MS POWERPOINT 2010 NOTES
1. Introduction to Microsoft PowerPoint 2010
Microsoft PowerPoint 2010 is a presentation software application developed by Microsoft. It is
used to create, edit, format, and present information using slides.
PowerPoint presentations can contain:
Text
Pictures
Tables
Charts
SmartArt
Shapes
Audio
Video
Animations
Hyperlinks
Uses of PowerPoint 2010
1. Creating classroom presentations.
2. Preparing business presentations.
3. Presenting project reports.
4. Creating training materials.
5. Preparing meeting presentations.
6. Creating photo slideshows.
7. Presenting research findings.
8. Creating promotional presentations.
Good Presentation Practices
When creating a PowerPoint presentation:
Use short and clear points.
Avoid putting too much text on one slide.
Use readable font sizes.
Use appropriate images.
Maintain consistent formatting.
Use colours that provide good contrast.
Avoid excessive animations.
Use transitions appropriately.
Proofread the presentation.
Organize slides logically.
Practice before presenting.
2. Starting Microsoft PowerPoint 2010
Method 1: Using the Start Menu
1. Click Start.
2. Select All Programs.
3. Click Microsoft Office.
4. Select Microsoft PowerPoint 2010.
Method 2: Using the Desktop
If a PowerPoint shortcut is available:
1. Double-click the Microsoft PowerPoint 2010 icon.
2. The PowerPoint window opens.
3. Parts of the PowerPoint 2010 Window
The main parts include:
1. File Tab
Used to perform file-related operations such as:
New
Open
Save
Save As
Print
Close
2. Quick Access Toolbar
Contains frequently used commands such as:
Save
Undo
Redo
3. Title Bar
Displays the name of the current presentation and the Microsoft PowerPoint program.
4. Ribbon
Contains commands organized into tabs and groups.
Common tabs include:
Home
Insert
Design
Transitions
Animations
Slide Show
Review
View
5. Slides/Outline Pane
Located on the left side of the window. It displays thumbnails of the slides and allows the user to
move between slides.
6. Slide Pane
The main working area where the current slide is created and edited.
7. Notes Pane
Used for entering speaker notes that can help the presenter during a presentation.
8. Status Bar
Displays information about the presentation, such as the current slide number.
9. View Buttons
Allow the user to change the presentation view.
10. Zoom Slider
Used to increase or decrease the size of the slide displayed on the screen.
4. Creating a New Presentation
Steps
1. Open PowerPoint 2010.
2. Click the File tab.
3. Click New.
4. Select Blank Presentation.
5. Click Create.
A new presentation will be opened.
Using a Template
1. Click File.
2. Click New.
3. Select a template.
4. Choose the desired design.
5. Click Create.
5. Creating a New Slide
Using the Ribbon
1. Click the Home tab.
2. Click the New Slide button.
3. A new slide is inserted.
Using a Keyboard Shortcut
Press:
Ctrl + M
This inserts a new slide.
6. Slide Layouts
A slide layout determines how placeholders are arranged on a slide.
Common layouts include:
Title Slide
Title and Content
Section Header
Two Content
Comparison
Title Only
Blank
Picture with Caption
Changing a Slide Layout
1. Select the slide.
2. Click the Home tab.
3. Click Layout.
4. Select the required layout.
7. Entering Text
To enter text:
1. Click inside a text placeholder.
2. Type the required information.
3. Use the Home tab to format the text.
Text Formatting
You can change:
Font type
Font size
Font colour
Bold
Italic
Underline
Text alignment
Line spacing
Bullets and numbering
8. Saving a Presentation
Steps
1. Click the File tab.
2. Click Save As.
3. Select the location where you want to save the file.
4. Enter the file name.
5. Ensure the file type is PowerPoint Presentation (*.pptx).
6. Click Save.
Keyboard Shortcut
Ctrl + S – Saves the presentation.
PowerPoint 2010 File Extension
The normal PowerPoint 2010 presentation file extension is:
.pptx
9. Opening an Existing Presentation
1. Click File.
2. Click Open.
3. Locate the presentation.
4. Select the file.
5. Click Open.
Shortcut: Ctrl + O
10. Closing a Presentation
To close the current presentation:
1. Click File.
2. Click Close.
Alternatively, click the X button on the PowerPoint window.
11. Inserting Pictures
Pictures can make presentations more attractive and easier to understand.
Steps
1. Select the slide.
2. Click the Insert tab.
3. Click Picture.
4. Locate the picture.
5. Select it.
6. Click Insert.
Formatting a Picture
You can:
Resize it
Crop it
Rotate it
Add borders
Apply picture styles
Adjust brightness and contrast
Remove the background
12. Inserting Shapes
Shapes can be used to create diagrams and illustrations.
Steps
1. Click Insert.
2. Click Shapes.
3. Select a shape.
4. Click and drag on the slide to draw it.
Examples:
Rectangle
Circle
Arrow
Triangle
Callout
13. Inserting SmartArt
SmartArt is used to present information visually using diagrams.
Steps
1. Click Insert.
2. Click SmartArt.
3. Select a category.
4. Choose a SmartArt design.
5. Click OK.
6. Enter the required information.
Examples of SmartArt include:
Lists
Processes
Cycles
Hierarchies
Relationships
Matrices
Pyramids
14. Inserting Tables
Steps
1. Click Insert.
2. Click Table.
3. Select the required number of rows and columns.
4. Enter the data.
Tables are useful for presenting information in an organized format.
15. Inserting Charts
Charts are used to present numerical information graphically.
Steps
1. Click Insert.
2. Click Chart.
3. Select a chart type.
4. Click OK.
5. Enter or edit the data in the Excel worksheet that appears.
Common chart types include:
Column
Bar
Line
Pie
Area
16. Applying a Theme
A theme provides a coordinated design for the presentation.
Steps
1. Click the Design tab.
2. Select a theme from the Themes group.
3. The theme is applied to the presentation.
You can also change:
Colours
Fonts
Effects
17. Slide Transitions
A transition is a visual effect that occurs when moving from one slide to another during a
presentation.
Steps
1. Select the slide.
2. Click the Transitions tab.
3. Select a transition effect.
4. Set the required options.
5. Click Apply To All if you want the same transition on every slide.
Examples:
Fade
Push
Wipe
Split
Shape
Random Bars
Important
Transition = effect between slides.
18. Animations
Animation is a visual effect applied to objects such as text, pictures, and shapes on a slide.
Steps
1. Select the object.
2. Click the Animations tab.
3. Select an animation.
4. Set the animation options.
Types of Animation
1. Entrance – Controls how an object enters.
2. Emphasis – Highlights an object.
3. Exit – Controls how an object leaves.
4. Motion Paths – Makes an object move along a specified path.
Important
Animation = effect applied to objects on a slide.
Transition = effect between slides.
19. Inserting Audio
Steps
1. Click Insert.
2. Click Audio.
3. Select Audio from File.
4. Locate the audio file.
5. Click Insert.
Audio can be used for background music, narration, or sound effects.
20. Inserting Video
Steps
1. Click Insert.
2. Click Video.
3. Select Video from File.
4. Locate the video.
5. Click Insert.
21. Adding Hyperlinks
A hyperlink is a link that takes the user to another location, such as a website, file, or another
slide.
Steps
1. Select the text or object.
2. Click Insert.
3. Click Hyperlink.
4. Enter or select the destination.
5. Click OK.
Shortcut: Ctrl + K
22. Running a Slide Show
A slide show displays the presentation to an audience.
From the Beginning
Click:
Slide Show → From Beginning
Shortcut: F5
From the Current Slide
Click:
Slide Show → From Current Slide
Shortcut: Shift + F5
23. Printing a Presentation
Steps
1. Click File.
2. Click Print.
3. Select the printer.
4. Select the number of copies.
5. Select the required print layout.
6. Click Print.
PowerPoint can print:
Full-page slides
Notes pages
Outline
Handouts
24. Different PowerPoint Views
PowerPoint 2010 provides several views:
1. Normal View
Used to create and edit slides.
2. Slide Sorter View
Displays all slides as thumbnails. Useful for rearranging slides.
3. Notes Page View
Used to create and edit speaker notes.
4. Reading View
Allows the presentation to be viewed in a window.
5. Slide Show View
Displays the presentation full-screen to an audience.
25. Rearranging Slides
To change the order of slides:
1. Select the slide thumbnail.
2. Drag it to the desired position.
Slide Sorter View is particularly useful for this task.
26. Duplicating a Slide
Steps
1. Select the slide.
2. Right-click the slide thumbnail.
3. Select Duplicate Slide.
27. Deleting a Slide
Steps
1. Select the slide.
2. Right-click it.
3. Click Delete Slide.
Alternatively, select the slide and press Delete.
28. Useful Keyboard Shortcuts
Shortcut Function
Ctrl + N New presentation
Ctrl + O Open presentation
Ctrl + S Save
Ctrl + P Print
Ctrl + M New slide
Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + A Select all
Ctrl + K Insert hyperlink
F5 Start slide show
Shift + F5 Start from current slide
Esc End slide show
Delete Delete selected object/slide
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Summary