PowerPoint Tutorial

1. PowerPoint Tutorial Credits: Mr. Azhar Maqsood

2. Outline • Introduction to PowerPoint • Creating a new presentation • Applying a New Theme • Some PowerPoint labels • Editing Slides • Adding a New Slide and Choosing a Layout • Inserting Clip Art/Image/Sounds/Movies on a Slide • Inserting Header/Footers and Slide Numbers • Creating Diagrams and Shapes

3. Outline (contd) • Inserting Slides from an existing presentation • Modifying Slide Masters • Switch views and navigate a presentation • Applying Special Effects • Creating Custom Slide shows • Marking Slides during slide show • Creating speaker notes • Previewing and Printing a presentation

4. What Is PowerPoint? • PowerPoint is a powerful presentation graphics program that provides everything you need to produce an effective presentation in the form of on-screen slides, a slide presentation on a Web site, or black-and-white or color overheads • Using PowerPoint, you can prepare each component of a presentation: • individual slides, • speaker notes, • an outline, and • audience handouts

5. Creating a New Presentation From a Theme • Click the Office Button, and then click New • In the Templates list on the left of the New Presentation dialog box, • click Blank and recent, • In the Blank and recent pane in the middle of the dialog box, click the Blank Presentation icon to create a new presentation with the Office theme OR • in the Templates list on the left of the New Presentation dialog box, click Installed Themes, • In the Installed Themes pane in the middle of the dialog box, click one of the themes • Click the Create button

6. Applying a New Theme • Click the Design tab • In the Themes group, click the scroll arrows to scroll through the themes or click the More button to display all of the themes in the gallery • Click one of the themes in the gallery

7. PowerPoint Labels

8. Modifying a Presentation • A placeholder is a region of a slide, or a location in an outline, reserved for inserting text or graphics • A text box is an object that contains text • An Active text box appears with dashed lines and sizing handles around the text • Sizing handles are small circles and squares on the corners and sides of the text box

9. Modifying a Presentation • A bulleted list is a list of “paragraphs” with a special character to the left of each paragraph • Bulleted item • First bullet • Second bullet • Sub bullet • You can create sub-bullets using ‘increase indent’ button in the paragraph section • A numbered list is a list of paragraphs that are numbered consecutively on the slide • In all your presentations, you should follow the 6 x 6 rule as much as possible: Keep each bulleted item to no more than six words, and don’t include more than six bulleted items on a slide

10. Editing Slides • The slide title text is a text box at the top of the slide that gives the title of the information on that slide • The slide content is a large box in which you type a bulleted or numbered list or insert some other kind of object • You also can enter text using the Outline tab in the left pane of the PowerPoint window

11. Editing Slides • Inside the Home tab, Font and Paragraph section are used to edit text • Their use is the same as that in Microsoft Word with some additional options • In the Fonts section, explore the ‘Text Shadow’ button and the ‘Character Spacing’ button • In the Paragraph section, explore the ‘Text Direction’ button, ‘Align Text’ button and ‘Convert to Smart Art’ button.

12. Adding a New Slide and Choosing a Layout • A layout is a predetermined way of organizing the objects on a slide including placeholders for title text and other objects • When you insert a new slide, Home Slides  New Slide, it appears after the current slide, with the default layout, Title and Content • Go to Home Slides Layoutsto explore different layouts

13. Inserting Clip Art on a Slide • Click the Insert tab on the Ribbon, and then, in the Illustrations group, click the Clip Art button • In the Clip Art task pane, type a search term in the Search for text box e.g. ‘Computer’, and then click the Go button • In the task pane, click the clip art that you want to insert into the slide

14. Inserting an Image on a Slide • Click the Insert tab on the Ribbon, and then, in the Illustrations group, click the Picture button • Navigate to the folder containing the desired picture file • Double-click the picture file that you want to insert on the slide

15. Inserting Sounds into Your Presentation • Go to the slide in which you want to insert the sound • Click the Insert tab on the Ribbon • In the Media Clips group, click the Sound button arrow, then click the desired source of the sound file on the menu • Select the sound file from a specified folder and click the OK button • When asked how you want the sound to start in the slide show, click the Automatically or When Clicked button

16. Inserting Movies into Your Presentation • Go to the slide in which you want to insert the movie • Clickthe Insert tab on the Ribbon, in the Media Clips group, and click the Movie button; Insert Movie dialog box opens • Navigate to the folder containing the movie, click the movie filename from a specified folder, then click the OK button • When prompted about how the movie or sound will start in slide show, click the Automatically or When Clicked button

17. Inserting Footers and Slide Numbers • A header is text that appears at the top of each slide and, as you might recall, a footer is text that appears at the bottom of each slide. • Click the Insert tab, and then, in the Text group, click the Header & Footer button • Do Insert Text Slide Number to number slides

18. Creating a Diagram on a Slide • List diagram • Process diagram • Cycle diagram • Hierarchy diagram • Organization charts • Relationship diagram • Venn diagram • Radial diagram • Target diagram • Matrix diagram • Pyramid diagram Home  Paragraph  Convert to Smart Art  More Smart Art Graphics

19. Creating and Manipulating a Shape • Click the Insert tab on the Ribbon, and then, in the Illustrations group, click the Shapes button • Choose the shape you wish to apply • Click and hold the mouse to draw the shape • Release the mouse button

20. Inserting Slides from Another Presentation • In your current presentation, navigate to the slide before where you want to insert the slides from another presentation • In the Slides group on the Home tab, click the New Slide button arrow • Click Reuse Slides to display the Reuse Slides task pane • In the task pane, click the Browse button, then click Browse File to open the Browse dialog box

21. Inserting Slides from Another Presentation • Navigate to the slides you want to insert into the presentation in the PowerPoint window, click the file, then click the OK button • In the task pane, select or deselect the Keep source formatting check box to retain or not retain the formatting of the slides you want to import • Click each slide you want inserted into your presentation

22. Inserting Slides from Another Presentation

23. Slide Master • Slide master is part of a template  that stores information, including placements of text and objects on a slide, text and object placeholder  sizes, text styles, backgrounds, color themes, effects, and animation. • When you save one or more slide masters as a single template file (.potx), it creates a template that you can use to create new presentations. Each slide master contains one or more standard or custom sets of layout.

24. Modifying Slide Masters • Click the View tab on the Ribbon, and then, in the Presentations group, click the Slide Master button, or press and hold the Shift key, and then, on the status bar, click the Normal button • Click the Slide Master or the layout master thumbnail that you want to modify • Make changes to the master, such as changing the background color; modifying the text size, color, font, or alignment; inserting clip art, bitmapped images, or other graphics; changing the size or location of text placeholders; and so forth • In the Close group, click the Close Master View button or, on the status bar, click the Normal button

25. Switching Views and Navigating a Presentation • At the lower right of the PowerPoint window, on the status bar to the left of the Zoom slider, are three buttons you can use to switch views • Normal view • Slide Sorter view • Slide Show view

26. Moving Slides in Slide Sorter View • In Slide Sorter view, PowerPoint displays all the slides as thumbnails, so that several slides can appear on the screen at once • On the status bar, click the Slide Sorter button • Dragging and dropping slides in Slide Sorter view will rearrange them in the presentation

27. Applying Special Effects • Special effects—such as fading out of one slide as another appears, animated (moving) text, and sound effects to accompany actions—can liven up your presentation, help hold your audience’s attention, and emphasize key points • Special effects can also distract or even annoy your audience

28. Adding Slide Transitions • Switch to Slide Sorter view, then select the slide(s) to which you want to add a transition • Click the Animations tab on the Ribbon • In the Transition to This Slide group, click the More button to display the gallery of transition effects • Click the desired transition effect in the gallery

29. Adding Slide Transitions • In the Transition to This Slide group, click the Transition Sound button arrow to insert a sound effect that accompanies each transition • In the Transition to This Slide group, click the Transition Speed button arrow to modify the speed of the transition • In the Transition to This Slide group, click the Apply To All button to apply the transition to all the slides in the presentation

30. Adding Slide Transitions

31. Animating Bulleted Lists • In Normal view, select the object to which you want to add an animation effect • Click the Animations tab on the Ribbon • In the Animations group, click the Animate button arrow to display a menu of animations, then click the desired animation or • In the Animations group, click the Custom Animation button to open the Custom Animation task pane

32. Animating Bulleted Lists • Click the Add Effect button, point to a style, and then click More Effects to open the Add Entrance Effect dialog box • Click the desired effect, then click the OK button • Click the Start arrow to choose when the animation starts • Click the Speed arrow to choose the speed of the animation

33. Animating Bulleted Lists

34. Setting Up a Self-Running Presentation • A self-running presentation includes Automatic timing • To enable self-running go to Animations tab • At the right most side of the ribbon, select the timing after which you would like PowerPoint to go to the next slide automatically • Click Apply to all, if you want the same timing for all slides

35. Setting Up a Self-Running Presentation A Self Running Presentation has Automatic Timing

36. Creating and Editing a Custom Show • A custom show is a presentation in which selected slides are left out of the presentation or the order of slides is changed without actually deleting or moving slides within the PowerPoint file • On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button, and then click Custom Shows • Click the New button • Select the slides that you want to include in the slide show and click Add • Give a name to the custom slide show

37. Creating and Editing a Custom Show

38. Marking Slides During a Slide Show • Right-click anywhere on the screen, point to Pointer Options on the shortcut menu, then click Felt Tip Pen • Click the left mouse button, then drag to mark the slide

39. Creating Speaker Notes • Notes (also called speaker notes) help the speaker remember what to say when a particular slide appears during the presentation • They appear in the notes pane below the slide pane in Normal view • You can also print notes pages with a picture of and notes about each slide

40. Previewing and Printing a Presentation • PowerPoint provides several printing options • Color, grayscale, or pure black and white • Handouts are printouts of the slides themselves; these can be arranged with several slides printed on a page • Overhead transparency film • Print Preview allows you to see the slides as they will appear when they are printed

41. Things you should know How to • Create a new presentation • Use Themes/Templates • Use Different layouts • Edit Slides • Format Text in Slides • Add Diagrams and shapes • Insert • Clips Arts • Pictures • Sounds • Movies • Header/Footer/Slide Numbers • Slides from existing presentation How to • Use Animations to create • Slide Transitions • Animated Bulleted list • Create Custom Slide Shows • Use a Marker during Slide Shows • Create Speaker Notes • Preview and Print a Presentation