UNIT-III

3.1 MS-POWERPOINT
 Microsoft PowerPoint is a complete presentation graphics software
program.
 It is a collection of slides.
 The slide contains graph, organizational charts, music, action and other
objects.
 The slides are placed in a presentation file so that we can use to print
transparencies for an overhead projector.
 The slides can also be viewed directly on our computer monitor or on a
screen using a projector connected to our computer.
Procedure to start the PowerPoint presentation:
Start  Programs  Microsoft office Microsoft Office PowerPoint

Creating A New Presentation

 Using 3 different options:
When we create a new presentation, we have three options:
 Start by working with a Wizard (called the AutoContent Wizard)
 It helps to determine the theme, contents and organization of the
presentation by using a predefined outline.
  Start by picking out a PowerPoint Design Template It
determines the presentations color scheme, fonts and other design
features.
 Start with a Blank Presentation With different color scheme,
fonts and other design features set to default values.
PowerPoint shares a common look and feel with other MS-Office components,
and once having mastered Word and Excel, learning PowerPoint is almost like playing
a game and also it is easy to pick up data from Word and Excel directly into a
PowerPoint presentation and vice versa.
3.2 MENUS
File menu
 New  It creates a blank new file based on the default values.
 Open  It opens or finds an existing file.
 Close  It closes the active file without exiting the application.
 Save  It saves the active file with its current file name, location and file
format.
 Save As  It saves the active file with a different file name, location and
file format.
 Save as Web Page  It saves the file in web page format required for
creating documents for the Internet.
 Web Page Preview  It allows us to preview the current file as web page
in the browser enabling to give a view before publishing it.
 Page Setup  It sets margins, paper source, paper size, page orientation
and other layout options for the active file.
 Print  It prints the active file or selected items to the selected printer or
fax.
 Send To  It sends the document to a Mail Recipient as an e-mail.
 Properties  It displays the property sheet for the active file.
 Exit  It closes MS-PowerPoint after prompting you to save any unsaved
files.
 Edit Menu:
 Undo Last Command(s)  It reverses the last command. Undoes the effect
of last executed.
 Replace Last Command(s)  It reverses the undo command, restores the
last command.
 Cut  It removes the selection from the active document and places it on
clipboard.
 Copy  It copies the selection to the clipboard.
 Paste  It inserts the contents of the clipboard at the insertion point, and
replaces any current selection.
 Paste Special  It pastes, links or embeds the clipboard content in the
current file in the format we specify.
 Paste as Hyperlink  It inserts the content of the clipboard as a Hyperlink
at the insertion point, replacing any selection.
 Clear  It deletes the selected object or text without putting it on the
clipboard.
 Select All  It selects all text and graphics in the active window, or selects
all text in the selected object.
 Duplicate  It makes a quick copy of a selected object. To make additional
copies of the same object, click duplicate again.
 Delete Slide It deletes the current slide in slide notes view.
 Find It searches for specified text, formatting, symbols, comments,
footnotes or endnotes in the active document.
 Replace It searches for and replaces specified text, formatting, footnotes,
endnotes or comment mark in the active document.
 Go To Property  It moves the insertion pointer to the item where you
want to go.
  Links  It displays or changes information for each link in the current file,
including the name and the location of the source file, the item, the type
and whether the link is updated automatically and manually.
 Text Object  It activates the application to which the selected object was
created enabling to edit it.
View Menu
 Normal  It switches to normal view which is the default document view
for most word processing tasks
 Slide sorter  It displays miniature versions of all slides in a presentation,
complete with text and graphics in slide sorter view, the user can reorder
slides, add transition and animation effects and set the timings for
electronic slide shows.
 Notes page  It displays the notes page for the selected slide, where you
can create speaker notes for the slide.
 Slide show  It runs your slide show, beginning with the current slide if
the user is in the slide view or the selected slide if the user is in slide sorter
view.
 Master  It displays the master slide, where the user can set the default
layout and formatting for all the slides.
 Black and White  It shows the active presentation in Black and White.
The appearance of the slide depends on the option the user select on the
Black & White shortcut menu.
 Slide miniature  It turns on or off the slide miniature window, which
displays a miniature version of the current slide, complete with text and
graphics. Editing is not possible slide miniature.
 Toolbars  It allows organizing the commands in PowerPoint the way the
user want to. The user can use them quickly. Toolbars can contain buttons,
menus, or a combination of both. The menu bar is a special toolbar at the
 top of the screen that contains menus such as File, Edit, and View etc. A
menu displays a list of commands.
 Ruler  It displays or hides the horizontal ruler, which the user can use to
position objects, change paragraph indents, page margins and other
spacing settings.
 Grid and Guides  It displays or hides the vertical and horizontal
alignment guides on your slides. Use the guides to help the position and
align objects on the user slides.
 Header and footer  It appears on the top and bottom of every page or
slide.
 Zoom  It Enter a magnification between 10 to 200% to reduce or enlarge
the display of active document.
Insert menu.
 Insert menu helps to bring pictures and images from the clipart library and
also inserts special characters
 New slide  It prompts the user to click a slide layout and then inserts a
new slide after the active slide
 Duplicate Slide  It inserts a copy of the current slide after the current
slide. Equivalent to pressing CTRL+SHIFT+D.
 Slide Number  It adds the slide number to an individual slide. If the user
wants to add the slide number to every slide, use the HEADER and
FOOTER command
 Date and Time  It inserts current date and / or current time field that is
updated every time the user open or print this document.
 Symbol  It inserts symbols and special characters from the fonts that are
installed on the computer.
 Comment  It inserts a comment at the insertion point
 Slides from files  It inserts slides from another presentation into the
current presentation.
  Slides from Outline  It creates slides for all first-level headings in an
imported outline and adds the body text as indent levels. All text that is
level6 and below is treated as level5 text. The format for the title and the
text comes from the slide master in the current presentation.
 Picture  It inserts picture from clipart and other libraries.
 Text box  It draws a text box where the user can click and drag in the
active window.
 Movies and sounds  It inserts videos and sounds from clip gallery,
movie files or audio CD’s to the user slide during show. The user can also
record sound or a comment to an active slide with the help of a microphone
attached to the computer.
 Chart  It creates a chart by inserting a Microsoft Graph object.
 Table  It inserts a new Microsoft word table on the active slide. This
command is available only in normal and notes view.
 Object  It inserts an object such as drawing, word art, text, affect etc at
the insertion point
 Hyperlink  It inserts a hyperlink through which the user can jump to the
location in the current document or web page or to a different word
document or web page or to a file that was created in a different program.
Format menu
 Font  It changes the font and character spacing formats of the selected text.

 Bullets and numbering  It adds and modifies bullets or numbers in selected

paragraphs.
 Alignment  It aligns the selected text, numbers or online objects to the left,
right, centre and justifies with a ragged right edge.
 Line spacing  It sets the amount of space between selected lines of text.

 Borders and shading  It applies shading effect and creates borders around
selected areas.
 Change case  It changes the capitalization o the selected text.
  Replace Fonts  It replaces an existing font in the presentation with another
one.
 Slide layout  It changes the layout of the selected slide or reapplies the current
master styles to the placeholders if the user wants to modify their attributes. This
command does not affect objects and text outside the placeholders.
 Background  It adds different kinds of background such as a woven texture to
word document and web page.
 Slide Design  It is a template applies one of the PowerPoint design templates
to the user presentation or uses one of the user presentations as a template.
Design templates contain color schemes, slide and title masters with custom
formatting and fonts designed for a particular “look”.
Tools menu
 Spelling  It checks the active document for possible spelling, grammar
and writing style errors and displays suggestions for correcting them.

 Language  It designates the language of the selected text in a file that

contains more than one language.
 Autocorrect  It is used to correct text automatically as the text is typed
or stored and in case of reuse of text and other items frequently.
 Look up reference  It to insert lookup reference and cross reference.

 Meeting minder  It opens the meeting minder where the user can
take meeting minutes and record action items during a slide show.
 Macro  It opens the macro’s dialog box where the user can edit or delete
a macro. Use Record New Macro to record a series of actions as a macro or
click Visual Basic Editor to write a macro.
 Add-Ins  It attaches a different template to the active document, loads
add-in entries and custom command settings.
 Customize  It customize toolbar buttons, menu commands and then
shortcut key assignments.
  Options  It modifies settings for ms office program such as screen
appearance programs etc.
Slide show
 View show  It runs the slide show, beginning with the current slide if
the user is in slide view or the selected slide if the user is in slide sorter
view.
 Set up show  It set options for running the user slide show, including
the type of presentation the user is making, which slides to include
whether to include sound and animation effects, the annotation pen color,
and how the user wants to advance the slides.
 Rehearse timings  It runs the user slide show in rehearsal mode in
which the user can set or change the timing of the user electronic slide
show.
 Record narration  It adds voice narration to the user slide.

 Action buttons  It inserts various option buttons, where the user can
click or drag in the active window, and then opens the action settings
dialog box, where the user can assign an action to the button.
 Action settings  It assign an action to the selected object or actions
button that runs when the user points to or click the object with the
mouse.
 Custom animation  It adds or changes animation effects on the current
slide. Animation effects include sounds, text and object movements and
movies that occur during a slide show.
 Animation Schemes  It runs all animation effects for the current slide in
a slide-miniature window.
 Slide Transition  It adds or changes the special effect that introduces a
slide during a slide show.
 Hide slide  The user can hide the selected slide and current slide if the
user is in slide sorter view and slide view respectively.
  Custom shows  It creates a custom show- a presentation within
presentation.
Window Menu:
 New window  It opens a new window with the same contents as the
active window to view different parts of the file at the same time.
 Arrange all  It displays all open files in separate windows on the
screen. The arrange command makes it easier to drag between files.
 Cascade  It rearranges all open windows, so that they overlap in a
cascade.
 Next pane  It moves clockwise to the next pane in the presentation.
 Presentation 1(Window List)  It lists the currently open files in this
program. Click the file the user wants to switch to.
Help menu.
 Ms-PowerPoint help  It launches MS Office Assistant which provides
help and tips to execute many tasks.
 Show the office assistant  It displays or removes the office assistant
from view.
 What’s this  It provides help on the topic which is clicked on.

 Office on the web  It connects to the Microsoft Office Web site where
the user can get up-to-date information and help on Office Programs.
 Detect and repair  It automatically finds and fixes errors in this
program.
 About Ms PowerPoint  It shows PowerPoint’s version details and
copyright messages along with detailed information about the computer
system (system information).
3.3 TOOLBARS
3.3.1 Standard toolbar:
 New  It creates a new document based on normal template.
Alternative: File  New Shortcut  CTRL+N
 Open  It opens an existing document or template.
 Alternative: File  Open Shortcut  CTRL+O
 Save  It saves the active document or template.
 Alternative: File  Save Shortcut  CTRL+S
 E-Mail  It sends the contents of the document as the body of the e-mail
message.
 Alternative: File  Send To Mail
 Print  It prints the active document using current defaults.
 Alternative: File Print Shortcut  CTRL+P
 Spelling  It checks the spelling in the active document.
 Alternative: Tools  Spelling and Grammar Shortcut  F7
 Cut  It cuts the selection and puts it on the clipboard.
 Alternative: Edit  Cut Shortcut  CTRL+X
 Copy  It copies the selection and puts it on the clipboard.
 Alternative: Edit  Copy Shortcut CTRL+C
 Paste  It inserts the clipboard contents at the insertion point.
 Alternative: Edit  Paste Shortcut CTRL+V
 Format Painter  It copies the formatting of the selection to a specified
location.
 Shortcut  CTRL+SHIFT+C
 Undo  It reverses certain commands.
 Alternative: Edit  Undo Shortcut CTRL+Z
 Redo  It reverses the action of the undo command.
 Alternative: EditRepeat Shortcut CTRL+Y
 Insert Hyperlink  It displays the destination object, document or page.
 Alternative: Edit  Repeat Shortcut CTRL+K
 Tables and Borders It displays the tables and borders toolbar, creating,
editing and sorting a table.
  Insert Table It inserts a table in the document with the number of
columns and rows you specify.
 Insert Chart It creates a chart by inserting Microsoft Graph object.
 Alternative: Insert Chart
 New Slide It prompts you to click a slide layout and then inserts a new
slide after the active slide.
 Expand All It displays the titles and all the body text for each slide.
 Black and White It displays the active presentation in black and white.
 Show Formatting It shows or hides character formatting in normal view.
 Office Assistant It provides help topics and tips to accomplish your task.
 Alternative: Help Microsoft PowerPoint Help. Shortcut F1
 Zoom Control  It scales the editing view.
 Alternative: View  Zoom.
3.3.2 Formatting Toolbar:
 Font  It changes the font of the selection.
 Alternative: Format Font Shortcut  CTRL+SHIFT+F
 Font Size  It changes the font size of the selection.
 Alternative: Format Font  Size Shortcut  CTRL+SHIFT+P
 Bold  It makes the selection Bold.
 Alternative: Format Font Font style Shortcut  CTRL+B
 Italic  It makes the selection Italics.
 Alternative: Format Font Font Style Shortcut  CTRL+I
 Underline  It formats the selection with continuous underline.
 Alternative: Format Font Effects Shortcut  CTRL+U
 Shadow  It adds or removes a shadow from selected text.
 Align Left  It aligns the paragraph at left indent.
 Alternative: Format Paragraph Alignment Shortcut  CTRL+L
 Center  It centers the paragraph between the indents.
  Alternative: Format Paragraph Alignment Shortcut  CTRL+E
 Align Right  It aligns the paragraph at right indent.
 Alternative: Format Paragraph Alignment Shortcut  CTRL+R
 Numbering  It creates a numbered list based on the current defaults.
 Alternative: Bullets and Numbering.
 Bullets  t creates a bulleted list based on the current defaults.
Alternative: Format  Bullets.
 Increase Font Size  It increases the font size of the selected text to the
next larger size of the font size box.
 Decrease Font Size  It decreases the font size of the selected text to the
next smaller size of the font size box.
 Promote  It moves the selected paragraph to the next higher heading
level.
 Demote  It moves the selected paragraph to the next lower heading level.
 Animation Effects  It displays the animation effects toolbar.
 Decrease Paragraph Spacing  It reduces space between selected
paragraphs.
 Increase Paragraph Spacing  It adds more space between selected
paragraphs.

3.3.3 Drawing Toolbar

 Draw  It activates the Draw Menu.
 Select Objects  It changes the pointer to a selection arrow so that we can
select objects in the active window.
 Free Rotate  It rotates the selected object to any degree.
 Auto Shapes  It activates the AutoShapes menu.
 Line  It draws a straight line where we click or drag in the active
window.
  Arrow  It inserts a line with an arrowhead where we click or drag in the
active window.
 Rectangle  It draws a rectangle where we click or drag in the active
window.
 Oval  It draws an oval where we click or drag in the active window.
 Text Box  It draws a text box where we click or drag in the active
window.
 Word Art  It creates text effects by inserting a Microsoft Office drawing
object.
 Alternative: Insert Picture WordArt
 Clip Art  It opens the Clip Gallery where we can select the clip art image
we want to insert in our file. Alternative: Insert Picture Clip Art
 Fill Color  It adds, modifies or removes the fill color or fill effect from
the selected object.
 Font Color  It formats the selected text with the color we click.
 Line Style  Click the width we want for the selected line.
 Dash Style  Click the dashed line or dashed-dot line style we want for
the selected shape or border.
 Shadow  Click the shadow style we want for the selected object.
 Arrow Style  Click the arrowhead style we want for the selected line.
 Line Color  It adds, modifies or removes the line color from the selected
object.
 3-D  Click the 3-D style we want for the selected object.
3.4 TEXT AND FORMAT
3.4.1 Formatting presentation
To make the slide more attractive, the following options are available:
 The background can have a pattern.
 The background color can be changed.
 The slide can have attractive title headings.
  Some packages have the option of providing attractive border to the slides.
3.4.2 WAYS TO EDIT AND FORMAT A SLIDE TEXT
 Applying text attributes.
 Aligning text.
 Changing the line spacing.
 Changing the text case.
 Applying text attributes:
The text attribute determines the appearance of the slide text. The text attributes
include: font, font size, style, color. To change the attribute of the text, select the text and
apply the desired attributes.
 Aligning text:
Aligning determines the position of the text within its text object box. Text can be
aligned left, right, centered and justified.
 Changing the line spacing:
Line spacing determines the vertical space between two lines of text.
 Changing the text case:
The change case command in power point allows to easily changing the case of
the slide text. Click on the change case command. The various case commands are
upper case, lower case.
 Title case: It capitalizes the first letter of each word that is selected.
 Toggle case: It reverses the case of all selected letters.
 Sentence case: To capitalize the first letter of each selected sentence
and change the remaining letters to lower case.
 Changing Font, Font Size and Bold:
 Type the presentation title.
 Click on the textbox boundary to select the entire text box.
 Drag the box to the top of the slide and position at the desired location. You can
also resize this box.
 Click here to continue.
 Type the desired text.
 Copy text from previous slide:
Select the text you want to copy using the key ctrl+v, go to the next slide, and
press ctrl +V. Now copy the text from previous slide.
 Moving the Text:
To move the text, first select the textbox and then you have to resize the textbox.
 Inserting Text:
To insert a text to the slide, first place the cursor where you want the textbox and
then click insert option from the menu bar and then select textbox option (or) select
textbox option from the drawing toolbar. Now add your text.
 Text Styling:
 Type the motto. Increase the font size.
 Apply the Bold. Italics, Underline attributes.
 Insert another text box and type and format the text.
 Font: It changes the font and character spacing format of the selected text.
 Bullets and Numbering: It adds bullets to or removes bullets from selected
paragraphs.
 Line Spacing: It sets the amount of space between selected lines of text.
 Change case: It changes the capitalization of selected text.
 Replace fonts: It replaces an existing font in your presentation with another one.
 Slide Layout: It changes the layout of the selected slide or reapplies the current
master styles to the placeholders if you have modified their attributes. This command
does not affect objects and text outside the placeholders.
 Slide Color Scheme: It reapplies or modifies the existing color scheme or changes to
a different color scheme.
 Background: It adds different kinds of backgrounds, such as a woven texture, to
word documents and web pages to make them look more interesting.
 Apply Design: Template applies one of the PowerPoint design templates to your
presentation or uses one of your own presentations as a template.
 Colors and Lines: It opens the colors and lines tab, where you can set the line
and fill colors and the style for the selected object or Auto shape.
 AutoShape: It formats the line, color, fill and pattern, size, position, and other
properties of the selected object.
 Running the show:
Do any one of the following:

 Click slide show button from the lower left corner of the presentation
window.
 On the slide show menu click view show.
 On the view menu, click slide show.
 Press F5
 Templates:
Other than auto content wizards there is another option using which we can
create professional looking presentations in a matter of minutes. This option is called
templates. To operate this, select the design template in a new presentation. Choose any
design and click ok button. Now automatically several layouts are displayed select any
one layout.
3.5 ANIMATION ART AND SOUND
To add a special visual or sound effect to text or an object for example set the text
bullet points fly in from the left, one word at time or hear the sound of applause when a
picture is uncovered. We can animate any number of objects on a slide and we can even
animate elements of a chart.
1. In normal view, display the slide that has the text or objects we want to animate.
2. On the slide show menu, click the custom animation and then click the effects
tab.
3. If we are animating a chart created in Microsoft graph, click the chart effects tab.
4. Under check to animate slide objects, select the check box next to the text or
object we want to animate.
5. Under entry animation and sound and introduce text, select the options we want.
6. Repeat steps 3 and 4 every object we want to animate.
7. Click the order and timing tab.
 8. To change the order of animation, select the object we want to change under
animation order and then click one of the arrows to move the object up or down
in the list.
9. To set the timing, select the object and then do any one step:
a. To start the animation by clicking the text or object, click on mouse click.
b. To start the animation automatically, click automatically and then enter
the number of seconds we want to have elapse between the previous
animation and the current one.
c. To preview animations, click preview.
3.5.1 Custom Animation
To add custom animation to your presentation,
 Click slide show menu on the menu bar.
 Then select custom animation option.
 It adds or changes animation effects on the current slide.
 Animation effects include sounds, text and object movements and movies
that occur during a slide show.
3.5.2 Order and Timing
Here we can change the order of the object. We can able to give a type of the
animation like flash once, fly from left, fly from right, crawl etc.,
3.5.3 During Slide Show
Setup show is used to set options for running your slide show, including the type
of presentation. Action buttons inserts various option buttons, where we click or drag in
the active window and then opens the action to the button.
Previous slide, Next slide, Home, End is the example buttons of action.
3.5.4 Animation Preview:
It runs all the animation effects for the current slide in a slide miniature window.
So we can see how the animation will work during the slide show. To do this animation
effect to the particular slide, goto slide show menu in that select animation preview
option.
3.5.5 Slide Transition
It adds or changes the special effect that introduces a slide during a slide show.
For Example: We can play a sound when the slide appears. To apply this goto slide
show menu in that select the slide transition option.
3.5.6 Set Up Show
It set options for running your slide show, including the type of presentation we
are making, which slides to include whether to include sound and animation effects, the
annotation pen color, where and how we want to advance the slides.
3.6 SOUND EFFECTS.
Sounds, music, videos and animated GIFS pictures are available in the clip
gallery. To use the clip gallery, point to movies and sounds on the insert menu and then
click on both Movies and sounds in the insert menu and then click either movie from
gallery – to insert movies and animated GIF pictures of sound from gallery to insert
music and sounds. Insert music or sound on a slide:-
1. Display the slide we want to add music or sound.
2. On the insert menu, point to movie and sounds.
Steps:
1. To insert a sound from the clip gallery, click sound from gallery and then
locate and insert the sound we want.
2. To insert a sound from another location, click sound from file, locate the
folder that contains the sound and then double click the sound we want.
3. A sound icon appears on the slide.
4. A message is displayed, if we want the sound to play automatically when
we go to the slide, click if we want sound to play only when we click the sound
icon during a slide show, click No.
5. To preview the sound in normal view double clicks the sound icon.
6. To insert a sound from the clip gallery, click sound from gallery and then
locate and insert the sound we want.
7. To insert a sound from another location, click sound from file, locate the
folder that contains the sound and then double click the sound we want.
 8. A sound icon appears on the slide.
9. A message is displayed; if we want the sound to play automatically when we go
to the slide, click if we want sound to play only when we click the sound icon
during a slide show, click No.
10. To preview the sound in normal view, double click the sound icon.
3.7 MAKING THE PRESENTATIONS TEMPLATE
Templates are used to create professional looking presentations .We can choose
screen layout and background from a wide variety of ready to use template library. .
Choose templates as soon as we open the MS_ PowerPoint. So instead of blank slides
we can get slides with the chosen background and color and layout schemes.
3.7.1 Add a template to the AutoContent Wizard
1. On the File menu, click New.
2. Under New, click From AutoContent Wizard.
3. Click the Next button.
4. Select the category that you want your template to be displayed in.
5. Click Add.
6. Find the template you want to add, and then click OK.
3.7.2 Four ways to create templates
1. Blank presentation –it’s a design template with a blank background. This is used
to create slides starting with a clean slate and add our own design element.
2. Design templates contain predesigned formats and color schemes just like design
templates plus slides with suggested text for specific subjects. We can modify
any of the templates to suit the needs or we can make a new template based on a
presentation that all ready created.
3. We can add the new template to the Auto content wizard so that it will be
available the next time we use the wizard.
3.7.3 About design templates
Microsoft PowerPoint provides design templates that you can apply to a
presentation to give it a fully designed, professional look.
3.7.4 Apply a different design to a presentation
1. Open the presentation you want to apply a different design to.
2. On the Formatting toolbar click Common Tasks, and then click Apply Design
Template.
3. Find and select the design you want to use or any presentation whose design you
want to use and then click Apply.
3.7.5 Save a presentation
 Save a new or existing presentation:
 Click Save option in the file menu to save a new or existing presentation.
 Save a presentation to always open as a slide show:
 Open the presentation you want to save as a slide show.
 On the File menu, click Save As.
 In the Save as type list, click PowerPoint Show.
 Save a copy of a presentation:
 On the File menu, click Save As.
 In the File name box, enter a new name for the presentation.
 Click Save.