Understanding Computer

Applications UNIT 9 INTRODUCTION TO MICROSOFT

POWERPOINT
Structure
9.1 Introduction
9.2 Objectives
9.3 Getting Started
9.4 Basic Operation on Presentation
9.4.1 Creating New Presentation
9.4.2 Save the Presentation
9.4.3 Opening Existing Presentation
9.4.4 Closing Presentation

9.5 Inserting and Deleting Slides

9.6 Viewing a Presentation
9.6.1 Normal View
9.6.2 Slide Sorter View
9.6.3 Notes Page View
9.6.4 Reading View

9.7 Entering and Editing Text

9.8 Enhancing Text Presentation
9.9 Working with Colour and Line Style
9.10 Adding Headers and Footers
9.11 Let Us Sum Up
9.12 Check Your Progress Exercise
9.13 Answers to Check Your Progress Exercise

9.1 INTRODUCTION
Microsoft PowerPoint is a presentation software which is part of the Microsoft
office software. PowerPoint is a commercial presentation application written
and distributed by Microsoft.
PowerPoint makes it easy to create, collaborate, and present your ideas
dynamically and visually. PowerPoint is used to create overhead transparency,
35mm slides, Photo Print or on-screen presentations. You can insert pictures,
sounds, animation and type text in presentations along with integration with
other Microsoft Office products like Excel.
There are Auto Layouts and templates that make the creation of presentation
simple. PowerPoint offers a way to preview show, add special effects to the
slides as displayed on-screen and rehearse the timings of each slide. By default,
documents saved in PowerPoint 2010 are saved with the .pptx extension
whereas the file extension of the prior PowerPoint versions is ppt.
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9.2 OBJECTIVES Powerpoint

After going through this unit, you should be able to:

 create a PowerPoint presentation,
 insert and delete slides in new presentation,
 view a presentation,
 using colours in presentation, and
 add header and footer.

9.3 STARTING POWERPOINT

In this section, you will understand how to get started with PowerPoint 2010.
To access PowerPoint 2010, you must have Microsoft Office 2010 installed
in your PC.
 To start POWER POINT,
 Click on the Start button
 Place the pointer on Programs; a sub-menu of Programs is displayed.
 In this menu, search for Microsoft Office and click on it.
 Now, select Microsoft Office Power Point 2010 from the sub-menu
and click it.
This will launch the Microsoft PowerPoint 2010 application and you will see
the following presentation window.

Fig. 9.1: Screen Layout of Power Point 2010 113

Understanding Computer You will see the default opening screen is actually composed of three parts:
Applications
 The Slides/Outline tabs on the left which displays thumbnails or lists of
all slides
 The main Slide pane/area (center) which allows you to work on individual
slides.
 Notes Pane (bottom): In the Notes pane, you can type notes about the
current slide. You can distribute your notes to your audience or see your
notes in Presenter view when you give presentation.
Here are some important features of standard PowerPoint Window which are
necessary to learn before going in details of technical instructions on how to
create a Power Point presentation. Let’s get familiar with these features:
Title Bar
This is the top section of the window. It shows the name of the file followed
by the name of the program which in this case is Microsoft PowerPoint.
Slide Area
This is the area where the actual slide is created and edited. You can add,
edit and delete text, images, shapes and multimedia in this section.
Help
The Help Icon can be used to get PowerPoint related help anytime you need.
Clicking on the “?” opens the PowerPoint Help window where you have a
list of common topics to browse from. You can also search for specific topics
from the search bar at the top.

Fig. 9.2: Help Window

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Quick Access Toolbar Introduction to Microsoft
Powerpoint
The Quick Access Toolbar is located just under the ribbon. This toolbar offers
a convenient place to group the most commonly used commands in PowerPoint.
It contains functions that you may want to use with ease. You have already
studied this toolbar in previous unit 5 of this course module. You can customize
the Quick Access Toolbar in PowerPoint 2010 as similar to MS Word 2010.

Fig. 9.3: Quick Access Toolbar

Slides Tab
This section is available only in the Normal view. It displays all the slides in
sequence. You can add, delete and reorder slides from this section.
Outline view
It displays only the text of multiple slides in the outline form as shown in Fig.
4. A special set of tools appears to the left of the presentation text in the
Outline view. A numbered slide icon is displayed to the left of each slide’s
title. If a slide contains no pictures or graphics, the slide icon is empty except
for a narrow line near the top indicating the title. If the slide contains a picture
or other objects, the slide icon also contains a graphical representation.
In this view, you can edit the displayed text, delete slides and even cut and
paste slides from one location to another. Cutting and pasting is possible within
the same presentation or between different presentations.

Fig. 9.4: Outline view 115

Understanding Computer File Tab
Applications
You can use this tab for basic file operations such as opening, saving, sharing,
exporting, printing and managing your [Link] can create new
presentations based on blank or predefined templates. It also consists of options
for settings in PowerPoint.
Ribbon
The ribbon provides all the features to you in MS PowerPoint. It contains
main tabs and its subsequent features. Each tab of Ribbon is divided into Groups
such as Home tab contains Clipboard, Slides, Font, Paragraph, Drawing and
Editing. Each group has also a triangular icon in the lower right hand corner,
clicking this will bring up an additional menu window. The Ribbon contains
some other tab options such as Insert, Design, Transitions, Animations, Slide
Show, Review and View.

Fig. 9.5: Home Tab

Home Tab
The Home tab includes many command groups such as Clipboard functions,
manipulating slides, fonts, paragraph settings, drawing objects and editing
functions. This group contains many commands for creating and manipulating
presentation. For example, Font group is collection of drop-down menu and
button options that are used for formatting a Presentation.
Insert
You can add variety of images, shapes, Chart, table, SmartArt and WordArt
to the Presentation. The Insert tab is collection of commands related to tables,
Illustrations, links, Header & Footer, text and Symbols.
Design
The Design tab has features that allow you to manipulate the Page Setup,
background and Colour themes of a Presentation.
Animations
Using Animations tab, you can add, customise, and preview animations and
transitions between slides.
Slide Show
The Slide Show tab is used for managing the setting for showing presentations.
It allows you to select how your presentation will be displayed.
Review
The Review tab allows you to make changes to your documents and correct
spelling and grammar errors.
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Powerpoint
This tab features provides options to show the presentation. The view tab
allows you to set the view of presentation (i.e. normal, slide sorter), show/
hide feature and zoom your presentation.

9.4 BASIC OPERATION ON PRESENTATION

In this section, you will learn about how to create a new presentation, open
existing slides, saving and closing presentation.
9.4.1 Creating New Presentation
PowerPoint offers a variety of ways to create a new presentation. You can
create the presentation by using a wizard or templates, or you can create blank
presentations that contain no Colour or style or enhancements.
When you will open PowerPoint for the first time, the program should open
a blank slide (refer to Fig. 9.1).
Creating a Blank Presentation
Blank Presentation creates the default templates called Default Design that uses
no Colour and styles or enhancements. When you create a blank presentation,
you have a full control of the Colour scheme, layout and style on your slides.
You can add a template, Colours and other enhancements selectively at any
time by using the menu or toolbar command.

Fig. 9.6: File Tab and their options

You can do the following for creating a new presentation:

 Select the New option from the File tab. A new presentation dialog box
is displayed as shown in Fig. 9.6.
 Select the Blank presentation and click on the Create button.
 A New presentation slide is displayed on the screen (see Fig. 9.1).
Creating a Presentation Using a Template
When predefined slide and title, Colour schemes and graphics elements
are saved in a presentation file, it is called a presentation template. Using
Installed themes option, you can use these template to create new presentation
with same formatting.
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Understanding Computer You can do the following for creating a new presentation using a template:
Applications
 click on File Tab and select new command
 click on Templates (see Figure 9.6) or Installed Themes
 Select create button to display a new presentation.
Now, a new presentation is displayed on screen (see Fig. 9.7)

Fig. 9.7: New Presentation with Templates

9.4.2 Save the Presentation

You can save your presentation using Save or Save As option. The
Save is used to save the presentation. For the first time, it will ask for
filename and save as type. The Save As option may be used when you
are sending the presentation to someone who have different version of
PowerPoint or you want to store the presentation in a different location with
different name.

Fig. 9.8: Save dialog box

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To do this, Introduction to Microsoft
Powerpoint
 Click File tab
 Select Save or Save As and a dialog box will appear.
 Give filename with file type and select location of the filename
 Click on save button to store the presentation in hard disk. (see
figure 9.8)

9.4.3 Opening Existing Presentation

You can open an existing power point presentation using File tab and open
command. You can also use ‘Recent Documents’ from File tab to open
existing presentation which lists all current presentation.
When you select open command (see Fig. 9.6) from File tab to open existing
presentation, a dialog box will appear (see Fig. 9.9), select the name of the
presentation and click on open button to open a presentation.

Fig. 9.9: Open Dialog box for opening a Presentation

9.4.4 Closing Presentation

When you finished your work on a presentation, you can close it. Closing
a presentation means it frees up computer memory for other activities. For
closing presentation, click the File tab and Close (see Figure 9.6)

Fig. 9.10: Close dialog box

If the current presentation is unsaved, PowerPoint will display a dialog box,

as shown in Fig. 9.10 asking to save the current presentation with Yes and
No options. Select ‘Yes’, if you want to save file, No if you do not want
to save the file or cancel to return to your file without saving it. 119
Understanding Computer
Applications 9.5 INSERTING AND DELETING SLIDES
In previous section, you have created presentation. After this, you can insert
additional slide or delete slides wherever necessary in your presentation.
Inserting Additional Slides
Using the following, you can insert additional new slide to the presentation.
For this, do the following:

Fig. 9.11: New Slide Options

 Select New Slide option on Slides group of

Home tab.
 After this operation, you will find more new
slides format. You can select any of them
according to your need such as title slide, title
with content, Section header, blank slide or
duplicate slide. (see Fig. 9.11)
Deleting Slides
To delete the slide, do the following:
 Select the slide to be deleted ‘and right click
on it. (see Fig. 9.12)
 A shortcut menu will be open and select
Delete Slide option.
 Your selected slide will be deleted from
presentation.

Fig. 9.12: Delete Slide

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9.6 VIEWING A PRESENTATION Powerpoint

There are many views to view a PowerPoint Presentation. Each view has
a particular purpose and advantage. You can either select the
Presentation Views option from the View tab on Ribbon or select views using
the view buttons located to the left of the Zoom control, near the bottom
of the screen.

Fig. 9.13: Viewing Presentation options

The four different Presentation Views (see Fig. 9.13) available in PowerPoint
are as follows:
 Normal view
 Slide Sorter View
 Notes Page
 Reading view
Normal view
This displays page in normal view with the slide on the right and a list of
thumbnails to the left.

Fig. 9.14: Normal View

This view allows you to edit individual slides and also rearrange them. It displays
all the slides in sequence. This view also has Notes Page Pane at the bottom
of the [Link] is the default view when you first open PowerPoint. In this
view, all the menus and toolbars are available for use. You
can add, delete and reorder slides from this section.
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Understanding Computer Slide Sorter view
Applications
Slide Sorter view gives you a miniature picture of each slide. This
view only allows you to rearrange the slides but not edit the contents of
each slide.

Fig. 9.15: Slide Sorter view

Notes Page
This section allows you to add notes for the presentation. These notes will
not be displayed on the screen during the presentation; these are just quick
reference for the presenter.

Fig. 9.16: Note Page View

Reading View
Reading View shows the slide that fits within the window and you can change
to this view when you want to proof read or rehearse.

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Fig. 9.17: Reading View

Zoom Options
PowerPoint displays the Presentation at a present percentage of its full size.
The zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or out,
you can click on the - and + buttons to increase or decrease the zoom factor.
The maximum zoom supported by PowerPoint is 400% and the 100% is
indicated by the mark in the middle.
The percentage PowerPoint uses varies, depending on your video driver, the
screen resolution you use, and the size of your monitor.

Fig. 9.18: Zoom option on View tab

To specify the zoom percentage:
 Select the Zoom option from the Zoom group under View tab on Ribbon.
 A zoom dialog box is displayed as shown in Fig. 9.19.

Fig. 9.19: Zoom window

 Select the percentage.

 Click on the OK button.
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Understanding Computer
Applications 9.7 ENTERING AND EDITING TEXT
Text is one of the most important components of any application. Every slide
in a Presentation contains text of some kind, even if it is just the title. Entering
and editingtext in PowerPoint is similar to entering and editing text in any Office
application.
Entering text using Title content layout of slide is simples. You must use it
as far as possible. In this case, when you insert a new slide, select its layout
as title at content and then click on title to enter the title and in the content
to enter the bulleted list of points. If you want to add new text objects other
than the bulleted list of points. If you want to add new text objects other
than bulleted points, you can follow the following process:
 Select the Text Box button from the Text group of Insert tab on Ribbon.
 Place the pointer where you want the text box to appear.
 Click on the left mouse button. A text box is displayed with the insertion
point as show in Fig. 9.20.
 Type the desired text in the text box. The text box expands to
accommodate the text you enter. If you want to type on a new line, press
Enter.

Fig. 9.20: New Text Object creation

Changing Text and Correcting Errors

Click on the text object to make changes. An insertion point is displayed,
indicating that you can edit the text. You can use the Cut, Copy, Paste options
from the Clipboard group of Home tab. .
When you finish editing text, deselect the object by clicking on a blank area
of the slide or the gray border around the slide.

9.8 ENHANCING TEXT PRESENTATION

Enhancing Text
PowerPoint provides many text enhancing functions including changing
placements, selecting fonts, changing text style, colour, size and adding special
124 effects like underline, shadow, and so on.
Changing Line and Paragraph Spacing Introduction to Microsoft
Powerpoint
PowerPoint helps you to set the spacing between lines as well as the space
before and after paragraphs.
 Select the text for which you want to change line or paragraph spacing,
either in the master or on the individual slide.
 Select the Home tab.
 Under this tab, click on right corner of the Paragraph group option.
 A window will appear in which you can give appropriate value for spacing
between lines as well as the space before and after paragraphs (see
Fig. 9.21)

Fig. 9.21: Paragraph Spacing option

Aligning Text
Alignment is the way text is placed between the margin of a slide or a text
box. In presentation slides, text is generally left-aligned for paragraphs
or [Link] can align text using the buttons given below on the Paragraph
Group option under Home tab. You can align your text as left, center, right
and Justify.

Fig. 9.22: Alignment option

9.9 WORKING WITH COLOUR AND LINE STYLE

All objects that you draw in PowerPoint except a line have a fill Colour, line
Colour and line style. For any object, you can turn off the line colour and
fill colour. In most templates, an object’s line is a narrow solid line. You can
select any one of the wider line styles or any one of the double or triple
lines. You can change a solid line to dashed, dotted, and soon, by selecting
one of the dash style options. You can also add arrow heads to either end
or to both ends of the line or arc.
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Understanding Computer Choosing Fill Colour, Line Colours and Line Styles
Applications
You can change an object’s Fill Colour in PowerPoint.
 Select the object.
 After your selection, a Format tab will enable as drawing toolbar.
 Click on it. It will show many group options such as Insert Shapes, Shape
style, WordArt Styles.
 Here, you can select any command like Shape Fill, Shape Outline, Shape
effects, Text Fill, Text outline and Text Effects.

Fig. 9.23: Format tab

9.10 ADDING HEADERS AND FOOTERS

Header is a text element shown at the top margin of a document while footer
is a text element shown at the bottom margin. You can add header and footer
to your slides, presentation notes and audience handouts. Headers and footers
appear on every slide. You can choose not to have them appear on the title
[Link] often include information such as the presentation title, slide number,
date, and name of the presenter.
You can do the following for adding Header and Footer in your presentation:
 Click the Insert tab, and then click the Header & Footer button under the
Text group.
 A window will open (see Fig. 9.24). Here, you can click the Slide or Notes
and Handouts tab.
 Enter or select the information you want to include on your slide or your
notes and handouts.
 If you donot want to include a header and footer on the title slide, select
the ‘Don’t show on title slide’ check box.
 Click ‘‘Apply” to apply your selections to the current slide (if available),
or click ‘‘Apply to All” to apply the selections to all slides.

Fig. 9.24: Header and Footer

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9.11 LET US SUM UP Powerpoint

This Unit provides a basic knowledge on Microsoft PowerPoint software. After

this unit, you are able to create a Presentation using a Blank Presentation or
the Template, insert and delete slides in new presentation,
There are many views to view any Presentation such as Normal view, Slide
Sorter View, Notes Page and Reading View. Normal view allows you to edit
individual slides and also rearrange them. Slide Sorter View can be used to
alter the order of the slides. Notes Page View allows you to add notes for
the presentation. Whereas Reading View shows the slide that fits within the
window and you can change to this view when you want to proof read.
PowerPoint provides you all the editing functions you need to create an effective
presentation. Changing the look of a presentation is simple and easy with colour
scheme and colours and line styles. Templates determine the colour scheme,
frame, font size and type and other characteristics that alter a slides appearance.
PowerPoint provides many text enhancing functions including changing placements,
selecting fonts, changing text style, colour, size and adding special effects like
underline, shadow, and so on. You can also add Header and Footer in your
Presentation.

9.12 CHECK YOUR PROGRESS EXERCISE

1. What is PowerPoint Software?
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2. What is a presentation template?
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3. How do you create a blank presentation?
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4. Create a PowerPoint Presentation and try to insert slides before and after
any Slide.
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Understanding Computer 5. How do you specify the zoom percentage?
Applications
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6. How can you insert date into the footer in the power point presentation?
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7. Name any two view options available in PowerPoint.
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8. Try to view the Presentation using the views that PowerPoint Software
Presentation provides.
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9. Write a text paragraph in the Presentation and try to change the text colour.
Use header and footer in the Presentation.
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9.13 ANSWER TO CHECK YOUR PROGRESS

EXERCISE
1. PowerPoint 2010 is presentation software that allows you to create
dynamic slide presentations that can include animation, narration, images,
and videos.
2. When predefined slide and title, colour scheme and graphic elements are
saved in a presentation file it is called a presentation template.
3. To create a new blank presentation:
 Click the File tab.
 Select New.
 Select Blank presentation under Available Templates and Themes. It
will be highlighted by default.
 Click Create. A new blank presentation appears in the PowerPoint
window.
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4. This is practice exercise. Do it yourself. Introduction to Microsoft
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5. To specify the zoom percentage:
 Select View tab
 Click on Zoom option on Zoom group.
 A zoom dialog box is displayed.
 Select the percentage.
 Click on the OK button.
6. To insert the date into the footer, click on the Header & footer button
under the Text group of Insert tab. This will display the Header & Footer
dialog box. Click on the Date & time check box. The date & time option
will be activated.
7. The name of two view options available in PowerPoint is Normal view
and Slider Sorter view. (Note: Other view options available are Reading
view, Note Page view).
8. This is practice exercise. Do it yourself.
9. This is practice exercise. Do it yourself.

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