

You can create a new Blank Presentation when you start the PowerPoint
2016 application or from an open PowerPoint 2016 window.
To create a blank Presentation
from an open PowerPoint 2016
window, follow the steps given
below:
1
1 Open the File tab 2
Backstage view and click
on the New option.
2 Click on the Blank
Presentation in the
Backstage view.

TIP
You can also choose from the various Predesigned templates present in the Backstage view to create a new
presentation.
Module Five : Presentation Graphics (MS POWERPOINT 2016)

MANAGING SLIDES FROM SLIDE THUMBNAILS PANE

The Slide Thumbnails pane allows you to quickly
organize, add or delete slides of your presentation.
To add a new slide, follow the steps given below:
1 Right click on a Slide in the Thumbnails pane. 1
2 Click on the New Slide option from the
shortcuts menu.
2
To duplicate a slide,
3 Choose the Duplicate Slide option from the 3
shortcuts menu.
4
To delete a slide, TIPS
4 Choose the Delete Keyboard Shortcuts:
Slide option from the New slide - CTRL + M
shortcuts menu. Duplicate Slide - CTRL + D

SELECTING MULTIPLE SLIDES

Procedures to select multiple slides is quite similar to selecting multiple objects
in other Office applications i.e., with CTRL and SHIFT Keys.

• To select consecutive slides, click the first slide, hold down the SHIFT
key and then click the last slide in sequence.
• To select non-consecutive slides, hold down the CTRL key and select the
required slides.

MOVING SLIDES USING DRAG & DROP

In the Slide Thumbnails Pane, you can move
the slides or rearrange the slides as required by
drag and drop with mouse.
1
To move a slide using the Slide Thumbnails Pane,
1 Select the slide(s) and Drag & Drop it to the
desired place.
OVERVIEW OF PRESENTATION GRAPHICS & GETTING STARTED WITH POWERPOINT 2016

SAVING AND PRINTING A PRESENTATION

After creating a new Presentation, you need to know how to save it in order to
access or edit. PowerPoint 2016 allows you to save your presentation in several ways
and formats. You can also print it to view and share your presentation on hardcopies.

SAVING A PRESENTATION
Saving a presentation in PowerPoint 2016 is similar to saving a file in other Office
applications.
To save a new presentation from the File Tab, follow the steps given below:
1 Click on the Save
command from the
File tab Backstage
view. 1
2 Click on the Browse
option. 3
3 Select the
destination folder 4
2
from the Save As
dialog box. 5
4 Enter the name in
the File name box.
5 Click the Save button.
By default the presentation is saved with .pptx extension.

SAVE AS OPTION
By using the Save As
command from the File
tab, the Presentation
can be saved in different 1
formats like PowerPoint
Template, PowerPoint
Show, MPEG-4 video
format, JPEG format 2
and other formats.

To use Save As command,

follow the steps given 3
4
below:
1 Click on the Save As
command from the
File tab Backstage
view.
Module Five : Presentation Graphics (MS POWERPOINT 2016)

2 Choose the desired file location by using the Browse button.

3 Click on Save as type drop down button.
4 Select the desired file type and click on the Save button.

PRINTING A PRESENTATION
It is easy to preview and print the slides, speaker notes, slide outline or handouts
of the presentation.
The Handout is used by the audience to follow along the slide show or keep for
future reference. You can print handouts of your presentation, with one, two,
three, four, six, or nine miniature slides on a single page.

To print the handouts of your presentation,

follow the steps given below:

1 Click the Print command from the

File tab Backstage view.
2 Click on the arrow button of the
Full Page Slides option under the 4
Settings.
1
3 Select the desired Handouts option.
4 Click on the Print button.

3
OVERVIEW OF PRESENTATION GRAPHICS & GETTING STARTED WITH POWERPOINT 2016

ACTIVITIES

Activity 1

Choose the correct option for the following statements.

1. _____ is a dotted box which is used to add objects in a slide.
a. Slide
b. Placeholder
c. Speaker Note
d. Note Pane
2. The keyboard shortcut to insert a new slide is_______.
a. Ctrl + M
b. Ctrl + N
c. Ctrl + S
d. Ctrl + D
3. A PowerPoint presentation is saved with the extension _____.
a. .potx
b. .pptm
c. .ppsx
d. .pptx
4. The keyboard shortcut to duplicate the selected slide is_______.
a. Ctrl + M
b. Ctrl + C
c. Ctrl + D
d. Ctrl + K
Module Five : Presentation Graphics (MS POWERPOINT 2016)

Activity 2

Fill in the blanks with the appropriate words provided in the

box.

Slide Area Duplicate Slide Status bar Notes Slide Thumbnails

1. The ______ is a strip at the bottom of PowerPoint interface that displays the
active slide number.
2. The _______ is the actual place where you add and edit objects.
3. _______ option is used to insert a new slide with the contents as well as the
design of an existing slide.
4. The _______ pane appears on the left side of the PowerPoint window.

Activity 3

Practice the following tasks on your computer.

1. Create a new blank presentation and add 4 slides. Type the text “King Saud
University” in slide 3 and save the presentation with the name “Practice”.
(Hint: You can save this presentation to the "Documents" folder on your
computer.)
2. Move the slide 3 to above the slide 2.
3. Delete the slides 4 and 5 from the presentation.
4. Create a new presentation using the template “Welcome to PowerPoint” and
duplicate the slide 4.