Unit 7 Presentation

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Made By: Syed Maaz Banuri

Unit-7
Working with MS Power point
Microsoft PowerPoint is a presentation program, created by Robert Gaskins and Dennis Austin
at a software company named Forethought, Inc. It was released on April 20, 1987, initially for
Macintosh computers only. Microsoft acquired PowerPoint for about $14 million three months
after it appeared.

What is work in MS PowerPoint?


It is a presentation-based program that uses graphics, videos, etc. to make a presentation more
interactive and interesting. The file extension of a saved PowerPoint presentation is “.ppt”. A PowerPoint
presentation comprising slides and other features is also known as PPT.
Creating, Saving, Viewing and printing a
PowerPoint presentation

How can you create and save a PowerPoint presentation?


Save your presentation

Click FILE > Save, pick or browse to a folder, type a name for your presentation in the File name box, and click Save. Save
your work as you go. Hit Ctrl+S often.

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.
Creating, Saving, Viewing and printing a
PowerPoint presentation

Print your PowerPoint slides, handouts, or notes


 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:
1. Print All Slides: To print each slide on a single sheet or change to just print a range of slides.
2. 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.
3. 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.
4. 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.
5. Color: Choose whether you want color, grayscale, or pure black and white.
6. 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.
Creating, Saving, Viewing and printing a
PowerPoint presentation

Viewing and printing slides


 Slide views
 It's important for you to be able to access the different PowerPoint slide
views and use them for various tasks. Three of the four views are visible
from the Normal default view. The slide view commands are located on the
bottom-right side of the PowerPoint window in Normal view. Click a view
command to switch to that view.

Normal view: This view is where you create and edit your slides. You can
also move slides in the Slides tab on the task pane on the left.
Creating, Saving, Viewing and printing a
PowerPoint presentation

Slide Sorter view: Miniature slides are arranged on the screen in this view. You can drag and
drop slides easily to reorder them, and you can see more slides at one time. This is a good view to
use to confirm that you have all the necessary slides and that none have been deleted.
Slide Show view: This view fills the computer screen with a slide and is what the audience will
see when they view the presentation. The Slide Show view has an additional menu that allows
you to navigate the slides, as well as other features you can use during a presentation.
 Use the arrow keys, Page Up and Page Down keys, spacebar, and Enter key to move through the slides in Slide Show view.
Press the Esc key to end a slide show.
 The slide show menu
 Arrows: The forward arrow displays the next slide, while the back arrow displays the previous slide.
 Menu icon: Click the menu icon, and a menu appears that gives you the option to move to the next or previous slide, jump to
a specific slide, change your screen options, or end the show.
 Pen icon: Click the pen icon, and a menu appears that allows you to change your cursor to a ballpoint pen, felt-tip pen, or
highlighter, as well as to choose the color of the pen. This allows you to annotate your slides and make notes while you
present to an audience.
Editing a Presentation

How To Edit A Power Point


Step-by-Step Guide to Editing a Downloaded PowerPoint Presentation:
i) Locate the Downloaded PowerPoint File: Find the downloaded PowerPoint file on your computer. It is usually
saved in your "Downloads" folder or the location you specified when you downloaded it.
ii) Open Microsoft PowerPoint: Launch Microsoft PowerPoint on your computer. Make sure you have the
appropriate version of PowerPoint that is compatible with the downloaded file.
iii) Edit the Presentation: You can now edit the presentation just as you would with any other PowerPoint file. Click
on any text, image, or element you want to change, and use the toolbar options to make your edits.
iv) Save Your Changes: After you've made the necessary edits, don't forget to save your changes. Click "File" and
select "Save" or "Save As" to save the modified presentation. You can save it with the same name or choose a new
name or location.
v) Review Your Edits: Once your changes are saved, go through the presentation to ensure that all the edits and
modifications appear as intended.
vi) Export or Share: If you need to share the edited presentation with others, you can export it as a PowerPoint file
or another format, such as PDF or a video. Use the "File" > "Save As" or "Export" option to choose your desired
format.
Formatting a Presentation

What is formatting a PowerPoint presentation?


Formatting slides in your presentation is what enhances the look of the
slides and transforms them into something that complements the content
and resonates with the audience.
Formatting Your Presentation Slides
Once you’ve created your content or slides, it’s time to consider design and formatting. This is where you make choices
about themes, templates, color schemes, and fonts.
If you don’t feel confident about your design abilities, you might want to try applying a template . This customizable
option offers a variety of artistic skins that can give your deck a professional polish. There is even a range of
downloadable templates available from Microsoft to suit any kind of presentation.
Don’t feel like you must use a template, though. Many users may prefer to use or create a theme to visually tie together
their presentations. PowerPoint provides a variety of themes which include color schemes, backgrounds, fonts, and
placeholder slides. In the Design tab, you can choose a theme that appeals to you or matches with your content. You
can even try different color variations within the theme by selecting Variants. Each variant has built in options for colors,
fonts, and background colors and styles that can help you format your slides and create a cohesive look throughout the
deck.
Formatting a Presentation

 There are a few things to keep in mind if you decide to eschew


the suggestions made by PowerPoint:
• Consider the colors you’re using. There are definitely a few
color combinations you should avoid.
• Choose fonts that are easy to read and make sure that your
text isn’t too small to be read across a large room. You’ll also
want to remember to keep the text on your slides relatively
sparse, with no more than three bullet points per slide.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

 Apply headers and footers to slides, see how to apply settings, then customize the header and
footer settings for the title slide.
 Show footer information on your slides
 You can add information like a presentation title or the words ‘Company Confidential’ to the
bottom of your slides. You can also add things like the date and time, and slide numbers.
1. Click INSERT > Header & Footer.
2. On the Slide tab, check Footer.
3. In the box below Footer, type the text that you want, such as the presentation title.
4. Check Date and time to add that to your slides.
5. Check Slide number to add that to your slides.
6. To stop the footer from appearing on the title slide, check Don't show on title slide.
7. Click Apply to All. Or, if you want the footer information only on the selected slide,
click Apply instead of Apply to All.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

Inserting Slides from an Existing Presentation


On the Home tab, under Slides, click the arrow next to New Slide, and then click Insert Slides from Other
Presentation. Select the presentation that you want to insert, click Select slides to insert, and then click
Insert. Click the slides that you want, and then click Insert.
How do I insert slides from another presentation in PowerPoint?
1. Select the PowerPoint file that contains the slides you wish to use and click Open.
2. You should now see the 2nd PowerPoint in the side menu. Click on "Insert Slide" on any slide that you
want to add to the first PowerPoint. It will appear as Slide 1.
How do I add a slide to an existing presentation?
Add a new slide

In the slide thumbnail pane on the left, click the slide that you want your new slide to follow. On the Home
tab, click New Slide. In the New Slide dialog box, select the layout that you want for your new slide.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

Using Slide Sorter View


Go to the View Ribbon and click on the Slide Sorter icon (or click on the
icon in the Status Bar). This view allows you to view multiple slides at
once; click, hold, and drag the slide over to where you want the slide
positioned, and then let go of the mouse button.
What is the use of slide Sorter view in PowerPoint?
The slide sorter lets you see your slides on the screen in a grid that makes
it easy to reorganize them, or organize them into sections, just by dragging
and dropping them where you want them. To add a section right click the
first slide of your new section and select Add Section.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

How to Place a Picture Inside a PowerPoint Shape


 Enhance the Appeal of a PowerPoint Shape With a Picture
 PowerPoint is all about the visual presentation of information. You can place a photograph
or clipart image inside a shape on a slide to drive home a point to your audience.
 Enhance your slide with a PowerPoint shape. Better yet, place a picture of your product
inside that same shape. Here's how:

1. Open a new or existing PowerPoint presentation.


2. Select the slide where you want to insert the shape.
3. Go to Insert.
4. In the Illustrations group, select Shapes. This reveals a drop-down list of the available
shapes.
5. Choose the shape that fits your needs.
6. Drag over the section of the slide where you want to place the shape.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

7.Select the shape.


8.Go to Drawing Tools Format.
9.Select Shape Fill to reveal a drop-down list of options.
10.Chose Picture. The Insert Pictures dialog box opens.
11.Choose one of the following:
 From a File to insert a picture stored on your computer.
 Online Pictures to find an image online to use.
 From Icons to insert an image from the icon gallery.
12.Navigate to or search for the picture you want to use, choose it, and select Insert. The image is
inserted into the shape.
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

Format Slide Elements


On the View tab, click Slide Master. In the thumbnail pane that contains the slide masters and
layouts, pick the layout that has closest arrangement of placeholders to how you want your
slide to look. Note: The slide master is always the top thumbnail, and the other slide layouts
are beneath it.
 How do you format a slide in PowerPoint?
 Select the slide that you want to change the layout for. Select Home > Layout. Select the
layout that you want. The layouts contain placeholders for text, videos, pictures, charts,
shapes, clip art, a background, and more.
What are slide elements?
A slide element is a shape, or a group of shapes, on a slide, that are inserted from the slide
element library onto a slide in the active presentation
Creating Headers and Footers; Inserting Slides from an Existing
Presentation; Using Slide Sorter View; Adding Pictures and Shapes;
Format Slide Elements; Using Slide Transitions and SmartArt Graphic

Using Slide Transitions and SmartArt Graphic


SmartArt allows you to visually communicate your important ideas and
information. For example, you can use SmartArt graphics to depict
processes, hierarchies, relationships and so on. By using SmartArt to
communicate information, you can create visually-appealing diagrams
that can say so much more than words alone.
How do you add transitions to SmartArt in PowerPoint?
To animate a SmartArt graphic, go to the SmartArt graphic you want to
animate, click Animations, and in the Animation group, click the type of
animation you want. Click More to see more choices. (To remove the
animation, just click None.) Select a heading below to open it and see
detailed instructions.
Applying Slide Backgrounds, Themes and
Animations

Add color and design to your slides with Themes


PowerPoint provides a variety of design themes—including coordinated color schemes, backgrounds, font
styles, and placement of placeholders.
1. Pick a theme when you do File > New to start a new presentation.
2. These built-in themes are great for widescreen (16:9) and standard screen (4:3) presentations. To
change the slide size, see Change the size of your slides.
3. If offered, choose a color variation, and then select Create.
 If you change your mind, you can always change the theme or variant later on the Design tab.
1. On the Design tab, pick a theme with the colors, fonts, and effects that you like.
2. To apply a different color variation of a particular theme, in the Variants group, pick a variant.

3. Select right arrow in the Variants group to select different Colors, Fonts, Effects, or Background
Styles and choose from built-in options or customize your own.
Creating and Modifying Tables and Charts

To create a simple chart from scratch in PowerPoint, click Insert > Chart and pick the
chart you want. On the Insert tab, in the Illustrations group, click Chart. In the Insert
Chart dialog box, click the arrows to scroll through the chart types. Select the type of
chart that you want and then click OK.
What are the steps in creating tables and charts in PowerPoint presentation?
 Create and format a table in PowerPoint

1. Select the slide that you want to add a table to.

2. On the Insert tab, select Table.

3. In the Insert Table dialog box, do one of the following: Use the mouse to select the number of rows and columns that
you want. ...

4. To add text to the table cells, click a cell, and then enter your text.

What is table and chart in PowerPoint?


Tables are one way to show a lot of data, such as numerical data, in a small space and keep the information
clean and easy to read. Today, PowerPoint is used to present all types of information, such as sales results and
day-to-day business financial information.
Creating and Modifying Tables and Charts

How can you modify any chart?


On the Design tab, in the Type group, click Change Chart
Type. In the Change Chart Type dialog box, click a chart type
that you want to use. The first box shows a list of chart type
categories, and the second box shows the available chart
types for each chart type category.

Thank You
Submitted By: Syed Maaz Banuri

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