Lab 6: Microsoft PowerPoint Part I

Objective
This lab is about the different tabs of MS PowerPoint i.e. Home, Insert, Design and Transition tabs of MS
PowerPoint. Different functionalities, provided by these tabs, will be discussed in this lab.

Description
PowerPoint is a system in the Microsoft Office Suite that enables you to present information in office
meetings, lectures and seminars to create maximum impact in a minimal amount of time. PowerPoint
presentations can amplify your message, accelerate the information being absorbed and assist with
comprehension enabling faster decision-making.

Create a New Document

1. Click the File tab and then click New.
2. Under Available Templates, click Blank Presentation.
3. Click Create.

Opening a document
1. Click the File tab, and then click Open.
2. In the left pane of the Open dialog box, click the drive or folder that contains the document.
3. In the right pane of the Open dialog box, open the folder that contains the document that you want.
4. Click the document and then click Open.
About the Editing Screen

The Ribbon

The ribbon, which spans across the top of the PowerPoint screen, replaces the old Menu Bar and
toolbars used in Microsoft Office programs up through version 2003.

It organizes related functions into tabs. Those related functions are further organized into groups. The
Home tab, for instance, has a Font group that contains formatting options for adjusting font, font size,
bold face, underline and italics. The Paragraph group contains icons that control margins, spacing and
indentation, among other things.

Quick Access Toolbar:

This is a customizable toolbar that provides access to commonly use functions such as Save or Undo
Last Action.
Clicking on the down arrow gives you access to other common functions that you can add to the
toolbar.

Contextual Command Tabs:

Tools appear directly above a tab and provide access to options that pertain to a just completed action.
For instance, if you click once on an image to select it, the Format tab appears,, offering you ways to
adjust the selected image. You can crop, frame and rotate the image, among other things.)
Slide Pane:

The large white typing area that features “Click to add…” text prompts.

This is the area where you’ll type your slide text.

Slides Tab
Located to the left of the slide pane.

Displays thumbnail versions of slides in your presentation.

Clicking and dragging a thumbnail allows you to rearrange the slides in your presentation.

You can also click on a thumbnail to advance your presentation to that slide.
Notes Pane:
Located beneath the slide pane.

Let’s you type speaker notes for each slide.

When printed out, the slide image and notes for that slide appear together on the same page.
Home Tab
This is the most used tab; it incorporates all text formatting features and basic slide design options.

Insert Tab
The Insert Tab allows you to insert items and illustrations into your document that go beyond plain text.
In Word Essentials we focused primarily on the Illustrations Group within this tab. In Advanced we will
go more in-depth with screenshots, hyperlinks, text boxes, quick parts, and drop caps.

Photo Album
 On the Insert tab, in the Illustrations group, click the arrow under Photo Album, and then do
one of the following:
 To add a picture to a new photo album, click New Photo Album.
 To add a picture to an existing photo album, click Edit Photo Album.
 To see Edit Photo Album on the menu, you must first open a presentation that contains a
photo album.
 In the Photo Album dialog box, under Insert picture from, click File/Disk.
 In the Insert New Pictures dialog box, locate and click the picture that you want to add, and
then clickInsert.
Inserting Video and Audio Clips
Benefits of inserting video and audio clips in PowerPoint slides:

 You can incorporate media that is relevant to your topic and audience.
 You can catch your audience's attention by adding a media clip.
  It eliminates the need for you to jump between your PowerPoint presentation and media files.

How to Insert a Sound File

 Click on the Insert tab of the ribbon.
 Click the drop down arrow under the  Audio icon on the right side of the ribbon.
 Select Audio from File...

Note -To have the best success with playing music or sound files in your presentations,
always keep your sound files in the same folder in which you save your PowerPoint presentation.

Locate the Sound or Music File on Your Computer

The Insert Audio dialog box opens.

 Navigate to the folder containing the music file to insert.

 Select the music file and click on the Insert button at the bottom of the dialog box.
 A sound file icon is placed in the middle of the slide.
Examine and Test the Sound or Music on PowerPoint Slide
Once you have inserted the sound or music selection onto the PowerPoint slide, a sound icon will
appear. This sound icon differs slightly from earlier versions of PowerPoint, as it also contains other
buttons and information.

 Play/Resume: This button is on the left side. This button toggles between the two tasks
depending on which one is currently in use.
 Rewind: When the sound or music is in play, pressing this button will rewind the sound by a
quarter of second increments.
 Forward: When the sound or music is in play, pressing this button will fast forward the sound by
a quarter of second increments.
 Mute/Un-mute: Press this button to mute or un-mute the sound once it is in play.
 Additionally, you will note a timer advances while the sound or music is playing.

How to Insert a Video File

There are two different ways to add a video file. You can select the movie reel icon from the middle of
the slide or select the insert tab and select the video drop down menu.
There are three different ways to insert a video onto your presentation:

From a file, From a Web Site, or from a clip art file

To insert a video file:

1 - Choose the location where your file is located

2 - Select the file

3- Press the Insert button

To edit your video, you must select playback on the Video Tools Tab.

Play your clip by selecting the "Play" button in the "Preview" section.

Add a bookmark to a certain point in the file that is important. You can also remove this bookmark by
selecting "Remove Bookmark"

Fade Duration: If you would like your video to fade in or out, you can change the amount of time by
using the arrows of the "Fade In" and "Fade Out" tabs in the Editing section.
Trimming the video file

If the video is too long for the presentation, you are able to trim parts of it away.

1 - The green line allows you to cut out a certain part of the song at the beginning. If you know the exact
time you would like your video to begin, you can type that time into the "Start Time"

2 - The red line allows you to cut time from the end of your clip. If you know the exact time you would
like your video to end, you can type that into the "End Time"

3 - The play button allows you to play your clip so you are able to get the clip at the right length
Audio Options

You can adjust how your video plays throughout your slide show and when it plays.

If you would like your video to automatically play full screen, check the "Play Full Screen" box

If you would like to hide your video when it is not playing, check the "Hide While Not Playing" box

If you select the "Look until Stopped" box, the clip will continue to play until you stop it

In order to have the video rewind to the beginning, check the "Rewind after Playing: box

Volume

You can adjust how loud your video clip will play during your slide show. You will also be able to still
adjust the sound using your computer sound system.

Starting

There are two options for when your video will begin playing:

Automatically - your video will begin as soon as you get to the slide the video is on.

On Click - Your video will begin when you click the mouse to begin the video
Adding a Video using Clip Art

If you insert a file from clip art, this box will appear on the right side of your presentation. Use the
"Search for:" box to find the kind of video you want.
The file can be inserted by either double clicking on it or selecting the drop down menu and selecting
insert.

Design Tab

This tab can be used to set slide layout options for a PowerPoint presentation.

Page Setup

The Page Setup group contains the options to specify the slide size and orientation.

Click Page Setup under the Page Setup group to make changes to your slide size and orientation.

To only change the page orientation of your presentation, click Slide Orientation under the Page Setup
group and then select Portrait or Landscape.
Themes

To set a theme for your presentation, select the theme you wish to use under the Themes group. For
additional themes, select the More icon under the Themes group. More themes will be shown along
with an option to download more themes from the Microsoft Office Online site.

The theme colors, fonts, and effects can be changed by using the options to the right of the themes.

Transitions Tab

This tab can be used to add transitions to the slides within the presentation.

Transitions

To set a transition between your slides, highlight the slides you want the transition applied to and then
select the transition under the Transition to This Slide group. In the example to the right, the first and
second slides have been selected and would have the same transition applied.
For additional transitions, select the More icon under the Transitions to This Slide group.

A transition sound and the speed of the transition can also be set from options within the Timing group.