PRESENTATION SOFTWARE

Presentation software is a category of application programs used to create sequences of words

and pictures that tell a story or help support a speech or public presentation. Microsoft Powerpoint
remains the industry standard for this task.

MS POWERPOINT ENVIREONMENT

The PowerPoint environment consists of several interactive elements designed to facilitate the
creation and delivery of content.

Part Definition Function

Title Bar The top most part of the window displays the name of the current file and
provides a search bar for finding tools.
Quick Access A small toolbar at the top. Contains shortcuts for frequently used
Toolbar commands like Save, open, undo, redo
and open a document.
Ribbon (Tabs and The main command center below Divided into Tabs (e.g., Home, Insert,
Groups) the title bar. Layout) which are further organized into
Groups (e.g., Font, Paragraph, Styles)
Slides Preview The vertical column on the left. Displays thumbnail versions of all slides,
Pane used for navigation and reordering.
Slide Stage The large central workspace. This is the active area where you design
and arrange your content.
Notes and Panes at the bottom of the stage. Notes are for speaker cues; Comments
Comments are used for collaboration and feedback.
Status Bar The thin horizontal bar at the Shows the current slide number,
bottom language settings, and accessibility
status.
View Buttons Four buttons on the bottom right. Switches between Normal, Slide Sorter,
Reading, and Slide Shows views.
Zoom Slider A magnification tool at the bottom Allows you to magnify (zoom in) or shrink
right. (zoom out) the view of the Slide Stage.
Window Controls Four buttons at the top right. Includes Minimize (hide), Restore
(downsize), Maximize (full screen), and
Close (exit program).
KEYBOARD SHORTCUTS

General Editing
Shortcut Action Ctrl + X Cut
Ctrl + O Open a presentation Ctrl + C Copy
Ctrl + N Create new a presentation Ctrl + V Paste
Ctrl + S Save a presentation Ctrl + Z Undo
Ctrl + P Print a presentation Ctrl + Y Redo or Repeat
Ctrl + W Close a presentation Ctrl + F Find
Ctrl + M Insert a new slide Ctrl + H Replace
F1 help Ctrl + A Select All

Navigation – Go To: Slide Show Delivery

Shortcut Action Shortcut Action
Spacebar The next slide F5 Begin slide show
Backspace The previous slide Shift + F5 Resume slide show
Esc End slide show
B Toggle screen black
Formatting W Toggle screen white
Ctrl + B Bold S Pause show
Ctrl + I Italics A Show/Hide pointer
Ctrl + L Align Left Ctrl + P Change arrow to pen
Ctrl + E Center Ctrl + A Change pen to arrow
Ctrl + J Justify E Erase doodles

WORKING WITH SLIDES

A presentation is built slide-by-slide. Proper slide management ensures the information follows
a logical progression.

 Inserting slide
- Use the New Slide button. It is standard practice to use Layouts (e.g., Title Slide,
Section Header, Comparison) to ensure consistent formatting.
 Slide Sorter View
- This view displays all slides in a grid. It is the most effective way to drag-and-drop
slides into a new order.
 Section
- For large presentations, slides can be grouped into sections. This allows a presenter
to collapse or expand parts of the presentation for better organization.

TEXTS AND OBJECTS

Everything placed on the slide stage is treated as an individual Object. Unlike word processors,
you cannot type directly onto the “page” without a container.

 Text Boxes and Placeholders

- Text must reside in a placeholder (predefined in a layout) or a manually inserted text
box.
 SmartArt Graphics
- These are pre-made diagrams used to communicate information visually (e.g., list,
process, cycle, or hierarchy).
 Shapes and Images
- Users can insert geometric shapes or photographs. Once inserted, these can be
layered using the Arrange menu (Bring to Front/Send to Back).
 Grouping
- Selecting multiple objects and choosing Group (Ctrl + G) allows you to move and
resize them as a single unit.
CUSTOMIZING PRESENTATIONS

Customization involves the visual styling and movement of the presentation to make it more
engaging.

 Themes
- A set of pre-defines colors, fonts, and visual effects. Applying a theme ensures a
consistent look across the entire deck.
 Slide Master
- This is the primary template for the presentation. Editing the Slide Master (e.g.,
adding logo or changing a font) automatically updates every slide in the presentation
that uses that layout.
 Transitions
- Visual effects that occur when moving from one slide to the next (e.g., Fade, Push,
Wipe).
 Animations
- Effects applied to individual objects on a slide (e.g., making a bullet point appear only
when the presenter clicks.)

TIPS IN MAKING A PROFESSIONAL AND IMPACTFUL POWERPOINT PRESENTATION

1. THE GOLDEN RULE

- The Golden Rule in presentation design means keeping slides simple and easy to
understand.
- A common example is the “less is more” principle—avoid overcrowding slides with too much
text or too many elements.
- Focus on clarity and simplicity so your audience can easily follow.

2. DESIGN FOR CLARITY

- Design for clarity means organizing your slides so that information is easy to read and
understand.
- This includes using:
 Clear fonts
 Proper spacing
 Good contrast between text and background
- Make sure your audience can quickly grasp the message of each slide.

3. VISUALS OVER VERBOSITY

- This means using images, charts, or graphics instead of too many words.
- Visuals help explain ideas faster and make presentations more engaging.
- Show more, explain less.

4. MODERN POWER FEATURES

- These refer to advanced tools in Microsoft PowerPoint that enhance presentations, such
as:
 Animations and transitions
 SmartArt and icons
 Embedded videos
 Design Ideas (AI-powered layouts)
- Use built-in features to make presentations more dynamic and professional.
LEARNING ACTIVITY

Create a 5-slide presentation with the following content:

Slide 1 – Title Slide

o Title: About Me
o Subtitle: Your Name

Slide 2 – Personal Information

o Age
o Hobbies
o Favorite food

Slide 3 – My Favorites

o Favorite color
o Favorite movie
o Favorite place

Slide 4 – Insert Image

o Insert at least 1 picture

o Add a short caption

Slide 5 – Thank You Slide

o Message: Thank You!

Design and Enhance

1. Apply a Design Theme (Design tab)
2. Add Transitions between slides
3. Add Animations to text (optional)

Filename: SURNAME_FIRSTNAME_ACTIVITY 1_POWERPOINT