CHAPTER - 10-Ms

Haramaya University Faculty of Business and Economics
CHAPTER – 10
MICROSOFT POWERPOINT
INTRODUCTION
Microsoft PowerPoint is a presentation graphics program that can be used to
prepare slide shows and present them with style and impact. PowerPoint can be used to
prepare and print handouts for the audience, speaker notes to aid presentation delivery
and OHP (Over Head Projector) transparencies to be used when no computer is available.
10.1. IMPORTANCE
Presentations are collections of related slides that summarize key points of a
report or act as a visual aid during an oral presentation. Whether slides are displayed in
the computer screen or projected onto a flat surface like wall or used as transparencies to
present slide images, power point is used to develop presentations.
A presentation may contain numerous slides. And a slide is the basic unit of a
presentation. Each slide in a presentation can be compared as a page in a document of
MS-Word, as a worksheet in a workbook of MS-Excel and as a record in a database of
MS-Access.
Before starting to prepare a presentation, the following points, has to be taken into
consideration, to prepare an effective presentation.
a) Why the presentation is given? The message that is to be

communicated to the audience has to be determined.
b) Who will be the audience for the presentation and how many
people? Whether it will be a group of managers or corporate executives or
sales people or peers?
c) Where the presentation is given? Consider the size of the room,

acoustics of the room, location of the speaker platform and other factors.
d) When the presentation will take place? Identify the time of day,
placement of the presentation in relation to other presentations and so on.
e) What materials to be used with the presentation? Whether it is

slides or handouts or notes or over head transparencies?
A presentation designed and developed after considering the above mentioned factors,
will be an effective and successful presentation that best conveys the purpose of the
presentation.
Introduction to Computer Applications 1

10.2. STARTING AND EXITING POWERPOINT

Switch on the computer and follow the following steps to start Microsoft
PowerPoint software.
Step 1: Click the Start button.

Step 2: Point to “All Programs” in the Start menu.
Step 3: Point to Microsoft PowerPoint and click.
Now the Microsoft PowerPoint is started and the main screen contains the following
components.
Screen Component Description

Menu bar Provides access to commands used to perform taks.
Title bar Identifies the application name and contains the application
icon, Maximize/Restore, Minimize and Close buttons.
Standard tool bar Contains buttons that serve as short cuts for performing
common menu commands, displaying special tool bars, or
changing screen features.
Formatting tool bar Displays buttons and list boxes to access the most frequently
used formatting commands.
Drawing tool bar Displays tools for creating and formatting drawn objects.
Status bar Displays information about the program status, instructions
for performing selected tasks, active key information,
functions of the tool bar buttons when you point to them and
trouble messages.
Follow the steps given below to exit from Microsoft PowerPoint

Step 1: Click the option File in the main menu.
Step 2: Click the option Exit in the file menu.
10.3. CREATING A PRESENTATION

The following steps are involved in creating a presentation.
1. Selecting a Slide Layout.
2. Selecting a Slide Design – Design Template
3. Entering the information on the slide for the presentation.
4. Setting the effects for individual elements through Custom Animation.
5. Setting the effects for the entire slide through Slide Transition.
10.3.1. Selecting a Slide Layout

Step 1: Click the option File in the main menu.
Step 2: Click the option New in the File menu (the Task Pane appears).
Step 3: Click the option “Blank Presentation” in the Task Pane.
Step 4: Click the Presentation menu button in the Task Pane.
Step 5: A menu appears and click the option Slide Layout.
Step 6: Select the appropriate slide layout for the appropriate contents.

10.3.2. Selecting a Slide Design – Design Template

Step 1: After Selecting a Slide Layout, Click the Presentation menu button
in the Task Pane.
Step 2: A menu appears and click the option Slide Design – Design Template.
Step 3: Select the appropriate Slide Design – Design Template.
10.3.3. Entering the information

Information like Text, Pictures, Motion Pictures, etc. can be entered on the slide
according to the layout selected.
10.3.4. Custom Animation is used to provide Presentation effects for the individual
elements included in the slide.
Step 1: Click the Presentation menu button in the Task Pane and the menu
appears.
Step 2: Click the option Custom Animation in the Presentation menu.
Step 3: Select the item for which the effect is to be given in the slide.
Step 4: The pull down menu Add Effect gets activated and click it.
Step 5: A menu appears and the click the option Entrance in it.
Step 6: Select the appropriate effect in the list.
Step 7: The Speed of the effect can be controlled by selecting the appropriate
option.
Step 8: Set the appropriate Direction or Property for the effect selected.
10.3.5. Slide Transition is used to provide Presentation effect for the entire slide.
Step 1: Click the Presentation menu button in the Task Pane and the menu
appears.
Step 2: Click the option Slide Transition in the Presentation menu.
Step 3: A menu containing different slide effects appears and select the
appropriate effect by clicking it.
Step 4: The Speed of the effect can be controlled by selecting the appropriate
option.
Step 5: For advancing the Slide automatically select the option “Automatically
after” and set the appropriate number of seconds.
Repeat the process of Selecting Slide Layout (10.3.1), Entering information on the
Slide (10.3.3), Setting up Custom Animation (10.3.4) and Setting up Slide Transition
(10.3.5) effects until all the slides of the presentation is prepared and completed. After
completing the entire presentation follow the following steps to view the slide show.
Step 1: Click the option Slide Show in the main menu.
Step 2: Click the option View Show in the Slide Show menu.
Exercise: Using MS-PowerPoint prepare a presentation about Alemaya University in 3

slides applying suitable effects by custom animation and slide transition. Select each
slide in such a way that, the first slide contains the title and a subtitle, the second slide
contains only the text, and the third slide contains both text and picture.

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Haramaya University Faculty of Business and Economics

a) Why the presentation is given? The message that is to be

c) Where the presentation is given? Consider the size of the room,

e) What materials to be used with the presentation? Whether it is

Introduction to Computer Applications 1

10.2. STARTING AND EXITING POWERPOINT

Step 1: Click the Start button.

Screen Component Description

Follow the steps given below to exit from Microsoft PowerPoint

10.3. CREATING A PRESENTATION

10.3.1. Selecting a Slide Layout

Introduction to Computer Applications 2

10.3.2. Selecting a Slide Design – Design Template

10.3.3. Entering the information

Exercise: Using MS-PowerPoint prepare a presentation about Alemaya University in 3

Introduction to Computer Applications 3

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