END USER COMPUTING.

BICT 1101
Lecture 4: Presentations
INTRODUCTION

 PowerPoint includes all of the features you need to produce

professional-looking presentations.
 When you create a PowerPoint presentation, it is made up of a
series of slides.
 The slides contain the information you want to communicate with
your audience.
 This information can include text, pictures, charts, video, and
sound.
STARTING POWERPOINT

STEP BY STEP Start PowerPoint (Windows 10)

 1. Press the Windows key on the keyboard to display the Start
Menu or Click on the Start Menu to access All Apps
 2. Click All Apps.
 3. Scroll through the Apps to find and click PowerPoint 2016.
PowerPoint starts and its Start screen appears.
 4. Press Esc or click Blank Presentation. A new, blank
presentation appears in the PowerPoint window.
STARTING POWERPOINT
Normal View
 The primary user interface. When you first start PowerPoint, you will see a
Start Screen. The screen which you see after starting a blank presentation
appears in Normal view. This is where you will do most of your work.
Using the Ribbon/Selecting Tools and Commands
 A command tells PowerPoint to perform a specific task. Each tab provides
commands that are relevant to the kind of task you are performing —
 whether you are formatting a slide, adding animations to a presentation, or
setting up a slide show for display.
 Most of the tools and commands for working with PowerPoint are
accessible through the PowerPoint Ribbon.
STARTING POINT

 The Ribbon across the top of the window contains a set of tabs;
each tab has a different collection of groups and buttons on it of
related commands.
 Additional contextual tabs appear when you select certain types
of content, such as graphics or tables.
 In addition to the Ribbon, PowerPoint also offers tools and
commands on the File menu (also known as Backstage view), a
Quick Access toolbar, a floating mini-toolbar, and a status bar.
CLOSING AND EXITING A PRESENTATION
 When you close a presentation, PowerPoint removes it from the screen.
 PowerPoint continues running so you can work with other files.
 You should always save and close any open presentations before you exit
PowerPoint or shut down your computer.
STEP BY STEP Close a Presentation
 USE the presentation that is open from the previous exercise.
 1. Click the File tab; Backstage view appears.
 2. Click Close. PowerPoint clears the presentation from the screen.
Exiting PowerPoint
 When you exit PowerPoint, the program closes.
STEP BY STEP Exit PowerPoint
 1. Click the Close button on the PowerPoint window.
SLIDES
 After creating a presentation (adding information to slides), there
are some things which can be done while working with the slides;
 Inserting new slides
 Modify a layout
 Change your presentation view.
INSERTING NEW SLIDE

 To insert a new slide:

 1. From the Home tab, in the Slides Group, click the drop
down arrow on the New Slide command to open the menu of
slide layout options.
 2. Select the slide you want to insert.
 3. A new slide will be added your presentation.
 To instantly add a slide that uses the same layout as the one you
have selected, click the top half of the New Slide command not
the arrow part.
ABOUT SLIDES
 Slides contain placeholders, which are areas on the slide that are
enclosed by dotted borders.
 Placeholders can contain many different items, including text,
pictures, and charts.
 Some placeholders have placeholder text, or text you can replace.
They also have thumbnail-sized icons that represent specific
commands such as Insert Picture, Insert Chart, Insert Table, and
Insert ClipArt.
 In PowerPoint, hover over each icon to see the type of content
you can insert in a placeholder.
ABOUT SLIDES

TITLE AND CONTENT LAYOUT

SLIDE VIEWS
Viewing a Presentation in Different Ways
 PowerPoint’s various views enable you to see your presentation in
a variety of ways. For example, in Normal view, you can work
with just one slide at a time, which is helpful when you are adding
text or graphics to a slide.
 Alternately, in Slide Sorter view, you can view all the slides in a
presentation at the same time, which makes it easy to rearrange
the slides.
 The slide view commands are located on the bottom-right of the
PowerPoint window in Normal view or on the Ribbon in the View
Tab, Presentation Group.
SLIDE VIEWS
 PowerPoint provides these views:
 Normal view; is the default view that lets you focus on an individual
slide.
 The slide you are currently editing is called the current slide. The
current slide appears in the Slide pane, which is the largest of the
view’s three panes.
 Below the Slide pane is the Notes pane, where you can add and
edit notes you want to associate with the current slide.
 The Notes pane is optional; you can toggle it on and off with the
Notes button on the View tab.
 In the left pane—called the Slides pane—you can click the
thumbnail images of the slides to jump from one slide to another.
SLIDE VIEWS
 Outline view; is the same as Normal view except instead of
thumbnail images of the slides, a text outline of the
presentation appears in the left pane.
 Only text from placeholders appears in the outline; any
text from manually created text boxes does not.
 Text from graphical objects such as SmartArt also does not
appear in the outline.
SLIDE VIEWS
 Slide Sorter view; displays all the slides in a presentation on a
single screen.
 (If there are more slides than can fit in one screen, use
scroll bars to move slides in and out of view.)
 In Slide Sorter view, you can reorganize a slide show by
dragging slides to different positions.
 You can also duplicate and delete slides in this view.
SLIDE VIEWS
 Notes Page view; shows one slide at a time, along with any
notes that are associated with the slide.
 This view lets you create and edit notes. You may find it
easier to work with notes in this view than in Normal view.
 You can also print notes pages for your presentation; they
are printed as they appear in Notes Page view.
SLIDE VIEWS
 Reading view; is like Slide Show view except it is in a window
rather than filling the entire screen.
 Displaying the presentation in a window enables you to
also work in other windows at the same time.
 Slide Show view; lets you preview your presentation on the
screen, so you can see it the way your audience will see it.
 Note that Slide Show view doesn’t appear on the View tab. It has
its own dedicated Slide Show tab.
ABOUT SLIDES
 You can easily customize your layout by deleting unwanted—or
extra—placeholders from any slide.
To delete a placeholder:
 1. Position your mouse on the dotted border of the placeholder
so it changes to a cross with arrows .
 2. Click the border to select it.
 Boarder changes from dotted boarder to solid border
 3. Press Backspace or Delete on your keyboard.
 The placeholder will be removed from the slide.
ABOUT SLIDE LAYOUTS
 Placeholders are arranged in different layouts that can be applied
to existing slides or chosen when you insert a new slide.
 A slide layout arranges your content using different types of
placeholders, depending on what information you might want to
include in your presentation.
 In the screenshot above, the layout is called Title and Content and
includes title and content placeholders.
 While each layout has a descriptive name, you can also tell from
the image of the layout how the placeholders will be arranged.
ABOUT SLIDE LAYOUTS
 Slide Layouts can be viewed and selected by Clicking New Slide drop down arrow in
the Slides group on the Home Tab.
ABOUT SLIDE LAYOUTS
Customizing slide layouts
 To change the layout of an existing slide:
 1. Select the slide you want to change.
 2. Click the Layout command in the Slides group on the Home
tab.
 A menu will appear with your options.
 3. Choose a layout from the menu. The slide will change in the
presentation.
ABOUT SLIDE LAYOUTS
To use a blank slide:
 For more control over your content, you may prefer a blank slide
—
 a slide without placeholders—over one of the existing layouts.
 Blank slides can be customized by adding your own text
boxes, pictures, charts, and more.
 1. Select Blank from the menu of layout options in Slides Group
under the Home Tab.
ABOUT SLIDE LAYOUTS
To add a text box:
 Text boxes allow us to add to our current layout, so we can place text
wherever we want on your slide.
 1. From the Insert tab, click the Text Box command under the Text
Group. Or
 From the Home Tab, click the Text Box Command under Drawing Group.
Or
 From the Insert Tab, in the Illustrations Group, click on the Shapes
Option then click on the Text Box Command.
 2. Your cursor will turn into an upside-down cross.
 3. Click, hold, and drag your mouse to draw a text box.
 A text box will appear in your slide.
WORKING WITH SLIDES
To copy and paste a slide:
 1. On the Slides tab in the left pane, select the slide you want to copy.
 2. Click the Copy Command on the Home Tab.
 You can also right-click your selection and choose Copy.
 3. In the left pane, click just below a slide—or between two slides—to
choose the location where you want the copy to appear.
 A horizontal insertion point will mark the location.
 4. Click the Paste command on the Home Tab.
 You can also right-click and choose Paste.
 The copied slide will appear.
 To select multiple slides, press and hold Ctrl on your keyboard and
click the slides you want to select.
WORKING WITH SLIDES
To duplicate a slide:
 Duplication is an alternative to copying and pasting.
 Duplicating slides copies the selected slide and—in one step—pastes it directly
underneath.
 This feature does not allow you to choose the location of the copied slide, nor
does it offer Paste Options for advanced users, so it's more convenient for
quickly inserting similar slides.
 1. Select the slide you want to duplicate.
 2. Click the New Slide command.
 3. Choose Duplicate Selected Slides from the drop-down menu.
 4. A copy of the selected slide appears underneath the original.
WORKING WITH SLIDES
To delete a slide:
 1. Select the slide you want to delete.
 2. Press the Delete or Backspace key on your keyboard.
To move a slide:
 1. Select the slide you want to move.
 2. Click, hold, and drag your mouse to a new location. A
horizontal insertion point will mark the location.
 3. Release the mouse button. The slide will appear in the new
location
MOVING AROUND THE SLIDES
 Use the keys on your keyboard to move through the slides in Slide
Show view.
 Keys include:
 Arrow keys
 Page Up and Page Down keys
 Spacebar
 Enter key
 Press the Esc key to end the slide show.
CREATING A PRESENTATION
CREATING A PRESENTATION FROM A TEMPLATE
 A template is a reusable sample file that includes a
 background, layouts,
 coordinating fonts, and other design elements that work
together to create an attractive, finished slide show.
 PowerPoint’s New tab in Backstage view enables you to
create a new presentation from a template.
 Templates may (but are not required to) contain sample
content, too.
 Each template employs one or more themes.
 You can create your own templates or download new ones.
CREATING A PRESENTATION
 Important to choose a template that is appropriate for your audience and your
message.
 business information to a group of managers = professional template not
having elements that will distract the audience .
 Equally, a fanciful template might work better for a group of young people
CREATING A PRESENTATION
CREATING A NEW BLANK PRESENTATION
 When you start PowerPoint, its Start screen appears. If you click
Blank Presentation at that point, or press the Esc key, a new, blank
presentation appears, containing a single slide.
 The fastest and simplest way to create a new presentation is to start
with a blank presentation.
 You can add text to the presentation and then format the slides later.
 You can use the single slide that opens with a new, blank presentation to
begin creating your new presentation.
Viewing Multiple Presentations

 You can have multiple presentations open at the same time in PowerPoint, and you
can arrange their windows so that they are all visible at once.
 This makes it easy to drag-and-drop content between windows, and also to compare
different versions of a presentation.
STEP BY STEP Arrange Multiple Presentation Windows
 1. Open your first presentation.
 2. Click the File tab.
 3. Click Open. The Open tab of Backstage view appears.
 4. Locate and open your second presentation. The presentation appears on your
screen.
 5. Click the View tab.
 6. Click Arrange All in the Window group. The presentations appear side-by-side.
EMBEDDING FONTS

 When you create a presentation, you can choose any of the fonts
installed on that computer.
 When you present the presentation on another computer that
does not have the same font installed that you used in the
presentation, PowerPoint substitutes a different font, which may
or may not be acceptable to you and may or may not display
correctly.
 To ensure that the correct font is always available no matter
which computer you open the presentation on, you can embed the
fonts in the presentation file.
EMBEDDING FONTS
 The disadvantage of embedding fonts is that it makes the presentation file
size larger.
 To Embed Fonts when saving,
 Click File Tab then SaveAs,
 Locate where you want to save your presentation file, then
 Click on Options, a Powerpoint Menu opens,
 Click on Save,
 In the customize how documents are saved area, Mark the Embed fonts in the
file check box.
 This check box is located under the Preserve fidelity when sharing this
presentation heading.
 Two Options buttons become available. Click the one that best fits your needs.
PRESENTATION OUTLINE VIEW
 The Outline View shows your slide text in outline form.
 This allows you to quickly edit your slide text and view the
contents of multiple slides at once.
 To view an outline of your presentation:
 1. Click the Outline View from the Presentation Views group
in the View Group.
 2. In the left pane an outline of your slide text appears.
 3. Type directly in the pane to make changes to your text.
ORGANIZING SLIDES INTO SECTIONS
 You can organize your slides into sections to make your presentation
easier to navigate.
 Sections can be collapsed or expanded in the left pane and named for
easy reference.
To organize slides into sections:
 1. Select the slide you want to begin your first section.
 2. From the Home tab, in the Slides Group, click the Section
command.
 3. Choose Add Section from the drop-down menu.
 4. An Untitled Section appears in the left pane.
 5. To rename the section, type in the name you want your new section
to bear in the section name box, then click Rename Button.
ORGANIZING SLIDES INTO SECTIONS

 6. Repeat to add as many sections as you want.

 7. In the left pane, click the arrow next to a section name to
collapse or expand it.
ADDING NOTES TO SLIDES
Adding notes to slides
 PowerPoint gives you the ability to add notes to your slides—
often called speaker notes—
 to help one deliver or prepare for their presentation.
 You can enter and view your speaker notes using the Notes pane
or the Notes Page view.
To use the Notes pane:
 1. Locate the Notes pane at the bottom of the screen, directly
below the Slide pane.
 Click the View Tab, From the Show Group, Click the Notes
Command..
ADDING NOTES TO SLIDES
 2. Click and drag the edge of the pane (Separates the Slide
Pane and the Notes Pane) to make it larger or smaller.
 3. Type your notes in the Notes pane.
 4. To make the Notes Pane Invisible Click the Notes
Command in the Show Group, View Tab
THEMES
THEMES
 A theme is a predefined combination of colors, fonts, and effects that can
be applied to your presentation to give it a consistent, professional look .
 PowerPoint includes built-in themes that allow you to easily create
professional-looking presentations without spending a lot of time
formatting
 Default theme in Microsoft presentations is Office theme, it consists of a
 White background
 Calibri font
 Primarily black text.
 Themes can be applied or changed at any time.
THEMES
Why use theme elements?
 Makes your presentation look pretty good.
 All of the colors will work well together.
 Which means you won't have to spend as much time formatting your
presentation.
 When you switch to a different theme, all of these elements will update to
reflect the new theme.
 Ability to drastically change the look of your presentation in just a few
clicks
 NOTE, the colors and fonts will only update if you're using theme fonts or
theme colors. If you choose one of the standard colors or any of the fonts that
are not theme fonts, your text will not change when you change the theme.
 This can be useful if you're creating a logo or title that always needs to look
the same.
THEMES
 Every PowerPoint theme—including the default Office theme—has its own
theme elements. These elements are:
 Theme Colors (available from every Color menu)
 Theme Fonts (available from the Font menu)
 Shape Styles (available in the Format tab when you click a shape)
THEMES AND SLIDE LAYOUTS
 As you can see from the two different title slides below, themes
affect the various slide layouts.
THEMES AND SLIDE LAYOUTS
 If you apply a theme before you start building your presentation,
you will be able to arrange your content to fit the layouts you
have to choose from.
 If you apply the theme after, the text boxes and placeholders may
move depending on the theme you choose.
Applying themes
 You will need to know how to apply a theme and how to switch to
a different theme when using themes to create presentations.
 All of the themes included in PowerPoint are located in the
Themes group on the Design tab.
 Themes can be applied or changed at any time.
THEMES AND SLIDE LAYOUTS
To apply a theme:
 1. Go to the Design tab.
 2. In the Themes group.
 Each image represents a theme.
 3. Click the drop-down arrow to access more themes.
 [Link] over a theme to see a live preview of it in the
presentation.
 The name of the theme will appear as you hover over it.
 5. Click a theme to apply it to the slides.
WORKING WITH IMAGES
 Adding images to your presentations makes them more
interesting and engaging.
 Pictures, clip art, and screenshots can be inserted into
PowerPoint presentations to help you effectively communicate
your ideas to your audience.
 We will look at how to insert and manipulate pictures, clip art,
and screenshots into our slides.
WORKING WITH IMAGES
 Adding clip art and pictures to your presentation can be a great way to
illustrate important information or add decorative accents to existing text.
 You can insert images from your computer, search Microsoft's large
selection of clip art to find the image you need, or add a screenshot of your
own.
 Once an image has been inserted, you can resize and move it to the location
you want.
To insert an image from a file:
 1. Click on the Insert tab.
 [Link] the Pictures command in the Images group.
 Select where you want to select the picture from (Device or Online Picture) .
 The Insert Picture dialog box appears.
WORKING WITH IMAGES
 3. Select the desired image file, then click Insert.
 4. The picture will appear in your slide.
 You can also select the Insert Picture from Device or Online
Pictures Command in a placeholder to insert images.

Insert Online
Insert Picture Picture
from Device
INSERTING SCREENSHOTS

 Screenshots are pictures that capture the visible windows

and items displayed on your computer screen.
 They may include an open window of a website, items on
your desktop, or an open program, like the PowerPoint
images displayed in some of our slides.
 These images can be useful for explaining or displaying
computer programs, functions, and websites.
 PowerPoint allows you to capture an image of an entire
window or a screen clipping of part of a window.
INSERTING SCREENSHOTS
To insert screenshots of a window:
 1. Click the Insert tab.
 2. Click the Screenshot command in the Images group.
 3. The Available Windows from your desktop will appear.
 Select the window you want to capture as a screenshot.
 4. The screenshot will appear in your slide.
INSERTING SCREEN CLIPPING
To insert a screen clipping from a window:
 1. Click the Insert tab.
 2. Click the Screenshot command, then select Screen
Clipping.
 3. A faded view of your current desktop will appear, and your
cursor will turn into a cross shape.
 4. Click, hold, and drag on the area of the window you want to
capture.
 5. The screen clipping will appear in your slide.
RESIZING AND MOVING IMAGES
Step by Step to resize an image:
 1. Click the image.
 2. Position your mouse over any one of the corner sizing handles.
 The cursor will become a pair of directional arrows .
 3. Click, hold, and drag your mouse until the image is the desired
size.
 4. Release the mouse. The image will be resized.
 The side sizing handles change the image's size but do not keep the same
proportions.
 If you want to keep the image's proportions, always use the corner
handles.
RESIZING AND MOVING IMAGES
Step by Step to move an image:
 1. Click the image.
 The cursor will turn into a cross with arrows .
 2. While holding down the mouse button, drag the image to
the desired location.
 3. Release the mouse button.
 The box will be moved.
 To rotate the image, click and drag on the grey circle (turns black
when you hover over it) located at the top of the image.
POWERPOINT MOVEMEMENTS
 PowerPoint provides three types of movements:
 Entrance, emphasis, and exit of elements on a slide itself are
controlled by what PowerPoint calls Custom Animations.
 Transitions, on the other hand, are movements between slides.
These can be animated in a variety of ways.
 Custom animation can be used to create small story boards by
animating pictures to enter, exit or move
APPLYING SLIDE TRANSITIONS
 Transitions are animated/motion effects that occur or add
movement when in Slide Show view, moving from one slide to
another.
 There are many transitions to choose from, each one of which
allows you to control the speed and even add sound.
 We will look at how to apply and customize slide transitions.
APPLYING SLIDE TRANSITIONS
 A transition can be as simple as fading to the next slide or as complex
as a flashy, eye-catching effect.
 This means you can choose transitions to fit the style of any
presentation.
About transitions
 There are three categories of unique transitions to choose from, all of
which can be found on the Transitions tab:
 Subtle (Slight Transitions)
 Exciting (Strong Transitions)
 Dynamic Content (Strong Transitions that only affect the content like
text, images)
APPLYING SLIDE TRANSITIONS
 Subtle (slight transitions)

 Exciting (strong transitions)

 Dynamic Content (strong transitions that affect only the content, such as text or images)
APPLYING SLIDE TRANSITIONS
To apply a transition:
 1. Select the slide you want to modify.
 2. Click the Transitions Tab.
 3. Locate the Transition to This Slide group.
 By default, None is applied to each slide.
 4. Click the More drop-down arrow to display all of the
transitions.
 5. Click a transition to apply it to the selected slide.
 This will automatically preview the transition as well.
APPLYING SLIDE TRANSITIONS
 Note that the Apply To All command in the Timing group can be
used at any time to make your presentation uniform.
 Use this command with caution.
 Not only does it apply the same transition to every slide, but it
also applies the settings in the Timing group, which you may
not want to be the same throughout your presentation.
APPLYING SLIDE TRANSITIONS
To preview a transition:
 You can preview the transition for a selected slide at any time,
using either of these two methods:
 Click the Preview Command on the Transitions Tab.
 Click the Star Play Animations icon.
 The icon appears on the Slides Tab in the left pane beside
any slide that includes a transition
APPLYING SLIDE TRANSITIONS
Modifying transitions
 To modify the duration:
 1. Select the slide that includes the transition you want to
modify.
 2. In the Duration field in the Timing group, enter the amount
of time you want the transition to take.
 In this example, we will specify the length as 2 seconds, or
02.00.
APPLYING SLIDE TRANSITIONS
 To Add Sound:
 1. Select the slide that includes the transition you want to
modify.
 2. Click the Sound drop-down menu in the Timing group.
 3. Click a sound to apply it to the selected slide.
 4. Click the Preview Command on the Transitions Tab.
APPLYING SLIDE TRANSITIONS
To Remove a Transition:
 1. Select the slide you want to modify.
 2. Choose None from the gallery in the Transition to This Slide
group.
 3. Repeat this process for each slide you want to modify.
To remove transitions from all slides:
 Select a slide that uses None, then click the Apply to All
command
ADVANCING SLIDES

 By default, the presentation advances from one slide to the next

when you click the mouse.
 Slides can be set to advance automatically after a certain amount
of time, manually upon mouse click (or other signal, such as
pressing the Enter key), or both in Slide Show.
 If both are selected, the slide will advance immediately if you click the
mouse, otherwise advance will occur when the allotted time elapses.
To advance slides automatically:
 Using the Advance Slides settings in the Timing group, you can set
your presentation to advance on its own instead and display each
slide for a specific amount of time.
ADVANCING SLIDES
 This is useful for unattended presentations, such as at a tradeshow
booth.
 1. Select the slide you want to modify.
 2. Locate the Timing group on the Transitions tab.
 3. Under Advance Slide, uncheck the box next to On Mouse Click.
 4. In the After field, enter the amount of time you want to display
the slide.
 In this example, we'll advance the slide automatically after 1
minute 30 seconds, or [Link].
 5. Select another slide, and repeat the process until all the desired
slides have the appropriate timing.
PRESENTING A SLIDE SHOW
 To present your slide show, you'll need to know how to start it.
PowerPoint allows you to start your slide show from the first
slide or from any slide within the slide show. Once your slide show
has started, you'll need to know how to advance through the slides.
 To start a slide show:
 1. Select the Slide Show tab.
 2. Click the From Beginning command in the Start Slide
Show group to start the slide show with the first slide.
PRESENTING A SLIDE SHOW
 You can also start the slide show from the slide you prefer by selecting the
slide and clicking on From Current Slide from the Start Slide Show group.
This option is convenient if you only want to view or present certain slides.
 Another option for starting the slide show is to select Slide Show view at the
bottom of the window
To advance and reverse slides:
 1. Hover your mouse over the bottom-left of the screen. A menu will
appear.
 2. Click the right arrow to advance slides and the left arrow to reverse
slides.
 You can also use the arrow keys on your keyboard to advance and reverse
slides.
PRESENTING A SLIDE SHOW
To stop or end a slide show:
 To end a slide show, hover and select the menu box options
command and click End Show.
 You can also press the Esc key on your keyboard to end the show.
PRESENTATION TOOLS AND FEATURES
 PowerPoint provides convenient tools and features you can use while you are
presenting your slide show.
 Features include
 Changing your mouse pointer to a pen or highlighter to draw attention to
items in your slides.
 Jumping around to slides in your presentation or access items from your
computer desktop if needed.
To access the pen or highlighter:
 1. Hover and click the pen menu option in the bottom-left of
your screen.
 2. Select Pen or Highlighter based on your preference.
 3. Use the pointer to draw on or mark your slides.
PRESENTATION TOOLS AND FEATURES
 From the same menu, you can also change the color of the pen or
highlighter. Keep in mind that light color choices are best for the
highlighter.
To erase ink markings:
 1. Hover and click the pen menu option in the bottom-left of
your screen.
 2. Select Eraser to erase individual ink markings, or select
Erase All Ink on Slide to erase all markings.
 When you end your slide show, you also have the option to Keep or
Discard (erase) any ink markings you made during your
presentation.
PRESENTATION TOOLS AND FEATURES
To access other Programs:
 Sometimes you may need to access the Internet or other files and
programs on your computer during your presentation.
 PowerPoint allows you to access your desktop task bar without
ending your presentation.
 1. Hover and click the menu box option in the
bottom-left of your screen.
 2. Select Screen, then click Show Task bar.
 3. Your computer’s Task bar will appear. Choose a
program you want to switch to.
PRESENTATION TOOLS AND FEATURES
Menu access options:
 You can also access other menu items by right-clicking anywhere
on the screen during your slide show.
Keyboard shortcuts
 Switch between the pen pointer and mouse pointer by pressing
Ctrl+P (pen) or Ctrl+M (mouse) on your keyboard.
 Press E on the keyboard to erase any ink markings while using
the pen or highlighter.
PRESENTATION TOOLS AND FEATURES
Slide show setup options
 PowerPoint has various options for setting up and playing a slide
show.
 For example, you can set up an unattended presentation that
can be displayed at a kiosk and make your slide show repeat
with continuous looping.
PRESENTATION TOOLS AND FEATURES
To access slide show setup options:
 1. Select the Slide Show tab.
 2. Click the Set Up Slide Show command.
 3. The Set Up Show dialog box will appear.
 Click the different buttons to learn about the various options available
for setting up and playing a slide show.
 4. Click OK to apply the settings to the slide show.
INDENTATION AND LINE SPACING
 Indentation and line spacing are two important features you can use to
change the way text appears on a slide.
 Indentation can be used to visually set paragraphs apart from one another or
to create multilevel lists.
 Line spacing can be adjusted to improve readability or to fit more lines on the
slide.
INDENTATION AND LINE SPACING
 Indentation is a useful tool for making your text more readable.
 When used in paragraphs, a first-line indent helps to set
paragraphs apart from one another.
 When used in bulleted or numbered lists, indents can change
the level of each line to form a multilevel list.
 Line spacing is another tool you can use to control how text looks
on the slide.
 It can be used to improve readability or to fit more lines on the
slide.
INDENTATION AND LINE SPACING
To indent using the Tab key:
 A quick way to indent is to use the Tab key. In a normal
paragraph, this will create a first-line indent, but if the
paragraph is part of a bulleted or numbered list, the entire
paragraph will be indented.
 1. Place the insertion point at the very beginning of the
paragraph you want to indent.
 2. Then press the Tab key on your keyboard.
 INDENTATION AND LINE SPACING
To use the Indent commands:
 If you want to indent all of the lines in a paragraph, you can use the Indent commands
on the Home tab. For lists, the Indent commands work the same way as the Tab key.
 1. Select the text you want to indent.
 2. On the Home Tab, click the Increase Indent command to increase the indent or the
Decrease Indent command to decrease the indent.
 3. The selected text will update to reflect the new indent.
 When you indent some of the lines in a bulleted or numbered list, it is called a multilevel
list.
 Multilevel lists are useful if you want to create an outline or hierarchy.
 You may want to choose a different bullet style for different levels of the list to make
them stand out even more.
ANIMATING TEXT AND OBJECTS
 PowerPoint offers a variety of animations you can use to
improve your presentation.
 Animations can be used to make text or objects appear on a slide,
exit a slide, or emphasize the text or objects already on a slide.
 You can even use motion paths to create a customized animation.
The four types of animations
 There are many different animation effects you can choose from,
and they are organized into four types:
ANIMATING TEXT AND OBJECTS
 1. Entrance: These control how the object enters the slide. For
example, with the Bounce animation, the object will drop onto
the slide and then bounce several times.
 2. Emphasis: These animations occur while the object is on the
slide and are often triggered by a mouse click. For example, you
can set an object to Spin when you click the mouse.
 3. Exit: These control how the object exits the slide. For example,
with the Fade animation, the object will simply fade away.
 4. Motion Paths: These are similar to Emphasis effects, except
the object moves within the slide along a predetermined path,
like a circle.
ANIMATING TEXT AND OBJECTS
To apply an animation to an object:
 1. Select an object.
 2. Click the Animations tab.
 3. In the Animation group, click the More drop-down arrow
 to view the available animations.
 4. Select the desired animation effect.
 5. The object will now have a small number next to it to show that it
has an animation.
 Also, in the Slide pane, the slide will now have a star symbol
next to it.
 At the bottom of the menu, you can access even more effects.
EFFECT OPTIONS
 Some effects will have options you can change.
 For example, with the Fly In effect
 You can control which direction the object comes from.
 These options can be accessed from the Effect Options command
in the Animation group.
WORKING WITH ANIMATIONS
To add multiple animations to an object:
 If you select a new animation from the menu in the Animation
group, it will replace the object's current animation.
 However, you'll sometimes want to place more than one
animation on an object, such as with an entrance and exit effect.
WORKING WITH ANIMATIONS
 To do this, you'll need to use the Add Animation command, which will
allow you to keep your current animations while adding new ones.
 1. Select the object.
 2. Click the Animations tab.
 3. In the Advanced Animation group, click the Add Animation
command to view the available animations.
 4. Select the desired animation effect.
 5. If the object has more than one effect, it will have a different
number for each effect.
 The numbers indicate the order in which the effects will occur.
WORKING WITH ANIMATIONS
 It's important to consider how you want animations to appear in
your slide show.
 Well-placed animations can help emphasize important points or
information, while too many animations can become distracting for
your audience.
To copy animations with the Animation Painter:
 Sometimes you may want to apply the same effects to more than
one object.
 You can do this by copying the effects from one object to another
using the Animation Painter.
 1. Click the object that has the effects you want to copy.
WORKING WITH ANIMATIONS
 2. From the Animations Tab, click the Animation Painter
command.
 3. Click the object you want to copy the effects to.
 The effects will be applied to the object.
To reorder the animations:
 1. Select the number of the effect you want to change.
 2. From the Animations Tab, click the Move Earlier or Move
Later commands to change the ordering.
WORKING WITH ANIMATIONS
To preview animations:
 Any animation effects you have applied will show up when you
play the slide show.
 However, you can also quickly preview the animations for the
current slide without viewing the slide show.
 1. Navigate to the slide you want to preview.
 2. From the Animations Tab, click the Preview
command.
 The animations for the current slide will play.
WORKING WITH ANIMATIONS
The Animation pane
 The Animation pane allows you to view and manage all of the effects
that are on the current slide.
 You can modify and reorder effects directly from the Animation pane,
which is especially useful when you have several effects.
To open the Animation pane:
 1. From the Animations Tab, click the Animation Pane Command.
 2. The Animation pane will open on the right side of the window.
 It will show all of the effects for the current slide in the order
they will appear.
WORKING WITH ANIMATIONS
To reorder effects from the Animation pane:
 1. On the Animation pane, click on the upward or downward
arrows.
 2. The effects will reorder.
To preview effects from the Animation pane:
 1. From the Animation pane, click the Play button.
 2. The effects for the current slide will play.
 On the right side of the Animation pane, you will be able to see a
timeline that shows the progress through each effect.
 If the timeline is not visible, click the drop-down arrow for an effect,
then select Show Advanced Timeline.
WORKING WITH ANIMATIONS
To change an effect's start option:
 By default, an effect begins playing when you click the mouse during a
slide show.
 If you have multiple effects, you will need to click multiple times to
start each effect individually.
 However, by changing the start option for each effect, you can have
effects that automatically play at the same time or one after the other.
 1. From the Animation pane, select an effect. A drop-down arrow
will appear next to the effect.
WORKING WITH ANIMATIONS
 2. Click the drop-down arrow. You will see three start options:
 Start on Click: This will start the effect when the mouse is clicked.
 Start With Previous: This will start the effect at the same time as
the previous effect.
 Start After Previous: This will start the effect when the previous
effect ends.
 3. Select the desired start option.
 When you preview the animations, all of the effects will play through
automatically.
 To test effects that are set to Start on Click, you will need to play the slide
show.
EFFECTS OPTIONS DIALOG BOX
The Effect Options dialog box
 From the Animation pane, you can access the Effect
Options dialog box, which contains more advanced options
you can use to fine tune your animations.
To open the Effect Options dialog box:
 1. From the Animation pane, select an effect.
 A drop-down arrow will appear next to the effect.
 2. Click the drop-down arrow, and select Effect Options.
 The Effect Options dialog box will appear.
EFFECTS OPTIONS DIALOG BOX
 3. From here, you can add various enhancements to the effect:
 Sound: This adds a sound effect to the animation.
 After animation: This changes the color or hides the object
after the animation is over.
 Animate text: If you are animating text, you can choose to
animate it all at once, one word at a time, or one letter at a
time.
 Some effects have additional options you can change. These will
vary depending on the effect you've selected.
EFFECTS OPTIONS DIALOG BOX
To change the effect timing:
 1. From the Effect Options dialog box, select the Timing tab.
 2. From here, you can
 add a delay before the effect starts,
 change the duration of the effect, and
 control whether the effect repeats.
SLIDE MASTER
 Slide Master view is a special feature in PowerPoint that allows you to quickly
modify the slides and slide layouts in your presentation.
 From there,
 you can edit the slide master, which will affect every slide in the
presentation.
 You can also modify individual slide layouts, which will change any slides
using those layouts.
 For example, if you find a theme you like but you don't like a few of the slide
layouts.
 You could use Slide Master view to customize the layouts to look exactly
the way you want.
SLIDE MASTER
To access Slide Master
 1. Click the View Tab.
 2. In the Master Views Group click the Slide Master
Command.
Using Slide Master view
 Whether you're making major changes to your slides or just a few
small tweaks, Slide Master view can help you create a consistent,
professional presentation without a lot of effort.
 You could use Slide Master view to change just about anything in
your presentation, but here are some of its most common uses.
SLIDE MASTER USES
 Modify backgrounds: Slide Master view makes it easy to
customize the background for all of your slides at the same time.
 For example, you could add a watermark or logo to each slide
in your presentation, or you could modify the background
graphics of an existing PowerPoint theme.
 Rearrange placeholders: If you find that you often rearrange the
placeholders on each slide, you can save time by rearranging
them in Slide Master view instead.
 When you adjust one of the layouts in Slide Master view, all of
the slides with that layout will change.
SLIDE MASTER USES
 Customize text formatting: Instead of changing the text color on
each slide individually, you could use the Slide Master to change
the text color on all slides at once.
 Create unique slide layouts: If you want to create a presentation
that looks different from regular PowerPoint themes, you could
use Slide Master view to create your own layouts.
 Custom layouts can include your own background graphics and
placeholders.
 Some overall presentation changes—like customizing the theme
fonts and theme colors—can be made quickly from the Design
tab.
SLIDE MASTER
To make changes to all slides:
 If you want to change something on all slides of your
presentation, you can edit the Slide Master.
 In our example, we'll add a logo to every slide.
 1. Select the View tab, then click the Slide Master command.
 2. The presentation will switch to Slide Master view, and the
Slide Master tab will be selected on the Ribbon.
 3. In the left navigation pane, scroll up and select the first
slide.
 This is the slide master.
SLIDE MASTER
 4. Insert a picture (Pasta Image) to be used as your logo.
 This makes the desired changes to the slide master.
 5. Move, resize, or delete slide objects as needed.
 In our example, we'll resize the logo and move it to the bottom-
right corner.
 6. When you’re finished, click the Close Master View
command on the Slide Master tab.
 The change will appear on all slides of the
presentation.
SLIDE MASTER
 When you make a change to the slide master, it's a good idea to
review your presentation to see how it affects each slide.
 You may find that some of your slides don't look exactly right.
 We’ll look at how to fix this by customizing individual slide layouts.
SLIDE MASTER
Customizing slide layouts
 You can use Slide Master view to modify any slide layout in your
presentation.
 It's easy to make small changes like adjusting background graphics and more
significant changes like rearranging or deleting placeholders.
 Unlike the slide master, changes to a slide layout will only be applied to slides
using that layout in your presentation.
To customize an existing slide layout:
 In our example, our newly added logo is hidden behind the photo in the Picture
with Caption Layout. We'll customize this layout to make room for the logo.
SLIDE MASTER
 1. Navigate to Slide Master view.
 2. Locate and select the desired layout in the left navigation
pane (Picture with Caption Layout).
 You can hover the mouse over each layout to see which
slides are currently using that layout in the presentation.
 3. In some layouts, the background graphics may be hidden.
 To show the graphics, uncheck the box next to Hide
Background Graphics in the Background Group.
SLIDE MASTER
 4. Add, move, or delete any objects as desired.
 In our example, we'll delete the gray background shape.
 5. If you want to change the arrangement of the placeholders, you can move,
resize, or delete any of them.
 In our example, we'll move our text placeholders and the black bar to the
right side, and the photo placeholder to the left side
 6. Click the Close Master View command on the Slide Master tab when
finished.
 All slides using the layout will be updated.
 You can also move placeholders on the slide master, which will move
the placeholders on multiple slide layouts at the same time.
 However, some slide layouts may still need to be adjusted manually.
SLIDE MASTER
Customizing text formatting
 You can also customize the text formatting from Slide Master
view, including the font, text size, color, and alignment.
 For example, if you wanted to change the font for every title
placeholder in your presentation, you could modify the master
title style on the slide master.
 Each title placeholder is connected to the master title style on the
slide master.
 NOTE, take a look at the slides before changing the title font.
SLIDE MASTER
 Now look at the same slides after changing the title font.
 Instead of customizing individual placeholders, you could
change the theme fonts for a presentation.
 From the Slide Master tab, click the Fonts command in the
Background group, then select the desired fonts.
SLIDE MASTER
Creating new slide layouts
 One of the most powerful features of Slide Master view is the
option to create new slide layouts.
 This is an easy way to add interesting and unique slide layouts to
an existing theme. You could even use this feature to design an
entirely new theme, as in the example below.
To insert a new slide layout:
 1. Navigate to Slide Master view. Click the Insert Layout
command.
 The new slide layout will appear
SLIDE MASTER
 2. The layout will include title and footer placeholders by
default.
 Click the Title and Footers boxes in the Master Layout
group to toggle these placeholders on and off
 3. You can now add background graphics, shapes, and pictures
to the slide layout.
 You can also move, adjust, and delete the existing placeholders.
 In our example, we'll move the title placeholder to the
bottom-right corner.
 We've also changed the text alignment to align right
instead of align left.
SLIDE MASTER
 4. To add new placeholders, click the bottom half of the
Insert Placeholder command, then
 select the desired placeholder type. In this example, we'll
use the Picture placeholder.
 5. Click and drag to draw the placeholder on the slide.
To rename a custom layout:
 When you're done designing your custom layout, you'll want to
give it a unique name so it will be easy to find.
SLIDE MASTER
 1. From Slide Master view, select the desired layout, then
 Click the Rename command.
 2. A dialog box will appear.
 Type the desired name, then click Rename.
To use a custom layout:
 Once you've created a custom slide layout, it's easy to add a new
slide with that layout or apply it to an existing slide.
 1. If you're currently in Slide Master view, click the Close
Master View command on the Slide Master tab.
SLIDE MASTER
 2. From the Home tab, you can insert a new slide with the
custom layout or apply it to an existing slide.
 In our example, we'll select the Layout command and apply
the new style to slide 6.
 The custom slide layout will be applied.
 PowerPoint also allows you to add new placeholders to existing
slide layouts.
Using custom layouts in other presentations
 When you modify the slide master or slide layouts in Slide
Master view, you're actually creating a custom version of the
current theme.
SLIDE MASTER
 If you want to apply the theme to other presentations, you'll need
to save it.
To save a theme:
 From the Slide Master tab, click the Themes command, then
select Save Current Theme from the drop-down menu.
 If you're not in Slide Master view, you can save the theme
from the Design tab.
 Just click the drop-down arrow in the Themes group, then
select Save Current Theme.