Microsoft PowerPoint

Prepared by: Alexandro Ponteras

 What Is Microsoft POWERPOINT?

• is a presentation graphics application used to

create professional-looking presentations using a
series of slides.

• is a Multiple Document Interface (MDI)

application
– The user can open more than one document inside
the application.
 History
• The idea for PowerPoint came from the mind of
Bob Gaskins, a former Berkeley Ph.D. student
who realized that the coming age of graphics
interfaces could revolutionize the design and
creation of presentation materials.
• In 1984, Gaskins joined a failing Silicon Valley
software firm called Forethought and hired a
software developer, Dennis Austin. Bob and
Dennis refined the vision and designed
"Presenter" to implement it. Dennis created the
original version of the program with Tom Rudkin.
Bob later suggested the new name "PowerPoint"
which finally became the product name.
How to Start Microsoft PowerPoint
Press CTRL+ESC on
• Click Start the keyboard.

• Programs

• Microsoft POWERPOINT
 Another Way to Start
Microsoft PowerPoint
• Double-click the Microsoft POWERPOINT icon
on the desktop
Microsoft PowerPoint
Opening Dialog Box
• AutoContent Wizard
• Design Template
• Blank Presentation
• Open an Existing
Presentation
 AutoContent Wizard
• The AutoContent Wizard provides templates
and ideas for a variety of presentation types.
Design Template
• PowerPoint
provides many
templates with
different
backgrounds and
text formatting to
begin your
presentation.
 Blank Presentation
• Select Blank Presentation to build the
presentation from scratch with no preset graphics
or formatting
Open an Existing Presentation

• To open an existing presentation,

select from the Menu bar, File >
Open. Select the folder in which the
file to be opened is located in from
the Look in: drop-down menu and
highlight the file on the list. Click on
the Open button to open the
presentation.
Open an Existing Presentation
(continuation…) Area (1) shows
the location of
the displayed
presentations.

Area (2) allows you to

access presentations in
commonly used
locations
Microsoft PowerPoint Screen
Definitions of the Elements of Microsoft
PowerPoint Screen
• Title Bar – located at the very top of the screen,
it displays the name of the active presentation.
You should see “Microsoft PowerPoint –
[Presentation1]” or something similar.
Presentation1 is the default filename given to the
presentation.
• Menu Bar – located directly below the title bar, it
displays the menu. The menu begins with File
and continues with Edit, View, Insert, Format,
Tools, Slide Show, Window and Help. Menus are
used to give instruction to the software. Pressing
the ALT key together with the underscored letter
activates shortcuts for the specified menu
Definitions of the Elements of Microsoft
PowerPoint Screen (Continuation…)
• Toolbars – generally located below the menu bar, it
provides shortcuts to menu commands. To activate the
toolbars, click on View | Toolbars and a list of toolbars
appear. Those with checkmarks are already active. To
activate or deactivate a toolbar, click on the toolbar name.
• Slide Window – located below the ruler, it provides space
to create, edit, and format slides
• Outline Window – located to the left of the slide window, it
allows the user to view the outline of the presentation.
• Notes Window – located below the slide window, it allows
the user to add speaker’s notes to each slide.
Definitions of the Elements of Microsoft
PowerPoint Screen (Continuation…)
• Status Bar – located at the very bottom of the screen, it
provides such information such as the current slide, total
number of slides, and design template used.
• Control Buttons:
minimize – reduces a program or window to a button on the
taskbar.
maximize – enlarges a program or window to fill the screen.
exit – closes the active program.
restore – activates a minimized program or window.
close – closes the active file within the program without quitting
from the program itself
 Screen Views
• PowerPoint gives you four options for viewing
your presentation in addition to the Slide Show.
You can select the page view by clicking on the
View menu, and choosing:
– Normal View
– Slide Sorter View
– Slide Show View
 Normal View
• This view can be divided into two: Slide View and Outline
View, and they can be changed by clicking on the bar tabs
at the top of the Slides/Outline bar.
• outline
– Shows the detailed presentation outline with small windows
for the slide and notes.
– This is the view to use when typing and editing text in a
slide.
• slide
– Shows each slide on the screen.
– This is the view to use when adding images, formatting text,
and adding background style.
 Normal View (continuation..)
Slide View

Outline View
 Normal View (continuation..)
• Slide View
– The slide view displays each slide on the screen and
is helpful for adding images, formatting text, and
adding background styles.
• Outline View
– The detailed presentation outline is displayed on the
majority of the outline bar with small windows for the
slide and notes. This view is recommended for editing
text.
 Slide Sorter View
• A small image of each slide is displayed in Slide
Sorter view. Slides can easily be ordered and
sorted from this screen.
 Task Pane
• The Task Pane a shortcut
menu used to manipulate
and access the features of
PowerPoint. This pane is
found on the right side of
the screen by default. The
Task Pane is one
centralized pane where
you can find several
PowerPoint features; it
replaces several menus in
older versions of
PowerPoint and other
Office programs.
To display or hide the task pane
• To open: From the Menu bar, select View >
Task pane.

• To close it: Click on the small x button at the top-

right corner. The Task Pane is an active pane
which contains several sub-panes.
 Sub Panes of Task Pane
• Getting Started:
– is the default active pane that appears when PowerPoint is
launched. It has two sections: Microsoft Office Online to
connect to the Microsoft Office website and get some
online services, and Open to start working with your
presentation, whether from scratch, or using an existing one.
• Help:
– Search for help topics via Microsoft Office Online, in addition
to locating more web resources on PowerPoint.
• Search Results:
– you can perform a search by writing a question in the
Search box at the top-right corner of the window
Sub Panes of Task Pane (continuation…)
• Clip Art:
– Allows you to insert pictures from Clip Art gallery.
• Research:
– Allows you to research a specific word or phrase online.
• Clipboard:
– Keeps track of all actions like cut, copy, or paste
• New Presentation:
– Allows you to open exiting presentations or create new
presentations from scratch or from templates
• Template Help:
– Provides extra help when working with templates.
Sub Panes of Task Pane (continuation…)

• Shared Workspace:
– A document workspace site is a Microsoft Windows Share
Point Services site that is centered on one or more
documents. Colleagues can easily work together on the
document either by working directly on the document
workspace copy or by working on their own copy.
• Document Updates:
– updates are available if a copy of the presentation is also
available in a document workspace.
• Slide Layout:
– Controls the layout of your slide (how many placeholders
there are for titles, text, pictures…).
Sub Panes of Task Pane (continuation…)

• Slide Design:
– Selects a design template to be used throughout the
presentation.
• Slide Design – Color Schemes:
– Changes the colors used to display the slide
components in a pre-set manner. This feature will
work if a design template is applied.
• Slide Design – Animation Schemes:
– Applies a set of animation effects to the text in a slide
in a preset manner.
Sub Panes of Task Pane (continuation…)

• Custom Animation:
– Allows you to select and apply custom set of
animation effects to all the components in a slide.
• Slide Transition:
– Allows you to select and apply an animation effect for
moving from one slide to another during the slide
show.
Working with slides
 Inserting a New Slide
– There are several ways to insert a new slide:
• Click the New Slide button on the Standard
toolbar.

OR
Select Insert | New Slide from the menu bar.
Inserting a New Slide (continuation..)
– The New Slide dialog box will appear.
 Inserting a Duplicate Slide
• Select the slides to be duplicated.
• Select Insert | Duplicate Slide from the menu
bar.
– Note: Duplicate slides are inserted directly below the
selected slides.
 Deleting Slides
• Display the slide to be deleted in the slide
window.
• Select Edit | Delete Slide from the menu bar.
 Reordering Slides
• There are several ways to reorder slides:
• In Slide Sorter View, click on the slide to be
moved and drag it to its new location.
• OR
• In Normal or Outline View, click the slide icon
beside the number of the slide to be moved and
drag the icon to its new location.
 Changing Slide Layout
• Display the slide to be changed in the slide
window.
• Select Format | Slide Layout from the menu bar.
• The Slide Layout dialog box will appear.
 Applying a Design Template
• A design template is a file that contains the
style in a presentation; including the type and
size of bullets and fonts; placeholder sizes and
positions; background design and fill color
schemes; and a slide master and optional title
master.
 Applying a Design Template
(continuation…)
• Select Format | Design Template from the
menu bar.
• The Apply Design Template dialog box will
appear.
• Select the design template to be applied.
• Click the Apply button.
 Slides with Placeholders
• Placeholders are boxes with dotted lines or
hatch-mark borders that are part of slide layouts.
These boxes hold title and body text or objects
such as charts, tables and pictures.
– Click or double-click (a placeholder will tell you the
appropriate mouse action) on a placeholder.
– Clicking usually allows the user to add text, while
double-clicking allows the user to insert graphics,
tables, charts, or media files.
• Note: Although slides with placeholders have
preformatted objects on the slide, the user may opt to
add other objects such as text boxes, pictures, etc. to the
slide.
 Text Boxes
• Text boxes are movable, resizable containers
for text or graphics that can take the place of
placeholders if the slide does not have a layout.
– Click the Text Box button on the Drawing toolbar.

– Click and drag the mouse over the slide to draw the
text box.
– A cursor will appear allowing the user to start typing.
 Formatting Objects
• Objects are tables, charts,
graphics or other forms of
information. When an object is
selected eight tiny squares, called
handles, appear along its border.
– Right-click on the object to be
formatted.
– Select the menu option that start
with the word Format…
– The Format… dialog box will appear.
 Deleting Objects
• Click on the object to be deleted.
• Press the DELETE key.
Adding Content
 Adding Notes
• In Normal View, display the slide where notes are
to be added in the slide window.
• Click on the notes window and start typing. Each
slide has its own notes.
• Remember, notes will not be seen on the
presentation
 Resize a placeholder or text box
• Select a placeholder or text box by clicking on it with
the mouse. A border with 8 handles will appear
around the text box.
• Resizing using the four handles on the corners will
resize the length and the width of the box
proportionally whereas resizing using the handles on
the sides will resize only the specified direction only.
• Click one of the handles and drag it with the mouse.
Release the mouse button when you are satisfied
with the new size. Move the text box by clicking and
dragging the thick dotted border with the mouse.
 Move a placeholder or text box
• To move a placeholder or text box, you can
either do that by clicking and dragging, or clicking
on the border of the placeholder or text box and
moving it with the arrows of the keyboard.
 Delete a placeholder or text box
• To delete a placeholder or text box from a
template, simply click its border and press the
DELETE key on the keyboard.
 Placeholder or Text box properties
• Select the placeholder or
text box and from Format
menu select Placeholder
or Text Box.
• Under the Colors and
Lines tab, select a Fill
color that will fill the
background of the box.
Change the
Transparency if you want
of the slide background to
show through the color.
 Placeholder or Text box properties
(continuation…)
• Select a Line color that will
surround the box as well as a
Style or Weight for the thickness
of the line and a Dashed property
if the line should not be solid.
• Click the Text Box tab. Change
the Text anchor point to
reposition the text within the text
box.
• Set values in Internal margins to
specify how far you want the text
to be from the left, right, top, and
bottom of the box.
• Click OK to add the changes to
the text box.
Layouts
 Activating the Task Pane
• Press Ctrl+F1 or go to

View >Task Pane

Title Slide
Presentation Slides
Slide Layout
Text Layouts
Content Layouts
Text & Content Layout
Other Layouts
Slide Designs
Slide Transition
Custom Animation
 Custom Animation (continuation…)
• To apply an animation effect you must select first an object to
animate.
 Inserting Objects

– Text
– Clipart
– WordArt
– Audio/Video
– Graphs
– Charts
– Tables
Inserting a Movie Clip/Video
Inserting a Movie Clip/Video (continuation…)
 Saving your work
• To save your work you must go to File > Save.
You will be asked to pick a name for the file /
presentation to save your work in. If you want to
save a different copy / version press on the Save
As button.
Tips on Creating Better Presentations
 Design tips
• Use contrasting colors for the text and the background so the text will be
easy to read.
• 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.
• Use short phrases and sentences to convey your message.
• Use simple slide transitions. Too many different transitions will distract
your audience from the subject of the presentation.
• 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.
• Keep the text simple and easy to read by avoiding many different text
effects such as bold, italics, underlining, different font size within a
sentence, or a different font on the same slide.
• You can use colors to your advantage. Make sure you use colors
comfortable to your audience’s eyes.
Presentation basics and shortcuts
• Begin the slide show by clicking the Slide Show button on the
bottom of the screen or by pressing F5 key.
• Move to the next slide by pressing the SPACE BAR, ENTER,
PAGE DOWN, or right arrow keys or by clicking the left mouse
button.
• Go back to previous slide by pressing BACKSPACE, PAGE UP,
or left arrow key.
• To end the slideshow before it is complete press ESC on the
keyboard.
• A pen tool is available for drawing on the screen with the mouse.
Press CTRL+P or click the right mouse button at any time and a
popup window will appear. Choose Pen and the pointer will
change to a pen that allows you to draw freehand on the screen
using the mouse. Press the E key to erase all pen strokes. Press
CTRL+A to disable the pen feature and revert the pen back to a
pointer arrow.
• If you would like to use the pen to draw on a blank screen during a
presentation, press the B or W keys, or select Screen/Black Screen
from the popup menu and the screen will turn black. Press B or W
again or choose Next from the popup menu to return to the
presentation when you are finished drawing.
• To hide the pointer and button from the screen press the A key.
• To use the above tools, you can press F1 inside your slide show
screen where a list of shortcuts pops out.
• Be sure to preview the slide show using a projector if one will be
used during the presentation.
• Words or graphics that are close to the edge of the screen may be
cut off by the projector.