INFORMATION COMMUNICATION TECHNOLOGY

CERTIFICATE IN COMPUTER APPLICATIONS PACKAGES

PRESENTATION NOTES
MICROSOFT POWERPOINT STUDY NOTES

Compiled by Teacher Jeff

File: Microsoft PowerPoint 2013 Fundamentals

 Microsoft PowerPoint 2013/2016/2019
Microsoft PowerPoint is a robust application that allows you to combine text, graphics, and predesigned
backgrounds to create professional presentations. The following is an illustration in how to launch PowerPoint for
the first time user.
What is PowerPoint?
This is a complete presentation graphics package.
It gives you everything you need to produce a professionally looking presentation. It enables you to express your ideas in graphics, text
and objects all in one.
What is presentation? It is a collection of slides, handouts, speaker’s note, and outline all in one file. As
create a slide you are creating a presentation, giving it a format that will carry through from beginning to the end.

USES OF PRESENTATION PROGRAM

1. Marketing of internal company presentation

2. To deliver company results to a shareholder meeting
3. To report sales figures
4. To launch a new product into a market
5. In the introduction of new employees into a company
6. Advertising in the media

QUALITIES OF A GOOD PRESENTER

He or She should have
a. Relevant ideas on the handed topic
b. Knowledgeable
c. Add every elements e.g. pictures and animations included in PowerPoint
d. Eloquent and fluent in speech creation
e. Creative, unique in the way he/she present his ideas
f. Make the presentation more interactive
g. Rehearse before presenting
h. Think about goals and purpose of your presentation

POWERPOINT TERMS

Body text: Most slides have a text object called the body text. This usually consists
of a series of main points set off by bullets. The main points can have sub points
indented under the main points. The slide master controls the body text format.

Object: An element on a slide. Unlike Word, it is not possible to place text directly
onto the page. It must go into a text object. Objects are also used for clip art pictures,
graphs, organization charts and other types of graphic.

Placeholder: A text object. Click into a placeholder to insert text. If your text
exceeds the size of the placeholder, Microsoft PowerPoint reduces the font size and
line spacing incrementally as you type, to make the text fit.

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Presentation: All supporting materials required to present information to your
audience. This may consist of slides, presenter notes, handouts and an outline.

Presentation file: The PowerPoint equivalent of a Word document. PowerPoint files

have the extension PPT.

Slide: One page of a PowerPoint presentation. Or Slides are individual pages of your presentation. Slides have titles, text, drawn
objects, shapes, clip arts, and visuals created with other application

Slide Master: Sets up elements common to all slides.

Slide Show: Displays slides in sequence on your computer screen. Use it to preview
your slides and to give the actual presentation.

Title: Most slides have a text object known as the title. The titles format is governed
by the Slide Master.

View: There are four views in PowerPoint: Slide view, Outline view, Notes Pages
view, and Slide Sorter view. Each serves a purpose for a particular editing task.

1. LAUNCH MICROSOFT POWERPOINT 2013

To launch PowerPoint for the first time:

1. Click on the Start button.

2. Click on All Programs, select Microsoft Office from the

menu options, and then click on Microsoft PowerPoint 2013.

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 Note: After PowerPoint has been launched for the first time, the PowerPoint icon will be located on the
Quick Launch pane. This enables you to just click on the Start button and then click on the PowerPoint icon to
launch PowerPoint. Also, a shortcut for PowerPoint can be created on your desktop.

B. Windows Features

The purpose of Windows Features is to enable the user to perform routine tasks related to the
Microsoft applications. All Office applications share a common appearance and similar features. Windows Features
provide a quick means to execute commands. Below are some pertinent PowerPoint features:

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 C. Feature Terms and Descriptions

Term Description
1 Quick Access Toolbar Displays quick access to commonly used commands.
2 Title Bar Displays the name of the open file.
3 File Tab The File tab has replaced the Office 2007 button. It helps you to manage the Microsoft
application and provides access to options such as Open, New, Save As, Print, etc.

4 Thumbnail Slide Displays a snapshot of each slide.

5 Title Placeholder Section where text is entered.

6 Subtitle Placeholder Section where text and/or graphics are entered.

7 Status Bar Displays information about the slide presentation, such as page numbers.
8 Ribbon Displays groups of related commands within tabs. Each tab provides buttons for
commands.

9 Collapse Collapses the ribbon so only the tab names show.

10 Work Area Each slide has an area where text and graphics are entered for a presentation. There are
various slide layouts to work from.
11 View Option Displays several View modes for slides.

USE OF LAYOUT IN MICROSOFT POWERPOINT

A slide layout is an arrangement of placeholders which are designed to help you position your slide content.
The layout refers to the way that the objects are arranged on the slides.
A slide layout will contain placeholder for particular objects (e.g. text, charts, clipart etc).
Depending on which slide layout you use will depend on where PowerPoint positions your content.
There are several different types of placeholder that can appear on your slide layouts:
Every slide has a slide layout that controls how the information is arranged on the slide.
A slide layout is just a collection of one or more placeholders which set aside an area of the slide to hold certain
information.

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 Different Slide Layouts

There are 24 different slide layouts to choose from and they are grouped into four categories.

Text Layouts

Title Slide - A layout containing placeholders for a presentation title and subtitle.
Title Only - A layout containing a placeholder for a title.
Title and Text - A layout containing a placeholder for a title and block of text.
Title and 2 Column Text - A layout containing a placeholder for a title and for two columns of text.

Content Layouts

Blank - A layout containing no placeholders.

Content - A layout containing a content placeholder.
Title and Content - A layout containing a placeholder for a title and a content placeholder.
Title and 2 Content - A layout containing a placeholder for a title and for two content placeholders.
Title, Content and 2 Content - A layout containing a placeholder for a title, a content placeholder on the left and
two content placeholders on the right.
Title, 2 Content and Content - A layout containing a placeholder for a title, two content placeholders on the left
and a content placeholder on the right.
Title and 4 Content - A layout containing a placeholder for a title, two content placeholders on the left and two
content placeholders on the right.

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Text and Content Layouts

Title, Text and Content - A layout containing a placeholder for a title, a column of text on the left and a content
content placeholder on the right.
Title, Content and Text - A layout containing a placeholder for a title, a content placeholder on the left and a colum
of text on the right.
Title, Text and 2 Content - A layout containing a placeholder for a title, a column of text on the left and two content
placeholders on the right.
Title, 2 Content and Text - A layout containing a placeholder for a title, two content placeholders on the left and a
column of text on the right.
Title and Text over Content - A layout containing a placeholder for a title, a block of text at the top and a content
placeholder at the bottom.
Title and Content over Text - A layout containing a placeholder for a title, a content placeholder at the top and a
block of text at the bottom.
Title and 2 Content over Text - A layout containing a placeholder for a title, two content placeholders at the top
and a block of text at the bottom.

Other Layouts

Title, Text and ClipArt - A layout containing a placeholder for a title, a block of text on the left and a clipart
placeholder on the right.
Title, ClipArt and Text - A layout containing a placeholder for a title, a clipart placeholder on the left and a block of
text on the right.
Title, Text and Chart - A layout containing a placeholder for a title, a block of text on the left and a chart
placeholder on the right.
Title, Chart and Text - A layout containing a placeholder for a title, a chart placeholder on the left and a block of
text on the right.
Title, Text and Media Clip - A layout containing a placeholder for a title, a block of text on the left and a media clip
placeholder on the right.
Title, Media Clip and Text - A layout containing a placeholder for a title, a media clip placeholder on the left and a
block of text on the right.

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Title and Table - A layout containing a placeholder for a title and a table placeholder.
Title and Diagram or Organisation Chart - A layout containing a placeholder for a title and a diagram or
oganisation chart placeholder.
Title and Chart - A layout containing a placeholder for a title and a chart placeholder.

D. Presentation Slides

Slides in a presentation are similar to pages in a word processing document. All slides and graphics are saved in one
file (example: [Link]). Use the PowerPoint file to present the information in the following ways:

O n -s c r e e n s lid e s h o w : T he k ey s .x ppt f i l e di s pl ay s the s l i de show on a m oni tor or c om puter-

projected large screen.
Web pages: The [Link] file can be saved as Web page and then published on the Web.
Overhead transparencies: The [Link] file can be printed as transparencies (Important: Make sure the
appropriate transparencies are used for your printer model. The wrong type of transparencies can melt inside your
printer.).
Handouts: The [Link] file can print two to nine mini slides per page.

[Link] SLIDE PRESENTATION

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This section will teach the basics of opening PowerPoint and beginning a presentation. When PowerPoint is
launched the Presentation window will appear.

When creating a new presentation, you have choices about how to proceed. PowerPoint gives you a range of ways with
which to start creating a presentation. You can start your presentation with:

Blank: Slides that are unformatted and have no color scheme.

Design: Slide Themes that have design concepts, fonts, and color schemes.
Template on [Link]: Microsoft Office Templates and Theme Gallery which are arranged according to
type (Click on the File tab, select the New option, and then click on PowerPoint presentations and slides
from the Available Templates and Themes.).

This workshop section will focus on using a Design Theme.

A. Design Theme

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A Theme gives your slides a consistent appearance throughout your presentation. Themes contain color schemes with
custom formatting, styled fonts, and layouts. When you apply a design template to your presentation, the slide master
and color scheme of the template replaces the original blank slide.

1. Select the Design tab, then on the Theme group, click on the drop-down arrow next to the last Theme.

2. The All Themes window will appear with available presentation Themes.

3. Hover the mouse pointer over a Theme to preview it.

4. Click on a Theme of your choice.

Note: You can change the Theme during or after the creation of your PowerPoint file.

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B. Add Text

The template for the design Theme you select will determine the font type and text alignment.
PowerPoint places all information (text and graphics) contained on a slide in separate Placeholders. Placeholders
are designated by dotted lines; they appear on a slide as guides, but they will not appear on the finished
presentation. In order to edit text, click once inside of the Text Placeholder and the insertion point will appear; then
begin to type your text.

1. Click in the Title Placeholder and type the text title below.

2. Click in the Subtitle Placeholder.

3. Type the text below (You will need to press the Enter key after each line of text.).

4. Save the presentation. Click on the File tab and then click on Save As. The Save As window will open. In
the File name box, type Keys to Success for the presentation name.
The instructor will indicate where to save the file. Click on the Save button.

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C. Add New Slide

A slide layout defines the placement of text, pictures, tables, and graphs. If you change the layout of a slide, the text
and graphics remain intact. You can resize text and graphic boxes to conform to the new layout.

1. On the Home ribbon, located in the Slides group, click on the New Slide drop-down arrow. The Office Theme
panel will appear with multiple slide layouts. Select your desired slide layout.

2. For this exercise, click on the second Layout (Title and Content) in the first row.

3. In the Title Placeholder, type the text Agenda as seen above.

4. In the Text Placeholder, type the bulleted text as seen above (You will need to press Enter after each line
of text.).

5. Add another new slide.

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6. On the Home ribbon, click on the New Slide drop-down arrow and then select the Two Content slide layout
(This slide contains a title, text, and clip art placeholders.).

7. Click inside the Title and Text Placeholders and type the text shown above.

8. On the Quick Access Toolbar, click on the Save button to save your presentation changes.

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 3. TYPES OF VIEWS IN PRESENTATION
The Normal, Slide Sorter, Reading, and Slide Show Views allow you to type, edit, and view your presentation. To
switch between views, click the View Options buttons at the lower right-hand
side of the PowerPoint window.

Normal View

Normal View is the main editing View, which you use to write
and design your presentation. The View has three working
areas: on the left, tabs that alternate between an outline of your
slide text (Outline tab), and your slides displayed as thumbnails
(Slides tab); on the right, the slide pane, which displays a large
view of the current slide; and on the bottom, the notes pane.

Slide Sorter View

Slide Sorter View is an exclusive view of your slides in

thumbnail form. When you are finished creating and editing your
presentation, Slide Sorter gives you an overall picture of it —
making it easy to reorder, add, or delete slides, and preview
your transition and animation effects.

Reading View
Reading View is new in PowerPoint 2013. It is similar to Slide
Show View. The difference between the two Views is that while
Slide Show View takes over the whole screen, the slide in
Reading View is shown in full screen, but you will see the
PowerPoint title band at the top of the screen. The PowerPoint
status bar and the Windows task bar are also displayed at the
bottom of the screen.

Slide Show View

Slide Show View takes up the full computer screen, like an
actual slide show presentation. In this full-screen View, you see
your presentation the way your audience will. You can see how
your graphics, timings, movies, transition effects, and animation
elements will look in the actual show.

B. Edit Bulleted List

Typing text in PowerPoint is similar to typing in other applications. However, since PowerPoint deals with bulleted
lists, a few keystrokes will be identified to help in typing multiple lines.

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 Confirm you are on slide three.

In Normal View, edit the bulleted list to include the circled text above. Place the Insertion bar after
each line of the bulleted text and then press the Enter key.

To add a sub-bullet, click on the Increase Indent button, located on the Home ribbon. The Tab key can
also be used to indent text.

Type the text and if additional sub-bullets lines are needed press the Enter key, after your line of
text.

Note: Pressing Enter after any text returns the cursor to the same indent (paragraph) level for the next line. The Tab
key is also used before typing to indent text to the next indent level (sub-bullet point) and pressing Shift+Tab before
typing to return to the previous indent level.
C. Add Pictures

Online Pictures are any type of computerized images such as artwork and photos. You can make your presentation
more eye-catching and entertaining by adding Pictures.

Confirm you are on slide three.

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 Click on the Online Picture button in the Illustration box, located in the Text
Placeholder.

The Bing Image Search window will appear.

In the Search box, type the word Classroom, and then press the Enter key. A variety of
online images associated with your search will appear.

Scroll through the Pictures window to find your desired image.

To insert the image, place the mouse pointer on the image and then click on the left mouse button
twice.

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Note: When the Illustration box does not appear on a slide, images can still be inserted by selecting the Insert
ribbon and then click on the Online Pictures button.

4. SLIDE MASTERS

PowerPoint has a set of Master Slides available for every Design Theme. The three Masters include a Slide
Master, Handout Master, and Notes Master. Masters correspond directly to the slides. Masters contain the
elements that appear on every slide and control the format for all slides in a presentation, which provides a
consistent appearance for each slide.

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A. Edit Slide Master

The Slide Master View is located on the View ribbon. This exercise will demonstrate how to modify a Slide Master
which will affect your entire presentation.

1. Change to Slide Master View by selecting the View ribbon. Click on the Slide Master button, located in the
Master View group as shown above.

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2. Click on the Master Title Style placeholder border. This will activate the entire title area.

3. Select the Home tab and then click on the Font show dialog box.

4. The Font window will appear.

5. Confirm that the Font tab is active.

6. In the Latin text font box, change to a different Font type.

7. In the Font color box, change to a different color.

8. Click on the OK button.

9. Select the View ribbon tab and then click on the Normal button in the Presentation Views group.

10. Scroll through the slides to see how the font and color changes made in the Slide Master have affected the
entire presentation.

Note: Changes you make to the Slide Master will affect all slides in your presentation.

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 5. FORMATTING SLIDES IN A PRESENTATION

You can change the format appearance of text and slides in the Slide View as well. Formatting can be applied to all
slides at the same time as in the Master View or only on an individual slide.

A. REPLACE FONT

Use the Replace command to change the font throughout a presentation.

1. Go to slide two.

2. Click on the Text Placeholder (bulleted list) border.

3. On the Home ribbon, click on the drop-down arrow next to the Replace button, located in the Editing group,
and then select the Replace Font option.

4. The Replace Font window will appear.

5. In the Replace box, click on the drop-down arrow and select the Font you want to replace.

6. In the With box, click on the drop-down arrow and select the desired Font.

7. Click on the Replace button to change all slides.

8. Click on the Close button.

9. View your change.

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B. FORMAT TEXT

Text appears on each slide in a format consistent with the template. You can add or change any text attribute such
as bold or italics on any given slide by making the change on the slide. The Font button commands are located on
the Home ribbon in the Font group.

1. Go to slide one.

2. Select the Title Placeholder, and click on the Italic button in the Font group.

3. Use the Font Size button to change the point size to a higher number.

4. Go to the next slide. Notice that the title text on this slide has not been affected.

5. G o to s lid e tw o , c l i c k on the F o n t C o lo r button, l oc ated i n the F o n t g roup, to s el ec t a

di f f erent c ol or.

C. FORMAT PLACEHOLDER

You can resize or add color and lines to a placeholder, as well as changing the text to a different style and color.

1. On slide two, select the Text Placeholder.

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2. On the Drawing Tools ribbon, click on the Format tab. View the different formatting options within the groups.

3. In this exercise the instructor will guide you through several formatting options for your placeholder.

D. CHANGE BULLETS

PowerPoint allows you to change the style, color, and size of bullets. You can apply the new bullet style to a single
bullet, a bulleted list, or for an entire presentation. To change a single bullet, click the cursor anywhere in the line
corresponding to the desired bullet. To change multiple bullets/lines, use the mouse to select the bulleted items you
want to change, or select the Text Placeholder to change all bullets within the placeholder.

1. Go to slide three.

2. Click anywhere in the

first line of Computer-base training (CBT).

3. Select the Home tab, click on the drop-drop arrow next to the Bullets button.

4. The Bullets panel will appear and then you have the option to select one of the bullet styles that appear.

5. More bullet options are available by clicking on the Bullets and Numbering option, located at the bottom
right-hand side of the window (On the Bullets and Numbering window, you have Bulleted and Numbered
tab choices.).

6. The Picture and Customize buttons will appear on the bottom of the Bullets and Numbering window.

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7. Clicking on the Picture button
provides an array of picture
bullets to select. Clicking on
the Customize button
will allow you to choose a variety
of Symbol windows with
each window having multiple
symbols to select as bullet
options.

8. In this exercise you will

select a square-shaped
bullet style and then click OK.

Note: To select a different color for bullets, use the Color drop-down list on the bottom of the Bullets and
Numbering window. The size of the bullet can be increased or decreased as well. Click the up or down arrows
next to the Size box to select a new bullet size.

9. Notice the bullet changed only on line one.

10. Change the bullet style for the remaining lines of text by selecting the desired indented lines of text.

11. Select the Home tab, click on the drop-drop arrow next to the Bullet button.

12. The Bullet panel will appear.

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13. Click on a different bullet style or the same style on line one.

E. CHANGE THEME

You have the option to change the slide Theme on one slide or an entire presentation. Hovering the mouse pointer
over the Theme will allow you the options of Apply to All Slides or Apply to Selected Slide.

1. Change the slide Theme to your presentation. Select the Design ribbon and then click on the drop-down arrow on
the right-hand side of the last Theme thumb print row. More Themes will be previewed; select your desired
Theme.

F. MODIFY THEME

You have the option to change the Theme color, font, and background on your slides. Use the Design ribbon to
modify your presentation Theme.

1. To change your slide Theme color scheme, click on the drop-down arrow next to the Color button, located in
the Themes group, and then select your desired color scheme.

2. To change your slide Font, click on the drop-down arrow next to the Fonts button, located in the Themes
group, and then select your desired Font options.

3. To change your slide Background Color, click on the drop-down arrow next to the Background Style button,
located in the Background group, and then select your desired background categories.
(To remove a slide background graphic, select the Hide Background Graphics box.)

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G. ADDING HEADER AND FOOTER

To insert information in the slide Footer, select the Header and Footer button located on the Insert ribbon.
Information such as the date and time, the slide number, and desired text can be inserted on the Footer of the slides.

1. Select the Insert ribbon tab and then click on the Header and Footer button.

2. The Header and Footer window will appear.

3. Confirm that the Slide tab

is active.

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4. Select the Date and time box.

5. Select the Fixed button and then type today’s date in the Fixed entry box.

6. Select the Footer box and then type University of Pittsburgh in the Footer entry box.

7. Click on the Apply to All button. This will enable all slides to have the new information.

Note: Once you select Date and time, you must select either the Update automatically or Fixed box.

6. TRANSITION AND ANIMATION

PowerPoint allows you to apply special effects by using slide transition and text/graphical animation to make your
presentation more visually appealing.

A. Slide Transition

Transitions are visual special effects that you see when you move from one slide to the next. Working in Normal or
Slide Sorter Views allow you to set transitions for a slide. The Transition ribbon allows you to apply slide transitions.

1. Go to slide one.

2. Click on the Transition tab and then click on the drop-down arrow located in the Transition to This Slide
group to view the transition categories as seen below.

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3. In the Exciting selection, click on the Blinds button. The selected slide will demonstrate this effect as you
make your choice. Click on the Preview button located on the Transition ribbon to demo the effect again.

4. To apply your selection to all slides, click on the Apply to All button, located in the Timing group.

5. Notice the transition indicator icon on the left-hand side of the thumb print slide in Normal View.

Note: You can also apply sound and timing speed to the selected transition from the Timing group located on the
Transition ribbon. Click on the drop-down arrow in the Sound box to choose a sound. Click on the up or down arrow
in the Duration box to set the timing on the transition.

B. Text Animation
Bulleted text animation refers to the progressive display of bulleted items. Bulleted items, by default, appear at the
same time on a slide. When text animation is applied, bulleted list items can appear on the slide one at a time or can
have motion as they display on the screen. Select the Animation ribbon to apply animation to slide text.

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1. Confirm that you are in Normal View (View, Normal).

2. Go to slide two.

3. Click inside the Text Placeholder and select the text area.

4. Click on the Animation tab and then click on the drop-down arrow located in the Animation group to view
the animation categories as seen above.

5. In the Entrance section, click on the Fade button.

6. Notice the animation indicator icon on the left-hand side of the thumb print slide in Normal View.

7. Go to slide five, and select the Title Placeholder.

8. Click on the Animation tab and then click on the drop-down arrow located in the Animation group to view
the animation categories.

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 9. In the Entrance section, click on an animation of your choice.

Note: You can apply timing to or delay the speed of the selected animation from the Timing group located on the
Animation ribbon. Click on the up or down arrow in the Duration or Delay box to set the timing or delay on the
transition.

C CUSTOMIZING SLIDESHOW

How to create a Custom Slideshow

To create a Custom Slideshow in PowerPoint 2013

1. Create or open a presentation that has more than one slide.

2. Select the SLIDE SHOW tab.
3. Click Custom Slide Show to expand the menu, and then select Custom Shows.

Note: if you click on a show’s name above, this custom show will start playing back in PowerPoint.
4. Click New to create a custom Show or Edit an existing one.

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 5. Give a distinctive name to your show, select the appropriate slides and click the Add button. Use the arrows
on the right if you want to change the slide order in your custom show. Then click OK to apply changes.

How to play a custom slideshow

To make a custom slideshow start on a hyperlink

1. Right click on the text or shape and select Hyperlink.

2. Select Place in This Document on the left-hand menu.

3. Scroll down the list until you see Custom Shows and select the one you need (Custom Shows:
Birds).
4. Click OK to apply.

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Tip: if you want to take the user back to the hyperlink menu after the custom show is ended, check Show
and return in the Edit Hyperlink window. If you don’t check this option, the playback will end with the end of
your custom show.

CUSTOM SHOW TYPES

Let’s apply these ideas to real situations. Below, you can see two custom show types that can improve your
presentation.

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 Type: Different Paths

A single presentation can be repurposed for different groups of people and provide each of them with the
most suitable scenario.

The diagram above shows six slides that can be viewed in a row. However, the first slide contains a menu
that lets you choose a particular path through the presentation.

If a viewer selects Link 1, the “red” sequence will be shown (Slides 2, 3 and 6).

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In case the Link 2 is selected, the “blue” sequence will come up (Slides 4, 5 and 6).

Note: Custom slideshows may share some slides in common, like Slide 6 in this example.

Type: More Info

If you want to add some explanatory sections (branches) to your presentation that may be opened only by
clicking on a button, you can do it by applying a combination of hidden slides and custom slideshows.

In this diagram above, you can see a presentation that consists of six slides, but Slides 3 and 4 are hidden.
These slides are grouped in a custom slideshow that can be activated by clicking on the More button.

To create a hidden custom slideshow

1. Select one or more slides in the thumbnail column on the left.

2. Right click on the selection and click Hide Slide.

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 3. Go to SLIDE SHOW > Custom Slide Show and create a show from the hidden slides so you can
use this additional descriptive branch.

Then assign a hidden custom show to a link

1. Select an object (text, shape, picture, etc.) to assign a hyperlink.

2. Right click and select Hyperlink.
3. Select Place in This Document, then select a custom show that we have just created.
4. Important: Check the Show and return option.
5. Click OK.

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D SETTING UP THE SLIDE SHOW

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E ADDING AUDIO IN A SLIDE
To insert audio from a file:

1. From the Insert tab, click the Audio drop-down arrow, then select Audio on My PC.

2. Locate and select the desired audio file, then click Insert.

3. The audio file will be added to the slide.

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 Recording your own audio

Sometimes you may want to record audio directly into a presentation. For example, you might want the
presentation to include narration. Before you begin, make sure you have a microphone that is compatible
with your computer; many computers have built-in microphones or ones that can be plugged in to the
computer.

To record audio:

1. From the Insert tab, click the Audio drop-down arrow, then select Record Audio.

2. Type a name for the audio recording, if desired.

3. Click the Record button to start recording.

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 4. When you're finished recording, click the Stop button.

5. To preview your recording, click the Play button.

6. When you're done, click OK. The audio file will be inserted into the slide.

Working with audio

To preview an audio file:

1. Click an audio file to select it.

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 2. Click the Play/Pause button below the audio file. The sound will begin playing, and the timeline next to the
Play/Pause button will advance.

3. To jump to a different part of the file, click anywhere on the timeline.

To move an audio file:

• Click and drag to move an audio file to a new location on a slide.

To delete an audio file:

• Select the audio file you want to delete, then press the Backspace or Delete key on your keyboard.

AUDIO OPTIONS

There are other options you can set to control how your audio file will play. These are found in the Audio
Options group on the Playback tab.

• Volume: Changes the audio volume

• Start: Controls whether the audio file starts automatically or when the mouse is clicked

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 • Hide During Show: Hides the audio icon while the slide show is playing
• Play Across Slides: Continues playing the audio file across multiple slides instead of just the current slide
• Loop until Stopped: Replays the audio file until stopped
• Rewind after Playing: Returns the audio file to the beginning when it is finished playing

To change the audio icon:

By default, an audio file will appear as a speaker icon in the slide. If you want, you can change the icon to
a different picture.

1. Select the audio file, then click the Format tab.

2. Click the Change Picture command.

3. The Insert Pictures dialog box will appear. Click Browse to select a file from your computer. Alternatively,
you can use the online image search tools to locate an image online. In our example, we'll click Browse.

4. Locate and select the desired picture, then click Insert.

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 5. The icon will change to the new picture.

7 CHARTS IN MICROSOFT POWERPOINT

A chart is a tool you can use to communicate data graphically. Including a chart in a presentation allows your
audience to see the meaning behind the numbers, which makes it easy to visualize comparisons and trends.

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TYPES OF CHARTS

PowerPoint has many different types of charts, allowing you to choose the one that best fits your data. In
order to use charts effectively, you'll need to understand how different charts are used.

Click the arrows in the slideshow below to learn more about the types of charts in PowerPoint.

PowerPoint has a variety of chart types, each with its own advantages. Click the arrows to see
some of the different types of charts available in PowerPoint.

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IDENTIFYING THE PARTS OF A CHART

Click the buttons in the interactive below to learn about the different parts of a chart.

INSERTING CHARTS

PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like Excel. The process of
entering data is fairly simple, but if you are unfamiliar with Excel you might want to review our Excel 2013
Cell Basics lesson.

TO INSERT A CHART:

1. Select the Insert tab, then click the Chart command in the Illustrations group.

2. A dialog box will appear. Select a category from the left pane, and review the charts that appear in the right
pane.

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3. Select the desired chart, then click OK.

4. A chart and a spreadsheet will appear. The data that appears in the spreadsheet is placeholder source
data you will replace with your own information. The source data is used to create the chart.

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5. Enter data into the worksheet.

6. If necessary, click and drag the lower-right corner of the blue line to increase or decrease the data range
for rows and columns. Only the data enclosed by the blue lines will appear in the chart.

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 7. When you're done, click the X to close the spreadsheet.

8. The chart will be completed.

You can edit the chart data at any time by selecting your chart and clicking the Edit Data command on the
Design tab.

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You can also click the Insert Chart command in a placeholder to insert a new chart.

CREATING CHARTS WITH EXISTING EXCEL DATA

If you already have data in an existing Excel file you want to use for a chart, you can transfer the data by
copying and pasting it. Just open the spreadsheet in Excel, select and copy the desired data, and paste it
into the source data area for your chart.

You can also embed an existing Excel chart into your PowerPoint presentation. This may be useful when
you know you'll need to update the data in your Excel file and want the chart to automatically update
whenever the Excel data is changed.

Modifying charts with chart tools

There are many other ways to customize and organize your charts. For example, PowerPoint allows you to
change the chart type, rearrange a chart's data, and even change the layout and style of a chart.

TO CHANGE THE CHART TYPE:

If you find that your data isn't well-suited to a certain chart, it's easy to switch to a new chart type. In our
example, we'll change our chart from a line chart to a column chart.

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1. Select the chart you want to change. The Design tab will appear on the right side of the Ribbon.

2. From the Design tab, click the Change Chart Type command.

3. A dialog box will appear. Select the desired chart type, then click OK.

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 4. The new chart type will appear.

TO SWITCH ROW AND COLUMN DATA:

Sometimes you may want to change the way charts group your data. For example, in the chart below the
book sales data is grouped by genre, with columns for each year. However, we could switch the rows and
columns so the chart will group the data by year, with columns for each genre. In both cases, the chart
contains the same data; it's just organized differently.

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1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, select the Edit Data command in the Data group.

3. Click the chart again, then select the Switch Row/Column command in the Data group.

4. The rows and columns will be switched. In our example, the data is now grouped by year, with columns for
each genre.

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We've noticed that when numerical data has been entered in the first column of the spreadsheet,
switching rows and columns may cause unexpected results. One solution is to type an apostrophe before
each number, which tells the spreadsheet to format it as text instead of a numerical value. For example,
the year 2013 would be entered as '2013.

TO CHANGE THE CHART LAYOUT:

Predefined chart layouts allow you to modify chart elements—including chart titles, legends, and data
labels—to make your chart easier to read.

1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, click the Quick Layout command.

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 3. Select the desired predefined layout from the menu that appears.

4. The chart will update to reflect the new layout.

To change a chart element (such as the chart title), click the element and begin typing.

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TO CHANGE THE CHART STYLE:

Chart styles allow you to quickly modify the look and feel of your chart.

1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, click the More drop-down arrow in the Chart Styles group.

3. Select the desired style from the menu that appears.

4. The chart will appear in the selected style.

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You can also use the chart formatting shortcut buttons to quickly add chart elements, change the chart
style, and filter the chart data.

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 [Link] IN MICROSOFT POWERPOINT

Tables are another tool you can use to display information in PowerPoint. A table is a grid of cells arranged in rows
and columns. Tables are useful for various tasks, such as presenting text information and numerical data. You can
even customize tables to fit your presentation.
TO INSERT A TABLE:

1. From the Insert tab, click the Table command.

2. A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to select the
number of columns and rows in the table.

3. Click the slide where you want to place the table. The table will appear.
4. Click anywhere in the table, and begin typing to add text.

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You can also insert a table by clicking the Insert Table command in a placeholder.

MODIFYING TABLES

It's easy to modify the look and feel of any table after adding it to a slide. PowerPoint includes several
options for customizing a table, including adding rows or columns and changing the table style.

TO RESIZE A TABLE:

• Click and drag the sizing handles until the table is the desired size.

TO MOVE A TABLE:

• Click and drag the edge of a table to move it to a new location on a slide.

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TO ADD A ROW OR COLUMN:

1. Click a cell adjacent to the location where you want to add a row or column.

2. Click the Layout tab on the right side of the Ribbon.

3. Locate the Rows & Columns group. If you want to insert a new row, select either Insert Above or Insert
Below. If you want to insert a new column, select either Insert Left or Insert Right.

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 4. The new row or column will appear.

TO DELETE A ROW OR COLUMN:

1. Select the desired row or column by clicking any cell in that row or column, then select the Layout tab.
2. In the Rows & Columns group, click the Delete command, then select Delete Rows or Delete Columns
from the menu that appears.

3. The selected row or column will be deleted.

TO DELETE A TABLE:

• Select the table you want to delete, then press the Backspace or Delete key on your keyboard.

You can also access the Insert and Delete commands by right-clicking a table.

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 Customizing tables
TO APPLY A TABLE STYLE:

1. Select any cell in your table, then click the Design tab on the right side of the Ribbon.
2. Locate the Table Styles group, then click the More drop-down arrow to see available table styles.

3. Select the desired style.

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 4. The selected table style will be applied.

TO CHANGE THE TABLE STYLE OPTIONS:

You can turn various options on or off to change the appearance of the table. There are six options:
Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

1. Select any cell in your table.

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 2. From the Design tab, check or uncheck the desired options in the Table Style Options group.

These options can affect your table style in various ways, depending on the type of content in your table.
You may need to experiment with a few different options to find the exact style you want.

TO ADD BORDERS TO A TABLE:

You can add borders to help define different sections of a table. Certain table styles may include borders
automatically, but it's easy to add them manually or customize them. You can control the border weight,
color, and line style for some or all of a table.

1. Select the cells where you want to add borders. In our example, we'll select every cell in our table.

2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.

3. Click the Borders drop-down arrow, then select the desired border type.

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4. The border will be added to the selected cells.

5. To remove borders, select the desired cells, click the Borders command, then select No Border.

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 MODIFYING A TABLE USING THE LAYOUT TAB

When you select a table, the Design and Layout tabs will appear on the right side of the Ribbon. You can
make a variety of changes to a table using the commands on the Layout tab.

Click the buttons in the interactive below to learn about the different commands on the Layout tab.

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9 INSERTING PICTURES IN POWERPOINT 2013

Adding pictures can make your presentations more interesting and engaging. You can insert a picture from a file
on your computer onto any slide. PowerPoint even includes tools for finding online pictures and adding
screenshots to your presentation.
INSERT A PICTURE FROM A FILE:

1. Select the Insert tab, then click the Pictures command in the Images group.

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 2. A dialog box will appear. Locate and select the desired image file, then click Insert.

3. The picture will appear on the currently selected slide.

You can also click the Pictures command in a placeholder to insert images.

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 INSERTING ONLINE PICTURES

If you don't have the picture you want on your computer, you can find a picture online to add to your
presentation. PowerPoint offers two options for finding online pictures:

• OneDrive: You can insert an image stored on your OneDrive (previously called SkyDrive). You can also
link other online accounts with your Microsoft account, such as Facebook or Flickr.

• Bing Image Search: You can use this option to search the Internet for images. By default, Bing only shows
images that are licensed under Creative Commons, which means you can use them for your own projects.
However, you should go to the image's website to see if there are any restrictions on how it can be used.

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Previously, you also had the option to insert clip art images from [Link], but this service has been
discontinued. Instead, you can use Bing Image Search to find images for your presentation.

TO INSERT AN ONLINE PICTURE:

1. Select the Insert tab, then click the Online Pictures command.

2. The Insert Pictures dialog box will appear.

3. Choose Bing Image Search or your OneDrive. In our example, we'll use Bing Image Search.

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4. Press the Enter key. Your search results will appear in the dialog box.
5. Select the desired image, then click Insert.

6. The image will appear on the currently selected slide.

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You can also click the Online Pictures command in a placeholder to insert online images.

When adding images, videos, and music to your own projects, it's important to make sure you have the
legal right to use them. Most things you buy or download online are protected by copyright, which means
you may not be allowed to use them

MOVING AND RESIZING PICTURES

Once you've inserted a picture, you may want to move it to a different location on the slide or change its
size. PowerPoint makes it easy to arrange pictures in your presentation.

To select a picture:

Before you can modify a picture, you'll need to select it.

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 • Simply click to select a picture. A solid line will appear around a selected picture.

TO RESIZE A PICTURE:

• Click and drag the corner sizing handles until the picture is the desired size.

The corner sizing handles will resize a picture while preserving its original aspect ratio. If you use the side
sizing handles, the image will become distorted.

TO ROTATE A PICTURE:

• Click and drag the arrow above an image to rotate it right or left.

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Hold the Shift key on your keyboard when rotating an image to limit the rotation angle.

TO MOVE A PICTURE:

• Click and drag to move a picture to a new location on a slide.

TO DELETE A PICTURE:

• Select the picture you want to delete, then press the Backspace or Delete key on your keyboard.

You can access even more picture formatting options from the Format tab. We'll talk more about these
options in our lesson on Formatting Pictures.

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 INSERTING SCREENSHOTS

Screenshots are basically snapshots of your computer screen. You can take a screenshot of almost any
program, website, or open window. PowerPoint makes it easy to insert a screenshot of an entire window
or a screen clipping of part of a window in your presentation.

TO INSERT SCREENSHOTS OF A WINDOW:

1. Select the Insert tab, then click the Screenshot command in the Images group.
2. The Available Windows from your desktop will appear. Select the window you want to capture as a
screenshot.

3. The screenshot will appear on the currently selected slide.

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TO INSERT A SCREEN CLIPPING:

1. Select the Insert tab, click the Screenshot command, then select Screen Clipping.

2. A faded view of your desktop will appear. Click and drag to draw the area you want to capture as a screen
clipping.

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3. The screen clipping will appear on the currently selected slide.

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 [Link] SMART ART GRAPHICS

SmartArt allows you to communicate information with graphics instead of just using text. There are a
variety of styles to choose from, which you can use to illustrate many different types of ideas
TO INSERT A SMARTART GRAPHIC:

1. Select the slide where you want the SmartArt graphic to appear.
2. From the Insert tab, select the SmartArt command in the Illustrations group.

3. A dialog box will appear. Select a category on the left, choose the desired SmartArt graphic, and click OK.

4. The SmartArt graphic will appear on the current slide.

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You can also click the Insert a SmartArt Graphic command in a placeholder to add SmartArt.

TO ADD TEXT TO A SMARTART GRAPHIC:

1. Select the SmartArt graphic. The SmartArt task pane will appear to the left.

2. Enter text next to each bullet in the task pane. The text will appear in the graphic and will resize to fit inside
the shape.

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 3. To add a new shape, press Enter. A new bullet will appear in the task pane, and a new shape will appear in
the graphic. You can delete any bullets you're not using to remove the shapes.

You can also add text by clicking the desired shape and then typing. This works well if you only need to add
text to a few shapes. However, for more complex SmartArt graphics working in the task pane is often
faster.

TO CONVERT EXISTING TEXT TO SMARTART:

PowerPoint makes it easy to transform traditional bullet points into an eye-catching SmartArt graphic. If you
already have text on a slide, you can convert it to SmartArt. In our example below, we'll change the bullet
points into SmartArt to help illustrate a process.

1. Right-click the list or paragraph you want to convert to SmartArt.

2. Hover the mouse over Convert to SmartArt, then select the desired SmartArt graphic.

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 3. The text will appear as a SmartArt graphic.

You can also convert SmartArt back to text. From the Design tab on the right side of the Ribbon, click the
Convert command, then select Convert to Text.

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 CHANGING THE SMARTART ORGANIZATION
TO ADD A SHAPE:

1. Select the SmartArt graphic, then click the Design tab on the right side of the Ribbon.

2. Decide where you want the new shape to appear, then select an adjacent shape.

3. Click the Add Shape command in the Graphics group. A drop-down menu will appear.
4. Select Add Shape Before or Add Shape After to add a shape on the same level as the selected shape.
Select Add Shape Above or Add Shape Below to add a shape above or below the selected shape.

5. The new shape will appear.

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TO PROMOTE OR DEMOTE SHAPES:

1. Select the SmartArt graphic, then click the Design tab on the right side of the Ribbon.

2. Select the shape you want to promote or demote. In our example, we'll demote a shape.

3. To move the shape to a higher level, click the Promote command in the Create Graphic group. To move it
to a lower level, click Demote.

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 4. The shape will move one level higher or lower.

You can also demote and promote shapes from within the task pane. With the insertion point in the task
pane, press the Tab key to demote a shape. Press the Backspace key (or Shift+Tab) to promote a shape.
It's a lot like creating an outline with a multilevel list. For more information, you may want to review our
lesson on Indents and Line Spacing.

TO REARRANGE SHAPES ON THE SAME LEVEL:

1. Select the SmartArt graphic, then click the Design tab.

2. Select the shape you want to move.

3. In the Create Graphic group, click Move Up or Move Down.

4. The shape will move to a new location on the same level, and any shapes nested below it will also move.

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 CUSTOMIZING SMARTART

After inserting SmartArt, there are several things you might want to change about its appearance.
Whenever you select a SmartArt graphic, the Design and Format tabs will appear on the right side of the
Ribbon. From there, it's easy to edit the style and layout of a SmartArt graphic.

TO CUSTOMIZE SMARTART

• PowerPoint provides a variety of color schemes to use with SmartArt. To change the colors, simply select
the SmartArt, click the Change Colors command, and choose the desired colors from the drop-down menu.

• Color schemes use theme colors, so they will vary depending on which theme you are using. Visit our
lesson on Modifying Themes to learn more about changing and customizing themes in PowerPoint 2013.

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• PowerPoint also includes several SmartArt styles, which allow you to quickly modify the look and feel of
your SmartArt. To change the style, select the desired style from the SmartArt styles group.

• You can add shape effects to your SmartArt, such as beveling and 3D rotation. Select the entire SmartArt
graphic by clicking the border, select the Format tab, and choose the desired Shape Effects. You can also
click an individual shape to customize it separately.

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TO CHANGE THE SMARTART LAYOUT:

If you don't like the way your information is organized within a SmartArt graphic, you can always change its
layout to better fit your content.

1. Select the SmartArt graphic, then select the Design tab.

2. In the Layouts group, click the drop-down arrow.

3. Select the desired layout or click More Layouts... to see even more SmartArt options.

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 4. The selected layout will appear.

If the new layout is too different from the original, some of your text may not show up. Before deciding on a
new layout, check carefully to make sure no important information will be lost.

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