Introduction to IT

Microsoft PowerPoint

Software, and is bundled together with Word, Excel and other

Office productivity tools. The program uses slides to convey information
rich in multimedia. The term” slide” refers to the slide projector, which this
software effectively re-places. PowerPoint is a complete presentation
Graphics package. It gives every-thing that we need to produce a
professional-looking presentation. PowerPoint offers word processing
software, outlining, drawing, graphing, and presentation management tools
all designed to be easy to use and learn.

Brief history

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• July 1984: The idea was created: -Robert Gaskins was hired by
Forethought Inc. as vice president of product development. His task was
to create a new software for graphical personal computers like Microsoft
Windows and Apple Macintosh.

• November 1984: Start of development: -Development officially

started under the name "Presenter". However, they started to work
on the
Macintosh version first.
• January 1987: Funding by Apple: -To continue development, the
team needed more money. Apple's Strategic Investment Group
selected the
company for its first investment.
• January 1987: The name PowerPoint was established: -Originally, they
chose to keep the name "Presenter" for the final software. However, to
everyone's surprise, when they tried to register the trademark, their
lawyers replied that the name was already used by another software
product.
• April 1987: PowerPoint 1.0 (Macintosh): -The first 10.000 copies ofthe
first version of PowerPoint for Macintosh shipped from manufacturing by
Forethought Inc.
• July 1987: Acquisition by Microsoft: -In early 1987 Microsoft started
an internal project to develop a software to "create presentations".
Shortly after, they heard that a company called Forethought had nearly
finished
such a software.

• May 1990: First Windows version of PowerPoint: -Almost 3 years

later, the presentation software was finally released for Windows PCs.
It was announced at the same time as Windows 3.0 and was using the
same
version number as the current Macintosh variant (2.0).

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• October 2003: PowerPoint - 2003September 2018: PowerPoint 2019: -
After the first windows version of PowerPoint, Microsoft continuously
improving PowerPoint such as PowerPoint 3.0, PowerPoint 4.0,
PowerPoint 95, PowerPoint 2003, PowerPoint 2007, PowerPoint 2010,
PowerPoint 2013, PowerPoint 2016, PowerPoint 2019.

Microsoft PowerPoint Uses

The uses of PowerPoint depend on the ability, creativity, and imagination of
users. From learning and exercises, you’ll be able to come up with creative and
imaginative ideas of your own. The following are the uses of PowerPoint.

1. PowerPoint in education
Teachers can use PowerPoint to teach subjects lessons and chapters of any
book. They can create or delegate to produce a complete presentation of a book.
It gives the opportunity to the teacher to cover a topic in the different t slides.
And in each slide, they can manage, highlight, mention, andteach
importantpointsthat are essential to cover on that topic. On the contrary,
students can create their own presentations for self-learning or can create for
teachers to show them. Students can create it for various school programs and
speeches.

2. PowerPoint in business
Business is all about creating a plan, marketing strategies, execution, and
making method to follow and integrate. PowerPoint helps people in business to
create a plan, structure related to the business or organization. In the case of the
training team, you create and showcase the methods with the help of diagrams,
images, and circles. PowerPoint also provides the facility of exceptional
animation effects so you don’t have to buy special animation software.

3. PowerPoint for house-wives

Housewives can easily invest their time in learning PowerPoint presentation.
They can create slide shows in which they can generate numbers, calculations,
alphabets, or all kinds of lessons they want to teach their kids in slideshows.
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Moreover, they can create a photo album and presentation in which they can
showcase their precious moments.

4. PowerPoint in governance and citizen services

As we know that PowerPoint present effective visualization for complex data
and information. It’s very tough to follow directions and systems in a
government office. If the process of anything can present insides or any screen,
then it will become very helpful to the people. PowerPoint documents can be
printed so whenever the citizen visits any government sector they can easily
find or access government services through the file or document.

5. PowerPoint for jobseekers

Through PowerPoint, job seekers can create digital resumes or multimedia
resumes and it will become a unique way of presenting skills and knowledge in
front of interviewers.

Microsoft PowerPoint User Interface

The PowerPoint interface, including the Ribbon, the Slides tab, the presentation
window, the Notes pane, the Comments pane, the Quick Access toolbar, and the
Status bar.

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1. Title Bar-

location: The top part of the power Point window is called title bar.
It is the bar which is in the top window of PowerPoint. The first square is the
quick access toolbar: the quick access toolbar do some quick actions that you
have added, or it is from the first, the back, forward, save and play slides are the
tools that are added to making your work easy.
The second square is for the window management that maximizes, minimize
and close the power window.
The third square is for your presentation name whatever you give the name that
will appear on there.

2. Ribbon -
location: below the title bar.
The ribbon is below the title bar containing tabs and groups. Tabs: File, Home,
Design, Animations, transition, Slideshow, View, Review groups: Clipboard,
Table, Font, Editing, Shapes, contain a paragraph, drawing, Timing, themes and
more.

3. Status Bar -
location: The lowest part of the power point window is called status bar.
The status contains some shortcuts of zooming if you have a desktop or view
shortcuts if you have too many slides in one presentation. The following picture
is the look of the status bar.

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The first square is the view shortcuts that you can view the slides in many
different ways for examples you can see four slides in one window and more.
The second square is the zoom slider if you have a desktop, you can zoom in
and zoom out from the zoom slider.
The third square is the slide counter, as many slides you add the slide counter
will count the slides.

Features of Microsoft PowerPoint

1. Start with a Built-in Layout-
There are really two directions you can go when you're building out a new slide
in Microsoft PowerPoint:

• Design the slide from scratch, dropping in individual placeholder

boxes one after another, adding them one by one until you've got a
slide.
• Try out a built-in layout that includes all of the content boxes that you
need from the beginning.

It's really a no-brainer to start your slide design with a pre-built layout. It's a
time-saver, and it also improves the look of the presentation because all boxes
and content are aligned neatly.

From the Home tab, choose a Layout from the menu option:
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(It's a simple PowerPoint feature, but I've seen far too many presenters draw and
redraw boxes onto the slide. You're far better off using a starter layout and
adjusting it as needed.)

2. Use Slide Master View to Update Designs Consistently-

Most of my favourite PowerPoint features not only save time, but also ensure
that slides are consistent. It's a huge advantage if the logo is in the same spot on
each slide, for example.

Slide masters control the design for multiple slides at the same time. When you
adjust a slide master, each slide that uses that master will have the same
changes.

Go to the View tab and choose Slide Master. Now, add something that you
want to appear on each slide (like a logo or footer text) to the master:

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(In the top screenshot, I've added the logo to the slide master, and you can see
how it is added to multiple slides in the same spot.)

When you return to Normal view, you'll see the changes on each slide that
uses the same master.

Again: it's all about making clean slide designs with consistency. Adjusting the
slide master is a sweet spot of productivity and design excellence.

3. Use Someone Else's Presentation as a Starting Point-

Picasso is credited for having said, "Good artists borrow, great artists steal."
There's nothing wrong with using the hard work of others to build a great
presentation. That's exactly what Envato Elements is for. Elements is an
all- you-can-download subscription service made for every creative. For one
flat rate, you'll get access to over 700 PowerPoint themes.

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I use Envato Elements on literally every creative project that I work on. I
always start browsing on Elements to get ideas for what I'm working on. With
one of the PowerPoint templates, you have a huge head start on creating a
presentation.

This screenshot uses the Hero v1 PowerPoint theme that is included as part of
the Envato Elements subscription package.

The price of Envato is worth it for the PowerPoint themes alone. But for those
who create presentations frequently, you benefit greatly from the stock
photos, graphics, icons, and other assets that can really spice up a
presentation.

Using one of these pre-built templates isn't stealing—it just feels like it
because it makes it so easy. With Elements, you skip the hard work of
designing everything from a blank slate.

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4. Rearrange Slides for Effectiveness-

Most presentations can become markedly better in just a few seconds by simply
rethinking the order that your slides are sequenced. Over and over, I coach
presenters to remember the BLUF principle: bottom line up front.

How many presentations have you sat through where the message was
unclear? By the time you've sat through 30 minutes, you're so inundated with
data that it can be hard to remember the point. Instead, give your conclusion
upfront
And then share why you feel that way.

A top-down view of all the slides in your presentation can help you understand
if they're in the best order, and resequencing them easily.

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The best way to do this with PowerPoint is to switch to Slide Sorter
view. There's no better way to have all of your content in view at the
same time. Switch to it by clicking on View > Slide Sorter.

When I switch to Slide Sorter view, I'm taking a long hard look to ensure
that I'm not burying my conclusion, and I'm building a story that makes
sense sequentially. Drag and drop the slide thumbnails to reorder them in a
concise and BLUF-friendly order.

5. Follow the Guides-

Earlier versions of PowerPoint made it somewhat difficult to align things

consistently on a slide. Now, the guides that you'll see pop up as you drag and
drop objects help ensure that your objects are nice and neat.

In the screenshot below, you can see an example of what I mean. The small red
arrows and dotted lines show how objects relate to each other, and you'll see
them when an object is equidistant between them.

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Try to align objects using these red arrows. Keep an eye out for these helper
lines when you're working in PowerPoint. Using them to align objects will
result in a cleaner slide.

6. Set Slide Sizes-

The key consideration when setting slide size is to consider the size of the
screen you'll present on. Some different types of screens have slightly
different aspect ratios.

To change slide size, go to the Design tab and choose to change the slide
size from the Customize dropdown:

Setting the size of your presentation is important. When you align the two, your
presentation will fill the screen or projector that you're using.

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7. Resize Multiple Objects-

As I mentioned earlier, I think consistency in slides is important for maintaining

a clean look. If you've got multiple images that need to be the same size, there's
an easy feature for doing just that.

A great example of this is when you've got several profile images that need to
be resized consistently. To do this, start off by holding Control on your
keyboard (Command on Mac) and click on all of the images that should be
resized.

Now, make sure that you're on the Format tab on PowerPoint's ribbon. Next
up, find the Size area, and type a number into one of the boxes and press enter.
All of the images will be resized to the same size that you set in the box:

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After you set a starting point on size, you can tweak it to get things perfect. The
important thing is that you keep them all selected, and tweak the size in
lockstep.

8. Clean Up Tables Quickly-

Data tables in PowerPoint are one of the most effective ways to present data.
They're easy for your viewer to quickly glance at and understand numbers with
an easy row-column view.

As you start resizing and tweaking the look of a table in PowerPoint, it's likely
that your rows and columns may become a bit disjointed or messy. I like to fix
this with Distribute Rows, which evens up the sizes of the rows:

I used the Distribute Rows feature to make each row the same size in my data
table.

Highlight the rows, and then go to the Layout tab and click Distribute Rows
to apply an easy fix to your rows.

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9. Learn to Use SmartArt-

Without a doubt, SmartArt is one of my favourite PowerPoint features. Think of

this feature as the sweet spot between infographics and text-only diagrams.

Basically, SmartArt is a way to create flexible graphics that you can update
right inside of PowerPoint. You don't need a separate app to build out your own
graphics and charts.

SmartArt allows you to build out a variety of diagrams, such as hierarchies,

processes, cycles, and more. Basically, you can build out a simple bulleted list,
and the art will adapt to include the points you add.

I'm all about doing as much as you can directly inside of PowerPoint. Features
like SmartArt are a great bridge that cut out one more app like Illustrator or
Photoshop from your workflow.

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10. Try a Theme Variant -

What do you do when you get to the end of designing a presentation, and it just
doesn't feel right?

The easiest solution might be to try a new variant. This simply tweaks the
colour scheme and style of the presentation. On the Design tab, click a
different thumbnail from the Variants selection.

When you change a variant, it will change the entire presentation's colour
scheme as you can see below. One simple click is the easiest way to try an
alternate style:

Changing the theme variant overhauled the entire presentation's color scheme.

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