3.1.

Introduction to MS-Power Point

Microsoft PowerPoint is a powerful presentation software developed by Microsoft. It is part of
the Microsoft Office suite, which includes other popular applications like Word, Excel, and
Outlook. PowerPoint is widely used by businesses, educators, students, and professionals to
create visually appealing and dynamic presentations.
Here's a brief introduction to some of the key features and functionalities of MS PowerPoint:
1. Slide Creation: PowerPoint allows users to create slides that serve as individual pages within a
presentation. Users can add various types of content to slides, including text, images, charts,
graphs, tables, videos, and more.

2. Templates: PowerPoint offers a wide range of pre-designed templates that users can choose
from to create their presentations quickly. These templates come with built-in layouts, themes,
and formatting options, making it easy to create professional-looking presentations with
minimal effort.

3. Design Tools: PowerPoint provides a variety of design tools to customize the appearance of
slides. Users can change the background color or image, apply different fonts and text styles,
add animations and transitions between slides, and more.

4. Slide Transitions: PowerPoint allows users to add transitions between slides to create smooth
visual effects when moving from one slide to another. Transitions can include effects like fades,
wipes, zooms, and slides.

5. Animation: In addition to slide transitions, PowerPoint also supports animations within

individual slides. Users can animate text, images, and other objects to add movement and
interactivity to their presentations.

6. Slide Show Mode: PowerPoint offers a built-in Slide Show mode that allows users to present
their slides in full-screen mode. During a presentation, users can navigate through slides, control
the pace of the presentation, and interact with the audience using various tools like laser
pointers and annotations.
7. Integration with Other Microsoft Office Applications: PowerPoint seamlessly integrates with
other Microsoft Office applications like Word and Excel. Users can easily import content from
these applications into their PowerPoint presentations and vice versa.

8. Collaboration and Sharing: PowerPoint supports collaboration features that allow multiple
users to work on a presentation simultaneously. Users can also share their presentations with
others via email, cloud storage services, or by exporting them to different file formats like PDF or
video.
Overall, Microsoft PowerPoint is a versatile tool for creating engaging and professional
presentations for various purposes, including business meetings, academic lectures, training
sessions, and more. Its user-friendly interface and extensive feature set make it a popular choice
among presenters worldwide.

3.2. Creating, Opening & saving presentation

Creating, opening, and saving presentations in Microsoft PowerPoint is straightforward and
follows a similar process to other applications in the Microsoft Office suite. Here's a step-by-
step guide:
Creating a Presentation;
1. **Open PowerPoint**: Launch Microsoft PowerPoint by clicking on its icon in the Start menu
(Windows) or the Applications folder (Mac).

2. **Choose a Template (Optional)**: Upon opening PowerPoint, you can choose to start with
a blank presentation or select from a variety of built-in templates. Templates offer pre-designed
layouts and themes to help you get started quickly.

3. **Add Slides**: Once you've selected a template or started with a blank presentation, you
can begin adding slides. Click on the "New Slide" button in the toolbar to insert new slides with
different layouts.

4. **Insert Content**: Populate your slides with content such as text, images, charts, graphs,
tables, videos, etc. You can do this by clicking on the respective buttons in the toolbar or using
keyboard shortcuts.
5. **Customize Design**: Customize the design of your slides by changing the background,
applying themes, adjusting fonts, and adding animations or transitions.

6. **Save Your Presentation**: Before moving on, it's essential to save your presentation. Click
on the "File" tab in the top left corner of the PowerPoint window, then select "Save As" or
"Save" to choose a location on your computer and give your presentation a name.

**Opening a Presentation:**

1. **Launch PowerPoint**: Open Microsoft PowerPoint on your computer.

2. **Navigate to the File Menu**: Click on the "File" tab in the top left corner of the
PowerPoint window.

3. **Select "Open"**: In the File menu, select the "Open" option. This will open a file explorer
window where you can browse for the presentation file you want to open.

4. **Locate and Select Your Presentation**: Navigate to the folder where your presentation is
saved, select the presentation file, and click "Open."

**Saving a Presentation:**

1. **Click on the File Tab**: In PowerPoint, click on the "File" tab in the top left corner of the
window.

2. **Select "Save As" or "Save"**: Choose either "Save As" if you're saving the presentation for
the first time or want to save it with a different name/location, or select "Save" if you're
updating an existing presentation.

3. **Choose Location and Name**: Navigate to the folder where you want to save your
presentation, give it a name, and click "Save."
4. **Choose File Format (Optional)**: You can choose to save your presentation in different file
formats, such as .pptx (default PowerPoint format), .pdf, .ppt, etc., by selecting the appropriate
option from the "Save as type" dropdown menu.

3.3. Formatting Slides

Formatting slides in Microsoft PowerPoint is essential for creating visually appealing and
effective presentations. Here's how you can format slides:

1. **Layout**: Choose the appropriate slide layout for each slide. PowerPoint offers various
layout options, such as title slides, content slides, section headers, and more. You can select a
layout from the "Layout" dropdown menu in the Home tab.

2. **Background**: Customize the background of your slides by selecting a solid color,

gradient, picture, or texture. Go to the "Design" tab, click on "Background Styles," and choose
an option from the dropdown menu. You can also right-click on a slide and select "Format
Background" to access more customization options.

3. **Fonts**: Use consistent and readable fonts throughout your presentation. You can change
the font style, size, color, and formatting from the "Home" tab in the Font group. Additionally,
you can apply predefined font themes from the "Design" tab.

4. **Text Alignment**: Align text properly to improve readability. You can align text to the left,
center, right, or justify it using the alignment options in the "Home" tab.

5. **Bullets and Numbering**: Use bullets and numbering to organize your text effectively.
Select the text you want to format, then click on the Bullets or Numbering button in the
Paragraph group on the "Home" tab.

6. **Paragraph Spacing**: Adjust the spacing between paragraphs to improve the overall
layout of your slides. You can change paragraph spacing using the "Line Spacing" options in the
Paragraph group on the "Home" tab.
7. **Text Boxes**: Use text boxes to add text in specific locations on your slides. You can insert
a text box from the "Insert" tab, then customize its size, position, and formatting as needed.

8. **Shapes and Lines**: Enhance your slides with shapes and lines. You can insert shapes from
the "Insert" tab, then format them with different colors, outlines, and effects from the
"Format" tab that appears when you select a shape.

9. **Images and Graphics**: Insert images and graphics to complement your content. Click on
the "Insert" tab, then select "Pictures" or "Online Pictures" to add images from your computer
or the web. You can also use the "Shapes" and "Icons" options to insert graphical elements.

10. **Charts and Graphs**: Present data visually using charts and graphs. Click on the "Insert"
tab, then select the type of chart or graph you want to insert from the "Charts" or "SmartArt"
dropdown menus.

11. **Slide Master**: Use the Slide Master to apply consistent formatting to all slides in your
presentation. Access the Slide Master from the "View" tab, then customize the slide layouts,
background, fonts, and colors.

3.4. Slide Show and Animation

In Microsoft PowerPoint, the Slide Show and Animation features allow you to create dynamic
and engaging presentations that captivate your audience. Here's an overview of how to use
these features effectively:

**Slide Show:**

1. **Starting a Slide Show**: To start a slide show, click on the "Slide Show" tab in the ribbon,
then select either "From Beginning" to start from the first slide or "From Current Slide" to start
from the currently selected slide. Alternatively, you can press F5 on your keyboard to start from
the beginning.
2. **Navigating Through Slides**: During a slide show, use the arrow keys on your keyboard,
the navigation buttons at the bottom left corner of the screen, or click anywhere on the slide to
advance to the next slide. Press the Backspace or Escape key to go back to the previous slide.

3. **Presenter View (Optional)**: If you're using two monitors, you can enable Presenter View
to view your speaker notes, upcoming slides, and other tools while your audience sees only the
slides. To enable Presenter View, go to the "Slide Show" tab, and click on "Presenter View."

4. **Annotations and Tools**: During a slide show, you can use various tools like a laser
pointer, pen, highlighter, and eraser to annotate your slides. These tools are available in the
lower-left corner of the screen. Right-click on the slide to access additional annotation options.

5. **Slide Show Settings**: Customize your slide show settings by clicking on the "Slide Show"
tab and selecting "Set Up Slide Show." Here, you can choose options like whether to loop the
presentation continuously, show or hide slide timings, and more.

**Animation:**

1. **Adding Animation**: To add animation to objects on your slides, select the object you
want to animate, then go to the "Animations" tab in the ribbon. Choose an animation from the
Animation gallery. You can also click on "Add Animation" to see more options.

2. **Customizing Animation**: After adding an animation, you can customize its properties by
clicking on the "Animation Pane" button in the Advanced Animation group. This allows you to
adjust the timing, duration, and order of animations on each slide.

3. **Triggered Animations**: You can set animations to be triggered by various actions, such as
clicking on a specific object or when transitioning to a particular slide. To set a trigger, select
the animated object, go to the "Animations" tab, and click on "Trigger" in the Advanced
Animation group.
4. **Animation Effects**: PowerPoint offers a variety of animation effects, including entrance,
emphasis, exit, and motion paths. Experiment with different effects to add visual interest to
your slides while avoiding excessive animations that may distract your audience.

5. **Previewing Animations**: To preview animations before presenting, go to the

"Animations" tab and click on the "Preview" button in the Preview group. This allows you to see
how your animations will appear in the actual slide show.

3.5. Inserting Clip Art, Picture, Tables. Chart, Graphs, Organization Chart, Etc.
In Microsoft PowerPoint, you can easily insert various types of content, such as clip art,
pictures, tables, charts, graphs, and organization charts, to enhance your presentations. Here's
how to insert each of these elements:

1. **Clip Art**:
- Click on the slide where you want to insert clip art.
- Go to the "Insert" tab in the ribbon.
- Click on "Clip Art" in the Illustrations group.
- In the Clip Art task pane that appears on the right, enter a keyword in the search box to find
relevant clip art.
- Click on the desired clip art to insert it into your slide.

2. **Picture**:
- Click on the slide where you want to insert a picture.
- Go to the "Insert" tab in the ribbon.
- Click on "Pictures" in the Images group.

- Browse to the location of the picture file on your computer, select it, and click "Insert."

3. **Tables**:
- Click on the slide where you want to insert a table.
 - Go to the "Insert" tab in the ribbon.
- Click on "Table" in the Tables group.
- Select the number of rows and columns for your table in the grid that appears.

- Click to insert the table into your slide, then enter data into the cells as needed.

4. **Charts**:
- Click on the slide where you want to insert a chart.
- Go to the "Insert" tab in the ribbon.

- Click on "Chart" in the Illustrations group.

- Choose the type of chart you want to insert from the Chart type dialog box (e.g., column,
pie, line, etc.).
- Click "OK" to insert the chart onto your slide.
- A spreadsheet will appear where you can enter your data, or you can copy and paste data
from Excel.

5. **Graphs**:

- Graphs are typically created using the chart feature in PowerPoint. Follow the same steps as
above to insert a chart, then enter your data and customize the appearance of the chart as
needed.

6. **Organization Chart**:
- Click on the slide where you want to insert an organization chart.
- Go to the "Insert" tab in the ribbon.
- Click on "SmartArt" in the Illustrations group.
- In the SmartArt dialog box, select the "Hierarchy" category on the left.

- Choose the type of organization chart layout you want to use and click "OK."
- Enter text for each level of the organization chart in the text pane that appears on the left
side of the slide.
3.6. Exporting and printing slides
Exporting and printing slides in Microsoft PowerPoint allows you to share your presentations in
various formats and produce physical copies for distribution or reference. Here's how to export
and print slides:

**Exporting Slides:**

1. **Export as PDF:**
- Click on the "File" tab in the ribbon to open the Backstage view.
- Select "Export" from the options on the left.
- Click on "Create PDF/XPS Document" in the Export options.

- Choose a location to save the PDF file and enter a name.

- Click on the "Options" button to customize settings such as the range of slides to export,
quality, and more.
- Click "OK" to confirm your options, then click "Publish" to export the slides as a PDF file.

2. **Export as Image:**
- Click on the "File" tab in the ribbon to open the Backstage view.

- Select "Export" from the options on the left.

- Click on "Change File Type" and choose "PNG Portable Network Graphics" or another image
format.
- Choose a location to save the images and click "Save." PowerPoint will export each slide as a
separate image file.

3. **Export as Video:**
- Click on the "File" tab in the ribbon to open the Backstage view.

- Select "Export" from the options on the left.

- Click on "Create a Video" in the Export options.
- Choose the quality and timings for the video.
 - Click "Create Video" to export the presentation as a video file.

**Printing Slides:**

1. **Print Slides:**
- Click on the "File" tab in the ribbon to open the Backstage view.
- Select "Print" from the options on the left.
- Adjust settings such as the number of copies, printer selection, and color options in the Print
dialog box.
- Choose whether to print all slides, specific slides, or a range of slides.

- Click "Print" to send the presentation to the printer.

2. **Print Notes Pages:**

- In the Print dialog box, under "Settings," select "Notes Pages" from the dropdown menu.
- Adjust any other settings as needed.

- Click "Print" to print slides with speaker notes below each slide.

3. **Print Handouts:**
- In the Print dialog box, under "Settings," select "Handouts" from the dropdown menu.
- Choose the number of slides per page (e.g., 1, 2, 3, 4, 6, or 9 slides per page).

- Adjust any other settings as needed.

- Click "Print" to print handouts with multiple slides per page.