EDF 5033
BASIC COMPUTER SKILLS
POWER POINT
Introduction to MS PowerPoint
⬧ PowerPoint is a presentation package.
⬧ Its most common use is to create a slideshow to
accompany a lecture or presentation
⬧ PowerPoint makes placing different objects on the
page or screen easy.
⬧ Objects can be different, including text, images,
hypertext links, movies and sounds.
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Key Features
⬧ Slides: The basic unit of a PowerPoint presentation.
Each slide can contain text, images, graphics, videos,
and other multimedia.
⬧ Templates and Themes: PowerPoint offers a wide
range of pre-designed templates and themes to give
your presentation a professional look.
⬧ Text and Formatting: You can add text boxes, and
format text with different fonts, sizes, colors, and
styles to make your content stand out.
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Cont’d…
⬧ Images and Graphics: Insert images, shapes, icons,
and SmartArt to enhance your presentation visually.
⬧ Charts and Tables: Visualize data with charts and
tables. PowerPoint supports different chart types like
bar, line, pie, etc.
⬧ Animations and Transitions: Add animations to
objects and transitions between slides to make your
presentation dynamic.
⬧ Multimedia: Embed audio and video files to create
engaging presentations.
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Cont’d…
⬧ Notes: Add speaker notes to slides for reference
during the presentation.
⬧ Collaboration: Work with others in real time and
leave comments and feedback.
⬧ Export and Sharing: Presentations can be exported
to PDF, or video formats, or shared online.
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Features of a Good PowerPoint
Presentation
⬧ check out the design templates
⬧ use standard position, colour and styles
⬧ only use necessary information
⬧ content should be understandable to anyone who
reads it (you shouldn’t have to explain it to them)
⬧ use colours that are contrasting but not jarring or
distracting
⬧ if you use effects, transitions and animation try and
make them relevant and consistent
⬧ too many slides will lose your audience
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Think about the text on your slides
⬧ generally no more than 6 words a line
⬧ generally no more than 6 lines a page
⬧ no long sentences
⬧ Emphasize important information with a larger font
⬧ keep font size at between 16 to 48
⬧ Fancy fonts can be hard to read
⬧ have text contrast with or stand out from the
background
⬧ avoid abbreviations and acronyms
⬧ don’t overuse punctuation marks
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Graphics, Images and Clipart
⬧ should enhance and complement the text, not
overwhelm it
⬧ should balance the slide
⬧ generally no more than two images per slide
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Finally what makes a good
presentation is
⬧ careful planning
⬧ thorough research
⬧ Keep it Simple: Avoid clutter and focus on key
points.
⬧ Consistent Design: Use consistent fonts, colours,
and layout.
⬧ High-Quality Images: Use high-resolution images
and graphics.
⬧ Engaging Content: Include stories, examples, and
questions to engage your audience.
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Cont’d…
⬧ Practice: Rehearse your presentation multiple times
to ensure smooth delivery.
⬧ speaking clearly and at a reasonable pace
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Getting started
⬧ There are a variety of ways to start using PowerPoint
software.
⬧ You can click on a shortcut on your desktop or taskbar
or you can double-click on a PowerPoint file.
⬧ You can click on Start > All Programs > Microsoft
Office > PowerPoint. In Windows 7
⬧ Start typing “PowerPoint” in the search box
⬧ You will see a new blank presentation and its title
slide
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Adding and Deleting Slides
⬧ Slides are added to a presentation by opening the
Insert menu above and clicking New Slide.
⬧ You might also use the New Slide button on the
toolbar if it is available.
⬧ New slides are inserted following the current slide.
Notice the current slide is highlighted in the left
pane.
⬧ Slides are deleted by selecting them in the left pane
and pressing the Delete key to delete them.
⬧ Try inserting a slide. After inserting a slide progress
over the new slide to the next slide by either clicking
it in the left pane or pressing the PgDn key.
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Slide Transitions
⬧ Select Slide Show/Slide Transition. Try out the
various transition effects.
⬧ Experiment with Speed and Sound
⬧ Select Random Transition and Apply to All slides.
⬧ Setting timings for the slides and adding transitions
⬧ -This task should be done while you are in the Slide
Sorter View.
⬧ -Click on the Slide Sorter View in the Slide View
toolbar, then from the --Slide Show menu select
Slide Transition...
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Setting Up AutoPlay
⬧ You can set the timings for progressing through a
presentation by selecting Slide Show/Rehearse
Timings.
⬧ Run the show at the pace that you feel is appropriate,
clicking the mouse to progress through all slides.
⬧ PowerPoint will record your timings for use in auto-
playing the presentation.
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Cont’d…
⬧ Save the timings when you are finished.
⬧ Upon exit, your slideshow will be displayed in Slide
Sorter view.
⬧ Note the timings associated with each slide.
⬧ Double-click this slide to return to Normal View.
⬧ Select View/Slide Show to auto-play this
presentation.
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Cont’d…
⬧ For some environments, such as a public kiosk or
trade show, you may wish to have your automated
slide show loop back to the beginning when it
concludes.
⬧ To set your presentation to loop:
⬧ Select Slide Show/Set Up Show
⬧ Check the box by Loop continuously until “Esc”
⬧ Click OK
⬧ Try it out on this presentation.
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Exercise 1
⬧ prepare PowerPoint slides for a 5-minute oral
presentation on an optional topic.
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Visual communication
There are 5 main formats in which to store images
1. TIFF (also known as TIF), file types ending in .tif
- stands for Tagged Image File Format
-TIFF is the most common file type used in photo
software e.g. Photoshop), TIFF contains many image
data.
2. JPEG (also known as JPG), file types ending in .jpg
⬧ -stands for Joint Photographic Experts Group,
which created this standard for this type of image
formatting
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Cont’d…
3. GIF, file types ending in .gif
-stands for Graphic Interchange Format
4. PNG, file types ending in .png
⬧ -PNG stands for Portable Network Graphics
⬧ -It’s used almost exclusively for web images,
never for print images
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Cont’d…
5. Raw image files
-Raw image files contain data from a digital camera
(usually).
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Adding graphics
⬧ From the menu bar, go to Insert-->Picture-->Clip Art
OR if you have used a slide template that includes a
space for a picture, simply double-click
where indicated.
⬧ If you use the template, then the picture will
automatically size to fit the space on the
template.
⬧ If you use the Insert command, you will have to
resize and move your picture on your slide
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Insert audio and video into your
presentation
Audio and video supported by PowerPoint
⬧ AAC
Advanced Audio Coding (similar to MP3) is a digital audio
format designed for high compression as well as high audio
quality.
⬧ AVI
Audio Video Interleaved is a Windows movie file with high
video quality, but a large file size.
⬧ MP3
MPEG 1 Audio Layer 3 is a digital audio format that is
designed for high compression of audio files while
maintaining high audio quality.
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Cont’d…
⬧ MP3 VBR
MP3 uses Variable Bit Rates that provide better
quality and smaller files.
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Cont’d…
⬧ Audible 2, 3 and 4
Audio file format (.aa file extension) used for
audiobooks or other voice recordings. Entire books
can be stored in a single file.
⬧ Apple Lossless
Uses the .m4a file extension, the same as AAC.
Creates a larger file than AAC, but retains more
information and quality.
⬧ AIFF
Audio Interchange File Format similar to WAV.
AIFF provides original sound quality and large file
size.
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Cont’d…
⬧ WAV
Wave provides the same file sound quality and large
file size as the original CD.
⬧ H.264
This is a digital video codec noted for high data
compression while maintaining high quality.
⬧ MPEG-2
A combination of audio and video compression for
the storage of movies.
⬧ Mov
QuickTime Movie Format
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Cont’d…
⬧ m4v
A MPEG-4 Video file.
⬧ MP4
MPEG-4 is a versatile file format that can include
audio, video, images and animations.
⬧ DAT
Digital Data Storage. Data file format that can be
used for text, graphics or binary data.
⬧ VOB
Video Object is a MPEG-2 DVD video movie file.
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Useful Microsoft PowerPoint
Shortcuts
⬧ Learning and using keyboard shortcuts can
significantly speed up your workflow in PowerPoint.
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General Shortcuts
⬧ Ctrl + N: Create a new presentation
⬧ Ctrl + O: Open an existing presentation
⬧ Ctrl + S: Save a presentation
⬧ F12 or Ctrl + Shift + S: Save As
⬧ Ctrl + P: Print a presentation
⬧ Ctrl + W or Ctrl + F4: Close a presentation
⬧ Ctrl + Q: Save and close a presentation
⬧ Ctrl + Z: Undo
⬧ Ctrl + Y: Redo
⬧ Ctrl + F: Find
⬧ Ctrl + H: Replace
⬧ Alt + F: Open the File tab menu
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Navigation
⬧ Page Up / Page Down: Go to the previous/next slide
⬧ Home: Go to the first slide
⬧ End: Go to the last slide
⬧ Ctrl + M: Insert a new slide
⬧ Ctrl + D: Duplicate the selected slide
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Text Formatting
⬧ Ctrl + B: Bold
⬧ Ctrl + I: Italic
⬧ Ctrl + U: Underline
⬧ Ctrl + E: Center alignment
⬧ Ctrl + L: Left alignment
⬧ Ctrl + R: Right alignment
⬧ Ctrl + J: Justify alignment
⬧ Ctrl + T: Open the Font dialog box
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Working with Objects
⬧ Ctrl + G: Group objects
⬧ Ctrl + Shift + G: Ungroup objects
⬧ Ctrl + K: Insert a hyperlink
⬧ Ctrl + Shift + C: Copy Formatting
⬧ Ctrl + Shift + V: Paste Formatting
⬧ Shift + Arrow Keys: Nudge an object
⬧ Ctrl + Arrow Keys: Resize an object
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Slide Show
⬧ F5: Start the slideshow from the beginning
⬧ Shift + F5: Start the slideshow from the current slide
⬧ Esc: End the slideshow
⬧ N or Spacebar: Next slide
⬧ P or Backspace: Previous slide
⬧ B: Black screen
⬧ W: White screen
⬧ Ctrl + L: Change the cursor to a laser pointer
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Editing
⬧ Ctrl + X: Cut
⬧ Ctrl + C: Copy
⬧ Ctrl + V: Paste
⬧ Ctrl + A: Select all
⬧ Ctrl + Shift + < or >: Decrease or increase font size
⬧ Delete: Delete selected object
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View
⬧ Alt + W, Q: Open the Zoom dialog box
⬧ Ctrl + Alt + V: Switch to Slide Sorter view
⬧ Ctrl + Alt + N: Switch to Normal view
⬧ Alt + F5: Presenter view
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