INTERMEDIATE MICROSOFT Maldives Business School

POWERPOINT
 OBJECTIVES
o Understand the basics of PowerPoint
oUnderstand how to navigate through the PowerPoint Ribbon
oLearn how to create a PowerPoint Presentation
oTips on how to create and give effective PowerPoint Presentations
 WHAT IS POWERPOINT?
PowerPoint is a presentation program developed by
Microsoft. The software allows users to create anything from
basic slide shows to complex presentations. PowerPoint is
often used to create business presentations, but can also be
used for educational or informal purposes.
USED FOR:
Microsoft PowerPoint is undoubtedly the most popular app used to give presentations.
You're likely to see PowerPoint presentations being used for everything from
presentations at the world's largest companies to grade schoolteachers sharing
lessons.
HERE ARE THE KEY ACTIONS YOU'LL NEED TO
TAKE TO BUILD A POWERPOINT PRESENTATION:
oYou'll need to add slides, the individual pages in the presentation.
oYou'll add content to the slides, such as text boxes, images, charts and graphs.
oChange themes and styles to make your presentation look professional and fit the
occasion at hand.
oPrepare presentation aids like Speaker Notes and Reading View to help you feel
comfortable with presenting.
 HOW TO USE POWERPOINT'S RIBBON
This part of the PowerPoint guide will focus on the interface:
1. The Ribbon
The ribbon menu is found across many of Microsoft's apps, such as Word, Excel, and
PowerPoint. It is located above the main area of the application.
 1. THE RIBBON
The ribbon contains a series of tabs that you can switch between. Each of these have a unique
set of tools to work with your presentation differently. When you switch tabs on the ribbon,
you'll see new buttons and options to change your presentation:
File. Save, share, and export your presentation.
Home. A general-purpose collection of the most common tools that you'll use in PowerPoint.
Insert. An all-in-one tool to add every imagine-able type of content, such as tables, pictures,
charts, video, and more.
Design. Controls the look and feel of your presentation with theme and style settings.
Transitions. Add animations when you switch slides.
Animations. Controls the order and style that objects will enter or exit your slide with.
Slide Show. Control settings related to the way your presentation appears when sharing it
with an audience.
 2. THE HOME TAB
Use it for: a general selection of the most popular tools in PowerPoint.
The Home tab has many of the most used tools, all in one bar.
From adding a new slide to changing text and paragraph settings, the Home tab is
the default for most users.
 3. THE INSERT TAB
When you're working on adding content to a slide, the Insert tab has every possible
tool to add new content to a slide. Choose one of these types of objects to add it to
the slide.
The Insert tab has the tools you need to add tables, pictures, charts, and more.
 4. VIEW
PowerPoint has a variety of views that are simply different ways to work with the
same presentation. Change the view to get a different perspective on your content.
 5. THE DESIGN TAB
An attractive presentation can really grab your audience's attention. We use themes
and styles in PowerPoint to add visual appeal to the presentation, and the Design tab
really controls these settings.
Click on one of the theme thumbnails to transform the look and feel of the
presentation.
 5. TRANSITIONS
1. Slide Transitions
To apply a slide transition, start off
by selecting a slide and clicking on
Transitions tab on PowerPoint's
ribbon. With a slide selected, simply
click on one of the animation
thumbnails on the ribbon to apply it
to the current slide. You'll see a
preview of the active transition
animation play.

If a star icon appears next to the slide thumbnail, it shows slides in

this PowerPoint template that have transition effects applied.
THERE ARE THREE OTHER KEY OPTIONS THAT YOU CAN
SET ON THE RIBBON FOR EACH SLIDE'S TRANSITION:
1. Sound. Choose a dropdown option to play a sound when the slide advances.
2. Duration. This describes the duration (speed) that the animation plays. You can set
a longer duration in seconds for the animation to play more slowly or shorten it for
a faster transition.
3. Apply To All. Apply the current slides transitions, effects and time settings to the
entire presentation.
 ANIMATIONS
To get started with object animations, start off by clicking on an element on your
slide. You can choose an element like a text box, image, or even a shape you've
drawn on the slide.
Now, click on the Animations tab. This menu makes it easy to choose an animation to
add to an object.
 OBJECT ANIMATION
On the Animations tab, you can simply click on one of the
animation thumbnails to apply it to a selected object.
Click on the part of the slide that you want to animate.
Again, this could be a text box, image, chart, or any object
that you can select on the slide.
Once you've got an object selected, simply click on one of
the animation thumbnails. PowerPoint will play a preview
of the selected animation and you'll see the object come
onto the slide.
If you've added multiple animations to the same slide, you
might want to re-order the object animations.
To reorder the animations, simply drag and drop them in
the list on the Animation Pane.
 THE STEPS TO CREATE A POWERPOINT
PRESENTATION
1. How to Add Slides
Think of slides as the individual units in your
presentation that you can fill with content.
To insert a new slide, go to the Insert
tab/Home Tab on PowerPoint's ribbon. Then,
click on the New Slide button to add a new
slide to your presentation.
Each of the thumbnails that you'll see on the
sidebar represents a slide. Then, you'll add
content to each slide.
2. HOW TO CHOOSE A THEME AND STYLE
After you build out your presentation’s slides, it's a great idea to think about adding
visual style. For this, you'll jump over to the Design tab, and click on one of the
thumbnails for a theme.
oUsing a PowerPoint theme is the preferred alternative to adding backgrounds, color
and type styles to each slide.
oChanging the theme typically will adjust the entire presentation simultaneously.
oThis greatly reduces the time involved with building a presentation.
 3. HOW TO ADD CONTENT
Content is what defines each The easiest way to add content These layouts have content
slide. PowerPoint accommodates is to start off by choosing a boxes that are easy to add
a wide range of content like Layout, which you can choose your own content to. Simply
text, graphs, tables, charts, and from the Home tab. choose a layout, and then
more. start adding your content.
ADDING SLIDE, ADDING CONTENT & DESIGNING
With just these three steps, you've got the repeatable sequence of actions needed to
build a presentation.

You can animate your

presentation as you You can add Images,
wish. Gifs and charts to
Recommended to use your presentation to
slide Transitions and make it visually
simple object appealing.
animations such as Fly
in, Fade, Appear.
 TIPS FOR MORE EFFECTIVE POWERPOINT
PRESENTATIONS
1. Write a script. - Since the point of your slides is to illustrate and expand what you
are going to say to your audience. Write it out or outline your presentation and what
you are going to say before you give the presentation.
2. One thing at a time, please. -At any given moment, what should be on the screen is
the thing you’re talking about. Plan your presentation so just one new point is
displayed at any given moment. Bullet points can be revealed one at a time as you
reach them.
3. No paragraphs. - Your slides are the illustrations for your presentation, not the
presentation itself. They should underline and reinforce what you’re saying as you
give your presentation you can save the paragraphs of text for your script.
TIPS FOR MORE EFFECTIVE POWERPOINT
PRESENTATIONS
4. Pay attention to design. - Avoid the temptation to dress up your pages with cheesy
effects and focus instead on simple design basics:
Use a sans serif font for body text. (Sans serifs like Arial, Helvetica, or Calibri)
Use decorative fonts only for slide headers, and then only if they’re easy to read.
Put dark text on a light background.
Align text left or right.
Avoid clutter. A headline, a few bullet points, maybe an image.
5. Use images sparingly.
TIPS FOR MORE EFFECTIVE POWERPOINT
PRESENTATIONS
6. Think outside the screen. - You are the focus when you’re presenting, no matter how
interesting your slides are. Give some thought to your own presentation manner – how
you hold yourself, what you wear, how you move around the room.
7. Ask questions. - Questions arouse interest, pique curiosity, and engage audiences.
So ask a lot of them.
9. Modulate, modulate, modulate. - It refers to how you control your voice when
speaking. When we speak, we are able to change the message by varying the : tone,
stress on words, pitch, and changing the rate of speech.
“What you get by achieving your goals is not as important as what you become by
achieving your goals.” — Henry David Thoreau