MS Powerpoint

Module 3
Basics
• Microsoft PowerPoint is a computer application program written by
Microsoft. It is mainly used in design for Presentations.
• Microsoft PowerPoint, usually just called PowerPoint, is a
software program developed by Microsoft to produce effective
presentations.
• It is a part of the Microsoft Office suite.
• The program comprises slides and tools like word processing,
drawing, graphing, and outlining.
• Thus, it can display text, tables, chart, graphics, and media in
the slides.
Features of PowerPoint
• Ribbon: PowerPoint has a new, intuitive user interface called the
Ribbon that helps you create better presentations much more
quickly than you could in earlier versions of PowerPoint.
• Live Preview: PowerPoint takes advantage of the live preview
feature to review your formatting choices before you apply them.
• Create Dynamic Presentations: PowerPoint quickly creates dynamic
and great-looking presentations using the redesigned user
interface and new graphics capabilities.
• Video Capabilities: One of the attractive features of Microsoft
PowerPoint is that it allows you to use video in your
presentations. With this software, you can embed a video clip into
one of your slides and use it during the slideshow. When you embed
the video, you can also perform many editing functions, allowing
you to alter the video to your needs for the presentation.
Features of PowerPoint
• Apply a consistent look and feel in one click: PowerPoint comes
with new themes, layouts, and Quick Styles that offer you a wide
range of options when you are formatting your presentations.
• Sharing: Another feature of Microsoft PowerPoint is the ability to
share presentations with other individuals in different locations.
• Dynamically modify shapes, text, and graphics with new tools and
effects: You can now manipulate and work with your text, tables,
charts, and other presentation elements in much richer ways than
ever before.
• Special Effects: With Microsoft PowerPoint, you can use many
special effects to enhance the quality of your presentations.
• Reduce your document sizes and improve file recovery at the same
time: The new compressed Microsoft PowerPoint XML Format offers a
dramatic reduction in file size while offering an improvement in
data recovery for damaged files.
Microsoft Office Button
Microsoft Office Button
Microsoft Office Button
• New: To create a new presentation
• Open: To open an existing presentation
• Save: To save changes made in the open presentation
• Save As: To save the presentation with a specific name to a
preferred location in the computer
• Print: To print the hard copy of the open presentation
• Prepare: To prepare the presentation for distribution
• Send: To send a copy of the presentation to others
• Publish: To distribute the presentation to others
• Close: To close the open presentation
Quick Access Toolbar
• It is located beside the Microsoft Office Button. By default it
shows three commands; Save, Undo and Redo.

• When you click the drop-down arrow at the right end of Quick
Access Toolbar it offers more commands. The desired command out of
these commands can be added to Quick Access Toolbar with a left
click on it.
Quick Access Toolbar

• You can also add the Office Button and Ribbon commands. Just right
click the command and select the "Add to Quick Access Toolbar"
option.
Quick Access Toolbar

• You can also add the Office Button and Ribbon commands. Just
right-click the command and select the "Add to Quick Access
Toolbar" option.
Ribbon and Tabs
Ribbon is located on the top of the PowerPoint window just below
the Title bar. It is made up of seven tabs; Home, Insert, Design,
Animations, Slide Show, Review and View. Each tab is divided into
groups of related commands that are displayed on the Ribbon. To
view additional commands of a group click the arrow at the right
bottom corner of the group.
Slide, Placeholder and Notes
• Slide: Presentation is
created on slides. It lies
in the centre of the
PowerPoint window.
• Placeholder: By default two
placeholders appear in the
slide when you open the
PowerPoint.
• Click to add notes: This
space is provided to create
notes if needed.
Getting started
• Step 1: Press Windows + c to open the search bar
• Step 2: Type PowerPoint & click on the MS Office version you have in your system.
MS Office window will pop up.
Creating a Presentation
• Step 1: Click on the Microsoft button on the top left.
• Step 2: Click on new, and a new Presentation window will pop up.

• Step 3: Click on Create & a new presentation will be created.

• Note: Shortcut for New: Ctrl +n

Saving a Presentation
• Once you have created a presentation, it can be easily saved with the help of the
following steps:
• Step 1: Click on the Microsoft icon
• Step 2: Click on the Save button
• Step 3: A new Window for Save As will pop up.
• Step 4: Select the drive (by clicking on it: Example: Local Drive (D)) in which you want to save
the presentation. Then your drive will open up, select the folder in which you want to save the
presentation (Example: img folder here) & then give the required name to your presentation
(Example: MyPresentation here). Your presentation is created & saved with the provided name.

• Note: Shortcut for save: Ctrl + s

Views
• Views in PowerPoint are divided into two parts:
1. Presentation Views: This part of views contains all the views that are required for the
purpose of presenting your slides to others or as well as for you too. It is divided into five
types and each of them has a specific purpose.
• Normal View: It’s the basic view when you start building your slides. It is generally used
for writing and designing a presentation and consists of two default boxes one is for
title or heading and the second is for multiple tasks.
• Outline View: It is made up of main text, titles, and any important images from each
slide in an outline manner.
• Slide Sorter: Mainly used when user wants to sort their slides in a manner they desired.
Or we can say that this view option is used when the user wants their slides in the
thumbnail form.
Views
• Notes Page: It is the important view among all the views. It makes the slides look like a
page and using this view you can make your notes easily from the slides.
• Reading View: This view is used to read your slides in a way that you are reading some
books.
2. Master Views: This part of view allows you to change the standard slide layouts that
are in-built in PowerPoint. Or we can say that it allows modifying slide and slide layouts.

Slide Master: It allows you to instantly modify your slides and allows you to apply various
formatting styles on your slides.

Handout Master: This view converts your slides into a page that has a by default header
and footer. And you can print these slides into handouts as well. It contains 6 slides on
one page. If you modify the handout master the same changes will appear on all the
pages of the printed handout.
Views
• Notes Master: This view is mainly used when user wants to take print of their slides
and notes. It contains 2 slides on one page. Or we can say that it changes the look of
the presentation into the notes pages view. You are allowed to change the content of
the not master.
• There are two ways to access the views tab in PowerPoint:
[Link] to the views tab

2. Go to the quick access tab

Creating a Presentation
• When beginning a new project in PowerPoint, you'll often want to start with a new
blank presentation.
• Select the File tab to go to Backstage view
Select New on the left side of the window, then click Blank Presentation. A new
presentation will appear.
To create a new presentation from a template:
A template is a predesigned presentation you can use to create a new slide show quickly.
Templates often include custom formatting and designs, so they can save you a lot of
time and effort when starting a new project.
Click the File tab to access Backstage view, then select New.
You can click a suggested search to find templates or use the search bar to find
something more specific. Select a template to review it.
Creating a Presentation
• A preview of the template will appear, along with additional information on how the
template can be used.
• Click Create to use the selected template
• A new presentation will appear with the selected template.
1. Using Auto-content wizard
The AutoContent Wizard is a tool that helps users create presentations quickly by providing a
series of steps and 8–12 slides that can be customized with text and pictures. It's a good
option for beginners to start with PowerPoint because it allows users to focus on content
instead of presentation appearance.
To Use the AutoContent Wizard:
• Click Start.
• Choose Microsoft PowerPoint.
• When the PowerPoint dialog box appears, choose AutoContent Wizard.
• Click OK.
Creating a Presentation
2. Using blank presentation option
• To use the "Blank Presentation" option in MS PowerPoint, simply open the program,
and when prompted to create a new presentation, select "Blank Presentation" - this will
give you a fresh slide with no pre-designed elements, allowing you to build your
presentation from scratch with your own formatting and design choices.
• Key steps:
• Open PowerPoint: Launch the Microsoft PowerPoint application.
• New Presentation: Click "New" to start a new presentation.
• Select Blank: In the "New Presentation" window, choose the "Blank Presentation"
option.
Creating a Presentation
3. Using design template option
• To use a design template in Microsoft PowerPoint, you can do the following:
• Open the presentation
• Select the Design tab
• Choose a design template
• Design templates can help maintain a consistent look across presentations by
providing: Color schemes, Custom formatting for slide and title masters, and Styled
fonts.
• When a design template is applied, the new template's color scheme and slide master
replace the original presentation's. All new slides will have the same custom look.
Adding and deleting a slide
• Add a slide
• Select the slide that will come before the new slide, then select Home > New Slide.
Press Ctrl + M on Windows or Command + Shift + M on Mac.
Delete a slide
• Right-click the slide you want to delete and select Delete Slide. You can also select the
slide and press Delete or Backspace on your keyboard. To delete multiple slides, hold
Ctrl and select the slides, then right-click and select Delete Slide.
Duplicate a slide
• Right-click the slide you want to duplicate, then select Duplicate Slide. The duplicate
will be inserted after the original slide.
Rearrange slides
• To move a single slide, click the slide's thumbnail in the left pane, then drag it to the
new location. To move multiple slides, hold Ctrl and click each slide you want to move,
then drag them together to the new location.
Importing images from the outside world
• Go to the "Insert" tab: Click on the "Insert" tab in the PowerPoint ribbon.
• Select "Pictures": Within the "Insert" tab, click on the "Pictures" option.
Choose image source:
• "This Device": To import an image from your computer, select "This Device" and
browse to the image file.
• "Stock Images": Access pre-selected stock images provided by Microsoft.
• "Search the Web": Search for an image directly online using Bing Image Search.
• Search and select image: Type your search query in the search bar, and select the
desired image from the results.
• Click "Insert": Once you've chosen the image, click "Insert" to add it to your slide.
Importing images from the outside world
Important points to consider:
Copyright:
• When searching for images online, always be mindful of copyright laws and ensure you
have the right to use the image in your presentation.
Image resizing:
• After inserting an image, you can resize it by dragging the corner handles to fit your
slide layout.
Image formatting:
• You can further customize the image by adjusting its transparency, adding borders, or
applying picture styles.
Drawing in Powerpoint
To draw in PowerPoint, you can use the Draw tab to select a pen or highlighter, and then
click and drag to create shapes or write words:
1. Select the Draw tab
2. Choose a pen or highlighter tool
3. Customize the pen tool by selecting Modify Tool
4. Click and drag with the mouse or trackpad to draw
You can also draw during a presentation by:
1. Turning on Use Presenter View on the Slide Show tab
2. Clicking the Pen button in the lower left corner of the slide
3. Clicking and dragging the mouse to draw on the slide
Transition and build effects
Key differences:
• Transition effects apply to the entire slide change, while build effects are applied to
specific objects like text boxes, images, or shapes on a single slide.
• Transition effects create a smooth flow between slides, while build effects help control
the pace of information delivery within a slide by revealing elements one at a time.
How to access them in PowerPoint:
Transition effects:
• Select the slide you want to add a transition to.
• Go to the "Transitions" tab.
• Choose a transition effect from the gallery (like "Fade," "Push," "Wipe").
Transition and build effects
Animation effects:
Step 1 − Go to the Animation ribbon and click on
the Animation Pane to display the animation sidebar.
Step 2 − Select one of the objects in the slide and
click the Add Animation menu option.
Step 3 − Choose from one of the Animation options.
 Entrance will cause the object to appear on the
screen.
 Emphasis will cause the object to be emphasized
without appearing or leaving the screen.
 Exit will cause the object to disappear from the
screen.
• Step 4 − Once you add the animation for an object,
it will appear in the Animation pane.
Transition and build effects
Step 5 − By default, all the animations are initiated by
a click, but you can change this. To change the
trigger, right-click on the animation object on the pane
and choose an alternate trigger.

 Start On Click will cause the animation to start

when you click the mouse.

 Start With Previous will cause the animation to

begin with the previous animation; if this is the first
object, it will begin as soon as you reach the slide
during the slide show.

 Start After Previous will cause the animation to

begin after the previous animation ends.
Transition and build effects
Step 6 − From the timing section, you can also
manipulate the animation timings.

Step 7 − To preview the animation settings, just

click Play on the animation pane.
Add slide numbers
To add slide numbers in PowerPoint, you can:
• Go to View > Normal
• Select Insert > Slide Number
• Select Slide Number and enter the starting slide number
• Select Apply to all or Apply
You can also add slide numbers to all slides by:
• Selecting Insert > Header & Footer
• Selecting the Slide number check box on the Slide tab
• Entering the starting slide number in the Starts at box
• Selecting Apply to All
Spelling Check
One of the best proofing tools available in
PowerPoint is the spelling check. This is an
automated proofing feature which will
review the entire presentation for errors. To
use this feature, you need to first set the
Proofing language from the Language
section under the Review ribbon.
In the Language dialog, you can select the
language you want to use for your
presentation. If you have some content
selected, you can click OK and select it for
just that section. If you want to use the
selected language for the entire
presentation you should click default
Spelling Check
Once the proofing language is set you can
see it at the bottom of the PowerPoint
window. If there are proofing errors in the
presentation, you will also see an icon of a
book with a red cross on top of it.
Spelling Check
Spelling Check
You can review the errors in the
presentation by clicking on the red cross at
the bottom of the window or by clicking on
"Spelling" under the Proofing section in
the Review ribbon.
Spelling Check
From the Spelling dialog, you can take the necessary actions to ignore, correct or edit the
errors in the presentation. The table below describes the various options you have in the
Spelling dialog.
CONTENT TRANSLATION

• One of the newer features in PowerPoint is

the content translation. This feature allows
you to select content and have it translated
into a different language. The following steps
will help you translate content in PowerPoint.

• Step 1 − Select the text to be translated

and click on Translate - Translate Selected
Text under the Language section of
the Review ribbon.
CONTENT TRANSLATION

Step 2 − In the research sidebar, the "From"

language is set to default language settings
for the content. The "To" language is set to
the alphabetically first language supported by
PowerPoint.
CONTENT TRANSLATION

Step 3 − From the "To" language dropdown,

select the language you want the selected
portion of text translated into. Click
on Insert to replace the selected text from the
default language to the new translated text.

Step 4 − Notice that if you replace the portion

of text using translation, the default language
for the replaced text also changes
automatically.
SPECIAL CHARACTERS

Step 1 − In the Insert Tab, under the

Symbols group, click on
the Symbol command.

Step 2 − In the Symbol dialog, select one of

the special characters you want to insert in the
presentation.
SPECIAL CHARACTERS

Step 3 − If you cannot find the character you

are looking for, you can change the font subset
from the dropdown and look at a new set of
characters.
SPECIAL CHARACTERS

Step 4 − If you know the character code of the

symbol, you can enter it in the Character
Code field and search for it.

Step 5 − To insert a character, you can either

double-click on it in the Symbol dialog or,
select it and press the Insert button.

Step 6 − The Symbol dialog does not

disappear after you insert a character, which
means you can add as many characters as
you want from this dialog.

Step 7 − Once you are done, you can

click Close to close the dialog.
FONT MANAGEMENT
The font management can be accessed from
the Home ribbon in the Font group.

You can also access font management features by

selecting a text box, right-clicking and
selecting Font.
FONT MANAGEMENT
The font management can be accessed from the Home ribbon in the Font group.

You can also access font management features by selecting a text box, right-clicking and
selecting Font.
FONT MANAGEMENT
[Link] Features & Description

1 Font Type
Defines the font type like Arial, Verdana, etc.

2 Font Size
Defines the font size. Besides, there are icons to increase and decrease the font
size in steps in the Font group.

3
Font Style
Defines font styles like Regular, Bold, Italics or Underlined.

4 Font Color
Specifies the font color.

5 Font Effects
Defines effects like shadow, strikethrough, subscript, superscript, etc.

6
Character Spacing
Specifies character spacing like loose, tight, normal, etc.
Text Decoration
Text Decoration
[Link] Icon & Description

Makes the font face bold

Makes the font face italics (slanted font)

Underlines the font face

Adds shadow to the font face

Strikes through the font face

Adjusts the character spacing for the font. Predefined settings are very tight, tight,
normal, loose and very loose. There is a user defined space setting available too.
CHANGE TEXT CASE
Step 1 − Select the text the case of which you want to change.

Step 2 − Go to the Font group under the Home ribbon.

Adding Shapes to Slide
Step 1 − Go to the Illustrations group under
the Insert Tab.

Step 2 − Click on the Shapes dropdown to

view the available shapes.

Step 3 − Select the shape you want to insert.

This will change the cursor to a + sign.

Step 4 − Click and drag on the slide to create

the shape. As you drag, the shape will show up
on the slide. Continue to drag and adjust the
size and the symmetry of the shape.
Adding Text to Shapes
Step 1 − Right-click on the shape you want to
add the text and select the Edit Text option.

Step 2 − Start typing the text into the shape.

Once you are done, click the cursor anywhere
outside the shape.
Adding Audio & Video
Step 1 − Go to the Media group under
the Insert ribbon
Step 2 − To insert video file select Video as
media type and Video from File to insert a
video from your computer or hard drive.
Step 3 − In the Insert Video dialog, browse for
a video file and click Insert.
Step 4 − You will now see that a Video file is
added to the slide.
Step 5 − To insert audio file select Audio as
media type and Audio from File to insert an
Audio from your computer or hard drive.
Step 6 − In the Insert Audio dialog, browse for
an audio file and click Insert.
Add Tables
Step 1 − Go to the Tables group under
the Insert ribbon.

Step 2 − Click on the dropdown and select your

table dimension from the matrix.

Step 3 − If you require more than 10 columns or

8 rows click on "Insert Table" to open the Insert
Table dialog where you can specify the column
and row count.