1. Module 4
Microsoft PowerPoint 2010

2. Objectives Components of PowerPoint Basic Concepts & Definition
Working with Presentation
Views in PowerPoint
File Operations
Opening an Existing Presentation
Opening Multiple Presentations
Creating New Presentations
Using the Blank Presentation Option
Using Templates
Saving a Presentation
Closing a Presentation
Modify text
Modify the Appearance of Text
Modify the Slide Structure
Modify the Layout of a Slide
Save a Presentation
Apply Templates
Add tables and Comments to a Presentation
Insert a Picture
Insert a Document
Animate Text and Pictures in a Presentation
Add Transition Effects to Slides in a Presentation
Deliver a Presentation
Print a Presentation

3. Basic Concepts and Definition
What is Power Point?
Power Point (PPT) is a presentation software that enables a user to create powerful presentations
A Presentation is the discussion, explaining of discussion of a subject matter or topic usually delivered to an audience
Presentations created with PPT can have audio and visual effects making them look professional or jazzy as per the requirement
You can create educational presentation for schools to professional presentations for big companies
The aim of a presentation is a educate, inform, report and instruct the audience on the topic under discussion.
PPT allows you to include formatted text, graphics, pictures, sound, and animations in the presentations

4. Basic Concepts and Definition
What is a Presentation?
A PowerPoint presentation is a collection of slides.
A slide is like a frame in a presentation that represents data
During a presentation, the slides are displayed one after the other and the contents of the presentation are displayed through these slides on screen
Presentations are designed for delivering information to an audience
Presentations can contain text to display information or have multi-media effects such as sound videos and animations to make them impressive and interactive
Presentations are saved as files with a .pptx extension

5. Starting Power Point
To start Microsoft PowerPoint 2013 from Windows 7, select the
Start  All Programs  Microsoft Office Microsoft PowerPoint command
This displays the Microsoft PowerPoint window.

6. Screen Layout

7. Screen Layout (2) Slide pane/Editing pane:
It is the workspace that is used to create slides.
Notes pane:
Used to entre notes or detail explanation to slides.
Slides tab:
It enables you to display a miniature image of the presentation slides
Click the image to view the corresponding slide in the slide pane.
Outline tab:
It enables you to display an outline of the slide content.
Navigation pane:
Allows you to scroll through the slides with ease
View button:
Used to switch between views (normal, slide sorter and slide show views)

8. Slide View and Zoom Slides can be resized to give better views.
To resize a slide Click on Zoom from the View tab
To resize the current slide so that it is as large as possible while still fitting completely in the Slides pane, from the View Tab click the Zoom button and fit button or
Click on the fit to windows button on the Zoom Slider
To zoom slider can also be used to increase the size of the slide.

9. Creating a Presentation
New Presentation You can start a new presentation from a blank slide, a template, existing presentations, or a Word outline. 
To create a new presentation from a blank slide:
Click the File Tab
Click New
Click Blank Presentation.

10. Creating a Presentation (2)
To create a new presentation from a template:
Click the Microsoft Office Button
Click New
Click Installed Templates or Browse through Microsoft Office Online Templates
Click the template you choose and Click
Create

11. Creating a Presentation (3)
To create a new presentation from
existing online themes:
Click the Microsoft Office Button
Click New
Click New from Existing
Browse to and click the presentation
To create a new presentation from a Word outline:
Click the slide where you would like the outline to begin
Click New Slide on the Home tab
Click Slides from Outline
Browse and click the Word Document that contains the outline

12. Creating a Presentation (4)
Save a Presentation When you save a presentation, you have two choices: Save or Save As.
To save a document:
Click the File Tab
Click Save
Click the Folder to which you want to save the Presentation.
Type in the Filename.
Click Save.

13. Creating a Presentation (5)
Saving in a Different Format.
PowerPoint 2013 files are saved by default in pptx format.
To save in another file type Click Save as Type.
Choose the file format you wish to save
Click Save.

14. Creating a Presentation (6)
You may need to use the Save As feature when you need to save a presentation under a different name or to save it for earlier versions of PowerPoint.  Remember that older version 2003 and below of PowerPoint will not be able to open PowerPoint 2013 presentation unless you save it as a PowerPoint Format.
To use the Save As feature:
Click the Microsoft Office Button
Click Save As
Type in the name for the Presentation
In the Save as Type box, choose Excel Presentation

15. Creating a Presentation (7)
Add Slides There are several choices when you want to add a new slide to the presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides.
To create a new slide from Office Themes:
Select the slide immediately BEFORE where you want the new slide
Click the New Slide button on the Home tab
Click the slide choice that fits your material

16. Creating a Presentation (8)
To create a slide as a duplicate of a slide in the presentation:
Select the slide to duplicate
Click the New Slide button on the Home tab
Click Duplicate Selected Slides
To create a new slide from another presentation:
Select the slide immediately BEFORE where you want the new slide
Click the New Slide button on the Home tab
Click Reuse Slides
Click Browse
Click Browse File
Locate the slide show and click on the slide to import

17. Creating a Presentation (9)
Themes Themes are design templates that can be applied to an entire presentation that allows for consistency throughout the presentation. 
To add a theme to a presentation:
Click the Design tab
Choose one
of the displayed 
Themes or click
the Galleries button
To apply new colors to a theme:
Click the Colors drop down arrow
Choose a color set or click Create New Theme Colors

18. Background Styles To change the background style of a theme
Click the Background Styles  button on the Design tab
Choose a style.
You can also click Format Background
Select a solid fill, Gradient fill, picture or texture fill.
Click the close button when you are done or
Click the Apply to All to button to apply your formatting to all slides.

19. Working with Content Enter Text To enter text:
Select the slide where you want the text
Click in a Textbox to add text

20. Working with Content (2)
To add a text box:
Select the slide where you want to place the text box
On the Insert tab, click Text Box
Click on the slide and drag the cursor to expand the text box
Type in the text
Select Text
To select the text:
Highlight the text
Positioning a Text Box
To move an textbox, drag it by any
part of its border other than a selection
handle. Select the object, and then position the mouse pointer
over a border so that the pointer turns into a four-headed arrow

21. Working with Content (3)
Copy and Paste
To copy and paste data:
Select the item(s) that you wish to copy
On the Clipboard Group of the Home Tab, click Copy
Select the item(s) where you would like to copy the data
On the Clipboard Group of the Home Tab, click Paste
Cut and Paste
To cut and paste data:
On the Clipboard Group of the Home Tab, click Cut
Select the items(s) where you would like to copy the data

22. Working with Content (4)
Undo and Redo
To undo or redo your most recent actions:
On the Quick Access Toolbar
Click Undo or Redo
Spell Check
To check the spelling in a presentation:
Click the Review tab
Click the Spelling button

23. Formatting Text Change Font Typeface and Size
To change the font typeface:
Click the arrow next to the font name and choose a font. 
Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

24. Formatting Text (2) To change the font size:
Click the arrow next to the font size and choose the appropriate size, or
Click the increase or decrease font
size buttons.
Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text.  They include:  Bold, Italic, and Underline.  To add these to text:
Select the text and click the Font Styles included on the Font group of the Home tab or
Select the text and right click to display the font tools

25. Formatting Text (3) Change Text Color To change the text color:
Select the text and click the Colors button included on the Font Group of the Ribbon, or
Highlight the text and right click and choose the colors tool. 
Select the color by clicking the down arrow next to the font color button.

26. Formatting Text (4)
WordArt are styles that can be applied to text to create a visual effect.
To apply Word Art:
Select the text
Click the Insert tab
Click the WordArt button
Choose the WordArt
To modify the styles of WordArt
Select the WordArt
Click the Format tab for the Drawing Tools
Click the WordArt Fill button, the WordArt Outline button, or the Text Effects button

27. Formatting Text (5)
Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. 
To change the alignment:
Click the Home Tab
Choose the appropriate button for alignment on the Paragraph Group.
Align Left:  the text is aligned with your left margin
Center:  The text is centered within your margins
Align Right:  Aligns text with the right margin
Justify:  Aligns text to both the left and right margins.

28. Formatting Text (6) Indent Paragraphs
To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent. 
Click the Indent button repeated times to increase the size of the indent.
Text Direction
To change the text direction:
Select the text
Click the Text Direction button on the Home tab
Click the selection

29. Adding Content Resize a Textbox To resize a textbox:
Click on the textbox
Click the corner of the box and drag the cursor to the desired size
Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.
To add a list to existing text:
Select the text you wish to make a list
Click the Bulleted or Numbered Lists button

30. Adding Content (2) To create a new list:
Place your cursor where you want the list in the document
Click the Bulleted or Numbered Lists button
Begin typing
Nested Lists A nested list is list with several levels of indented text. To create a nested list:
Create your list following the directions above
Click the Increase or Decrease Indent button

31. Adding Content (3)
Formatting Lists The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
Select the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to change a single bullet.
Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

32. Adding Content (4)
Adding Video Video clips can be added to the presentation. 
To add a video clip:
Click the Movie button on the Insert tab
Choose Movie from File or Movie from Clip Organizer
To edit the video options:
Click the movie icon
Click the Format tab

33. Adding Content (5)
Adding Audio Audio clips can be added to the presentation. 
To add an audio clip:
Click the Audio button on the Insert tab
Choose Sound from File, Sound from Clip Organizer, Play CD Audio Track, or Record Sound
To edit the audio options:
Click the audio icon
Click the Format tab

34. Graphics Adding Picture To add a picture: Click the Insert Tab
Click the Picture  Button
Browse to the picture from Picture Folder
Click the name of the picture
Click insert
To move the graphic, click it and drag it to where you want it

35. Graphics (2) Adding Online Pictures
To add Online Pictures (from the Internet):
Click the Insert Tab
Click the Online Pictures Button
PowerPoint then use the Bing Search Engine to look for the picture type you specify.
Select your preferred picture
from the list displayed.
Click insert.

36. Graphics (3) Editing Pictures
When you add a graphic to the presentation, an additional Tab appears on the Ribbon. The Format Tab allows you to format the pictures and graphics. 
This tab has four groups:
Adjust: Controls the picture brightness, contrast, and colors
Picture Style: Allows you to place a frame or border around the picture and add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic

37. Graphics (4) Adding a Shape To add Shapes: Click the Insert Tab
Click the Shapes Button
Click the shape you choose
Click the Slide
Drag the cursor to expand the Shape
To format the shapes:
Click the Shape
Click the Format tab

38. Graphics (5)
Adding SmartArt SmartArt is a feature in Office 2013 that allows you to choose from a variety of graphics, including flow charts, lists, cycles, and processes.  To add SmartArt:
Click the Insert Tab
Click the SmartArt Button
Click the SmartArt you choose
Click the SmartArt
Drag it to the desired location in
the slide
To format the SmartArt:
Click either the Design or the Format tab
Click the SmartArt to add text and pictures.

39. Graphics (6)
Adding a Photo Album The photo album feature is in PowerPoint 2013 allows you to easily create a photo album to share pictures. To create a photo album:
Click the Photo Album button on the Insert tab
Click New Photo Album
Click File/Disk to add pictures to the photo album
Move the pictures up and down in the order of the album but clicking the up/down arrow

40. Tables Tables are used to display data in a table format.
Create a Table
To create a table:
Place the cursor on the page where you want the new table
Click the Insert Tab of the Ribbon
Click the Tables Button on the Tables Group.  You can create a table one of four ways:
Highlight the number of row and columns
Click Insert Table and enter the number of rows and columns
Click the Draw Table, create your table by clicking and entering the rows and columns
Click Excel Spreadsheet and enter data

41. Tables (2)
Enter Data in a Table Place the cursor in the cell where you wish to enter the information. 
Begin typing.
Modify the Table Structure and Format a Table
To modify the structure of a table:
Click the table and notice that you have two new tabs on the Ribbon:  Design and Layout.  These pertain to the table design and layout.
On the Design Tab, you can choose:
Table Style Options, Table Styles, Draw Borders

42. Tables (3)
To format a table, click the table and then click the Layout Tab on the Ribbon. 
This Layout tab allows you to:
View Gridlines and Properties (from the Table Group)
Insert Rows and Columns (from the Rows & Columns Group)
Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
Merge or Split Cells (from the Merge Group)
Increase and decrease cell size (Cell Size Group)
Align text within the cells and change text directions (Alignment Group)

43. Tables (4) Insert a Table from Word or Excel
Open the Word document or Excel worksheet
Select the chart
Click Copy on the Home tab
Go to the PowerPoint document where you want the chart located
Click Paste on the Home tab

44. Charts
Charts allow you to present information contained in the worksheet in a graphic format. PowerPoint offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. 
To view the charts available
click the Insert Tab on the Ribbon.

45. Charts (2) Create a Chart To create a chart:
Click the Insert tab on the ribbon
Click the type of Chart  you want to create
Insert the Data and Labels

46. Charts (3) Edit Chart Data To edit chart data: Click on the chart
Click Edit Data on the Design tab
Edit data in the spreadsheet

47. Charts (4)
Modify a Chart Once you have created a chart you can do several things to modify the chart. 
To move the chart:
Click the Chart and Drag it another location on the same slide, or
Copy it to another slide
Choose the desired location and click Paste
To modify the chart size:
Click the Chart
Click on any of the corners and drop and drag to resize

48. Chart (5)
Chat Filter
Chart Filters feature is used to quickly exclude certain rows or columns from the chart.
Click the Chart and from the filter icon shown by the side of the chart select the field to add/remove.
Click Apply

49. Charts (6) To modify the labels and titles: Click the Chart
Click the Design tab
Choose the appropriate label or Chart Element you wish to add or change.

50. Charts (7)
Chart Tools The Chart Tools appear on the Ribbon when you click on the chart.  The tools are located on two tabs:  Design and Format.
Within the Design tab you can control the chart type, edit chart data, layout, styles, and location.
Within the Format tab you can control the insertion of pictures, textboxes, and shapes, labels, backgrounds, and shape effects.

51. Charts (8)
Within the Format tab you can adjust the Fill Colors and Chart Area Elements
Paste a Chart from Excel
Open the Excel worksheet
Select the chart
Click Copy on the Home tab
Go to the PowerPoint  document where you want the chart located
Click Paste on the Home tab

52. Slide Transition Effects More Transition Effects
Slide Effects
Slide Transitions Transitions are effects that are in place when you switch from one slide to the next.  To add slide transitions:
Select the slide that you want to transition
Click the Transition tab
Choose the appropriate transition effect or click the Transition dialog box
Slide Transition Effects
More Transition Effects

53. Slide Effects (2) To adjust slide transitions:
Add sound by clicking the arrow next to  Sound.
Adjust the duration the slide would be on display by adjust the time after duration.
Modify the transition entry style by clicking on the speed by clicking on
Effect Options Button.

54. Slide Effects (3) To apply the transition to all slides:
Click the Apply to All button on the Transition tab
To select how to advance a slide:
Choose to On Mouse Click, or
Automatically after a set number of seconds

55. Slide Effects (4)
Slide Animation Slide animation effects are predefined special effects that you can add to objects on a slide. To apply an animation effect:
Select the object you wish to add animations to.
Click the Animations tab on the Ribbon
Click Add animation
Click choose any of the available Effect
Select Entry, Emphasis
and Exit Style.

56. Slide Effects (5)
Record Slide Show When you want to record narration for the slides:
Click the Record Slide Show button
Click Start Recording on the box that is displayed.

57. Slide Effects (6) Rehearse Timings
Use Rehearsed Timings to rehearse the timings of slide with audio.
Click the Rehearse Timings button
Practice speaking and advance the slides as you would in the presentation
When you have completed this click through the end of the slide
Choose whether or not to keep this timing or to retry

58. Delivering a Presentation (1)
Animation Preview To preview the animation on a slide:
Click the Preview button on the  Animations tab
Slide Show Options The Slide Show tab of the ribbon contains many options for the slide show.  These options include:
Preview the slide show from the beginning
Preview the slide show from the current slide
Set up Slide Show

59. Delivering a Presentation (2)
Set Up Slide Show  This option allows you to set preferences for how the slide show will be presented. The options include:
Whether the show will run automatically or will be
presented by a speaker
The looping options
Narration options
Monitor resolutions/options.

60. Delivering a Presentation (3)
On-Screen Show Controls
When you display a slide show, the mouse pointer and show controls are hidden. To make
Back: The leftmost button, takes you back to the previous slide.
Forward: Moves you to the next slide.
Pointers: Opens a menu for controlling the
appearance of the pen or pointer.
See All Slides: Opens a slide-sorter-like view within Slide Show view, from which you can quickly select the slide you want to jump to by looking at thumbnails.
Zoom: Enables you to zoom in on a portion of a slide and then zoom back out again.
Options: Opens the menu shown. It contains a variety of commands
for controlling the presentation, including setting arrow options and controlling display settings and Presenter view.

61. Delivering a Presentation (4)
Blanking a Screen
During a Presentation and there is a pause for discussions and you may need to blank the screen to avoid distractions.
To turn the screen into a blank expanse (White) type W or Comma (,)
To turn the screen into a blank expanse (Black) type B or Period (.)
To return to the presentation, you can press the same key or press any key on the keyboard.
When the screen is completely black or white, you can draw on it for it to serve as a scratch pad.
Anything done on the blank screen is not saved or added as part of the presentation.

62. Delivering a Presentation (5)
On Screen Pen and Pointer
The on-screen pen can be used to lay emphasis on areas and objects in a slide during presentation.
Move the mouse to make the on screen buttons appear.
Click the Pointers button (the one that looks like a pen). A menu appears or right-click and then choose Pointer Options.
Select the Ink Color command for access to the ink color swatches.)
Click the color you want to use.
Move to the main Slide and use the Pen as you wish.

63. Delivering a Presentation (6)
Hiding and Unhiding Slides
Hiding a slide is used to keep a slide in reserve, without making it a part of the main slide. To hide a slide
Switch to Slide Sorter view.
Select the slide or slides that you want to hide.
Click the Hide Slide button in the Set Up group of the Slide Show tab of the ribbon, or right-click one of the selected slides and choose Hide Slide from the shortcut menu.
A diagonal line crosses through the slide indicating that it is hidden. The slide’s content also appears dimmed.
To unhide a slide, select the slide and click Hide Slide again. The slide’s number returns to normal. You can also right-click a
slide and choose Hide Slide again to toggle the
hidden attribute off.
To show hidden slide during a presentation;
In Slide Show view, click the See All Slides button
in the bottom-left corner of the screen.

64. Delivering a Presentation (7)
Custom Shows
Many slide shows have a linear flow, however, however, when the situation becomes more complex, a single-path slide show may not suffice.
On the Slide Show tab, click Custom Slide Show in the Start Slide Show group, and then click Custom Shows. The Custom Shows dialog box opens.
Click New. The Define Custom Show dialog box opens.
Type a name for your custom show in the Slide show name text box, replacing the default name.
In the Slides in presentation list, click the check box for the first slide that you want to appear in the custom show and click add.
Click Ok and Close.

65. Delivering a Presentation (8)
Delivering a Presentation Online
From the Slide Show Tab, click Present Online If desired, mark the enable remote viewers to download the presentation check box. Click Connect. You are connected to the broadcast server.
For your sign-in information; sign in if prompted. A link appears for participants to use to see the broadcast.
Copy this link to the Clipboard (click Copy Link, or select it and press Ctrl + C) and then paste it into an , instant message, or other medium through which you want to share it with others. You can click Send in to automatically start a new containing the link.
Click Start Presentation. The show begins in Slide Show view on your PC.
Show the presentation as you would normally. When you are finished, Normal view reappears.
On the Present Online tab on the Ribbon, click End
Online Presentation. At the confirmation box, click
End Online Presentation.

66. Slide Master
A master is a set of specifications that govern overall formatting and appearance. PowerPoint actually has three masters: the slide master (for slides), the handout master (for handouts), and the notes master (for speaker notes).
The slide master holds the settings from a theme and applies them to one or more slides in your presentation.
A slide master is the representation of a particular theme applied to a particular presentation.
Any text, object, graphic or feature placed on the master slide would appear in all slide of the presentation.

67. Slide Master (2)
A master is a set of specifications that govern overall formatting and appearance. PowerPoint actually has three masters: the slide master (for slides), the handout master (for handouts), and the notes master (for speaker notes).
The slide master holds the settings from a theme and applies them to one or more slides in your presentation.
A slide master is the representation of a particular theme applied to a particular presentation.
Any text, object, graphic or feature placed on the master slide would appear in all slide of the presentation.

68. Slide Master (3) To work with Slide Master.
Click on the View Tab, Click on the Slide Master Button.
While you are working in Slide Master view, you can use the commands on the other tabs in the following ways:
Home Format a text placeholder on a master by selecting it and then clicking buttons in the Font and Paragraph groups.
Insert Add objects such as graphics and WordArt text to a master by clicking buttons.
Click on the Close Slide Master View to close Slide Master.

69. Printing Create Speaker Notes Speaker Notes can be added
to allow you to create notes
for each slide.  To add
speaker notes:
Select the slide
Click View
Click Note Pages
Click the Click to add
Notes section of the
screen
Type in the Notes for that slide

70. Printing (2)
Print a Presentation There are many options for printing a presentation.  They are:
Slides: These are slides that you would see if you were showing the presentation, one slide per page
Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page
Notes Page: This includes the slides and the speaker notes
Outline View: This will print the outline of the presentation
To access the print options:
Click the File Tab
Click Print
In the Print select the print options
you want to use.
Click the Print button.

71. Printing (3) To print preview: Click the File Tab Click Print.
The Preview Window is show to the right of the print Dialog Box.

72. Printing (4)
Package a Presentation There are times when you want to package a presentation with all of the additional files attached as well.  To package a presentation for CD:
Click the File Tab.
Click Export
Click Package for CD
Type a name for the CD
Click Copy to CD or  Copy to Folder

73. PowerPoint Tips Design Tips
Slides should be of a consistent design throughout the presentation
Use graphics and pictures when possible
Remove unnecessary information and graphics
Use contrasting background and text colors
Keep the number of fonts used in the presentation to 3
Keep the fonts consistent throughout the presentation.
All visuals (photos, data displays, symbols, icons, etc.) should clarify and enhance the message or topic.
Animations and/or transitions should deepen meaning and essence of the presentation rather than distract

74. PowerPoint Tips (2) Presentation Tips
Identify the critical information for your presentation
Use no more than 6 bullets per page
Bullets should be short ideas, not complete sentences (these should be your talking points)
To start the Slide Show, Click Slide Show on the Presentation Views group on the View tab
Use the arrow keys to move forward or backward in a presentation
Press the Escape (Esc) key to end the slide show
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. PressCTRL+A to disable the pen feature and revert the pen back to a pointer arrow.

75. PowerPoint Tips (3) Presentation Tips contd.
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.
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.
Spell Check To check the spelling throughout a presentation:
Click the Spelling button in the  Proofing group on the Review tab