UNIT – 4

MS POWERPOINT

Microsoft PowerPoint is a powerful presentation software developed by Microsoft, allowing

users to create, design, and deliver professional and visually engaging presentations. Here's an
introduction to Microsoft PowerPoint:

Key Features:

1. Slide-based Presentations:

➢ PowerPoint presentations are composed of individual slides where users can add text,
images, charts, graphs, videos, and more.

2. Templates and Themes:

➢ Offers a variety of pre-designed templates and themes for quick creation of

presentations with consistent design elements.

3. Design Tools:

➢ Provides formatting and design tools such as slide layouts, themes, colors, fonts, and
transitions to enhance the appearance of slides.

4. Multimedia Support:

➢ Supports embedding multimedia elements like audio and video clips to enrich
presentations and make them more engaging.

5. Charts and Graphs:

➢ Includes tools to create and edit various types of charts and graphs to visualize data
effectively.

6. Slide Transitions and Animations:

➢ Enables the addition of slide transitions and animations to create dynamic and visually
appealing presentations.

7. Presenter View:
 ➢ Allows presenters to view speaker notes, upcoming slides, and timing while presenting,
providing a seamless presentation experience.

Creating a Presentation:

1. Creating Slides:

➢ Open PowerPoint and start by creating new slides. You can select a slide layout, add
text, images, or other content to each slide.

2. Formatting and Design:

➢ Customize slide design, apply themes, change fonts, colors, and add backgrounds to
create a consistent look throughout the presentation.

3. Adding Content:

➢ Insert various elements like text boxes, images, shapes, charts, and videos to convey
information effectively.

4. Enhancing with Transitions and Animations:

➢ Apply slide transitions between slides and add animations to objects for a more
interactive presentation.

5. Review and Rehearse:

➢ Review and edit the presentation content and rehearse timings to ensure a smooth flow
during the actual presentation.

Delivering a Presentation:

1. Slide Show Mode:

➢ Click on "Slide Show" to present the slides in full-screen mode, allowing for seamless
presentation delivery.

2. Presenter View:

➢ Use the Presenter View to access speaker notes, control the presentation, and interact
with the audience while presenting.

Compatibility and Sharing:

 ➢ PowerPoint presentations can be saved in various file formats for compatibility with
different devices and can be shared via email, cloud storage, or online platforms.

Microsoft PowerPoint is widely used in business settings, education, conferences, and various
other scenarios where presenting information in an organized and visually appealing manner is
essential. It remains a go-to tool for creating impactful presentations that captivate and inform
audiences.

SLIDE MANIPULATION:

Certainly! In Microsoft PowerPoint, manipulating slides involves tasks like inserting new slides,
copying, pasting, deleting, and duplicating slides within a presentation. Here's a detailed guide
on slide manipulation:

Inserting New Slides:

1. Using the Ribbon:

➢ Go to the Home tab on the Ribbon.

➢ Click on the "New Slide" button in the Slides group to insert a new slide.
➢ Select a layout for the new slide from the available options.

2. Keyboard Shortcut:

➢ Use the keyboard shortcut Ctrl + M to quickly insert a new slide.

Copying and Pasting Slides:

1. Copying a Slide:

➢ In the slide thumbnail view on the left pane, right-click on the slide you want to copy.
➢ Select "Copy" from the context menu.

2. Pasting a Slide:

➢ Right-click on the slide thumbnail pane or the slide you want the copied slide to follow.
➢ Choose "Paste" from the context menu to insert the copied slide.

Deleting Slides:

1. Deleting a Single Slide:

 ➢ In the slide thumbnail view, right-click on the slide you want to delete.
➢ Select "Delete Slide" from the context menu.

2. Deleting Multiple Slides:

➢ To delete multiple slides, press and hold the Ctrl key while clicking on the slides you
want to delete.
➢ Right-click on any selected slide and choose "Delete Slide" to remove all selected slides.

Duplicating Slides:

1. Using the Ribbon:

➢ In the slide thumbnail view, select the slide you want to duplicate.
➢ Go to the Home tab and click on the "Duplicate Slide" button in the Slides group.

2. Keyboard Shortcut:

➢ Use the keyboard shortcut Ctrl + D to duplicate the selected slide.

Rearranging Slides:

1. Dragging and Dropping:

➢ In the slide thumbnail view, click and drag a slide to move it to a new position within the
presentation.

2. Cut and Paste:

➢ Cut a slide by right-clicking on it and selecting "Cut" from the context menu.
➢ Paste the slide in a new position by right-clicking and choosing "Paste."

SLIDE SHOW:

In Microsoft PowerPoint, the Slide Show feature allows you to present your slides in a dynamic
and interactive manner. Here's an overview of Slide Show functionalities in PowerPoint:

Starting a Slide Show:

1. From the Beginning:

Click on the Slide Show tab in the Ribbon.

Select "From Beginning" to start the presentation from the first slide.
2. From Current Slide:

➢ To start the presentation from the current slide, go to the Slide Show tab.
➢ Choose "From Current Slide."

Navigation during a Slide Show:

1. Using Keyboard Shortcuts:

➢ Press Spacebar, Enter, or the right arrow key to advance to the next slide.
➢ Press the left arrow key or the backspace key to go back to the previous slide.
➢ Press the number keys to jump to a specific slide (e.g., 5 + Enter goes to slide 5).

2. Slide Thumbnails:

➢ Right-click during the Slide Show to access a menu that displays slide thumbnails for
quick navigation.

3. Presenter View:

➢ If using dual monitors, presenter view displays the current slide, upcoming slides,
speaker notes, and more on the presenter's screen while the audience sees only the
slides.

Interactivity and Annotations:

1. Pointer Options:

➢ During the Slide Show, move the mouse to access pointer options such as a laser pointer,
pen, or highlighter.
➢ These tools help draw attention to specific parts of the slide.

2. Annotations:

➢ Use the pen or highlighter to draw directly on the slides during the presentation.
➢ Right-click for additional annotation options.

Slide Show Settings and Options:

1. Slide Transition Effects:

➢ Apply transition effects between slides for visual appeal. Choose from various transition
styles in the Transitions tab.

2. Animation Effects:
 ➢ Add animations to individual elements within slides to control how they appear during
the presentation. Use the Animations tab for this purpose.

3. Slide Show Setup:

➢ Customize slide show settings, including loop options, timings, and presenter options in
the Set Up Slide Show dialog under the Slide Show tab.

Ending a Slide Show:

➢ Press the Esc key to exit the Slide Show and return to the PowerPoint editing view.

TYPES OF VIEW:

In Microsoft PowerPoint, various views are available to assist in creating, editing, and delivering
presentations. These views offer different perspectives and functionalities to aid in different
stages of the presentation development process. Here are the main types of views in
PowerPoint:

Normal View:

1. Slide Pane:

➢ The primary editing area showing individual slides for content creation and editing.
➢ Allows you to add, edit, and format text, images, charts, and other elements within
slides.

2. Outline Pane:

➢ Displays a text-based outline of slide content, allowing for quick organization and editing
of text content across slides.

3. Notes Pane:

➢ A space for adding speaker notes or additional information related to each slide. Speaker
notes are visible to the presenter during the presentation but not to the audience.

Slide Sorter View:

➢ Provides an overall view of all slides in thumbnail form, facilitating easy rearrangement,
deletion, or duplication of slides.
➢ Useful for reordering slides or applying global changes across multiple slides.
Reading View:

➢ A preview mode that displays the presentation in a full-screen format, resembling how it
will appear during a presentation.
➢ Suitable for reviewing the presentation and practicing the delivery without entering the
actual Slide Show mode.

Slide Show View:

➢ Full-screen presentation mode used for delivering the presentation to an audience.

➢ Shows slides in a sequence with transition effects and animations.

Presenter View:

➢ Available when using two monitors, this view provides additional features to the
presenter, such as displaying current and upcoming slides, speaker notes, a timer, and
slide navigation tools.
➢ The audience sees only the slides, while the presenter controls the presentation using
this view.

Notes Page View:

➢ Displays slides with a space for adding and editing detailed notes for each slide.
➢ Useful for creating comprehensive notes to accompany the presentation, printing
handouts, or exporting notes for reference.

Grid and Ruler Views:

➢ Grid View: Shows a grid layout to assist in aligning and positioning objects on slides
precisely.
➢ Ruler View: Displays horizontal and vertical rulers along the slide edges, aiding in object
alignment and positioning.

Slide Master View:

➢ Allows editing the Slide Master, controlling the overall layout, design, and formatting of
the entire presentation, including background, fonts, placeholders, and logos.

Each view in PowerPoint serves a specific purpose, aiding in different aspects of the
presentation creation process, from content creation and organization to delivery and fine-
tuning of the overall design and layout. Utilizing these views effectively can significantly
enhance productivity and the overall quality of presentations.
ANIMATIONS:

In Microsoft PowerPoint, animations add visual interest and dynamic effects to individual
elements within slides, making presentations more engaging. PowerPoint offers various types of
animations that can be applied to text, images, shapes, and other objects. Here are the main
types of animations available:

Entrance Animations:

1. Appear:

➢ Element appears on the slide instantly.

2. Fade:

➢ Gradual appearance by fading in.

3. Fly In:

➢ Element flies in from a specified direction.

4. Zoom:

➢ Element zooms onto the slide.

5. Bounce:

➢ Element bounces onto the slide.

Emphasis Animations:

1. Spin:

➢ Element rotates on its axis.

2. Grow/Shrink:

➢ Element enlarges or shrinks in size.

3. Color Pulse:

➢ Element alternates between two specified colors.

4. Teeter:

➢ Element tilts back and forth.

5. Magnify:

➢ Element enlarges to emphasize.

Exit Animations:

1. Disappear:

➢ Element vanishes from the slide instantly.

2. Fade:

➢ Gradual disappearance by fading out.

3. Fly Out:

➢ Element flies out in a specified direction.

4. Zoom:

➢ Element zooms out of the slide.

5. Collapse:

➢ Element shrinks and collapses out of view.

Motion Paths:

1. Line/Curve/Freeform Paths:

➢ Elements move along a specified path.

2. Custom Paths:

➢ Create your own path for elements to follow.

Action Animations:

1. Triggered by Click:

➢ Animation occurs when clicked during the presentation.

2. Triggered by Time:

➢ Animation occurs after a specific time delay.

Additional Options:
Combined Animations:

➢ Apply multiple animations to an object, creating more complex effects.

Animation Pane:

➢ Manage and control the sequence, duration, and timing of animations using the
Animation Pane.

Smooth Start/End:

➢ Adjust the acceleration or deceleration of an animation for smoother transitions.

Looping Animations:

➢ Set animations to repeat continuously until manually stopped.

Applying Animations:

1. Selecting Elements:

➢ Click on the object (text box, image, shape, etc.) you want to animate.

2. Applying Animations:

➢ Go to the Animations tab in the Ribbon.

➢ Choose an animation from the available options in the Animation group.

3. Customizing Animations:

➢ Use the Animation Pane to adjust the order, timing, and effects of applied animations.

PowerPoint animations allow presenters to create engaging and visually appealing

presentations, enhancing the audience's understanding and retention of information by
emphasizing key points or adding visual interest to the content. Properly applied animations can
significantly enhance the effectiveness of a presentation when used judiciously and
purposefully.

INSERTING OBJECTS:

Certainly! In Microsoft PowerPoint, inserting objects can enhance the visual appeal and
information conveyed within a presentation. Here's how to insert various objects into a
PowerPoint presentation:
Inserting Images:

1. Pictures from File:

➢ Go to the slide where you want to insert the image.

➢ Click on the Insert tab in the Ribbon.
➢ Select "Pictures" to insert an image from your computer.
➢ Browse and select the image file, then click "Insert."

2. Online Pictures:

➢ Alternatively, select "Online Pictures" to search and insert images directly from online
sources like Bing or OneDrive.

Inserting Shapes:

1. Basic Shapes:

➢ Click on the Shapes option in the Illustrations group on the Insert tab.
➢ Select the desired shape from the dropdown list and draw it on the slide.

2. Custom Shapes:

➢ Use the Edit Shape option to modify or create custom shapes to suit your design needs.

Adding Text Boxes:

1. Text Box:

➢ Click on the Text Box option in the Text group on the Insert tab.
➢ Draw a text box on the slide and enter text or information.

2. WordArt:

➢ Create stylized and artistic text by selecting WordArt in the Text group.

Inserting SmartArt:

➢ Go to the Insert tab and select "SmartArt" to create visual representations like diagrams,
processes, or cycles using pre-designed graphics.

Inserting Tables:

1. Insert Table:

➢ Click on the Table option in the Tables group on the Insert tab.
 ➢ Choose the number of rows and columns for the table.

2. Excel Spreadsheet:

➢ Insert an Excel spreadsheet to create and display data tables in PowerPoint.

Embedding Objects:

1. Inserting Objects from Other Files:

➢ Go to the Insert tab.

➢ Click on "Object" in the Text group.
➢ Choose to insert an object from a file (e.g., Word document, Excel spreadsheet, PDF) or
create a new object from available programs.

Inserting Charts:

1. Charts:

➢ Select the data range you want to visualize.

➢ Go to the Insert tab and choose the desired chart type from the Charts group.

Adding Audio/Video:

1. Audio:

➢ Go to the Insert tab, click on "Audio," and select "Audio on My PC" to insert sound
files.

2. Video:

➢ Click on "Video" and select "Video on My PC" to insert video files.

IMPLEMENTING MULTIMEDIA:

Certainly! Adding multimedia elements like audio and video to a PowerPoint presentation can
significantly enhance its engagement and effectiveness. Here's how to implement audio and
video in PowerPoint:

Inserting Audio:

1. Inserting Audio Files:

➢ Go to the slide where you want to insert the audio.

 ➢ Click on the Insert tab in the Ribbon.
➢ Select "Audio" and then choose "Audio on My PC."
➢ Browse and select the audio file from your computer and click "Insert."

2. Formatting Audio Playback:

➢ Once inserted, an audio icon appears on the slide. Click on it to access the Audio Tools.
➢ Under the Playback tab, you can set options like starting the audio automatically,
playing across slides, or looping until stopped.

Inserting Video:

1. Inserting Video Files:

➢ Navigate to the slide where you want to insert the video.

➢ Click on the Insert tab in the Ribbon.
➢ Select "Video" and then choose "Video on My PC."
➢ Browse and select the video file from your computer and click "Insert."

2. Adjusting Video Playback:

➢ Like audio, after inserting the video, a video player icon appears on the slide.
➢ Click on it to access the Video Tools.
➢ Under the Playback tab, configure settings like start, stop, or loop options for the
video.

Formatting and Customizing Multimedia Elements:

1. Size and Position:

➢ Click and drag the corners of the multimedia element to resize it.
➢ Use the alignment guides and rulers to position the audio or video precisely on the
slide.

2. Customizing Playback Controls:

➢ Access the Playback options to adjust volume, hide playback controls, or set specific
playback options.
TEMPLATES:

In PowerPoint, templates serve as pre-designed layouts that provide a starting point for creating
presentations. They offer a consistent design, formatting, and structure, allowing users to focus
on content creation rather than starting from scratch. Templates can be built-in, available by
default in PowerPoint, or user-defined, created or customized by users. Here's an overview of
both types:

Built-in Templates:

1. Default PowerPoint Templates:

➢ PowerPoint provides a collection of professionally designed templates available within

the application.
➢ These templates cover various themes, styles, and layouts suitable for different
presentation purposes, such as business, education, creative projects, and more.
➢ Access built-in templates when starting a new presentation or by navigating to the
"New" section in the File tab.

2. Design Themes:

➢ Each template typically includes a design theme that consists of coordinated colors,
fonts, and effects.
➢ Themes ensure consistency throughout the presentation and can be easily applied or
modified.

User-Defined Templates:

1. Custom Templates:

➢ Users can create their own templates by modifying existing built-in templates or
starting from a blank presentation and designing their layout.
➢ Customize slide backgrounds, fonts, colors, placeholders, and other design elements
according to specific preferences or branding guidelines.

2. Saving Custom Templates:

➢ After customizing a presentation layout, users can save it as a custom template for
future use.
➢ Go to the File tab, select "Save As," choose "PowerPoint Template (*.potx)" from the
Save as type dropdown, and save the file in the designated Templates folder.

Benefits of Using Templates:

➢ Consistency: Ensures a consistent look and feel across all slides.
➢ Timesaving: Saves time by providing ready-to-use designs.
➢ Professional Appearance: Offers professionally designed layouts, fonts, and graphics.
➢ Branding: Allows businesses to incorporate their branding elements for a unified
corporate identity.