M08 Presentation Package

Web Development and Database Administration
Level-II
Based on March 2022, Curriculum Version 1
Module Title: - Operate Presentation Package

Module code: EIS WDDBA2 M08 1221
Nominal duration: 25 Hour
Prepared by: Ministry of Labour and Skill

August, 2022
Bahirdar, Ethiopia
Page 1 of 208 Ministry of Labor and Skills Measurement and Quantity estimation Version -1
Author/Copyright In irrigation project
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Acknowledgment
Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVET instructors and respective industry experts who donated their time and
expertise to the development of this Teaching, Training and Learning Materials (TTLM).
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Contents
UNIT ONE: CREATE PRESENTATIONS.............................................................................................................8
1.1.Open a presentation package application..................................................................................8
1.2.Create a simple design for presentation according to organizational requirements................10
1.3. Opening a blank presentation And adding text and graphics.................................................11
1.4. Applying existing styles within a presentation.......................................................................11
1.5. Using presentation template and slides...................................................................................13
1.6. Use various tools to improve the look of the presentation.....................................................13
1.7. Saving presentation to directory.............................................................................................14
Self check-1…………...................................................................................................................15
Operation sheet 1.1: Add commands to the Quick Access Toolbar..............................................16
Operation sheet 1.2: Create, Open, Pin, Convert and Save presentation.......................................19
Lap Test-1……………..................................................................................................................28
UNIT TWO :CUSTOMIZE BASIC SETTINGS.....................................................................................................29
2.1Adjusting display to meet user requirements............................................................................29
2.2. Opening and viewing different toolbars.................................................................................32
2.3. Ensuring font settings are appropriate....................................................................................35
2.4. Viewing multiple slides at once..............................................................................................36
Self check-2…………...................................................................................................................37
Operation sheet 2.1: Work on theme color, fonts, effects, background style and custom save....38
Operation sheet 2.2: Work on insert,copy,paste and customize slide layout................................45
Lap Test-2……………..................................................................................................................53
UNIT THREE: FORMAT PRESENTATIONS.......................................................................................................54
3.1.Use, incorporate and modify organizational charts and bulleted lists.....................................54
3.2. Add and manipulate objects to meet presentation purposes...................................................57
3.3. Importing and modifying objects............................................................................................58
3.4. Modify slide layout, including text and colors, to meet presentation requirements...............58
3.5. Using formatting tools as required within the presentation...................................................60
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3.6. Duplicating slides within and across a presentation...............................................................65
3.7. Reordering the sequence of slides and deleting slides............................................................65
3.8. Saving presentation in another format....................................................................................66
3.9. Saving and closing presentation to storage device.................................................................68
Self check 3……………................................................................................................................69
Operation sheet 3.1: incorporate chart and bullet in to slides........................................................71
Operation sheet 3.2: Insert and work on video,audio,table and graphics......................................86
Operation sheet 3.3: insert picture,autoshape,hyperlinks and modify objects and save
presentation…………………......................................................................................................116
Lap test 3………………..............................................................................................................152
UNIT FOUR: ADD SLIDE SHOW EFFECTS.....................................................................................................153
4.1.Incorporating present animation and multimedia effects as required to enhance the
presentation…………..................................................................................................................153
4.2. Adding slide transition effects to ensure smooth progression through the presentation......154
4.3 Testing presentation for overall effect...................................................................................156
4.4 Using onscreen navigation tools............................................................................................156
Self check 4…………..................................................................................................................160
Operation sheet 4.1: work on animation,transition,navigation and test slide presentation.........161
Lap test 4……………..................................................................................................................177
UNIT FIVE: PRINT PRESENTATION AND NOTES...........................................................................................178
5.1. Selecting appropriate print format for presentation..............................................................178
5.2. Selecting preferred slide orientation.....................................................................................180
5.3. Adding notes and slide numbers...........................................................................................182
5.4. Previewing slides and running spell check before presentation...........................................183
5.5.Printing the selected slides.....................................................................................................185
5.6. Submitting presentation to appropriate person for feedback................................................185
Self check 5…………..................................................................................................................186
Operation sheet-5.1...................................................................................................................................187
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Operation sheet 3.1: Work on spell, print presentation and notes...............................................187
Lap test 5……………..................................................................................................................205
References………........................................................................................................................206
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Introduction to the module
This modules describes the performance outcomes, skills and knowledge required to operate
presentation applications and perform basic operations, including creating, formatting and adding
effects to presentations.
This module is designed to meet the industry requirement under web development and database
administration occupational standard, particularly for the unit of competency: Operate
Presentation Package
This module covers the units:
 Create presentations
 Customize basic settings
 Format presentations
 Add slide show effects
 Print presentation and notes
Learning Objective of the Module
 Creating presentations
 Customizing basic settings
 Formatting presentations
 Adding slide show effects
 Printing presentation and notes
Module Instruction
For effective use this modules trainees are expected to follow the following module instruction:
1. Read the information written in each unit
2. Accomplish the Self-checks at the end of each unit
3. Perform Operation Sheets which were provided at the end of units
4. Do the “LAP test” giver at the end of each unit and
5. Read the identified reference book for Examples and exercise
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Unit one: Create presentations
This unit is developed to provide you the necessary information regarding the following content
coverage and topics:
 Opening a presentation package application
 Creating a simple design for a presentation according to organizational requirements
 Opening a blank presentation And adding text and graphics
 Applying existing styles within a presentation
 Using presentation template and slides
 Using various tools to improve the look of the presentation
 Saving presentation to directory
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Open a presentation package application
 Create a simple design for a presentation according to organizational requirements
 adding text and graphics by opening a blank presentation
 Apply existing styles within a presentation
 Use presentation template and slides
 Improve the look of the presentation by using various tools
 Save presentation to directory
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UNIT ONE: CREATE PRESENTATIONS
1.1.Open a presentation package application

Introduction
You can use PowerPoint 2016 to develop professional presentations for electronic delivery as
on-screen slide shows, or for print delivery as slide decks with handouts and note pages. You
can also use PowerPoint to quite easily lay out complex single-page presentations for
production as flyers, posters, or postcards, or for delivery as electronic files, such as pictures.
Also a presentation program that allows you to create dynamic slide presentations. These
presentations can include animation, narration, images, videos, and much more. In this lesson,
you'll learn your way around the PowerPoint environment, including the Ribbon, Quick Access
Toolbar, and Backstage view.
The PowerPoint interface
When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be
able to create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to access the
PowerPoint interface.
Working with the PowerPoint environment
The Ribbon and Quick Access Toolbar are where you will find the commands to perform
common tasks in PowerPoint. Backstage view gives you various options for saving, opening a
file, printing, and sharing your document.
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The Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional menus. The

Ribbon contains multiple tabs, each with several groups of commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.
Showing and hiding the Ribbon
The Ribbon is designed to respond to your current task, but you can choose to minimize it if you
find that it takes up too much screen space. Click the Ribbon Display Options arrow in the
upper-right corner of the Ribbon to display the drop-down menu.
 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and

completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command
at the top of screen.
 Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
 Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open PowerPoint
for the first time.
Using the Tell me feature
If you're having trouble finding command you want, the Tell Me feature can help. It works just
like a regular search bar: Type what you're looking for, and a list of options will appear. You can
then use the command directly from the menu without having to find it on the Ribbon.
The Quick Access Toolbar
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Located just above the Ribbon, the Quick Access Toolbar lets you access common commands
no matter which tab is selected. By default, it includes the Save, Undo, Redo, and Start From
Beginning commands. You can add other commands depending on your preference
1.1.1.Start PowerPoint
The way that you start PowerPoint 2016 is dependent on the operating system you’re running on
your computer. For example:
■■ In Windows 10, you can start PowerPoint from the Start menu, the All Apps menu, the Start
screen, or the taskbar search box.
■■ In Windows 8, you can start PowerPoint from the Apps screen or Start screen search
results.
■■ In Windows 7, you can start PowerPoint from the Start menu, All Programs menu, or Start
menu search results.
You might also have a shortcut to PowerPoint on your desktop or on the Windows askbar.
1.2.Create a simple design for presentation according to organizational

requirements
Manage Office and app settings
You access app settings from the Backstage view; specifically, from the Account page and the
PowerPoint Options dialog box.
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1.3. Opening a blank presentation And adding text and graphics
A.Create presentations
When creating a new presentation, you can start by using a blank presentation or by
using a presentation that is based on a template. Unlike the templates provided for
Word and Excel, most PowerPoint templates are design templates that control
thematic elements (colors, fonts, and graphic effects) and slide layouts rather than
content templates that provide purpose-specific placeholder content.
When you start PowerPoint, the app displays a Start screen that gives you options for
opening an existing presentation or creating a new one.
The Start screen appears by default but can be disabled

Fig.1.Start screen display
1.4. Applying existing styles within a presentation

There are a few different ways to start a new presentation. If you press the Esc key
when this screen appears, PowerPoint starts a blank presentation for you. You can
also select from among the presentation thumbnails and links to create presentations
based on the following sources:
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Blank presentation If you want to build and format a presentation from scratch, you
can start with a presentation based on the Blank Presentation template.
Design template You can save time by basing your presentation on one of the many
design templates that come with PowerPoint. A design template is a blank
presentation with a theme already applied to it. Sometimes it includes background
graphic elements and specialized slide layouts.
Content template You can preview and download many pre populated presentation
templates from the Office website. These templates provide not only the design
elements but also suggestions for content that is appropriate for different types of
presentations, such as reports or product launches.
The alternative slide size is Standard (4:3), which is optimized for wide
rectangular screens such as that of the iPad.
F1.2.Standard slides fit tablet screens
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1.5. Using presentation template and slides
PowerPoint files are called presentations. Whenever you start a new project in
PowerPoint, you'll need to create a new presentation, which can either
be blank or from a template. You'll also need to know how to open an existing
presentation.
1.6. Use various tools to improve the look of the presentation

The Start screen that appears by default when you start PowerPoint displays a list
of presentations you worked on recently, and a link to open other existing
presenta-tions.
Fig1.3.The Open page includes all the locations you've linked to from an Office
program
When a presentation is open, you can move among slides by clicking or tapping
elements in several areas of the app window, including the Thumbnails pane in
Normal view and the Slide pane in Normal view or Slide Sorter view. You can also
move among slides by rotating the wheel button on a mouse.
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Fig1.4.The scroll bar indicates the position of the current slide in the presentation
1.7. Saving presentation to directory
You save a presentation the first time by clicking the Save button on the Quick Access
Toolbar or by displaying the Backstage view and then clicking Save As. Both actions
open the Save As page, where you can select a storage location.
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Self check-1
1. You can use _______________________ to develop professional presentations for
electronic delivery as on-screen slide shows, or for print delivery as slide decks with
handouts and note pages.
2. Presentations can include _________________, _________________,
_________________, _________________, and much more
3. The _________________ and _________________ are where you will find the
commands to perform common tasks in PowerPoint.
4. _________________ gives you various options for saving, opening a file, printing,
and sharing your document.
5. _________________ lets you access common commands no matter which tab is
selected.
6. By default, Quick Access Toolbar includes the Save, Undo, Redo, and Start From
Beginning commands.
7. When creating a new presentation, you can start by using a _________________ or
by using a _________________.
8. You can save time by basing your presentation on one of the many
_________________ that come with PowerPoint.
9. PowerPoint files are called _________________.
10. Whenever you start a new project in PowerPoint, you'll need to create a new
presentation, which can either be _________________ or from
a _________________.
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Operation sheet-1
Operation sheet 1.1: Add commands to the Quick Access Toolbar

 Operation title: Adding commands to the Quick Access Toolbar
 Purpose: To Add commands to the Quick Access Toolbar
 Instruction: Use each steps below properly :
 Tools and requirement:
1. Computer,
2. Office Software,
 Steps in doing the task
To add commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
Fig1.5.Add command to quick access toolbar
2. Select the command you want to add from the drop-down menu. To
choose from more commands, select More Commands.
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Fig1.6.Select command
3. The command will be added to the Quick Access Toolbar.
Fig1.7. quick access toolbar
The Ruler, guides, and gridlines
 Simply click the check boxes in the Show group on the View tab to show and
hide these tools.
Fig1.7. Ruler, guides, and gridlines

Zoom and other view options
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You can choose to view your presentation in Normal view, Slide
Sorter view, Reading view, or Slide Show view. You can also zoom in and out to
make your presentation easier to read.
Switching slide views

 Switching between different slide views is easy. Just locate and select the
desired slide view command in the bottom-right corner of the PowerPoint
window.
Zooming in and out

You can also select the + or - commands to zoom in or out by smaller increments. The
number next to the slider displays the current zoom percentage, also called the zoom
level.
Fig1.8.Zoom in and out
Backstage view
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 Backstage view gives you various options for saving, opening, printing, and
sharing your presentations. To access Backstage view, click the File tab on
the Ribbon.
Fig1.9.Backstage View
 Quality Criteria: Perform each steps step by step

 Precautions: use the given steps properly.
Operation sheet-2
Operation sheet 1.2: Create, Open, Pin, Convert and Save presentation
 Operation title: Creating, Opening, Pinning, Converting and Saving
presentation
 Purpose: To Create, Open, Pin, Convert and Save presentation
3. Computer,
4. Office Software,
Create a new presentation:
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When beginning a new project in PowerPoint, you'll often want to start with a new
blank presentation.
1. Select the File tab to go to Backstage view.
Fig1.9.Select file
2. Select New on the left side of the window, then click Blank
Presentation.
Fig1.10.Select new
3. A new presentation will appear.
To create a new presentation from a template:
1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use

the search bar to find something more specific. In our example, we'll
search for the keyword chalkboard.
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Fig1.11.Blank presentation
3. Select a template to review it.
Fig1.12.Template
4. A preview of the template will appear, along with additional

information on how the template can be used.
5. Click Create to use the selected template.
Fig1.13.Create to use template
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6. A new presentation will appear with the selected template.
To open an existing presentation:
1. Select the File tab to go to Backstage view, then click Open.
Fig1.14.Select file
2. Click Browse. Alternatively, you can choose OneDrive to open files

stored on your OneDrive.
Fig1.15.Browse
3. The Open dialog box will appear. Locate and select your presentation,
then click Open.
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Fig1.16.Open
To pin a presentation:
If you frequently work with the same presentation, you can pin it to Backstage view
for easy access.
1. Select the File tab to go to Backstage view, then click Open.

Your Recent Presentations will appear.
2. Hover the mouse over the presentation you want to pin, then click
the pushpin icon.
Fig1.17.Recent
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3. The presentation will stay in the Recent presentations list until it is
unpinned. To unpin a presentation, click the pushpin icon again.
Fig1.18.Unpin presentation
To convert a presentation:
If you want access to all PowerPoint 2016 features, you can convert the presentation to
the 2016 file format.
Note that converting a file may cause some changes to the original layout of the
presentation.
1. Click the File tab to access Backstage view.
Fig1.19.File
2. Locate and select the Convert command.
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Fig1.20.Convert
3. The Save As dialog box will appear. Select the location where you want to
save the presentation, enter a file name, and click Save.
Fig1.21.Save as
4. The presentation will be converted to the newest file type.
To save a presentation:
1. Locate and select the Save command on the Quick Access Toolbar.
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Fig1.22.Select ave as command at quick launch
2. If you're saving the file for the first time, the Save As pane will appear
in Backstage view.
3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. Alternatively, you can
click OneDrive to save the file to your OneDrive.
Fig1.23.Location to save
4. The Save As dialog box will appear. Select the location where you want to
save the presentation.
5. Enter a file name for the presentation, then click Save.
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Fig1.24.Filename for presentation
6. The presentation will be saved. You can click the Save command again
to save your changes as you modify the presentation.
You can also access the Save command by pressing Ctrl+S on your
keyboard.
 Quality Criteria: Perform each step by step
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Lap Test-1
Name: ____________________________________Date: ____________________
Time Started: _____________________ Time Finished: _____________________
Instructions: Given necessary templates, workshop, tools and materials you are
required to perform the following tasks.
Task 1: Prepare a PowerPoint presentation

 Your task is to prepare a PowerPoint presentation which focuses on a
topic provided by your trainer
Task 2: Add contents to the presentation
Task 3: Save it in Exam folder under Documents
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UNIT TWO :CUSTOMIZE BASIC SETTINGS
When you create a presentation from a design template, the only slide that is
immediately available is the title slide. It’s up to you to add more slides for the content
that you want the presentation to include. You can create slides based on slide templates
that are designed to hold specific types of content, or you can copy existing slides from
other presentations.
2.1Adjusting display to meet user requirements

2.1.1.Display different views of presentations
The elements of a presentation that you want to have a good view of change
depending on what you’re currently doing with the presentation. You can switch
among standard presentation views, adjust the elements shown in each view, and
change the magnification of the content in the app window.
A. Display standard views
PowerPoint has six views in which you can create, organize, and preview
presentations. The views are:
Normal view This view includes the Thumbnails pane on the left side of the app
window, the Slide pane on the right side of the window, and an optional Notes pane at
the bottom of the window. You insert, cut, copy, paste, duplicate, and delete slides in
the Thumbnails pane, create slide content in the Slide pane, and record slide notes in the
Notes pane.
Notes page view this is the only view in which you can create speaker notes that
contain elements other than text ,although you can add speaker notes in the notes pane
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in normal view, you must be in notes page view to add graphics, tables, diagrams, or
charts to your notes.
Outline view this view display a text outline of presentation in the outline pane and the
active slide in the slide pane.you can enter text either directly on the Slide or in the
outline
Reading view In this view,which is ideal for previewing the presentation, each slide
fills the screen. you can click buttons on the navigation bar to move through or jump to
specific slides.
Slide show view This view displays the presentation as a full-screen slide show, beginning
with the current slide. It displays only the slides and not the presenter tools.
Slide sorter view This view displays the thumbnails of all the slides in the presentation.
In this view, you mange the slides, rather than the slide content.
The active view is shaded

Change the display of content
You can easily switch among multiple open presentations. If you want to compare
or work with the content of multiple presentations, you can simplify the process by
displaying the presentations next to each other.
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Fig2.1.Change the display of content
Tiling app To help you to more precisely position and align slide elements, you can
display rulers, gridlines, and guides in the Slide pane, and change the magnification of
the current slide.
Gridlines are faint dotted lines that mark off specific units of measure on a slide. You
can adjust the spacing of gridlines in the Grid And Guides dialog box, but you can’t
move them on the slide. Guides are a set of vertical and horizontal alignment tools that
you can drag to any location in the Slide pane.
Display and edit presentation properties
Properties are file attributes or settings, such as the file name, size, creation, date,
author, and read-only status. Some properties exist to provide information to
computer operating systems and apps.
You can examine the properties that are attached to a presentation from the Info
page of the Backstage view.
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Fig2.2.Some of the properties stored with a typical presentation
You can change or remove basic properties in the default Properties pane or expand
the Properties pane to make more available, or display the Properties dialog box to
access even more properties.
2.2. Opening and viewing different toolbars

2.2.1. Identify app window elements
The Power Point app window contains the elements described in this section.
Commands for tasks you perform often are readily available, and even those you
might use infrequently are easy to find.
A.Title bar
At the top of the app window, this bar displays the name of the active file, identifies
the app, and provides tools for managing the app window, ribbon, and content.
Fig 2.3.The title bar elements are always on the left end, in the center, and
on the right end of the title bar
B.Ribbon
The ribbon is located below the title bar. The commands you’ll use when working with
a presentation are gathered together in this central location for efficiency.
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Fig 2.4.Your ribbon might display additional tabs
Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of
commands arranged in groups.
Fig2.5.Examples of buttons with separate and integrated arrows

C. Status bar
Across the bottom of the app window, the status bar displays information about the
current presentation and provides access to certain PowerPoint functions. You can
choose which statistics and tools appear on the status bar. Some items, such as
Document updates available, appear on the status bar only when that condition is true.
Fig2.6.You can specify which items you want to display on the status bar
The Notes and Comments buttons, View Shortcuts toolbar, Zoom Slider tool, and Zoom
button are at the right end of the status bar. These tools provide you with convenient
methods for changing the display of presentation content.
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Fig2.7.You can display and hide content, display different content
views, and change the magnification from the status bar
D. Work with the ribbon and status bar
The goal of the ribbon is to make working with presentation content as intuitive as
possible. The ribbon is dynamic, meaning that as its width changes, its buttons adapt
to the available space. As a result, a button might be large or small, it might or might
not have a label, or it might even change to an entry in a list.
Fig 2.8.At 1024 pixels wide, most button labels are visible
If you decrease the horizontal space available to the ribbon, small button labels disap-
pear and entire groups of buttons might hide under one button that represents the
entire group. Clicking the group button displays a list of the commands available in
that group.
Fig2.9.When insufficient horizontal space is available, labels disappear and

groups collapse under buttons
When the ribbon becomes too narrow to display all the groups, a scroll arrow appears
at its right end. Clicking the scroll arrow displays the hidden groups.
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Fig2.10.Scroll to display additional group buttons
The width of the ribbon depends on these three factors:
Window width Maximizing the app window provides the most space for the ribbon
Screen resolution Screen resolution is the size of your screen display expressed as
pixels wide × pixels high. The greater the screen resolution, the greater the amount of
information that will fit on one screen.
The magnification of your screen display If you change the screen magnification
setting in Windows, text and user interface elements are larger and therefore more
legible, but fewer elements fit on the screen.
You can hide the ribbon completely if you don’t need access to any of its
buttons, or hide it so that only its tabs are visible.
Fig2.11.Touch mode has a greater amount of space on the ribbon and status bar
2.3. Ensuring font settings are appropriate
Let's say you really like the style of a theme, but you'd like to experiment with
different color schemes. That's not a problem: You can mix and Catch colors, fonts,
and effects to create a unique look for your presentation. If it still doesn't look exactly
right, you can customize the theme any way you want.
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2.4. Viewing multiple slides at once
Every PowerPoint presentation is composed of a series of slides. To begin creating a
slide show, you'll need to know the basics of working with slides. You'll need to feel
comfortable with tasks such as inserting a new slide, changing the layout of a
slide, arranging existing slides, changing the slide view, and adding notes to a slide.
Fig2.12.Multiple slide orientation
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Self check-2
1. ___________________ view includes the Thumbnails pane on the left side of the
app window, the Slide pane on the right side of the window, and an optional Notes
pane at the bottom of the window.
2. ___________________ this is the only view in which you can create speaker notes
that contain elements other than text ,although you can add speaker notes in the
notes pane in normal view, you must be in notes page view to add graphics, tables,
diagrams, or charts to your notes.
3. ___________________ this view display a text outline of presentation in the outline
pane and the active slide in the slide pane. you can enter text either directly on the
Slide or in the outline
4. ___________________ this view, which is ideal for previewing the presentation,
each slide fills the screen. you can click buttons on the navigation bar to move
through or jump to specific slides.
5. ___________________ this view displays the presentation as a full-screen slide
show, beginning with the current slide. It displays only the slides and not the
presenter tools.
6. ___________________ this view displays the thumbnails of all the slides in the
presentation. In this view, you mange the slides, rather than the slide content.
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Operation sheet-2.1
Operation sheet 2.1: Work on theme color, fonts, effects, background style
and custom save
 Operation title: Working on theme color,fonts,effects,background style and
custom save
 Purpose: To Working on theme color,fonts,effects,background style and
custom save
5. Computer,
6. Office Software,
To select new theme colors:
If you don't like the colors of a particular theme, it's easy to apply new theme colors;
everything else about the theme will remain unchanged.
1. From the Design tab, click the drop-down arrow in the Variants group
and select Colors.
Fig2.13.Design
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2. Select the desired theme colors.
3. The presentation will update to show the new theme colors.
Fig2.14.New theme
To customize colors:
Sometimes you might not like every color included in a set of theme colors. It's easy to
change some or all of the colors to suit your needs.
1. From the Design tab, click the drop-down arrow in the Variants group.
2. Select Colors, then click Customize Colors.
Fig2.15.Color
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3. A dialog box will appear with the 12 current theme colors. To edit a
color, click the drop-down arrow and select a different color. You may
need to click More Colors to find the exact color you want.
4. In the Name: field, type the desired name for the theme colors, then
click Save.
Fig2.16.Name
5. The presentation will update to show the new custom theme colors.
To select new theme fonts:
It's easy to apply a new set of theme fonts without changing a theme's overall look.
and select Fonts.
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Fig2.17.Font
2. Select the desired theme fonts.
Fig2.18.Theme font
3. The presentation will update to show the new theme fonts.
To customize theme fonts:
If you have specific fonts in mind for a presentation, it's easy to choose your own theme
fonts.
2. Select Fonts, then click Customize Fonts.
Fig2.19.Customize font
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3. A dialog box will appear with the two current theme fonts. To change
the fonts, click the drop-down arrows and select the desired fonts.
4. In the Name: field, type the desired name for the theme fonts, then
click Save.
Fig2.20.Name save
5. The presentation will update to show the new custom theme fonts.
Changing the theme fonts will not necessarily update all text in your presentation. Only
text using the current theme fonts will update when you change the theme fonts.
Fig2.21.Current theme font

To select new theme effects:
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PowerPoint makes it easy to apply new theme effects, which can quickly change the
appearance of shapes in your presentation.
and select Effects.
2. Select the desired theme effects.
3. The presentation will update to show the new theme effects.
Background styles
To further customize your slides, you can change the background color by choosing a
different background style. The available background styles will vary depending on
the current theme.
To apply a background style:

Fig2.22.Backgroung style
2. Select Background Styles.
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Fig2.23.Select background style
3. Select the desired style. The available styles will change depending on
the current theme colors.
Fig2.24.Theme color
4. The new background will appear in each slide of your presentation.
If you want even more control over the background, click the Format
Background command on the Design tab.
Fig2.11.format background
Different themes also include different slide layouts and background graphics.
Saving custom themes
Once you've found settings you like, you may want to save the theme so you can use it
in other presentations.
To save a theme:
1. From the Design tab, click the drop-down arrow in the Themes group.
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Fig2.25.save theme
2. Click Save Current Theme.
3. A dialog box will appear. Type a file name, then click Save.
Fig2.26.save current theme

4. When you click the drop-down arrow in the Themes group, you'll see the
custom theme under Custom.

.
Operation sheet-2.2
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Operation sheet 2.2: Work on insert,copy,paste and customize slide layout
 Operation title: Working on insert,copy,paste and customize slide layout
 Purpose: To Working on Work on insert,copy,paste and customize slide layout
7. Computer,
8. Office Software,
To insert a new slide:
Whenever you start a new presentation, it will contain one slide with the Title
Slide layout. You can insert as many slides as you need from a variety of layouts.
1. From the Home tab, click the bottom half of the New Slide command.
Fig2.27.Home
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2. Choose the desired slide layout from the menu that appears
Fig2.28.Slide layout
3. The new slide will appear. Click any placeholder and begin typing to
add text. You can also click an icon to add other types of content, such as
a picture or a chart.
Fig2.29.Placeholder
To change the layout of an existing slide, click the Layout command, then choose the
desired layout.
To quickly add a slide that uses the same layout as the selected slide, click the top
half of the New Slide command.
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Fig2.30.New
To copy and paste slides:
If you want to create several slides with the same layout, do copy and paste a slide.
1. Select the slide you want to copy in the Slide Navigation pane, then click
the Copy command on the Home tab. Alternatively, you can
press Ctrl+C on your keyboard.
2. In the Slide Navigation pane, click just below a slide (or between two
slides) to choose a paste location. A horizontal insertion point will
appear.
3. Click the Paste command on the Home tab. Alternatively, you can
press Ctrl+V on your keyboard.
4. The slide will appear in the selected location.
Customizing slide layouts
Sometimes you may find that a slide layout doesn't exactly fit your needs.
Adjusting placeholders
 To select a placeholder: Hover the mouse over the edge of the
placeholder and click (you may need to click the text in the placeholder
first to see the border). A selected placeholder will have
a solid line instead of a dotted line.
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 To move a placeholder: Select the placeholder, then click and drag it to the
desired location.
 To resize a placeholder: Select the placeholder you want to

resize. Sizing handles will appear. Click and drag the sizing
handles until the placeholder is the desired size. You can use the corner
sizing handles to change the placeholder's height and width at the same
time.
Fig2.31.placeholder
 To delete a placeholder: Select the placeholder you want to delete, then
press the Delete or Backspace key on your keyboard.
To add a text box:
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Text can be inserted into both placeholders and text boxes. Inserting text boxes allows
you to add to the slide layout. Unlike placeholders, text boxes always stay in the same
place, even if you change the theme.
1. From the Insert tab, select the Text Box command.
2. Click and drag to draw the text box on the slide.
3. The text box will appear. To add text, simply click the text box and begin
typing.
Fig2.32.Textbox
Using blank slides
If you want even more control over your content, you may prefer to use a blank slide,
which contains no placeholders. Blank slides can be customized by adding your own
text boxes, pictures, charts, and more.
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 To insert a blank slide, click the bottom half of the New Slide command,
then choose Blank from the menu that appears.
Fig2.33.Use blanck slides
While blank slides offer more flexibility, keep in mind that you won't be able to take
advantage of the predesigned layouts included in each theme.
To play the presentation:
Once you've arranged your slides, you may want to play your presentation. This is how
you will present your slide show to an audience.
1. Click the Start From Beginning command on the Quick Access Toolbar
to see your presentation.
2. The presentation will appear in full-screen mode.
3. You can advance to the next slide by clicking your mouse or pressing
the spacebar on your keyboard. Alternatively, you can use the arrow
keys on your keyboard to move forward or backward through the
presentation.
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4. Press the Esc key to exit presentation mode.
You can also press the F5 key at the top of your keyboard to start a presentation.
Customizing slides
To change the slide size:
 To change the slide size, select the Design tab, then click the Slide
Size command. Choose the desired slide size from the menu that appears,
or click Custom Slide Size for more options.
Fig2.34.Customize slide size
To format the slide background:
1. Select the Design tab, then click the Format Background command.
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2. The Format Background pane will appear on the right. Select the
desired fill options. In our example, we'll use a Solid fill with a light
gold color.
Fig2.30.Format background
3. The background style of the selected slide will update.
4. If you want, you can click Apply to All to apply the same background
style to all slides in your presentation.
Lap Test-2
Name: ____________________________________Date: ____________________
Task 1: Customize your Precautions theme color,

Task 2: Customize your Precautions fonts,
Task 3: Customize your Precautions effects,
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Task 4: Customize your Precautions background style
April, 2022
UNIT THREE: FORMAT PRESENTATIONS
3.1.Use, incorporate and modify organizational charts and bulleted lists

A.Chart
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.
Types of charts
PowerPoint has several 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.
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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Column charts use vertical bars to represent data. They can work with many different
types of data, but they're most frequently used for comparing information.
Line charts are ideal for showing trends. The data points are connected with lines,
making it easy to see whether values are increasing or decreasing over time.
Pie charts make it easy to compare proportions. Each value is shown as a slice of the
pie, so it's easy to see which values make up the percentage of a whole.
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Bar charts work just like column charts, but they use horizontal bars instead of
vertical bars.
Area charts are similar to line charts, except the areas under the lines are filled in.
Surface charts allow you to display data across a 3D landscape. They work best with
large data sets, allowing you to see a variety of information at the same time.
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Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data, much

like Excel.
B.Bulleted Lists
To create effective PowerPoint presentations, it's important to make your slides easy for
the audience to read. One of the most common ways of doing this is to format the text
as a bulleted or numbered list. By default, when you type text into a placeholder,
a bullet is placed at the beginning of each paragraph—automatically creating a bulleted
list. If you want, you can modify a list by choosing a different bullet style or by
switching to a numbered list.
3.2. Add and manipulate objects to meet presentation purposes

A. Insert video
PowerPoint allows you to insert a video onto a slide and play it during your
presentation. This is a great way to make your presentation more engaging for your
audience.
You can even edit the video within PowerPoint and customize its appearance. For
example, you can trim the video's length, add a fade in, and much more.
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B. Insert audio
PowerPoint allows you to add audio to your presentation. For example, you could
add background music to one slide, a sound effect to another, and even record your
own narration or commentary. You can then edit the audio to customize it for your
presentation.
C. Insert Table
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,
including presenting text information and numerical data. You can
even customize tables to fit your presentation.
D.SmartArt 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
different types of ideas.
3.3. Importing and modifying objects

A. Adding Picture
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.
B. Adding Shapes
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Shapes are a great way to make your presentations more interesting. PowerPoint gives
you a lot of different shapes to choose from, and they can be customized to suit your
needs, using your own color palette, preferences, and more. While you may not need
shapes in every presentation you create, they can add visual appeal.
3.4. Modify slide layout, including text and colors, to meet presentation
requirements
A. Apply themes
The appearance of every presentation that you create is governed by a theme—a theme
is a predefined combination of colors, fonts, and effects. Different themes also use
different slide layouts.
Fig 3.1.The built-in Office themes for PowerPoint
Every PowerPoint theme—including the default Office theme—has its own theme
elements. These elements are:
 Theme Colors: There are 10 theme colors, along with darker and lighter
variations, available from every Color menu.
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 Theme Fonts: There are two theme fonts available at the top of
the Font menu under Theme Fonts.
 Theme Effects: These affect the preset shape styles. You can find shape styles
on the Format tab whenever you select a shape or SmartArt graphic.
Fig3.2.Theme effect
All themes included in PowerPoint are located in the Themes group on the Design tab.
Themes can be applied or changed at any time.
3.5. Using formatting tools as required within the presentation

A.Change slide backgrounds
The presentation theme includes a standard background. The background might be a
color or it might include a background graphic.
A variety of thematic background graphics
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you can control the color, texture, pattern, or picture in the background of one or all
slides
FIG 3.3.Choose a background that doesn’t overpower your presentation
B. Indents and line spacing
Indents and line spacing are two important features you can use to change the way text
appears on a slide. Indents can be used to create multilevel lists or to visually set
paragraphs apart from one another. Line spacing can be adjusted to improve readability
or to fit more lines on a slide.
Indenting helps to format the layout of text so it appears more organized on your slide.
The fastest way to indent is to use the Tab key. An alternative method is to use one of
the Indent commands. With these commands, you can either increase or decrease the
indent.
 To indent using the Tab key: Place the insertion point at the very
beginning of the line you want to indent, then press the Tab key.
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 To indent using the Indent commands: Place the insertion point at the very
beginning of the line you want to indent. From the Home tab, select
the Increase List Level command.
Fig 3.4.Indentation
To decrease an indent, select the desired line, then press Shift+Tab or the Decrease
List Level command.
C.Indenting lists and paragraphs
Indenting will give different results, depending on whether you are working with a list
or a paragraph.
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 Paragraph: Indenting the first line of a paragraph using the Tab key creates
a first-line indent. This helps to separate paragraphs from each other, as in the
examples above.
 List: Indenting a line of a list creates a multilevel list. This means the
indented line is a subtopic of the line above it. Multilevel lists are useful if
you want to create an outline or hierarchy.
Once you've created a multilevel list, you may want to choose a different bullet
style for different levels of the list to make them stand out even more. Review lesson
on Lists to learn how.
Fine-tuning indents
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Sometimes you may want to fine-tune the indents in your presentations. You can do this
by adjusting the indent markers on the Ruler.
D.Working with text

To select text:
Before you can move or arrange text, you'll need to select it.
 Click next to the text you want to select, drag the mouse over the text,
then release your mouse. The text will be selected.
E.Formatting Picture
There are a variety of ways to format the pictures in your slide show. The picture
tools in PowerPoint make it easy to personalize and modify the images in interesting
ways. PowerPoint allows you to change the picture style and shape, add
a border, crop and compress pictures, add artistic effects, and more.
F. Aligning, ordering, grouping, and rotating objects
In PowerPoint, each slide may have multiple items, such as pictures, shapes, and text
boxes. You can arrange the objects the way you want by aligning, ordering, grouping,
and rotating them in various ways.
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E. Hyperlinks
Whenever you use the Internet, you use hyperlinks to navigate from one webpage to
another. If you want to include a web address or email address in your PowerPoint
presentation, you can choose to format it as a hyperlink so a person can easily click it.
It's also possible to link to files and other slides within a presentation.
3.6. Duplicating slides within and across a presentation

Divide presentations into sections
To make it easier to organize and format a longer presentation, you can divide it into
sections. In both Normal view and Slide Sorter view, sections are designated by titles
above their slides. They do not appear in other views, and they do not create slides or
otherwise interrupt the flow of the presentation.
You can rename, remove, move, collapse, and expand section

Because you can collapse entire sections to leave only the section titles visible, the
sections make it easier to focus on one part of a presentation at a time.
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You can collapse sections to provide an “outline” of long presentations, with the
number of slides in each section displayed in parentheses
3.7. Reordering the sequence of slides and deleting slides

Rearrange slides and sections
After you have added several slides to a presentation, you might want to rearrange
their order so that they more effectively communicate your message.
You can rearrange a presentation by moving individual slides or entire sections of
slides.
Hide and delete slides

They remain available from the Thumbnails pane, but their thumbnails are dimmed
and slide numbers crossed through with a backslash.
You can edit the content of hidden slides
When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded
to indicate that the command is in effect. You can edit a hidden slide in the Slide pane
just as you can any other, so you might use this feature to keep a slide that you’re still
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working on hidden until it’s final. You can unhide a slide to include it in the slide
show.
3.8. Saving presentation in another format
Whenever you create a new presentation in PowerPoint, you'll need to know how
to save in order to access and edit it later. As with previous versions of PowerPoint, you
can save files to your computer. If you prefer, you can also save files to the
cloud using One Drive. You can even export and share presentations directly from
PowerPoint.
Using Save As to make a copy
If you want to save a different version of a presentation while keeping the original, you
can create a copy. For example, if you have a file named Client Presentation you
could save it as Client Presentation 2 so you'll be able to edit the new file and still
refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving
a file for the first time, you'll need to choose where to save the file and give it a
new file name.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there
may be times when you need to use another file type, such as a PDF or PowerPoint
97-2003 presentation. It's easy to export your presentation from PowerPoint in a
variety of file types.
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 PDF: Saves the presentation as a PDF document instead of a
PowerPoint file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the
Microsoft PowerPoint Viewer, a special slide show player anyone can
download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types,

including PNG and PowerPoint 97-2003
3.9. Saving and closing presentation to storage device

Save and Save As
PowerPoint offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.
 Save: When you create or edit a presentation, you'll use

the Save command to save your changes. You'll use this command most
of the time. When you save a file, you'll only need to choose a file name
and location the first time. After that, you can just click the Save
command to save it with the same name and location.
 Save As: You'll use this command to create a copy of a presentation
while keeping the original. When you use Save As, you'll need to choose
a different name and/or location for the copied version.
Compatibility with earlier versions
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The Microsoft Office 2016 programs use file formats based on XML. By default, -
PowerPoint 2016 files are saved in the .pptx format.
If you work with people who are using a version of PowerPoint earlier than 2007,
you can save your presentations in a format that they will be able to use by changing
the Save As Type setting in the Save As dialog box to PowerPoint 97-2003
Presentation.
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Self check 3
1. _________________ is a tool you can use to communicate data graphically.
2. _________________ use vertical bars to represent data.
3. _________________ are ideal for showing trends.
4. _________________ make it easy to compare proportions.
5. _________________ work just like column charts, but they use horizontal bars
instead of vertical bars.
6. _________________ are similar to line charts, except the areas under the lines are
filled in.
7. _________________ allow you to display data across a 3D landscape.
8. PowerPoint uses a _________________ as a placeholder for entering chart data,

much like Excel.
9. To create effective PowerPoint presentations, it's important to make your slides easy
for the audience to read. One of the most common ways of doing this is to format
the text as a _________________ or _________________.
10. PowerPoint allows you to _________________ onto a slide and play it during your
presentation.
11. _________________ is a grid of cells arranged in rows and columns.
12. _________________ allows you to communicate information with graphics instead
of just using text.
13. Adding _________________ can make your presentations more interesting and
engaging.
14. The appearance of every presentation that you create is governed by a
_________________
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15. A theme is a predefined combination of _________________,
_________________, and _________________.
16. _________________ and _________________ are two important features you can
use to change the way text appears on a slide.
17. _________________ in PowerPoint make it easy to personalize and modify the
images in interesting ways.
18. If you want to include a web address or email address in your PowerPoint
presentation, you can choose to format it as a _________________ so a person can
easily click it.
19. To make it easier to organize and format a longer presentation, you can divide it
into _________________.
20. If you want to save a _________________ of a presentation while keeping the
original, you can create a copy.
21. By default, PowerPoint presentations are saved in the _________________ file
type.
April, 2022
Operation sheet-3.1.
Operation sheet 3.1: incorporate chart and bullet in to slides

 Operation title: incorporate chart and bullet in to slides
 Purpose: To incorporate chart and bullet in to slides

9. Computer,
10. Office Software,
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 2016 Cell Basics lesson.
To insert a chart:
1. Select the Insert tab, then click the Chart command in
the Illustrations group.
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2. A dialog box will appear. Select a category from the left pane, and
review the charts that appear in the right pane.
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.
5. Enter data into the worksheet.
6. Only the data enclosed by the blue lines will appear in the chart, but this
area will expand automatically as you continue to type.
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7. When you're done, click 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.
Fig3.5.Insert chart
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You can also click the Insert Chart command in a placeholder to insert a new chart.
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 column chart to
a line chart.
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.
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3. A dialog box will appear. Select the desired chart type, then click OK.
4. The new chart type will appear.
To switch row and column data:
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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 lines for each month.
However, we could switch the rows and columns so the chart will group the data by
month, with lines for each genre. In both cases, the chart contains the same data; it's
just organized differently.
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 month, with lines for each genre.
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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.
2. From the Design tab, click the Quick Layout command.
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.
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.
Fig3.6.Modifying chart
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4. The chart will appear in the selected style.
You can also use the chart formatting shortcut buttons to quickly add chart elements,
change the chart style, and filter the chart data.
To modify the bullet style:

1. Select an existing list you want to format.
2. On the Home tab, click the Bullets drop-down arrow.
3. Select the desired bullet style from the menu that appears.
4. The bullet style will appear in the list.
To modify a numbered list:

1. Select an existing list you want to format.
2. On the Home tab, click the Numbering drop-down arrow.
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3. Select the desired numbering option from the menu that appears.
4. The numbering style will appear in the list.
To change the starting number:
By default, numbered lists count from the number 1. However, sometimes you may
want to start counting from a different number, like if the list is a continuation from a
previous slide.
1. Select an existing numbered list.
2. On the Home tab, click the Numbering drop-down arrow.
3. Select Bullets and Numbering from the menu that appears.
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4. A dialog box will appear. In the Start At field, enter the desired starting
number.
5. The list numbering will change.
Modifying the list's appearance

To modify the size and color:
1. Select an existing bulleted list.
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4. A dialog box will appear. In the Size field, set the bullet size.
5. Click the Color drop-down box and select a color.
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6. Click OK. The list will update to show the new bullet size and color.
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items
or personalize the design of your list. A common way to customize bullets is to
use symbols.
To use a symbol as a bullet:

1. Select an existing bulleted list.
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4. A dialog box will appear. On the Bulleted tab, click Customize.
5. The Symbol dialog box will appear.
6. Click the Font drop-down box and select a font.

The Wingdings and Symbol fonts are good choices because they have a
lot of useful symbols.
7. Select the desired symbol.
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8. Click OK. The symbol will now appear as the selected bullet option in
the Bullets and Numbering dialog box.
Fig3.6.Modifying bullete
9. Click OK again to apply the symbol to the list in the document.
To change the distance between the bullets and the text, you can move the first-line
indent marker on the Ruler. For more information, visit our Indents and Line
Spacing lesson.
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Operation sheet 3.2: Insert and work on video,audio,table and graphics

 Operation title: Inserting and working on video,audio,table and graphics
 Purpose: To Insert and work on video,audio,table and graphics
 Computer,
 Office Software,
To insert a video from a file:
Insert a video from a file saved locally on our computer. If you'd like to work along
with our example, right-click this link to our example video and save it to your
computer.
1. From the Insert tab, click the Video drop-down arrow, then select Video
on My PC.
2. Locate and select the desired video file, then click Insert.
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3. The video will be added to the slide.
With the Screen Recording feature on the Insert tab, you can create a video of anything
you are doing on your computer and insert it into a slide.
To insert an online video:
Some websites—like YouTube—allow you to embed videos into your slides. An

embedded video will still be hosted on its original website, meaning the video itself
won't be added to your file. Embedding can be a convenient way to reduce the file size
of your presentation, but you'll also need to be connected to the Internet for the video to
play.
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Working with videos
To preview a video:
1. Click a video to select it.
2. Click the Play/Pause button below the video. The video will begin
playing, and the timeline next to the Play/Pause button will advance.
3. To jump to a different part of the video, click anywhere on the timeline.
To resize a video:
 Click and drag the corner sizing handles until the video is the desired
size.
The corner sizing handles will resize a video while preserving its original aspect ratio.
If you use the side sizing handles, the video will become distorted.
To move a video:
 Click and drag to move a video to a new location on a slide.
To delete a video:
 Select the video you want to delete, then press
the Backspace or Delete key on your keyboard.
Editing and formatting videos
To trim a video:
1. Select the video, then click the Playback tab on the Ribbon.
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2. Click the Trim Video command.
3. A dialog box will appear. Use the green handle to set the start time and
the red handle to set the end time.
4. To preview the video, click the Play button.
5. When you're done trimming the video, click OK.
To add a fade in and fade out:

1. On the Playback tab, locate the Fade In: and Fade Out: fields.
2. Type the desired values, or use the up and down arrows to adjust the fade
times.
To add a bookmark:
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1. Click the timeline to locate the desired part of the video.
2. From the Playback tab, click the Add Bookmark command.
3. The bookmark will appear on the timeline. Click the bookmark to jump
to that location.
Video options
There are other options you can set to control how your video will play. These are
found in the Video Options group on the Playback tab.
 Volume: Changes the audio volume for the video
 Start: Controls whether the video starts automatically or when the

mouse is clicked
 Play Full Screen: Lets the video fill the entire screen while playing
 Hide While Not Playing: Hides the video when not playing
 Loop until Stopped: Replays the video until stopped

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 Rewind after Playing: Returns the video to the beginning when it is
finished playing
Formatting the appearance of a video
To create a poster frame:
You can add a poster frame to a video, which is the placeholder image your audience
will see before the video starts playing. The poster frame is usually just a frame taken
from the video itself.
1. Click the timeline to locate the desired part of the video.
2. From the Format tab, click the Poster Frame command. Select Current
Frame from the menu that appears.
3. The current frame will become the poster frame.
If you want to use a picture from your computer, select Image from file.
To apply a video style:

1. Select the video, then click the Format tab on the Ribbon.
2. In the Video Styles group, click the More drop-down arrow to display
available video styles.
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Fig3.6.Insertong vedeo
3. Select the desired style.
4. The new style will be applied to the video.
To insert audio from a file:

In our example, we'll insert an audio file saved locally on our computer. If you'd like
to work along with our example, right-click this link to our example file and save it to
your computer (music credit: Something Small (Instrumental) by Minden, CC BY-
NC 3.0).
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.
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3. The audio file will be added to the slide.
Recording your own audio
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.
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2. Type a name for the audio recording if you want.
3. Click the Record button to start recording.
4. When you're finished recording, click the Stop button.
5. To preview your recording, click the Play button.
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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.
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.
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To delete an audio file:
 Select the audio file you want to delete, then press
Editing audio
You can modify your audio files using the commands on the Playback tab.
To trim an audio file:

1. Select the audio file, then click the Playback tab on the Ribbon.
2. Click the Trim Audio command.
3. A dialog box will appear. Use the green handle to set the start time and
the red handle to set the end time.
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4. To preview the audio file, click the Play button.
5. Adjust the handles again if necessary, then click OK.
To add a fade in and fade out:

1. On the Playback tab, locate the Fade In: and Fade Out: fields.
2. Type the desired values, or use the up and down arrows to adjust the
times.
To add a bookmark:
1. Click the timeline to locate the desired part of the audio file.
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2. From the Playback tab, click the Add Bookmark command.
3. The bookmark will appear on the timeline. Click the bookmark to jump
to that location.
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
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 Start: Controls whether the audio file starts automatically or when the
mouse is clicked
 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 search using the phrase music
note.
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4. Locate and select the desired picture, then click Insert.
5. The icon will change to the new picture.
Fig3.7.Inserting Audio
To insert a table:
1. From the Insert tab, click the Table command.
2. Hover the mouse over the grid of squares to select the desired number
of columns and rows in the table. In our example, we'll insert a table
with six rows and six columns (6x6).
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3. The table will appear on the currently selected slide. In our example,
that's slide 3.
4. Click anywhere in the table, and begin typing to add text. You can also
use the Tab key or the arrow keys on your keyboard to navigate through
the table.
You can also insert a table by clicking the Insert Table command in a placeholder.
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Modifying tables
Power Point includes several options for customizing tables,

including moving and resizing, as well as adding rows and columns.
To move a table:
 Click and drag the edge of a table to move it to a new location on a slide.
To resize a table:
 Click and drag the sizing handles until the table is the desired size.
To add a row or column:

1. Click a cell adjacent to the location where you want to add a row or
column. In our example, we'll select the cell that says Mystery.
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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.
4. The new row or column will appear.
To delete a row or column:

1. Select the desired row or column. In our example, we'll select the empty
row at the bottom of the table.
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2. From the Layout tab in the Rows & Columns group, click
the Delete command, then select Delete Rows or Delete Columns from the
menu.
3. The selected row or column will be deleted.
You can also access the Insert and Delete commands by right-clicking a table.
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To delete a table:
 Click the edge of the table you want to delete, then press
Modifying tables with the Layout tab

When you select a table, the Design and Layout tabs will appear on the right side of the
Ribbon.
Click the buttons in the interactive below to learn about the different commands on the
Layout tab.
Customizing tables
PowerPoint makes it easy to change the look and feel of your tables. For example, you
can quickly apply different table styles and customize the table borders.
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.
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3. Select the desired style.
4. The selected table style will be applied.
To change 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.
2. From the Design tab, check or uncheck the desired options in the Table
Style Options group.
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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.
4. The border will be added to the selected cells.

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5. To remove borders, select the desired cells, click the Borders command, and
select No Border.
Fig3.8.Inserting table
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, then click OK.
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4. The SmartArt graphic will appear on the current slide.
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 text pane will appear to the left
2. Enter text next to each bullet in the text pane. The text will appear in the
corresponding shape. It will be resized automatically to fit inside the
shape.
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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 text pane is often quicker and easier.
To reorder, add, and delete shapes:

 To demote a shape, select the desired bullet, then press the Tab key. The
bullet will move to the right, and the shape will move down one level.
 To promote a shape, select the desired bullet, then press

the Backspace key (or Shift+Tab). The bullet will move to the left, and
the shape will move up one level.
 To add a new shape, place the insertion point after the desired bullet,
then press Enter. A new bullet will appear in the text pane, and a new
shape will appear in the graphic.
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 To remove a shape, keep pressing Backspace until the bullet is deleted. The
shape will then be removed. In our example, we'll delete all of the shapes
without text.
Organizing SmartArt from the Design tab
If you'd prefer not to use the text pane to organize your SmartArt, you can use the
commands on the Design tab in the Create Graphic group. Just select the shape you
want to modify, then choose the desired command.
 Promote and Demote: Use these commands to move a shape up or down

between levels.
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 Move Up and Move Down: Use these commands to change the order of
shapes on the same level.
 Add Shape: Use this command to add a new shape to your graphic. You can
also click the drop-down arrow for more exact placement options.
Customizing SmartArt
 There are 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.
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 You have a variety of color schemes to use with SmartArt. To change the
colors, click the Change Colors command and choose the desired option from
the drop-down menu.
 You can also customize each shape independently. Just select any shape
in the graphic, then choose the desired option from the Format tab.
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. From the Design tab, click the More drop-down arrow in the Layouts
group.
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2. Choose the desired layout, or click More Layouts to see even more
options.
3. The selected layout will appear.
Fig3.6.Inserting smart art

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Operation sheet3.3.
Operation sheet 3.3: insert picture,autoshape,hyperlinks and modify objects

and save presentation
 Operation title: inserting picture,autoshape,hyperlinks and modify objects and
save presentation
 Purpose: To insert picture,autoshape,hyperlinks and modify objects and save

presentation

11. Computer,
To insert a picture from a file:
1. Select the Insert tab, then click the Pictures command in

the Images group.
2. A dialog box will appear. Locate and select the desired image file, then
click Insert.
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3. The picture will appear on the currently selected slide.
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. 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.
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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.
4. Press the Enter key. Your search results will appear in the dialog box.
5. Select the desired image, then click Insert.
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6. The image will appear on the currently selected slide.
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.
 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.
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To rotate a picture:
 Click and drag the arrow above an image to rotate it right or left.
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.
Inserting screenshots
Screenshots are basically snapshots of your computer screen. You can take a
screenshot of almost any program, website, or open window.
To insert screenshots of a window:
1. Select the Insert tab, then click the Screenshot command in the Images group.
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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.
To insert a screen clipping:

1. Select the Insert tab, click the Screenshot command, then select Screen
Clipping.
2. A view of other open windows will appear. Click and drag to select the
area you want to capture as a screen clipping.
3. The screen clipping will appear on the currently selected slide.
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Fig3.10.insert picture
To insert a shape:
1. Select the Insert tab, then click the Shapes command in
the Illustrations group. A drop-down menu of shapes will appear.
2. Select the desired shape.
3. Click and drag in the desired location to add the shape to the slide.
Modifying a shape or text box
When you click a shape or text box, handles will appear that let you manipulate the
shape. There are several types of handles.
 Sizing handles: Click and drag the sizing handles until the shape or text box is
the desired size. You can use the corner sizing handles to change
the height and width at the same time.
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 Rotation handle: Click and drag the rotation handle to rotate the shape.
 Yellow handles: Some shapes have one or more yellow handles that can
be used to customize the shape.
In addition to resizing, customizing, and rotating shapes, you can align, order, and
group them. To learn more, see our Aligning, Ordering, and Grouping
Objects lesson.
Formatting shapes and text boxes
To change the shape style:
Choosing a shape style allows you to apply preset colors and effects to quickly change
the appearance of your shape or text box. These options will depend on the colors that
are part of your current theme.
1. Select the shape or text box you want to change.
2. On the Format tab, click the More drop-down arrow in the Shape
Styles group.
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3. A drop-down menu of styles will appear. Select the style you want to use.
4. The shape or text box will appear in the selected style.
To change the shape fill color:

2. On the Format tab, click the Shape Fill drop-down arrow. The Shape
Fill menu appears.
3. Move the mouse over the various colors. Select the color you want to
use. To view more color options, select More Fill Colors.
4. The shape or text box will appear in the selected color.
If you want to use a different type of fill, select Gradient or Texture from the drop-
down menu. You can also select No Fill to make it transparent.
To change the shape outline:
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2. On the Format tab, click the Shape Outline drop-down arrow.

The Shape Outline menu will appear.
3. Select the color you want to use. If you want to make the outline
transparent, select No Outline.
4. The shape or text box will appear in the selected outline color.
From the drop-down menu, you can change the outline color, weight (thickness), and
whether it is a dashed line.
To add shape effects:

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2. On the Format tab, click the Shape Effects drop-down arrow. In the
menu that appears, hover the mouse over the style of effect you want to
add, then select the desired preset effect.
3. The shape will appear with the selected effect.
To further adjust your shape effects, select Options at the end of each menu. The
Format Shape pane will appear, allowing you to customize the effects.
To change to a different shape:

1. Select the shape or text box you want to change. The Format tab will appear.
2. On the Format tab, click the Edit Shape command. In the menu that
appears, hover the mouse over Change Shape and select the
desired shape.
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3. The new shape will appear.
Fig3.11.insert auto shape
To indent using indent markers:

1. Place the insertion point anywhere in the paragraph where you want to
indent, or select one or more paragraphs.
2. Go to the desired indent marker. In our example, we'll use

the left indent marker.
3. Click and drag the indent marker as needed. When you're done, the
selected text will be indented.
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Customizing bullet spacing
When working with lists, PowerPoint allows you to fine-tune the space
between bullets and text by using the first-line indent marker or the hanging indent
marker.
To change the bullet spacing:

1. Select the lines you want to change, then go to the desired indent
marker. In our example, we'll use the hanging indent marker.
2. Click and drag the indent marker as needed. When you're done, the bullet
spacing will be adjusted.
Line spacing
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PowerPoint allows you to adjust the amount of space between each line in a list or
paragraph. You can reduce the line spacing to fit more lines on a slide, or you
can increase it to improve readability.
To format line spacing:

1. Select the text you want to format.
2. On the Home tab, locate the Paragraph group, click the Line
Spacing command, then select the desired line spacing option from the menu.
3. The line spacing will be adjusted.
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If you want to adjust the line spacing with even more precision, select Line Spacing
Options from the drop-down menu. The Paragraph dialog box will appear, allowing
you to fine-tune the line spacing and adjust the paragraph spacing, which is the
amount of space that is added before and after each paragraph.
To align two or more objects:

1. Select the objects you want to align. To select multiple objects at once,
hold the Shift key while you click. The Format tab will appear.
2. From the Format tab, click the Align command, then select Align
Selected Objects.
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3. Click the Align command again, then select one of the six alignment options.
4. The objects will align based on the option you selected.
To align objects to the slide:
Sometimes you may want to align one or more objects to a specific location within the
slide, such as at the top or bottom.
hold the Shift key while you click.
2. From the Format tab, click the Align command, then select Align to
Slide.
3. Click the Align command again, then select one of the six alignment
options.
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4. The objects will align based on the option you selected.
To distribute objects evenly:
You can do this by distributing the objects horizontally or vertically.
hold the Shift key while you click.
2. From the Format tab, click the Align command, then select Align to
Slide or Align Selected Objects.
3. Click the Align command again, then select Distribute

Horizontally or Distribute Vertically from the drop-down menu that
appears.
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4. The objects will distribute evenly.
Fig3.21.indentation and alignment
Grouping objects
You may want to group multiple objects into one object so they will stay together if
they are moved or resized. Pictures, shapes, clip art, and text boxes can all be grouped;
however, placeholders cannot be grouped. If you will be grouping pictures, use one of
the commands in the Images group on the Insert tab to insert pictures instead of the
picture icon inside the placeholder.
To group objects:
hold the Shift key while you click. The Format tab will appear.
2. From the Format tab, click the Group command, then select Group.
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3. The selected objects will now be grouped. There will be a single box
with sizing handles around the entire group to show that they are one
group. You can now move or resize all of the objects at once.
If you select the objects and the Group command is disabled, it may be because one of
the objects is inside a placeholder. If this happens, try reinserting the images by using
the Pictures command on the Insert tab.
To ungroup objects:
1. Select the object group you want to ungroup.
2. From the Format tab, click the Group command, then select Ungroup.
3. The objects will be ungrouped.

Ordering objects
In addition to aligning objects, PowerPoint gives you the ability to arrange objects in
a specific order. The ordering is important when two or more objects overlap because
it will determine which objects are in the front or the back.
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Understanding levels
When objects are inserted into a slide, they are placed on levels according to
the order in which they were inserted into the slide. In our example, we've drawn an
arrow on the top level, but we can change the level to put it behind the other objects.
To change the ordering by one level:

1. Select an object. The Format tab will appear.
2. From the Format tab, click the Bring Forward or Send

Backward command to change the object's ordering by one level. If
there are multiple objects on the slide, you may need to click the
command several times to achieve the desired ordering.
3. The objects will reorder.
To bring an object to the front or back:
If you want to move an object behind or in front of several objects, it's usually faster
to bring it to front or send it to back instead of clicking the ordering commands
multiple times.
1. Select an object.
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2. From the Format tab, click the Bring Forward or Send
Backward drop-down arrow.
3. From the drop-down menu, select Bring to Front or Send to Back.
4. The objects will reorder.
Fig3.13.working on objects
If you have several objects placed on top of each other, it may be difficult to select an
individual object. The Selection pane allows you to easily drag an object to a new
location. To access the Selection pane, click Selection Pane on the Format Tab.
To insert a hyperlink:
1. Select the image or text you want to make a hyperlink.
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2. Right-click the selected text or image, then click Hyperlink.
Alternatively, you can go to the Insert tab and click
the Hyperlink command.
3. The Insert Hyperlink dialog box will open.
4. If you selected text, the words will appear in the Text to display field at
the top. You can change this text if you want.
5. Type the address you want to link to in the Address field.
6. Click OK. The text or image you selected will now be a hyperlink to the
web address.
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To insert a hyperlink to an email address:
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.
4. Type the email address you want to connect to in the Email

Address box, then click OK.
PowerPoint often recognizes email and web addresses as you type and will format them
as hyperlinks automatically after you press the Enter key or spacebar.
To open and test a hyperlink:
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1. After you create a hyperlink, you should test it. Right-click the hyperlink,
then click Open Hyperlink.
2. Your web browser should open and then navigate to the linked page. If it doesn't
work, check the hyperlink address for any misspellings.
To open a hyperlink while viewing your slide show, click the hyperlink.
To remove a hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.
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More hyperlinks
Using shapes and pictures as hyperlinks
Sometimes you might want to format objects—including shapes, text boxes, and
pictures—as hyperlinks. This is especially helpful if you want the object to act like
a button. To do this, right-click the desired object and select Hyperlink from the menu
that appears. Click the object during the presentation to open the hyperlink.
To insert a hyperlink to another slide:

2. The Insert Hyperlink dialog box will appear.
3. On the left side of the dialog box, click Place in this Document.
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4. A list of other slides in your presentation will appear. Click the name of
the slide you want to link to.
5. Click OK. The text or image will now be a hyperlink to the slide you selected.
To insert a hyperlink to another file:

1. Right-click the selected text or image, then click Hyperlink. The Insert
Hyperlink dialog box will appear.
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2. On the left side of the dialog box, click Existing File or Webpage.
3. Click the drop-down arrow to browse for your file.
4. Select the desired file.
5. Click OK. The text or image will now be a hyperlink to the file you selected.
Fig3.14.hyperlink
To save a presentation:
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It's important to save your presentation whenever you start a new project or make
changes to an existing one. Saving early and often can prevent your work from being
lost.
1. Locate and select the Save command on the Quick Access Toolbar.
2. If you're saving the file for the first time, the Save As pane will appear
in Backstage view.
3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. Alternatively, you
can click OneDrive to save the file to your OneDrive.
4. The Save As dialog box will appear. Select the location where you want
to save the presentation.
5. Enter a file name for the presentation, then click Save.
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6. The presentation will be saved. You can click the Save command again
to save your changes as you modify the presentation.
You can also access the Save command by pressing Ctrl+S on your keyboard.
Using Save As to make a copy
If you want to save a different version of a presentation while keeping the original, you
can create a copy. For example, if you have a file named Client Presentation you
could save it as Client Presentation 2 so you'll be able to edit the new file and still
refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving
a file for the first time, you'll need to choose where to save the file and give it a
new file name.
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To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as
the default location when saving. If you find this inconvenient, you can change
the default save location so This PC is selected by default.
2. Click Options.
3. The PowerPoint Options dialog box will appear. Select Save, check the
box next to Save to Computer by default, then click OK. The default save
location will be changed.
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Using Auto Recover
PowerPoint automatically saves your presentations to a temporary folder while you are
working on them. If you forget to save your changes or if PowerPoint crashes, you can
restore the file using Auto Recover.
To use Auto Recover:
1. Open PowerPoint. If auto saved versions of a file are found,
the Document Recovery pane will appear.
2. Click to open an available file. The presentation will be recovered.
By default, PowerPoint auto saves every 10 minutes. If you are editing a presentation
for less than 10 minutes, PowerPoint may not create an auto saved version.
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If you don't see the file you need, you can browse all autosaved files
from Backstage view. Just select the File tab, click Manage Presentation, then
choose Recover Unsaved Presentations.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there
may be times when you need to use another file type, such as a PDF or PowerPoint
97-2003 presentation. It's easy to export your presentation from PowerPoint in a
variety of file types.
 PDF: Saves the presentation as a PDF document instead of a

PowerPoint file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the
Microsoft PowerPoint Viewer, a special slide show player anyone can
download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types,

including PNG and PowerPoint 97-2003
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To export a presentation:
In this example, we'll save the presentation as a PowerPoint 97-2003 file.
2. Click Export, then choose the desired option. In our example, we'll
select Change File Type.
3. Select a file type, then click Save As.
4. The Save As dialog box will appear. Select the location where you want
to export the presentation, type a file name, then click Save.
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You can also use the Save as type drop-down menu in the Save As dialog box to save
presentations in a variety of file types. Be careful to choose a file type others will be
able to open.
In order to share a presentation, it must first be saved to your OneDrive.
To share a presentation:
1. Click the File tab to access Backstage view, then click Share.
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2. The Share pane will appear.
Click the buttons in the interactive below to learn more about different ways to share a
presentation.
Fig3.15.Save presentation

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Lap test 3
Name: ____________________________________Date: ____________________
Task 1: Incorporate chart and bullet in to slides
Task 2: Insert and work on video, audio, table and graphics
Task 3: Insert picture, auto shape, hyperlinks and modify objects
April, 2022
UNIT FOUR: ADD SLIDE SHOW EFFECTS
4.1.Incorporating present animation and multimedia effects as required to

enhance the presentation
In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures.
Animation—or movement—on the slide can be used to draw the audience's
attention to specific content or to make the slide easier to read.
The four types of animations
There are several animation effects you can choose from, and they are organized into
four types.
 Entrance: These control how the object enters the slide. For example,
with the Bounce animation the object will "fall" onto the slide and then
bounce several times.
 Emphasis: These animations occur while the object is on the slide, often
triggered by a mouse click. For example, you can set an object
to spin when you click the mouse.
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 Exit: These control how the object exits the slide. For example, with
the Fade animation the object will simply fade away.
 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.
 Fig3.Fig 4.1.Animation
4.2.
Adding slide transition effects to ensure smooth progression through the

presentation
If you've ever seen a PowerPoint presentation that had special effects between each
slide, you've seen slide transitions. A transition can be as simple as fading to the next
slide or as flashy as an eye-catching effect. PowerPoint makes it easy to apply
transitions to some or all of your slides, giving your presentation a polished,
professional look.
About transitions
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There are three categories of unique transitions to choose from, all of which can be
found on the Transitions tab.
 Subtle: These are the most basic types of transitions. They use simple
animations to move between slides.
 Exciting: These use more complex animations to transition between slides.

While they're more visually interesting than Subtle transitions, adding too many
can make your presentation look less professional. However, when used in
moderation they can add a nice touch between important slides.
 Dynamic Content: If you're transitioning between two slides that use

similar slide layouts, dynamic transitions will move only the placeholders, not
the slides themselves. When used correctly, dynamic transitions can
help unify your slides and add a further level of polish to your presentation.
Transitions are best used in moderation. Adding too many transitions can make your
presentation look a little silly and can even be distracting to your audience. Consider
using mostly subtle transitions, or not using transitions at all.
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4.3 Testing presentation for overall effect
Before delivering your presentation, you might ask someone else to review it and give
you feedback on your slides. You might even work with a collaborator to create a
presentation together. If you were revising a hard copy, you could add comments in the
margins or compare your rough and final drafts side by side. You can do these things in
PowerPoint using the Comments and Compare features.
Comment on presentations
When revising or collaborating on a presentation, you might want to make notes or
suggestions without actually changing the slide. Leaving a comment allows you to take
note of something without altering the slide itself. Comments can be added and read by
the original author or any other reviewers.
4.4 Using onscreen navigation tools
As you add more slides to a presentation, it can be difficult to keep

everything organized. Fortunately, PowerPoint offers tools to help you organize and
prepare your slide show.
About slide views

PowerPoint includes several different slide views, which are all useful for various tasks.
The slide view commands are located in the bottom-right of the PowerPoint window.
There are four main slide views.
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 Normal view: This is the default view, where you create and edit slides.
You can also move slides in the Slide Navigation pane on the left.
 Slide sorter view: In this view, you'll see a thumbnail version of each
slide. You can drag and drop slides to reorder them quickly.
 Reading view: This view fills the PowerPoint window with a preview of
your presentation. It includes easily accessible navigation buttons at the
bottom-right.
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 Slide show view: This is the view you'll use to present to an audience.
This command will begin the presentation from the current slide. You
can also press F5 on your keyboard to start from the beginning. A menu
will appear in the bottom-left corner when you move the mouse. These
commands allow you to navigate through the slides and access other
features, such as the pen and highlighter.
Outline view
Outline view shows your slide text in outline form. This allows you to quickly edit
your slide text and view the content of multiple slides at once. You could use this layout
to review the organization of your slide show and prepare to deliver your presentation.
To view an outline:
Once your slide show is complete, you'll need to learn how to present it to an audience.
PowerPoint offers several tools and features to help make your presentation smooth,
engaging, and professional.
April, 2022
Presenting a slide show
Before you present your slide show, you'll need to think about the type
of equipment that will be available for your presentation. Many presenters
use projectors during presentations, so you might want to consider using one as well.
This allows you to control and preview slides on one monitor while presenting them to
an audience on another screen.
Once your slide show is complete, you'll need to learn how to present it to an audience.
PowerPoint offers several tools and features to help make your presentation smooth,
engaging, and professional.
April, 2022
Self check 4
1. _________________ control how the object enters the slide.
2. _________________ animations occur while the object is on the slide, often

triggered by a mouse click.
3. _________________ control how the object exits the slide.
4. _________________ are similar to Emphasis effects, except the object
5. _________________ use more complex animations to transition between slides.
6. _________________ are the most basic types of transitions.
7. _________________ will move only the placeholders, not the slides themselves.
April, 2022
Operation sheet-4.1
Operation sheet 4.1: work on animation,transition,navigation and test slide

presentation
 Operation title: working on animation,transition,navigation and test slide
presentation
 Purpose: To work on animation,transition,navigation and test slide presentation
13. Computer,
To remove an animation:
1. Select the small number located next to the animated object.
2. Press the Delete key. The animation will be deleted.
Working with animations

To add multiple animations to an object:
1. Select an 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.
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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.
To copy animations with the Animation Painter:
1. Click the object that has the effects you want to copy. In our example,
we'll click our answer text.
2. From the Animations tab, click the Animation Painter command.
3. Click the object you want to copy the effects to. In our example, we'll
click the answer text on the next slide. Both objects now have the same
effect.
To preview animations:
1. Navigate to the slide you want to preview.
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2. From the Animations tab, click the Preview command. The animations
for the current slide will play.
The Animation Pane

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 in which they
will appear.
To reorder effects from the Animation Pane:

1. On the Animation Pane, click and drag an effect up or down.
2. The effects will reorder themselves.
To preview effects from the Animation Pane:

1. From the Animation Pane, click the Play button.
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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.
To change an effect's start option:

1. From the Animation Pane, select an effect. A drop-down arrow will
appear next to the effect.
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2. Click the drop-down arrow and select one of the three desired start
options. Start on Click will start the effect when the mouse is clicked, Start
With Previous will start the effect at the same time as the previous effect,
and Start After Previous will start the effect when the previous effect ends.
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.
The Effect Options dialog box

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, then select Effect Options.
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3. The Effect Options dialog box will appear. Click the drop-down menus
and select the desired enhancement. You can add a sound to the
animation, add an effect after the animation is over, or animate text in
a different sequence.
Some effects have additional options you can change. These will vary depending on
which effect you have selected.
To change the effect timing:

1. From the Effect Options dialog box, select the Timing tab.
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2. From here, you can add a delay before the effect starts, change
the duration of the effect, and control whether the effect repeats.
To apply a transition:
1. Select the desired slide from the Slide Navigation pane. This is the slide
that will appear after the transition.
2. Click the Transitions tab, then locate the Transition to This Slide group. By
default, None is applied to each slide.
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3. Click the More drop-down arrow to display all transitions.
4. Click a transition to apply it to the selected slide. This will automatically

preview the transition.
You can use the Apply To All command in the Timing group to apply the same
transition to all slides in your presentation. Keep in mind that this will modify any other
transitions you've applied.
Try applying a few different types of transitions to various slides in your presentation.
To preview a transition:
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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 Play Animations command in the Slide Navigation pane.
Modifying transitions
To modify the transition effect:
You can quickly customize the look of a transition by changing its direction.
1. Select the slide with the transition you want to modify.
2. Click the Effect Options command and choose the desired option. These
options will vary depending on the selected transition.
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3. The transition will be modified, and a preview of the transition will
appear.
Some transitions do not allow you to modify the direction.

To modify the transition duration:
2. In the Duration field in the Timing group, enter the desired time for the
transition. In this example, we'll decrease the time to half a second—or
00.50—to make the transition faster.
To add sound:
2. Click the Sound drop-down menu in the Timing group.
3. Click a sound to apply it to the selected slide, then preview the transition
to hear the sound.
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Sounds are best used in moderation. Applying a sound between every slide could
become overwhelming or even annoying to an audience when presenting your slide
show.
To remove a transition:
1. Select the slide with the transition you want to remove.
2. Choose None from the Transition to This Slide group. The transition
will be removed.
To remove transitions from all slides, apply the None transition to a slide, then click
the Apply to All command.
Advancing slides
To advance slides automatically:
1. Select the slide you want to modify.
2. Locate the Timing group on the Transitions tab. Under Advance Slide,
uncheck the box next to On Mouse Click.
3. In the After field, enter the amount of time you want to display the slide.
In this example, we will advance the slide automatically after 1 minute
and 15 seconds, or 01:15:00.
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4. Select another slide and repeat the process until all slides have the desired
timing. You can also click the Apply to All command to apply the same
timing to all slides.
Fig 4.2.Working on animation
To add a comment:
1. Select the text or object (or click the area of the slide) where you want
the comment to appear.
2. Go to the Review tab, then click the New Comment command.
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3. The Comments pane will appear. In our example, it contains an existing
comment by another review (Javier), plus a space for your comment.
4. Type your comment in the box, then press Enter or click anywhere
outside the box to save the comment.
5. The comment will be represented by a small icon on the slide.
Viewing comments
You can view or reply to any comment—including other reviewers' comments—by

returning to the Comments pane. Simply click a comment icon on the slide, or click
the Show Comments command on the Review tab.
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To edit a comment:
1. In the Comments pane, select the comment you want to edit.
2. Type your desired changes, then press Enter or click anywhere outside
the comment box. Your changes will be applied.
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To reply to a comment:
1. In the Comments pane, click Reply below the comment you want to
respond to.
2. Type your response, then press Enter or click anywhere outside the box.
Your comment will appear below the original comment, and an
additional icon will be added to the slide.
Deleting comments
 To delete a comment, select the comment you want to delete, then go to
the Review tab and click the Delete command.
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 To delete multiple comments, click the drop-down arrow below
the Delete command. You can delete comments from your current slide
or from the entire presentation.
Fig4.3.Working on comments
Comparing presentations
There are situations in which you might end up with more than one version of the
same presentation.

April, 2022
Lap test 4
Name: ____________________________________Date: ____________________
Task 1: Add an animation and multiple animations to a slide
Task 2: Apply, modify and preview a transition to a slide
Task 3: Add, view, modify and delete a comment to a slide
Task 4: Test slide presentation
April, 2022
UNIT FIVE: PRINT PRESENTATION AND NOTES
5.1. Selecting appropriate print format for presentation

Even though PowerPoint presentations are designed to be viewed on a computer, there
may be times when you want to print them. You can even print custom versions of a
presentation, which can be especially helpful when presenting your slide show.
The Print pane makes it easy to preview and print your presentation.
Print layouts
PowerPoint offers several layouts to choose from when printing a presentation. The
layout you choose will mostly depend on why you're printing the slide show. There are
four types of print layouts.
 Full Page Slides: This prints a full page for each slide in your
presentation. This layout is most useful if you need to review or edit a
printed copy of your presentation.
 Notes Pages: This prints each slide, along with any speaker notes for the
slide. If you've included a lot of notes for each slide, you could keep a
printed copy of the notes with you while presenting.
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 Outline: This prints an overall outline of the slide show. You could use
this to review the organization of your slide show and prepare to deliver
your presentation.
 Handouts: This prints thumbnail versions of each slide, with optional

space for notes. This layout is especially useful if you want to give your
audience a physical copy of the presentation. The optional space allows
them to take notes on each slide.
April, 2022
5.2. Selecting preferred slide orientation
You may have noticed that when you select a different theme in PowerPoint, it
rearranges the text on your slides and adds shapes to the background. This is because
each theme has built-in slide layouts and background graphics. You can edit these
layouts with a feature called Slide Master view. Once you learn how to use Slide
Master view, you'll be able to customize your entire slide show with just a few clicks.
Slide Master view
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.
In Slide Master view, the Slide Master tab will appear first on the Ribbon, but you'll
still be able to access commands on different tabs as normal.
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Using Slide Master view
Whether you're making significant 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.
 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.
 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.
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 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.
5.3. Adding notes and slide numbers

How Slide Numbers Can Be Helpful
Even though you have slide number indicators in most PowerPoint views, you do not
have them in Reading View. So adding them to your slides is useful if you use this view
often.
If you print your slideshow, you can include page numbers, but if you display more than
one slide per page, as with Handouts, you’ll have a reference number for each slide.
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You can use slide numbers as references in other spots in the slideshow by adding
links or even a separate document. For example, “See slide 15 in the Business Proposal
Presentation”.
5.4. Previewing slides and running spell check before presentation
Worried about making mistakes when you type? Don't be. PowerPoint provides you
with several proofing features—including the Spelling and Grammar tool—that can
help you produce professional, error-free presentations.
To run a spell check:
1. From the Review tab, click the Spelling command.
2. The Spelling pane will appear on the right. For each error in your
presentation, PowerPoint will try to offer one or more suggestions. You
can select a suggestion and click Change to correct the error.
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3. PowerPoint will move through each error until you have reviewed them
all. After the last error has been reviewed, a dialog box will appear
confirming that the spelling check is complete. Click OK.
If no suggestions are given, you can manually type the correct spelling on the slide.
Ignoring spelling "errors"
The spell check is not always correct. It may sometimes think a word is spelled
incorrectly when it's not. This often happens with people's names and proper nouns,
which may not be in the dictionary. If PowerPoint says something is an error, you can
choose not to change it using one of three options:
 Ignore: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also
skip all other instances of the word in your presentation.
 Add: This adds the word to the dictionary so it will never come up as an
error again. Make sure the word is spelled correctly before choosing this
option.
Automatic spell check
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By default, PowerPoint automatically checks your presentation for spelling errors, so
you may not even need to run a separate check using the Spelling command. These
errors are indicated by red wavy lines.
5.5.Printing the selected slides

Printed handouts: Add or remove slide numbering
By default, in PowerPoint for Microsoft 365 (beginning with version 1810), printed
handouts include a slide number below each slide image.
You can turn off this option in the Print dialog box on the same menu where you chose
to print Handouts. At the bottom of the menu are several toggle options with check
marks. Clear the check mark next to Print slide numbers on handouts:
5.6. Submitting presentation to appropriate person for feedback
Tasked with the ultimate challenge of keeping your customers satisfied and engaged
with your brand, you might find that things get a little daunting without the right
solution in place. Quantitative analytics tools like Google Analytics can tell you a lot
about what is happening on your digital channels, but not why. Thankfully, there’s user
feedback available to help fill in the gaps.
April, 2022
Self check 5
1. _________________ prints a full page for each slide in your presentation.
This layout is most useful if you need to _________________
or _________________ a printed copy of your presentation.
2. PowerPoint offers _________________ to choose from when printing a

presentation
3. _________________ prints each slide, along with any speaker notes for the slide.
4. _________________ prints an overall outline of the slide show.
5. _________________ prints thumbnail versions of each slide, with optional space

for notes.
6. You may have noticed that when you select a _________________ in PowerPoint,
it rearranges the text on your slides and adds shapes to the background.
7. _________________ is a special feature in PowerPoint that allows you to quickly

modify the slides and slide layouts in your presentation.
8. PowerPoint provides you with several _________________ —including

the _________________ and _________________ tool—that can help you produce
professional, error-free presentations.
9. _________________ is not always correct.
10. By default, PowerPoint _________________ checks your presentation for spelling

errors, so you may not even need to run a separate check using the Spelling
command.
11. _________________ are indicated by red wavy lines.
April, 2022
Operation sheet 3.1: Work on spell, print presentation and notes

 Operation title: Working on spell, print presentation and notes
 Purpose: To Work on spell, print presentation and notes

 Computer,
 Office Software,
To make changes to all slides:
1. Select the View tab, then click the Slide Master command.
April, 2022
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.
4. Make the desired changes to the slide master. In our example,

we’ll insert a picture of the Mongibello logo.
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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.
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7. The change will appear on all slides of the presentation.
Customizing slide layouts

To customize an existing slide layout:
In this 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.
1. Navigate to Slide Master view.
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2. Locate and select the desired layout in the left navigation pane. 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.
4. Add, move, or delete any objects as desired. In our example, we'll delete
the gray background shape.
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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. When you're finished, click the Close Master View command on

the Slide Master tab.
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7. All slides using the layout will be updated.
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.
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Each title placeholder is connected to the master title style on the slide master. For
example, take a look at the slides before changing the title font.
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.
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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. From the Slide Master tab, click
the Insert Layout command.
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2. The new slide layout will appear.
3. 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.
4. 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.
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5. 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.
6. Click and drag to draw the placeholder on the slide.
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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.
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.
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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.
3. 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. If you want to apply the theme to other
presentations, you'll need to save it.
To save a theme:
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From the 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.
Insert slide number
Open your PowerPoint slideshow and follow these simple steps to add slide numbers.
1. Head to the Insert tab and then the Text section of the ribbon.
2. Click the Slide Number button. The window that pops open is actually the
Header and Footer window. So, you guessed it; you can also insert slide
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numbers by clicking the Header & Footer button in the ribbon.
3. Check the box for Slide number. Slide numbers can be placed on all slides, all
slides except the title slide, or only those slides you want. So, then choose an
option below.
To number all slides, click Apply to All.
To number all slides except the title slide, check the box for Don’t show on title slide.
Click Apply to All. Note: If you also include the date and time or a footer, checking
this box affects those items as well.
For numbers only on specific slides, first, select a slide where you want a number.
Check the box for Slide number and then click Apply. This will insert the number on
that slide only. Follow the same process for additional slides where you want to place
numbers.
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To insert numbers beginning with a particular number, you have this option on Mac
only at the time of this writing. Below the Slide number box, use the arrows or enter a
number in the Starts at box. Click Apply or Apply to All per your preference.
Printing Slides
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Print your presentation
1. Select File > Print.
2. For Printer, select the printer you want to print to.
3. For Settings, select the options you want:
 Print All Slides: To print each slide on a single sheet or change to just print a
range of slides.
 Slides: From the drop-down, choose to print all slides, selected slides, or the
current slide. Or, in the Slides box, type which slide numbers to print,
separated by a comma.
 Print Layout: Choose to print just the slides, just the speaker notes, an
outline, or handouts. The number of slides per page is also an option, an
effective way to save paper.
The Outline prints only the text in the slides, without images. The Notes of a
presentation show the slide and the related speaker notes below it. If you
choose to print Handouts, you can print several slides on one page using a
variety of layouts, some with space for note-taking.
 Color: Choose whether you want color, grayscale, or pure black and white.
 Edit Header & Footer: Select to edit the header and footer before printing.
4. For Copies, select how many copies you want to print.
5. Select Print.
April, 2022
April, 2022
Lap test 5
Name: ____________________________________Date: ____________________
Task 1: Check your Presentation for Spelling Error
Task 2: Print your presentation slide
Task 3: Print your presentation notes
April, 2022
References
www.facebook.com/Online.Training.Solutions.Inc.
www.gcfglobal.org
Let us know at http://aka.ms/tellpress
April, 2022
Participants of this Module (training material) preparation
N Name Quali Field of Study Organization Mobile E-mail
o ficati / Institution number
on
(Level
)
1 ERKYHUN B Information Finote 0969082 itsol2012s@gmail.co
AZEZE Technology Damot PTC 669 m
2 YINEBEB B Computer Akaki PTC 0936325 yinebebtamiru07@g

TAMIRU Science 182 mail.com
3 EZRA A Computer Hosana PTC 0912243 ezanets261@gmail.c

ALEMAYEHU Science 860 om
4 ALEMAYEHU A Computer Bahidar PTC 0903124 aberaalemayehu19

ABERA Science 653 @gmail.com
April, 2022

M08 Presentation Package

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Web Development and Database Administration

Module Title: - Operate Presentation Package

Prepared by: Ministry of Labour and Skill

1.1.Open a presentation package application

The PowerPoint interface

Working with the PowerPoint environment

PowerPoint uses a tabbed Ribbon system instead of traditional menus. The

Showing and hiding the Ribbon

 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and

The Quick Access Toolbar

1.2.Create a simple design for presentation according to organizational

The Start screen appears by default but can be disabled

1.4. Applying existing styles within a presentation

F1.2.Standard slides fit tablet screens

1.6. Use various tools to improve the look of the presentation

1.7. Saving presentation to directory

Operation sheet 1.1: Add commands to the Quick Access Toolbar

To add commands to the Quick Access Toolbar:

Fig1.5.Add command to quick access toolbar

3. The command will be added to the Quick Access Toolbar.

Fig1.7. quick access toolbar

The Ruler, guides, and gridlines

Fig1.7. Ruler, guides, and gridlines

Switching slide views

Zooming in and out

Fig1.8.Zoom in and out

 Quality Criteria: Perform each steps step by step

1. Select the File tab to go to Backstage view.

To create a new presentation from a template:

2. You can click a suggested search to find templates or use

3. Select a template to review it.

4. A preview of the template will appear, along with additional

Fig1.13.Create to use template

To open an existing presentation:

1. Select the File tab to go to Backstage view, then click Open.

2. Click Browse. Alternatively, you can choose OneDrive to open files

1. Select the File tab to go to Backstage view, then click Open.

2. Locate and select the Convert command.

4. The presentation will be converted to the newest file type.

Task 1: Prepare a PowerPoint presentation

2.1Adjusting display to meet user requirements

The active view is shaded

Display and edit presentation properties

2.2. Opening and viewing different toolbars

Fig2.5.Examples of buttons with separate and integrated arrows

Fig2.9.When insufficient horizontal space is available, labels disappear and

2.3. Ensuring font settings are appropriate

Fig2.12.Multiple slide orientation

3. The presentation will update to show the new theme colors.

To select new theme fonts:

To customize theme fonts:

2. Select Fonts, then click Customize Fonts.

Fig2.21.Current theme font

2. Select the desired theme effects.

3. The presentation will update to show the new theme effects.

To apply a background style:

Fig2.26.save current theme

 Quality Criteria: Perform each steps step by step

 To resize a placeholder: Select the placeholder you want to

2. Click and drag to draw the text box on the slide.