Lesson completion Date 09-MAY 21

CREATING PRESENTATION
Starting a Powerpoint program
The main features of PowerPoint are:

– PowerPoint gives you several ways to create a presentation.

– Creating slides is the root of all your work with PowerPoint. You can get your ideas
across with a series of slides. – Adding text will help you put your ideas into words.

– The multimedia features makes your slides sparkle. You can add clip art, sound effects,
music, video clips etc.

– Preparing a presentation is easy in PowerPoint. Once if you have created slides, you can
put them in order, time your slide show, and present them to your audience.

start your PowerPoint program in different ways.

One way is using Start button:

1. Click on the Start button

2. In the menu that appears select All Programs→Microsoft Office→Microsoft Office
PowerPoint 2007

Creating Presentations

When you start your PowerPoint Program, you see a Blank presentation.

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In PowerPoint 2007 Office button replaces the File menu of other programs and the bar
below the title bar is known as the Ribbon ( Menu and Tool bars of some other programs).
Ribbon consist of a number of Tabs (Home, Insert, ….) .

Tabs are designed to be task oriented Groups within each Tab break a task into subtasks
Command button in each group carry out a command or display a menu of commands.
You can also go to Office button on the top left corner of the page and click on New. You
can choose a blank presentation from the page displayed.

Installed templates

 Select the Installed templates tab and then select the desired template. The
Installed template provides templates and ideas.
 Select the template you want and move through the wizard by clicking ↓ button or
the scrollbar after making necessary choices.
 Choose the type of presentation you would like and click on Create when finished.
Your presentation is ready for show.

Design Template

 Click on the Installed Themes box to select the Design Template you want to use.
 A number of template names will appear in the white box.
 These Installed Themes give you different backgrounds and text formatting to
begin your presentation. Preview each design by highlighting the template name
on the list. Press Create after you have chosen the design.

Blank Presentations

Select the Blank Presentation to open a Blank Presentation

Slide Layouts

1. Title Slide: This option is useful for beginning a presentation; use this slide if you
want to include subtitles or smaller text underneath a title

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2. Title and Content: Anytime you need to make to list of things that fall underneath a
general subject, choose this layout.
3. Section Header: This option is useful for making a major section within the
presentation
4. Two Content: This is a useful option for putting different elements or text boxes
5. Comparison: This is a useful option for doing pro/con lists.
6. Title Only: This option is great for the beginning of a presentation. No subtitles are
included in this layout
7. Blank: Use this layout if you want a blank slide formatted according to the master
Slide.
8. Content with caption:
9. Picture with caption: Use this option to place title over one linked object.

Selecting the content

There are six types of elements shown inside the text box you can select from the
contents within the slide

1. Insert table

2. Insert chart

3. Insert SmartArt Graphic

4. Insert picture from file

5. Insert Clip Art

6. Insert Media Clip

Open an Existing Presentation

 Select the Open tab from the Office button to open an existing presentation.
 Select the folder the file is located in from the Look in: drop-down menu and
highlight the file on the list.
 Click Open to open the presentation.
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Viewing Slides

 PowerPoint consists of multiple views to help you in the creation and presentation
of your slides.
 These views are Normal, Slide Sorter, and Slide Show.
 The first two views are for creating your presentation and the last one is for
presentation of slide show. You can access these views by clicking the respective
view buttons at the bottom right of the PowerPoint window.
 Or select the View and then the respective command on the menu bar.

Normal View

 View→ Normal command on the menu bar.

 The Normal View divides the screen into three sections: the main window, where
the current slide is displayed; the outline pane on the left; and the notes pane at the
bottom.
 This is where you will do most of your work.
 You can resize each pane by clicking its border and dragging it to the size that you
want it to be.

Slide Sorter View

 View→ Slide Sorter

 A small image of each slide is displayed on Slide Sorter View. Slides can easily be
ordered and sorted using this view.
 You can also use this view to add special effect, such as the transactions that occur
when each new slide appears.

Slide Show View

 View→Slide Show
 The Slide Show View is the view to use when you preview your presentation to
make sure every thing is in place, or when you deliver a presentation to an audience.

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Design Tips

By following the guidelines below, you can prepare best slides.

1. Use contrasting colors for the text and the background so the text will be easy to read.

2. Use font size large enough to be seen from the back of the room where the
presentation will be held. A font size of 24- point or larger is recommended.

3. Use short phrases and sentences to convey your message.

4. Use simple slide transitions. Too many different transitions will distract your audience
from the subject of the presentation.

5. Avoid cluttering the slides with too much text or graphics. Your audience should hear
what you have to say and not be distracted by a busy screen.

6. Keep text simple and easy to read by not using many different text effects such as bold,
italics, underlining, larger font size for emphasis within a sentence, or a different font all
on the same slide.

Working With Slides

You can create new slides by inserting them into your show. When you create a new
slide, you can use any of the nine layouts available in the New Slide dialog box or
choose a blank slide.

1.Applying a Design Template

To add a design template or change the existing one, select Design tag on the Ribbon.
Select the template by clicking on it.

2.Changing Slide Layouts

To change the layout template of the slide select Home→ Layout command on the menu
bar. The Slide Layout dialog box appears with nine layouts. Click on one of the layout
thumbnail images to apply.

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3. Inserting and Editing the Existing Slides as Your New Slides

You can insert slides and then edit them from other files; Cut, Copy and Paste slides; and
duplicate slides. Click on Home → New Slide and select on Duplicate Selected Slides,
Slides From Outline… or Reuse Slides…

Slides from Outline

Home → New Slide → Slides from Outline
Duplicate Selected Slides

To insert a copy of the current slide after the current slide, choose the slide you want to
duplicate, and then Right click for the Duplicate Slide command on the menu bar or press
CTRL+SHIFT+D keys.

4 Reordering Slides

To reorder a slide in Slide Sorter View, simply click on the slide you wish to move and
drag it to the new location. In Normal or Outline View, click on the slide in the slide pane
and move and drag the slide to a new location.

5. Hide Slides

If you do not want a slide to appear during the slide show, but do not want to delete the
slide as it may be used later, the slide can be hidden by right clicking on the slide in the
slide pane and selecting Hide. You can unhide a hidden slide in a similar manner.

6. Moving Between Slides

You can move from one slide to another slide by using the following tools: Scroll Bars:
Use the Scroll Bars to move from one slide to another slide or through the text that is
displayed in the notes pane and the outline pane.

Next Slide and Previous Slide Buttons:

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The Next Slide and Previous Slide buttons move you to the next slide or previous slide in
a slide show. These buttons, indicated by a double-arrow, are located at the bottom of the
vertical scroll bar.

Using Outline Pane: Change to Outline view and then click on the slide that you want to
view. You can move around in the outline pane by using your mouse, or by using up and
down arrow keys.

Working With Text

1. Inserting Text
Outline Text: The outline text can be used to create slides of a similar nature. By using
the Outlining toolbar, you can create heads, lists, and paragraphs.

Text Boxes:

 The text boxes are the way that PowerPoint puts text on a slide. When you create a
slide, and use a specific slide layout, the slide will have one or more text boxes in
it. Simply click on the existing text to add new text.
 Insert→Text Box command on the menu bar and then draw the text box with the
mouse at a place where you want to insert the text box.

If you want to resize a text box, follow the steps given below:

1. Select the text box you wish to resize by clicking on it with the mouse. A border with
eight handles will appear around the text box. The four handles on the corners will resize
the length and width of the box at once while the handles on the sides will resize only in
one direction.

2. Click one of the handles as per your requirement and drag it with the mouse. Release
the mouse button when it is the size you want to be. Move the text box by clicking and
dragging the thick dotted

border with the mouse. If you want to delete a text box from a template, simply click the
border of the text box, and then press the DELETE key on the keyboard.
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2. Formatting Text Format Fonts:
 Select the text that will be formatted by highlighting the text either on the outline
or on the slide.
 Home→Font menu bar or right click on the highlighted selection and select the
Font menu from the popup shortcut menu. Select a font face, size, style, effect, and
color from the Font dialog box

Replace Fonts:

 Home→Replace→Replace Fonts from the menu bar.

 Choose the font you want to Replace from the first drop-down menu and the font it
should be replaced With from the second menu, and click the Replace button.

Line Spacing:

 Home→Line Spacing from the Paragraph menu bar.

 Line spacing - Select the amount of vertical space between lines. A value of "1" is
equal to single spacing and "2" is double spacing. Values between and above these
numbers are valid as well.

Change Case:

 Change the case of the characters in a paragraph by selecting Home→Change Case

 Sentence case - Capitalizes the first letter of the first word in each sentence.
 Lowercase and Uppercase - Changes the case of all the letters.
 Title case - Capitalizes the first letter of every word and reduces the rest to
lowercase.
 Toggle case - The opposite of Title case, it makes the first letter of every word
lowercase and capitalizes the remaining letters.

Bulleted Lists on Design Templates:

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Bulleted lists allow you to clearly display the main points of your presentation on slides.

The text boxes on design templates already include bulleted lists.

Click the placeholder on the slide to begin adding text and press the ENTER key to return
to the next line and add a new bulleted item.

To go to the next line without adding another bullet, hold down the SHIFT key while
pressing ENTER.

Bulleted List from a Text Box

 The Bullets or Numbering from the Home → Paragraph menu bar

 Change the Size of the bullet by changing the percentage in relation to the text.
 Choose a color for the bullet from the Color menu. Click More Colors for a larger
selection.
 Select one of the bullet types shown and click OK. Or click the Picture button to
view the Picture Bullet window. Select one of the bullets and click OK. Or click the
Character button to select any character from the fonts on the computer. Select a
symbol font such as Wingdings or Webdings from the Bullets from drop-down
menu for the best selection of icons. Click on the characters in the grid to see them
larger. Click OK when you have chosen the bullet you want to use.

Bulleted Lists and New Slides from an Outline:

In Normal or Outline view, text can easily be entered in the outline window and new slides
are automatically added. Follow the steps below to become familiar with adding slide
content in Outline view: 1. Next to the Slide 1 icon, type the title of the slide. The text you
type beside the slide icons will be the large-type titles on each slide.

2. Press ENTER key to type the next line. This will automatically create a new slide. To
create a bulleted list for the first slide, press the TAB key or ALT+SHIFT+Right Arrow
keys to demote the selection to a bulleted list item.

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3. Continue entering text for the bulleted list, pressing ENTER key at the end of each line
to create a new bullet.

4. Create a multilevel list by executing the above action again to create a bulleted sublist.
Press ALT+SHIFT+Left Arrow keys to return to the original list. 5. Continue creating new
slides and bulleted lists by using the above actions until the presentation is completed. Use
the formatting instructions below to format the lists. If there is more than one bulleted list
on the slide, the lists will be designated by numbers enclosed in black boxes. The example
below shows the slide created from the outline on the left. The bulleted list on the left side
of the slide is labeled list "1" on the outline and the list on the right is labeled list "2". When
typing the outline, begin typing in the new list by pressing CTRL+ENTER keys.

Numbered List:

Follow these steps to create a numbered list:

1. Create a text box.

2. With the text box selected, choose Home Paragraph → Numbering from the menu bar.

3. Click the Numbered tab at the top of the Bullets and Numbering window.

4. Change the size of the numbers by changing the percentage in relation to the text.

5. Choose a color for the numbers from the Color menu. Click More Colors for a larger
selection.

6. Change the Start at value if the numbers should not begin with 1.

7. Select one of the seven list types shown and click OK.

Text Box Properties

You can change the colors, borders, and backgrounds of a text box with help of the Format
AutoShape dialog box.

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1. Activate the textbox by clicking on it, and then select Format Shape command on the
menu bar. The Format Shape dialog box appears.

2. Under the Fill menu, you can choose the color that will fill the background of the text
box. Check the Semitransparent box if you want the slide background to show through the
color.

3. Select Line color that will surround the box with Solid or Gradient for the color of the
line.

4. Select Line Style for the Style or Weight for the thickness of the line and a Dashed
property if the line should not be solid.

5. Select Shadow for pre-set shadow styles for your text box

6. Select 3D Format and 3D Rotation for 3D effect for your text box

7. Change the text layout from Text Box tab to reposition the text within the text box.

8. Click Close to add the changes to the text box.

Adding Notes

From Normal View, notes can be added to the slide.

These notes will not be seen on your presentation, but they can be printed out on paper
along with the slide the notes refer to by selecting Print What: Notes Pages on the Print
menu.

Spell Check

Correct the spelling in the presentation by selecting Review→Spelling command on the

menu bar or by pressing the F7 key on the keyboard.

1. The spell checker will prompt you to make corrections of the first word that is spelled
wrong.

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2. If the word is spelled correctly, click Ignore or Ignore All if the same word appears
several times during the presentation. If this word will appear in many presentations (such
as your name), click Add to add the word to the dictionary and you won't be prompted by
a misspelling again.

3. If the word is spelled wrong, highlight one of the Suggestions or type your own revision
in the Change to box. Click Change to correct this occurrence of the word or Change All
to correct all occurrences of the word in the presentation.

4. Click Close to abort the spelling check early.

5. When the spell checker has read through the entire presentation, you will be prompted
by a window telling you that the spelling check is complete. Click OK.

Saving And Printing

1. Page Setup: Select Office button→Print Preview from the menu bar to access
options for printing the presentation slides. Select the format the printed slides will
be used for from the Slides drop-down menu.
2. Save as File : To save your presentation slides as a file, select Office button→Save
As command on the menu bar or simply click on the Save button on the toolbar on
top. The Save As dialog box appears. Choose the folder and drive that your file will
be located, type the name of the file, and then click Save in the Save As dialog box
3. Save as Web Page : Presentations can be saved by selecting Office button→Save
As command on the menu bar as explained earlier. However, if you want to post
PowerPoint presentations on the Internet, you may want to save them as Web pages
so that the visitors to your web site can view the presentation even if they do not
have PowerPoint installed on their computers. Select Office→Save As and select
Web Page command from the drop down. Choose your web page directory on the
network from the Look in: drop-down menu and name the file in the File name: box.
Click Save to save the presentation in web format.

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 4. Print : Select Office button→Print command on the menu bar to print the
presentation. The Print dialog box appears. Choose the following options in the Print
box. Print range - Select All to print all the slides in the presentation, Current slide
to print only the current slide, or enter slide numbers in the Slides field to print only
certain slides. Copies - Enter the number of copies of each slide specified in Print
range and check the Collate box if necessary.
Print What –
 Slides - prints a full-page slide on each page.
 Handouts - prints as many slides as you designate on each page.
 Notes Page - prints one slide with that slide's notes on each page
 Outline view - prints the outline of the presentation Click OK to print

Close A Document

To close the current presentation slides file, select Office button→Close command on the
menu bar. If the file contains any unsaved changes, you will be prompted to save the file
before closing.

Exit Powerpoint Program

When finished your work in PowerPoint and closed all the files, you can quite the
PowerPoint program by selecting Office button→Exit PowerPoint command on the menu
bar.

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Keyboard Shortcuts

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