Experiment # 9

Working with Microsoft Office PowerPoint

Objective

 To understand Basics of Microsoft Office Power Point.

What is PowerPoint?
Microsoft PowerPoint is a presentation design software included in Microsoft 365. This software
allows you to design presentations by combining text, images, graphics, video, and animation on
slides in a simple and intuitive way.
Over time, PowerPoint has evolved and improved its accessibility to users. For this reason, it has
been adapted to the main operating systems and modalities:

 Windows

 MacOS

 iOS

 Android

 PowerPoint Online
Additionally, you can use Word and Excel in this online version. That way, you can make real-
time changes in the cloud without fearing losing your files. Sounds great, right?
What are the best uses of PowerPoint?
PowerPoint has a versatile range of uses.
If you're wondering how to use PowerPoint for different tasks, here’s a list of the things you
can create with this presentation design software:

 Business presentations or Pitch decks.

 Marketing, Sales, and HR plans.

 Project briefs and timelines.

 Inductions to new employees.

 Seminars and educational classes.

 Professional portfolio of photos or designs.

 Presentations of a research summary.

 Presentations for special occasions.

These are just a few examples of the multiple possibilities this Microsoft software offers. Your
imagination is the only limit!

PowerPoint Basics: What are the components of PowerPoint Workspace?

In order to deeply understand this presentation design software, you need to recognize its main
components. To master this tool, we must start with the PowerPoint basics!
A quick note before going any further: when opening PowerPoint, some of the commands in
the ribbons will look grayish, and they won’t highlight when you hover the mouse over them.
This happens since some commands need to be selected to function. For example, if you want to
change the color of a text, you first need to select it.
That being said, let's start with this Guide for PowerPoint beginners:
PowerPoint Main Window
The first aspect to learn is PowerPoint Main Window. To facilitate the explanation, we've
organized its main elements with numbers from 1 to 10:

PowerPoint Window: Main components

Based on that, the main components of PowerPoint window are the following:
1. Quick Access Toolbar: This toolbar allows you to customize commands so that you have
them at hand. To do so, you only have to select it and go to "More commands."
2. Title Bar: This bar shows the name of your file and other "Suggested options," like Slide
Master View. The options you get will vary depending on how you use the commands.
3. File Tab: You’ll see the Home Menu (PowerPoint backstage) by selecting this tab. There you
can create a new presentation, save it, print it, export it, and many other options.
4. The Ribbon: It’s where PowerPoint tabs and tools are. These tools can also be called
"commands" or “features”.
5. More Button or Down Arrow: These arrows allow you to view more tools or layout options.
6. Slides Pane: This pane shows your slides in thumbnail size. Right-clicking each slide allows
you to perform more actions. It's perfect for PowerPoint beginners!
7. Slide: It’s PowerPoint's blank canvas and the frame that will be seen when presenting the file.
8. Placeholders: They are the dotted boxes that store your content.
9. Status Bar: This bar allows you to view the slide number, grammatical errors, speaker notes,
and comments on your file.
10. Zoom: It allows you to enlarge or minimize your PowerPoint workspace. The range is 10 to
400%.
PowerPoint Tabs
The PowerPoint tabs are the control desk of your presentation. Since PowerPoint's features
are too many, they're organized in tabs.
You can switch between tabs as you need. Once you click on a tab, it will open its ribbon, and
there, you'll be able to see all the tools related to that particular category.
This PowerPoint tutorial for beginners will give you an overview of all PowerPoint tabs. Here
you have them:

 Home Tab

 Insert Tab

 Design Tab

 Transitions Tab

 Animations Tab

 Slide Show Tab

 Review Tab

 View Tab
  Recording Tab

 Help Tab
1. Home Tab
The Home tab is the most common tab of PowerPoint. This is the tab you’ll probably use most if
you’re designing your own presentation deck from scratch.

It allows you to add new slides and change the text characteristics: font, size, boldness,
underlining, alignment, etc. If you've ever used Microsoft Word, these features will be familiar to
you.
You will also find commands to edit the characteristics of the geometric shapes you insert.
These include fill color, line color, and shape effects, among others.
2. Insert Tab
The Insert tab is exactly what its name suggests. This ribbon contains all the options for adding
a new element to your PowerPoint presentation.

You can insert a picture, some geometric shapes, icons, or WordArt graphics, among other
things. This tab is really helpful for PowerPoint beginners!
For example, if you have a lot of data in PowerPoint, you could add a chart or diagram to show
your information in a more visual way. You can also embed videos or music into
PowerPoint really easily.

 PowerPoint tip for beginners: To be able to write text on your slides, you need a text
box. So, if you're designing your presentation from scratch, remember to go first to the
Insert tab and add a text box to start writing.
3. Design Tab
If you are one of those people who enjoy choosing the design of a PowerPoint presentation, this
tab will be your favorite.
The Design tab offers a wide range of premade designs, which will allow you to create more
polished slides. Even better, this ribbon allows you to adjust the color palette and change the
overall style of your PowerPoint deck.
The PowerPoint interface, as this basic PowerPoint Tutorial, is really intuitive. We believe that
you won't have any problem with this tab!
4. Transitions Tab
Using transitions in PowerPoint is a dynamic way to move from one slide to the next during a
presentation. This feature is PowerPoint's stamp, so don't miss it!

Some PowerPoint transitions are really classic, like wiping the old slide to present the new one.
Others are somewhat over the top, like the “Vortex” or the “Airplane” effect.
If you click on each kind of transition, you’ll see a preview of how it would look when
presented. Really cool, right?
5. Animations Tab
In case you want to add special effects for certain elements in your slides, the Animations tab
in PowerPoint will interest you.

Like the Transitions tab, you will find various animation effects in this ribbon. It's a matter of
trying and choosing the best one according to your needs!
6. Slide Show Tab
As its name says, the Slide Show tab is about presenting your slides. We really like that it gives
you several options to show up your presentation!

Considering that you're a PowerPoint beginner, you're not likely to use the Slide Show tab very
much.
7. Review Tab
The Review tab is not often used by PowerPoint beginners either.
However, if your job is related to writing or if you work at an international company, this tool
can be extremely useful!

With this tab, you can check the slide's spelling, translate the text in real-time, and add
comments to your slides. This last function can be helpful to give feedback to a colleague.
8. View Tab
This View tab allows you to change the view of your PowerPoint slides and make handouts
from them, among other things.

As you can see, the majority of its commands are really specific. So you won't have any issues
while designing; test and see!
In this section, our favorite command for PowerPoint beginners is Slide Master. Explore
more about this tool in our guide!
9. Recording Tab
In the last versions of this design presentation software, PowerPoint added the Recording tab. As
its name says, it allows you to record all your presentation slides.

This ribbon has advanced commands, so the most common action for a PowerPoint beginner is
to take a screenshot or record the screen sequentially.
10. Help Tab
Finally, there’s the Help tab. If you have any problems or questions about using PowerPoint, you
can go here to find a solution.
In the latest versions, Windows has added a “Show Training” option. You can click this
command to practice the PowerPoint basics since it will download training templates.
We want to conclude this section of our article by saying that, as a PowerPoint beginner, you
must recognize the objective of each PowerPoint tab to master the software.
The next objective is to dominate its most important features. We’re here to make it possible!
Mastering PowerPoint: What are the main features of PowerPoint?
This section is for you if you're ready to explore PowerPoint's tools in more depth.
PowerPoint Feature #1: Crop to Shape
This first PowerPoint feature is simple but effective!
Let's see how to use it:

 First, choose an image you want to cut and insert it into your workspace.

 Once inserted, select it with the mouse.

 Go to the "Picture Format" tab.

 Press the arrow of the "Crop" button (right side of the screen).

 Select "Crop to Shape."

 Choose your favorite shape and customize your PowerPoint presentation!

PowerPoint Feature #2: Merge Shapes

If you don't like any figure enough, you can create one from scratch!
This is possible thanks to the "Merge Shapes" option. Follow these steps to unleash your
creativity:

 First, choose an image you want to cut.

 Check the list of PowerPoint shapes (Insert tab > Shapes).

 Choose two or three figures you want to merge (they can be the same figure).

 Select the figures you are going to merge (see the image).

 Once selected, go to the "Shape Format" tab.

 Press the "Merge Shapes" option and the type of merge you want (test and choose!).

 A new figure will appear, and you must fill it with the image from the first step.

 Stay on the Shape Format tab and go to "Shape Fill" (button in the middle of the ribbon).

 Select "Picture Fill" and browse for your image.

 Select the image to fill your new figure, and that's it!
  PowerPoint tip for beginners: When your merged figure is ready, paste the image to the
background of your slide to achieve a better result. This way, you can use your image as a
canvas and see if both elements fit well.
PowerPoint Feature #3: Insert Icons
This PowerPoint feature is quite easy to follow for PowerPoint beginners!
Just follow these steps:

 Go to the Insert tab.

 Select the "Icons" option.

 A Microsoft 365 library will open, where you can search for the required icon.

 Now, you must insert it into your presentation and adapt it to your design.

 If you have an active Microsoft 365 subscription, you'll have access to a larger number of
icons in PowerPoint.
PowerPoint Feature #4: Insert SmartArt
PowerPoint's SmartArt is one of the most popular and accessible tools to dominate while
learning about PowerPoint basics.
To use it in your slide deck, you must:

 Go to the Insert tab.

 Select SmartArt.

 See all SmartArt categories and choose your favorite based on your needs.

 Add the text you have prepared and adapt it to your presentation.
PowerPoint Feature #5: Remove Background
If you don't know how to use Photoshop and want to remove the background from an image, in
this PowerPoint 101 Guide, we show you how:

 First choose the image you want to remove the background from.

 Insert the image in the PowerPoint workspace.

 Select the image and go to the "Picture Format" tab.

 Select "Remove Background" (first option on the left).

 You can keep and remove parts of the image with the first two tools of the ribbon (see
image).

 Keep in mind that all the sections highlighted in purple will be deleted.
 We recommend zooming in to keep or remove parts of the image with more detail.

 Once you're done, press the "Keep Changes" button.

 Finally, adapt the new image to your PowerPoint presentation.

  PowerPoint tip for beginners: Choose a high-contrast photo or image for best results. In
other words, the outline of the person or object you want to cut out must have clear edges
and cannot blend with the image's background color.
PowerPoint Feature #6: Add Speaker Notes
The latest PowerPoint feature is a command you can use to prepare your speech before
presenting to an audience.

 Select the slide that needs some notes.

 Usually, there is a footer below the slide, but if not, you will have to activate it.

 Go to the View tab and select "Notes."

 The Speaker Notes section will appear, and you can add whatever you want!

 PowerPoint tip for beginners: In case you want to practice your entire presentation and
have a lot of notes, go to the View tab and select "Notes Page" (fourth command). You'll
be able to see all your Speaker Notes faster!
PowerPoint Feature #7: PowerPoint Translator
If you've ever wondered how to translate your PowerPoint Slides, we'll explain the step-by-step
here:

 Go to the Review tab.

 Select the text you want to translate.

 Press the “Translate” button.

  A panel will open on the right side of the screen.

 Choose the language you need, and you'll see the translation in real time.

 If you press Insert, the text will change to the new translation!

PowerPoint Feature #8: Screen Recording

The process of recording your screen in PowerPoint is straightforward and intuitive. Let's see:

 Go to the “Record” or “Recording” tab.

 Press the "Record Slide Show" button or the “From Beginning” button (depending on
your PPT version).

 A new window will open.

 Select the red record button and start recording!

 When you're done, select “Export.”

 By default, the video will be 1080 px. If you want to lower the video quality, go to
"Customize export."

 Name the video, save it to a folder and that's it!

As you may have noticed, this software has endless PowerPoint design options for beginners. We
encourage you to try and test each functionality!
What are PowerPoint templates and where to find them?
A PowerPoint template is a pre-made design that you can use for your own means, and that will
save you a lot of time.
Templates in PowerPoint are a great resource for designing since all the structure is already done,
and you only have to update the content. We can tell you they're the perfect resource for
PowerPoint beginners!
They can be incredibly specific. Templates can also be very general, with several slides with a
similar design.
If you struggle with the artistic part of designing presentations, downloading PowerPoint
templates will be a life changer!
Keep in mind that a well-designed PowerPoint deck helps you communicate stronger
messages to your audience. Don't waste this opportunity to make your presentation shine!

Time to practice! How to make a presentation in PowerPoint?

Now we want to show you how to make a simple PowerPoint presentation. But first, here are
some tips to be more efficient in the process:

 Be clear about what type of presentation you're going to create (is it corporate, playful,
or more creative?).

 Make a draft with the most important information you need to add and, thus, generate
a good structure in your presentation.

 Get inspired by examples on the internet, but adapt them to your needs and audience.
  Make sure your PowerPoint works, you may need to update to the latest version or pay
for the subscription.
Step 1: Make a draft to structure your presentation
As we said before, writing a draft or script of your content will be vital to start on the right foot
as a PowerPoint beginner.
This advice is so important that we choose it as the first step to learning how to make a
PowerPoint presentation. Remember: Planning is key!

Regarding the process of planning, we share some good practices:

 If your presentation will be very long, write down all subtitles and content in a Word
document. This will help you organize your ideas and give a correct sequence to your
narrative. In addition to avoiding redundancies in the message you want to communicate.

 If your presentation will use many visual resources, we recommend choosing high-
quality images. This will help you have a starting graphic base. Some good free image
repositories are Freepick, Unsplash, and Adobe Stock.

 If your presentation is based on data, have all your results summarized or your most
relevant conclusions at hand. The idea of making a PowerPoint presentation is to show
your information in the simplest way possible for your audience.
Step 2: Create a new document in PowerPoint
Once you check that all the functions are working fine with the software, please open it and go to
the File tab. If you've ever used Word or Excel, you'll probably find this Home Menu familiar.
In short, this is the main page of PowerPoint, where you can create a new presentation or open an
older one. Let's see:
In order to follow this part of our PowerPoint Tutorial correctly, take into consideration the
following points:

 On the lower side of the screen, you'll find your recently opened PowerPoint files. This
option is great for saving some time.

 If you don't find the presentation you're looking for, click on the “Open” option at the left
bar and find older files.

 Don't forget to save your presentation with a relatable name so you won't lose sight of it!
Step 3: Choose the perfect design for your presentation
With your information ready in a draft, it's time to choose the design of your PowerPoint slide
deck. You must imagine that the available design options are endless!
For practical reasons, you have three options regarding the design:

 Start a design from scratch (very difficult for a PowerPoint beginner).

 Choose an established PowerPoint design or layout.

 Download a PowerPoint template and modify some details.

How do you set a default design in PowerPoint?

 First, go to the Design tab.

 Open the list of options by clicking on the third arrow.

  Choose the design you like the most for your PowerPoint presentation.

If you want to explore more PowerPoint designs, there is a way to research online. For that, you
only need to:

 Go to the File tab (first tab, next to the Home tab).

 Select "More themes" (see image).

 Use the search engine and write the keyword you want (it can be related to your business
or it can be a color).

 Check the list of PowerPoint themes and choose your favorite.

  Wait a few minutes while it loads and keep designing in PowerPoint!

How do you change the layout of one slide in PowerPoint?

Keep in mind that to have a high-impact presentation, you must adapt your slides' design to the
type of content you'll add. And using layouts is perfect for this purpose.
To change the layout type in PowerPoint, follow these steps:

 Right-click on the slide you want to change.

 Select the "Layout" option.

 You will find more than ten layout models.

 Choose the one that best suits your content.

 Repeat these steps for each slide (if you wish or require).
How do you customize your slides in PowerPoint?
You also can customize your presentation's color palette, font style, background format, and
graphics effects.
Just go to:

 Design tab > Variants.

 Select Colors, Fonts, Effects, or Background Styles (as you need).

 If you're inspired and want to create your own background in PowerPoint, select
Background Styles > Format Background.

 Finally, customize your slides as you want!

Step 4: Add all your information to your presentation
Now, it's time to add all your information to your slides. If your script is long, take your time to
copy each part of it.

Step 5: Add transitions or animations to your presentation

The stamp of PowerPoint is its transitions and animations!
If you want to add them to your presentation and make your speech more fluid, follow these
steps:
  Go to the tabs section of PowerPoint.

 Select "Transitions" or "Animations" and try your favorite effects.

 Remember that if you select Transitions, these will modify the entire slide, while
Animations can be added to each element individually.
When choosing one Animation, you can eliminate it if you aren't 100% convinced. You only
need to:

 Select the Animation number that appears on the corner.

 Press the "Delete" or "Backspace" button on your keyboard.

 Choose another Animation in PowerPoint if you want!

Don't overuse transitions or animations in PowerPoint; they can make your

presentation slower and unprofessional. Use this tool in a subtle way!
Step 6: Refine the final details
As always, every final product must be reviewed. Especially if you're learning the PowerPoint
fundamentals with us.
We recommend reviewing each slide of your PowerPoint presentation one final time. In this
process, you will be able to:

 Add icons if your presentation requires it.

 Change any image or illustration if they don't convince you.

  Change transitions or animations.

 Customize your presentation's color palette.

 Proofread your slides' text or add more information.

 Add speaker notes to your presentation.

Step 7: Slideshow your presentation

When your presentation is finished, it's essential to know how to make a PowerPoint slideshow.
This way, you can see your slides from the exact same perspective your audience will see them.
To slideshow your presentation in PowerPoint, follow these simple steps for PowerPoint
beginners:

 Position yourself on your first slide.

 Go to the bottom right of the software.

 Select the "Slide Show" button (see image).

 Have a look at your presentation by clicking on each slide or pressing the right arrow of
your keyboard.

 To go out from the Slide Show mode, you have to press the ESC key.
Now you can present your slides like an expert!
TASK
Create a simple and visually appealing PowerPoint presentation to share information on a topic
of your choice.
1. Choose a Topic:
 Select any topic you are passionate about or interested in, such as:
o A significant invention or discovery.
o A topic relevant to your studies (e.g., robotics, energy systems, etc.).
2. Design Your Presentation:
 Your PowerPoint should include:
o Title Slide: Include the presentation title and your name.
o Content Slides: At least 6 slides (excluding the title and references slide).
o Visuals: Incorporate images, charts, or icons to make your presentation visually
appealing.
o Consistency: Use a theme, consistent colors, and fonts throughout.
o Text-to-Visual Balance: Avoid clutter; use minimal text with supportive visuals.
3. Incorporate Features:
 Use at least 3 of the following PowerPoint features:
o Slide transitions.
o Animations (e.g., for text or images).
o Charts or graphs.
o Embedded video or audio.
o Hyperlinks (e.g., to external resources or within your slides).
4. Include Speaker Notes:
 Add detailed speaker notes to guide your delivery (visible in Presenter View).