Module 4

PowerPoint presentation

Microsoft PowerPoint is a presentation program that allows users to create and share
slides with multimedia content. Whether you’re delivering annual sales statistics to a large
audience or creating a personal side,.A PowerPoint presentation is made up of a series of
slides, which contain the information you want to Communicate with the audience. This
information can include text, pictures, charts, video, sound, and More. This class covers
the essentials of using PowerPoint, including getting started, adding slides, adding Text and
pictures to slides, changing the look of your presentation, and presenting, saving, and
printing your PowerPoint slideshow.how of your recent trip abroad, PowerPoint has all the
tools you need to get your message across.

Features

PowerPoint includes features like:

1. Copilot: Creates presentations from outline or prompts, and converts Word

documents into presentations
2. Designer and Ideas: Helps create well-designed slides
3. 3D objects: Insert 3D objects and animations into presentations
4. Ink: Write on a slide and convert handwritten notes to text
5. Presenter Coach: Helps practice speech and provides recommendations on pacing
and word choice

Uses

PowerPoint can be used for a variety of purposes, including:

1. Education: Can help make education more interactive

2. Marketing: Can be used to show numbers more clearly using graphs and charts
3. Business: Can be used to invite investors or show profits
4. Creating resumes: Can be used to create digital resumes with different patterns and
photograph.

Create and opening presentation

To start Microsoft PowerPoint program in windows operating system, navigate to “start “,

and type the program name PowerPoint. TPresentati ltemp menu, select the ‘PowerPoint’
program to open a new Ms PowerPoint presentation file directly from the list.
Once you open the Ms PowerPoint program, you’ll be able to create a new presentation,
choose a template and access your recently edited presentation files. Choose the blank
presentation option to create a new presentation and access the PowerPoint prom of the

Getting Started

1. Click the start button in the task bar at the bottom of the Screen
2. Select PowerPoint

PowerPoint Start Screen & Templates

When PowerPoint opens, it displays the Start Screen which shows all of the template
Options and open other presentations.

• Click Open Other Presentations to Open a previously created PowerPoint

Presentation.

• More templates can be download off Office.com, search the available Templates by
typing in the Search for Online Templates box.

To get started with a new presentation:

1. Click Blank Presentation.

2. The PowerPoint screen will openhe toolbar can be customized to include additional
commands.

Slides

PowerPoint opens to the first (and so far only) slide in the show.

On the left of the screen is a thumbnail(miniature) version of the slide visible in the slide
Pane. As more slides are added, they are also Displayed in this pane. This area is useful for
Navigating from slide to slide.

Add a New Slide

There are several ways to add a new slide to a presentation.

1. Go to the Home tab → Slides group → New Slide command.

2. Right-click on a slide thumbnail and choose New Slide from the shortcut Menu that
appears.

3. Click on the thumbnail the slide should follow and press Enter on the Keyboard.

NOTE: With Options 2 and 3, the new slide is added with the same layout as the Active slide
used to create it.
Choose the New slide layout.

To change a slide’s layout:

• If the slide has already been added to the presentation

1. Go to Home tab → Slides group → Layout command

2. Select a slide layout from the resulting drop down menu.

• To add a new slide with a specific layout:

1. Go to Home tab → Slides group → New Slide command.

2. Select slide layout from the resulting drop down menu.

Reordering Slides

To change the order of slides:

1. Move the mouse over the thumbnail of the slide you want to move.
2. Click and drag the slide to the location to which you want to move it

Deleting Slides

To delete a slide from a presentation:

1. Right-click on the slide thumbnail and select Delete Slide on the menu That
appears.
OR
2. Click on a slide thumbnail and press Delete or Backspace on the keyboard.

To insert graphs, tables, or diagrams in PowerPoint, you can:

Here are the steps to insert graphs and tables in a PowerPoint presentation:

Inserting Graphs (Charts)*

1. Open your PowerPoint presentation and go to the slide where you want to insert the
graph.

2. Click on the “Insert” tab in the ribbon.

3. Click on “Chart” in the “Illustrations” group.

4. Select the chart type you want to use (e.g., column, line, pie, bar).

5. Click “OK.”

6. Enter your data in the Excel spreadsheet that opens.

7. Customize your chart as needed (e.g., add title, labels, legend).

Inserting Tables*

1. Open your PowerPoint presentation and go to the slide where you want to insert the
table.

2. Click on the “Insert” tab in the ribbon.

3. Click on “Table” in the “Tables” group.

4. Select the number of rows and columns you want.

5. Click “OK.”

6. Enter your data in the table.

7. Customize your table as needed (e.g., adjust column width, add borders).

Alternative Methods*

1. Copy and paste from Excel: Copy a chart or table from Excel and paste it into
PowerPoint.

2. Use PowerPoint’s built-in templates: Choose from various chart and table Templates in
the templates” section.

Tips and Variations*

1. Use images as charts: Insert an image and use it as a chart.

2. Create interactive charts: Use PowerPoint’s “SmartArt” feature.

3. Import data from external sources: Use PowerPoint’s “Data” tab.

4. Animate charts: Use PowerPoint’s “Animations” tab.

5. Customize chart colors: Use PowerPoint’s “Design” tab.

Shortcut Keys*

1. Insert chart: Alt + F1

2. Insert table: Alt + Shift + F10

3. Open Excel spreadsheet: Ctrl + Shift + F10

Here’s a step-by-step guide on how to create diagrams in PowerPoint:

*SmartArt Diagrams*

1. Open PowerPoint and go to the slide where you want to insert the diagram.

2. Click on the “Insert” tab in the ribbon.

3. Click on “SmartArt” in the “Illustrations” group.

4. Choose a diagram type (e.g., hierarchy, process, cycle, etc.).

5. Select a layout and click “OK.”

6. Enter your text in the diagram shapes.

7. Customize the diagram as needed (e.g., add images, change colors).

*Built-in Diagram Templates*

1. Open PowerPoint and go to the slide where you want to insert the diagram.

2. Click on the “File” tab and select “New.”

3. Search for “diagram” in the template search bar.

4. Choose a diagram template (e.g., org chart, flowchart, etc.).

5. Customize the template as needed.

*Shapes and Drawing Tools*

1. Open PowerPoint and go to the slide where you want to insert the diagram.

2. Click diagr“Home” tab in the ribbon.

3. Click on the “Shapes” button in the “Drawing” group.

4. Choose a shape (e.g., rectangle, circle, arrow).

5. Draw the shape on the slide.

6. Add text and customize the shape as needed.

Diagram Type

1. Org Chart

2. Flowchart
3. Mind Map

4. Process Diagram

5. Hierarchy Diagram

6. Cycle Diagram

7. Pyramid Diagram

8. Venn Diagram

Tips and Variations*

1. Use images and icons to enhance diagrams.

2. Create interactive diagrams with hyperlinks.

3. Use animations to illustrate complex processes.

4. Export diagrams as images or PDFs.

5. Collaborate on diagrams with real-time co-authoring.

Shortcut Keys*

1. Insert SmartArt: Alt + F1

2. Insert shape: Ctrl + Shift + F10

3. Group shapes: Ctrl + G

4. Ungroup shapes: Ctrl + Shift + GHere’s a step-by-step guide on inserting clip art and
images in PowerPoint:

*Inserting Clip Art*

1. Open PowerPoint and go to the slide where you want to insert the clip art.

2. Click on the “Insert” tab in the ribbon.

3. Click on “Clip Art” in the “Images” group.

4. Search for clip art by keyword or browse through categories.

5. Select the clip art image you want to use.

6. Click “Insert” to add it to your slide.

*Inserting Images from File*

1. Open PowerPoint and go to the slide where you want to insert the image.

2. Click on the “Insert” tab in the ribbon.

3. Click on “Picture” in the “Images” group.

4. Browse to the location of your image file.

5. Select the image file and click “Insert.”

*Inserting Images from Online Sources*

1. Open PowerPoint and go to the slide where you want to insert the image.

2. Click on the “Insert” tab in the ribbon.

3. Click on “Online Pictures” in the “Images” group.

4. Search for images using Bing or other online sources.

5. Select the image you want to use and click “Insert.”

*Image Formats Supported*

1. JPEG

2. PNG

3. GIF

4. BMP

5. TIFF

Image Editing Tools*

1. Resize and crop images

2. Adjust brightness and contrast

3. Apply effects (e.g., shadow, reflection)

4. Use the “Picture Tools” tab to edit images

Best Practices*

1. Use high-resolution images for clarity.

2. Optimize image file size for presentation performance.

3. Use images that complement your content.

4. Avoid overusing images; balance with text

Here’s a comprehensive guide on customizing animations and templates in PowerPoint:

*Customizing Animations*

1. Select the object you want to animate.

2. Go to the “Animations” tab.

3. Choose an animation effect (e.g., Fade, Fly In, Spin).

4. Customize animation settings:

- Direction

- Speed

- Delay

- Trigger (e.g., click, after previous)

5. Add multiple animations to an object:

- Click “Add Animation”

- Choose another animation effect

6. Reorder animations:

- Click “Animation Pane”

- Drag animations to reorder

*Custom Animation Effects*

1. Entrance: Appear, Fade, Fly In, etc.

2. Emphasis: Grow/Shrink, Spin, Flash, etc.

3. Exit: Disappear, Fade, Fly Out, etc.

4. Motion Paths: Draw custom paths for animations

*Customizing Templates*

1. Open PowerPoint and go to the “File” tab.

2. Click “New” and select “My Templates”.

3. Choose a template category (e.g., Business, Education).

4. Select a template and click “Create”.

5. Customize template elements:

- Colors

- Fonts

- Layout

- Images

Template customisation Options*

1. Theme: Change colors, fonts, and effects.

2. Layout: Adjust slide layout and content.

3. Background: Add images, textures, or solid colors.

4. Placeholders: Add custom placeholders.

Saving Custom Templates*

1. Go to the “File” tab.

2. Click “Save As”.

3. Choose “PowerPoint Template” (.potx).

4. Name and save your custom template.

Here’s how to apply themes to transition slides in PowerPoint:

*Applying Themes to Transition Slides*

1. Open PowerPoint and select the slide(s) you want to apply the theme to.

2. Go to the “Design” tab.

3. Click on “Themes” in the “Themes” group.

4. Select a theme from the gallery.

5. Click “Apply” to apply the theme to the selected slide(s).

Transition Slide Options*

1. Right-click on the slide and select “Transition”.

2. Choose a transition effect (e.g., Fade, Push, Swipe).

3. Adjust transition settings:

- Duration

- Timing

- Sound effects

*Theme-Specific Transition Effects*

1. Some themes come with built-in transition effects.

2. To access these effects, select the theme and click “Transitions”.

3. Choose from theme-specific transition effects.

Customizing Transition Effects*

1. Click on “Transitions” in the “Transitions” tab.

2. Select a transition effect.

3. Customize settings:

- Direction

- Speed

- Delay

- Trigger

*Transition Effect Categories*

1. Subtle: Simple, understated transitions.

2. Exciting: Dynamic, attention-grabbing transitions.

3. Dynamic: Animated transitions with motion.

*PowerPoint Transition Shortcuts*

1. Ctrl+Shift+S: Apply transition to selected slide.

2. Ctrl+Shift+T: Preview transition

*Slide Show Modes*

1. Normal View: Edit slides and preview slide show.

2. Slide Show View: Present slides in full-screen mode.

3. Reading View: View slides in a simplified layout.

*Slide Show Navigation*o

1. Next Slide: Click mouse, press Enter, or use right arrow key.

2. Previous Slide: Press Backspace or use left arrow key.

3. Jump to Slide: Press Ctrl+S and enter slide number.

4. End Slide Show: Press Esc or Ctrl+Break.

*Slide Show Controls*

1. Pause Slide Show: Press Ctrl+P or click Pause button.

2. Resume Slide Show: Press Ctrl+P or click Play button.

3. Hide Slide Show Controls: Press Ctrl+H.

4. Show Slide Show Controls: Press Ctrl+Shift+S.

*Keyboard Shortcuts*

1. Start Slide Show: F5

2. End Slide Show: Esc

3. Next Slide: Enter, Right arrow, or Spacebar

4. Previous Slide: Backspace or Left arrow

5. Toggle Pointer: Ctrl+P

*Mouse Controls*

1. Click: Advance to next slide.

2. Right-click: Open context menu.

3. Scroll wheel: Navigate through slides.

*Presentation Remote Control*

1. Use a presentation remote or mobile app.

2. Connect via Bluetooth or Wi-Fi.

3. Control slide show navigation and animations.

*Slide Show Settings*

1. Slide Show tab: Set slide show options.

2. Slide Show Settings dialog: Customize slide show behavior.

3. Pser View: View notes and next slide.