Introduction to Microsoft PowerPoint - Basics

Introduction to
Microsoft Powerpoint

1
Contents
Introduction to PowerPoint ..................................................................................................................... 3
The PowerPoint Interface ....................................................................................................................... 3
The Title Bar .................................................................................................................................... 4
Rulers .............................................................................................................................................. 5
Slides, Placeholders, and Notes .................................................................................................... 5
Status Bar, Tabs, View Buttons, and More ..................................................................................... 7
Adding and Editing Content and Pictures ............................................................................................... 9
Modifying Lists adjusting with indents. ........................................................................................ 14
Line Spacing ................................................................................................................................. 16
Self-Assessment Questions .......................................................................................................... 18
Word art and Shapes .................................................................................................................... 18
Creating WordArt .......................................................................................................................... 18
To add or modify text effects:....................................................................................................... 19
Working with shapes and text boxes .................................................................................................... 21
To insert a shape: .......................................................................................................................... 21
To resize a shape or text box: ....................................................................................................... 22
Formatting shapes and text boxes ................................................................................................ 23
Apply a Theme ...................................................................................................................................... 28
Run Your PowerPoint Slide Show ................................................................................................. 29
Animating text and objects ................................................................................................................... 30
Add Transitions ..................................................................................................................................... 34
Saving and printing a presentation ....................................................................................................... 35
Self-Assessment Questions .......................................................................................................... 38
Summary ....................................................................................................................................... 39
Subjective Questions ...................................................................................................................... 40
Answer Keys ..................................................................................................................................... 41

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Introduction to Microsoft PowerPoint - Basics

Introduction to PowerPoint

Microsoft PowerPoint is used for presentation purpose. With PowerPoint, we can easily
create slide shows. Trainers and other presenters use slide shows to demonstrate their
presentation in a more effective and more systematic manner.

The PowerPoint Interface

Microsoft PowerPoint is tool of office suite. You can create your presentations.

New Backstage view replaces the Microsoft Office button menu from PowerPoint 2007. The
backstage view is used to perform operations on the file, features from the backstage view

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were present in the “FILE” button. It has Info, New or Open, Save or Save As,Print, Share,
Export, Close, Account, Options.

The Quick Access toolbar lets you access common commands which ever tab you are on. By
default, this toolbar shows the Save, Undo, and Repeat commands. We can add other commands
which makes it more convenient for you.

The Title Bar

The Title bar is located at the top in the center of the PowerPoint window. The name of the
presentation is displayed on the Title bar on which you are presently working. By default,
PowerPoint names filename sequentially, starting with the name Presentation1. When you
save your file, you can change the name of your presentation.

We use commands to specify PowerPoint what to do. In PowerPoint, we use the Ribbon to
give commands. The Ribbon is placed near the top of the PowerPoint window, below the
Quick Access toolbar. At the top of the Ribbon are several tabs; clicking every tab displays
several related command groups. Within each group of commands there are related command
buttons. You click each button to issue commands or to access menu options and dialog
boxes. You can also find a dialog box launcher in the right-bottom corner of few groups.
When you click on the dialog box launcher, a dialog box displays additional commands
which are available.

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Introduction to Microsoft PowerPoint - Basics

Rulers

Rulers are vertical and horizontal scales. You use them to determine where you want to place
an object in the slide If the rulers are not displayed in your PowerPoint window:

1. Select the View tab.

2. Select Ruler in the Show/Hide group. The rulers will appear.

Slides, Placeholders, and Notes

Slides appear in the center of the PowerPoint window. You create your presentation with
slides.

Placeholders hold the different objects in your slide. You can use placeholders to hold text,
clip art, charts, and more.

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We can use the notes area to create notes for yourself. You can refer to this notes as and when
you give your presentation.

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Introduction to Microsoft PowerPoint - Basics

Status Bar, Tabs, View Buttons, and More

The Status bar appears at the bottom of the window. The Status bar shows the current slide
number, the total number of slides, and the name of the design template used in the slide or
the name of the background.

The Outline tab displays the text that is contained in your presentation. The Slides tab
displays a thumbnails of all our slides. You click on any thumbnail to view the slide in the
Slide pane.

The View buttons is near the bottom of the screen. You use the View buttons to change
between Normal view or Slider Sorter view or Slide Show view.

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Normal View
Normal view divides your screen into three main sections: the Outline and Slides tabs,
the Slide pane, and Notes area. The Outline and Slides tabs are on the left side of
your PowerPoint window. They will enable you to shift between two different ways
of viewing our slides. The Slides tab displays thumbnails of our slides in presentation.
The Outline tab shows the text on all our slides. The Slide pane is located in the center
of your PowerPoint window. The Slide pane shows a bigger view of the slide on
which you are currently working. The Notes area appears below the Slide pane. The
presenter can type notes in Notes area.

Slide Sorter View

Slide Sorter view will show thumbnails of all our slides. In Slide Sorter view, we can
easily add, delete, or change the order of our slides.

Slide Show
Use the Slide Show view when we want to view our slides, as they will look in our
final presentation. When in Slide Show view:
Esc Returns to the view we were using previously.

Left-clicking Moves to next slide or will display animation

effect. When we reach the last slide, we will
automatically return to our previous view.

Right-
clicking Display a pop-up menu. We can use this menu to
move the slides, add speaker notes, select a pointer,
and mark your presentation.

BackSpace Moves to the previous Slide

Enter Moves to the next Slide

Zoom allows us to zoom in and zoom out on the powerpoint window.

Zooming in makes the window larger so we can focus in on an object. Zooming out makes
the window smaller in size so we can see the entire window.

We can click and drag the vertical and horizontal splitter bars to make change in the size of
our slide panes.

We use the Minimize button to remove a window from view. If a window is minimized,
its title is displayed on the taskbar. We click the Maximize button to make a window to
fill the screen. After you maximize a window, When we click the Restore button it

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Introduction to Microsoft PowerPoint - Basics

returns the window to its former smaller size. You click on the Close button to exit the
window and close the program

Adding and Editing Content and Pictures

We can create our PowerPoint presentation on slides. We use different layouts to organize the
content on each slide. PowerPoint has many slide layouts from which to choose.

Themes are combination of colors, fonts, and special effects. Backgrounds add a color to the
background to our slides. We can add themes and backgrounds to our slides. After we
complete our slides, we can run our presentation.

Create a Title Slide

When we start PowerPoint, it displays the title slide in the Slide pane. We can type the title of
our presentation and a subtitle on this slide. To enter text:

 Click on the place holder and type the title of our presentation in the "Click to add
title" area.
 Click and type a subtitle in the "Click to add subtitle" area.

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If we do not want to use the title slide, On the left pane click the Slides tab, right-click on the
slide which you want to delete, and then click Delete Slide.

The arranging elements such as Title and subtitle text, pictures, tables etc. is Layout of the
slide and can be selected from Home TabNew SlideSelect the layout.

Otherwise the Existing slide layout can be changed as Home Tab Layout and change the
existing layout.

Create New Slides

Once our title slide is completed, you can create additional slides. To create a new slide:

1. Choose the Home tab.

2. Select the New Slide button in the Slides group. The Office Theme dialog box
appears and displays many layout templates.
3. Click the layout we want. The layout displays in the Slide pane of the PowerPoint
window.

3. To add text, click in the placeholder and type.

4. To add an additional slide to our presentation, do one of the following:

To change the current slide’s layout, Right-click the slide layout. A menu appears.
Click Layout and then select the layout we want.

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Introduction to Microsoft PowerPoint - Basics

Adding pictures

If we want insert a picture we can either select appropriate slide layout

And select the icon as shown above, an “Insert Picture” dialog box will appear. Select
the picture.

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 or we can insert from insert tabPictures.

To format the picture, click on the pictureFormat Tab appears

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Introduction to Microsoft PowerPoint - Basics

Click on Picture Styles or Picture Border or Picture Effects etc and select from
dropdown.

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Modifying Lists adjusting with indents.

1. Choose the Home tab.

2. Select the New Slide button in Slides group. The Office Theme dialog box is
displayed.
3. Click the Title and Content Layout. The slide is displayed on the Slides tab.

4. Enter the information shown here. Type Objectives in the Click on Add Title text
box. Type the bulleted text in the Content text box.

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Introduction to Microsoft PowerPoint - Basics

Create an Outline

If we need to present the information in our slide in outline form, we can easily create an
outline by using the Increase List Level button ..

1. Choose the Home tab, Select the text content, click the Increase List Level button
in the Paragraph group for indenting the bullets, but if we want to decrease an indent,
use the Decrease List Level button in the paragraph group.

We can change the Bullets or Numbering by selecting the text

Click on Home Tabclick on down arrow beside either on Bullets or Numbering  select
bullets or numbering of our choice.

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Line Spacing
When we deal with a lot of textual content, especially during presentations, it is a better idea to
have the space between the lines. It improve the readability of the overall content. PowerPoint
offers line spacing options which will help us to change the spacing between lines in the text. Just
like the indent, these settings apply at a paragraph level(i.e. once applied it will applied for entire
paragraph).

Select the text content to be changed w.r.t space. You can either select the entire paragraph or
simply place the cursor within the paragraph.

Go to the Home tabUnder Paragraph group Click beside on drop down. We get as
follows

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Introduction to Microsoft PowerPoint - Basics

Select one of the line spacing from the drop down list.

To customize the line spacing, we can click on "Line Spacing Options…" from the drop down
list. This will launch Paragraph dialog box.

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The spacing section in the Paragraph dialog has two options. The Before and After are the line
spacing between paragraph as a whole while Line Spacing is the spacing for lines within the
paragraph itself.

Commented [u1]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic
1. The arranging the elements such as Title and subtitle text, pictures, tables etc. is called
a) Layout
b) Presentation
c) Design
d) Scheme
2. What is the best way to design the layout for your slides?
a) Create layouts for making slides, handouts, and notes with Master Layout
dialog box.
b) For each new slide, select a layout from the Slide Layout task plane
c) From the Slide Design task Pane Apply templates
d) None of the above
3. During a slide show, pressing the Esc key
a) Shows the last slide.
b) Shows slide 1.
c) Slide show will end
d) Shows the previous slide.
4. Which function key will you press to get Slide Show view and to start from first
slide?
a) ESC
b) F5
c) F7
d) F9

5. In the PowerPoint window, what's the main area for adding slide content?
a) The Slides tab on the left of the window.
b) The notes pane.
c) The slide pane in the middle of the window.

Word art and Shapes

Two of the many features we can use in PowerPoint to create attractive slides are WordArt
and shapes. WordArt will allow us to create stylized text with effects such as textures or
shadows or outlines. It is applied to text. We can also insert a Different shapes such as
rectangles/circles/lines/arrows/callouts, and stars.
Creating WordArt
PowerPoint allows you to add effects to the text of a text box. A WordArt Style will
automatically apply several effects to your text initially but later it can be modified.

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 Introduction to Microsoft PowerPoint - Basics

1. Select a text box content, or select some text content inside of the text
box/Placeholder. Format tab is displayed.
2. Select the Format tab.
3. In the WordArt Styles group, click the drop-down arrow to see all the available
styles.
4. Select the desired style preset to put in the style to our text.

After you have applied a WordArt Style, we can still modify the font or font color
from the Home tab if required.

To add or modify text effects:

1. Select a text box content, or select some text content inside of the text
box/placeholder. The Format tab will be displayed.
2. Select the Format tab.
3. In the WordArt Styles group select the Text Effects command. A drop-down menu
will be displayed, showing the various effect categories.

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4. Move the mouse over an each effect category. A drop-down menu will display. We
can hover the mouse over the different presets to see a preview.

Similarly in the WordArt Styles group, we can use the Text Fill and Text Outline
drop-down boxes to change the fill and outline color.

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Introduction to Microsoft PowerPoint - Basics

Working with shapes and text boxes

A large number of shape collection allows you to organize and design the image we want. While we
may not require shapes in every presentation we create, they can add visual appeal.

To insert a shape:
1. Click the Insert tab.
2. Select the Shapes command.

3. Select any shape from the drop-down menu displayed.

4. Click and drag the mouse until desired size of the shape appears.

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To resize a shape or text box:
1. Click the shape to select.
2. Click and drag sizing handles on the corners and sides of the text box until it is
the required size is drawn.

3. To rotate the shape, drag the handle.

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Introduction to Microsoft PowerPoint - Basics

If we drag the sizing handles on any of the four corners, we will be able to modify
the height and width at the same time. The sizing handles on the top, bottom of
the shape will allow us to resize vertically or horizontally.

Formatting shapes and text boxes

To change to a different shape:
1. Click the shape or text box. The Format tab will be displayed.

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 2. In the Format tab, click the Edit Shape command.

3. Select Change Shape to display a drop-down list.

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Introduction to Microsoft PowerPoint - Basics

4. Select the required shape from the list.

To change the shape style:
1. Click the shape or text box. The Format tab will appear.
2. In the Shape Styles group click the More drop-down arrow to show more style
options.

3. Move your cursor over the different styles to see a preview of the style in the
slide.

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 4. Select the required style.
To change the shape fill color:
1. Click the shape or text box. The Format tab is displayed
2. Click on Format tab.
3. Click the Shape Fill command to display a drop-down list.

4. Select the required color from the list, choose No Fill, or More Fill Colors for
choosing a custom color.
To change the shape outline:
1. Click the shape or text box. The Format tab will be displayed.
2. Select the Format tab.
3. Select the Shape Outline command to show a drop-down menu.

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4. From the drop-down menu, you can change the outline color
or weight (thickness) etc.
To change shadow effects:
1. Click the shape or text box. The Format tab will be displayed
2. Select the Format tab.
3. Select any of the Shape Effects. A drop-down menu will be displayed
4. Move the mouse pointer over Shadow. We will see a list of shadow presets.
5. Move your mouse over the menu options to see a preview of the shadow effect

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 6. Click the required shadow effect to add it to our shape.

Apply a Theme
A theme consists of colors, fonts, and special effects. Themes provide stunning backgrounds
for our PowerPoint slides. PowerPoint includes built-in themes that allow us to easily create
professional presentations without much of effort.

To add theme to every slide

1. Select the Design tab.

2. Select the More button in the Themes group.
3. Select the design you want.

To apply a theme to specific slides:

1. Select the Slides tab, located on the left side of the window.
2. Keep pressing Ctrl key and then click to select the slides to which you want to apply a
theme.
3. Click on the Design tab.
4. In the Themes group click the More button
5. Right-click the theme you want to apply. A menu appears.
6. Select Apply to Selected Slides. It applies the theme to the slides you selected.

You can add an effect to your theme by applying a background.

1. Choose the Design tab.

2. Click the Background Styles button .
3. Select the background we want.

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Introduction to Microsoft PowerPoint - Basics

Run Your PowerPoint Slide Show

After we create our slides, we can run our slide show:

1. Do the following:
o Press F5.
o Choose the Slide Show tab. Click the From Beginning button .
o In the bottom-right corner of your screen click the Slide Show icon.

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Animating text and objects
Animations control how the objects of the slide move onto, off, and around your slides.
Transitions control how our presentation moves from 1 slide to another.
We can animate the objects on our PowerPoint slides. PowerPoint has four types of
animations:
 Entrance: Determines the manner in which an object appears on a slide.
 Emphasis: Something to draw attention to an object.
 Exit: Determines the manner in which an object leaves a slide
 Motion Paths: Determines how an object moves around a slide
We can add animation to the objects in the slide.

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Introduction to Microsoft PowerPoint - Basics

Note:- Click on Animation Pane to see the list of Animation effects given. It will be
displayed on right side of the window.

To assign an effect to the object.

1. Select the object or place holder we want to animate.

2. Click on Animations tab.
3. Click on “Animation Pane”
4. Click the Add Animation button.
5. Select any of the effect, or click on More Entrance effects or so on.
6. Click the effect we want. PowerPoint applies the effect to the object.

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 The effect selected is displayed in “Animation Pane”.

We can change the effect when our animation starts to play. By default it is “Start on
Click”. To change it, select the effect in the Animation Pane and then Select one of
the options from the Start dropdown list. Start with Previous starts at the same time as
the previous animation and Start after Previous starts after the last animation effect..

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Introduction to Microsoft PowerPoint - Basics

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 We can also select from Animation Tab as shown below. Apart from that we can also
set the time duration, delay etc.

Example

 Give any animation to three different objects and set the first object as “Start on click”
second as “Start with Previous” and third as “Start after Previous” and see the effect.
Then run the slide by pressing F5

Add Transitions
Transitions control how our presentations move from one slide to another. To apply special
effect between each slide. It can be simple, eye-catching or flashy.

A transition can happen when the presenter clicks the mouse or after the amount of time we
specify.

To apply a transition to selected slides:

1. On the Slides tab, keep pressing the Ctrl key and then click the slides to which we
want to apply the transition.
2. Click the Transitions tab.
3. Select from “Transition to This Slide” group. By default, no transition is applied to
every slide.

To apply a transition to all slides:

1. Click the Transitions tab.

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Introduction to Microsoft PowerPoint - Basics

2. In the “Transition to This Slide” group Click the More button in Transition. A
menu of transitions appears.
3. Click the transition we want to apply. As we roll our pointer over each transition,
PowerPoint provides you with a preview of the transition.
4. Click the Apply to All button in the Transition to This Slide group.

To add a sound to a transition:

1. Click the Transitions tab.

2. Click the down arrow adjacent to Sound field and then select the sound we want,
PowerPoint plays the sound.

To set the speed of a transition:

1. Click the Transitions tab.

2. Click the down arrow adjacent to the Transition Duration field and then click the
speed you want.

 If we want the transition to occur after the presenter clicks the mouse, check the “On
Mouse Click” check box.
 If we want a transition to happen after a specified period of time, check the
“Automatically After” check box and then mention the amount of time we want to
elapse before the transition occurs.
 The “On Mouse Click” check box and the “Automatically After” check box are both
located on the Transitions tab in the Timings group.
 Run the slide by pressing F5

Saving and printing a presentation

“Save As” allows us to specify the name and location for our presentation It can be
saves with different versions

1. Click on File tab.

2. Select Save As.

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 3. Type the filename and select the “Save As type” then click on Save Button. If
we do not select the “Save as type” it will take the extension of the Microsoft
office version installed.
To Print
1. Click the File tab.
2. Select Print. The Print pane is displayed, with the print settings on the left and
the Preview on the right.

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Introduction to Microsoft PowerPoint - Basics

To print:

1. Go to the Print pane.

2. Choose how we want the slides to appear on the page.
3. If we only want to print few slides, we can type a range of slides. Otherwise,
select Print All Slides.
4. Choose the number of copies.
5. Choose a printer from the drop-down list.
6. Click on Print button.

We can “Full Page Slides” Or Notes Page or Outline or Handouts by selecting

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Full Page Slides: One slide per page, it will not display notes of the slide.
Notes page: It will display one slide along with its Notes.
Outline: It will display text content of all the slides.
Handouts: It will display 1 – 9 slides per page.

Commented [u2]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic
6. What PowerPoint option will you use to apply motion effects to different objects of a
slide?
a) Slide Transition
b) Slide Design
c) Animations

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Introduction to Microsoft PowerPoint - Basics

d) Animation Pane
7. Power Point presentation slides can be printed as ________
a) Speaker’s notes
b) Outlines
c) Slides and Handouts
d) All of the above
8. Something to draw attention to an object.
a) Entrance
b) Exit
c) Emphasis
d) Motion Path
9. Special effects used to make slides enter in a presentation are known as ?
a) Transitions
b) Effects
c) Custom animations
d) Annotations
10. The boxes that are displayed to indicate that the text, pictures or objects are placed in
it is called?
a) Word Art
b) Placeholder
c) AutoText
d) Text box
11. Where do you find the list of all the animations on the slide?
a) Advanced Tab
b) Transition Tab
c) Home Pane
d) Animation Pane
12. In this print option we can print more than one slide per page.
a) Full Slide Per Page
b) Handout
c) Outline
d) NotesPage

Summary
Microsoft Powerpoint is one of the office tools that allows users to create presentations in a more
effective manner. We can add any type of objects such as text, Images, Shapes, Charts etc.

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Trivia Commented [u3]: This is an example of trivia. You can
include some interesting facts or any information about a
particular topic, or module.
Some examples of trivia are:
Did you know
Interesting Fact
For Your Knowledge
Did you Know! Note
Key Point OR Point to Remember OR Point to Ponder
 Powerpoint original name was “Presentation” created in 1984. Renamed Industry UpdatesCompany Information
History, datelines, biographies of authors, CEOs,
to PowerPoint in 1987.
scientists, etc.
 PowerPoint was originally developed just for the Apple Macintosh Trends
Product Updates
Important terms

Subjective Questions Commented [u4]: Include three subjective questions

1. What are the different types in which we can print the slides.

2. How do give Animations to the contents of the slides.

3. What are the steps to insert any image

External Resources
1. PowerPoint 2010 For Dummies_by Doug Lowe
2. PowerPoint 2010 All-in-One For Dummies_by Peter Weverka
3. Microsoft Office Powerpoint_by Torben Lage Frandsen
4. PowerPoint 2010 Advanced
5. Slides, Animation and Layouts_by Stephen Moffat_Publication: The Mouse Training
Company
6. Microsoft PowerPoint 2010: Complete_by Gary B. Shelly, Susan L. Sebok

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Introduction to Microsoft PowerPoint - Basics

Answer Keys

Self-Assessment Questions

Question No. Answer

A (Refer to Adding and

1 Editing Content and
Pictures)
B (Refer to Adding and
2 Editing Content and
Pictures)

3 C (Refer as Slide Show)

B (Run Your PowerPoint
4
Slide Show)9989260486
C (Refer as Slides,
5
Placeholders, and Notes)

C( Refer as Animating text

6
and objects )
A (Refer to Saving and
7
printing a presentation)
C( Refer as Animating text
8
and objects )
C (Refer as Add
9
Transition)
B (Refer as Slides,
10
Placeholders, and Notes)
D (Refer to Animating text
11
and objects)

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 B (Refer to Saving and
12
printing a presentation)

SubjectiveQuestions
Question No. Answer
Refer to Saving and printing
1
a presentation
Refer to Animating text and
2
objects.
3 Refer to Adding pictures

Activity:

Activity Type: Online Duration: 30 Minutes

 Create a PowerPoint presentation on any topic. It must have the following:

o Slide1: Title
o Slide2: Objectives
o Slide 3: Start the content
o Last Slide: Quick Recap
 Save the PowerPoint Presentation

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Introduction to Microsoft PowerPoint - Basics

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