Basic MS PowerPoinnt

Outline:

1. Powerpoint Basics
 Opening Powerpoint
 Inserting Slides
 Understanding the screen
2. Adding & Editing content
 Inserting Text
 Formatting Text and Lists
3. Working with Design
 Customizing Background
4. Working with Graphics
 Inserting and editing images
 Drawing and editing objects
5. Working with Animation
 Animating text and images
 Slide Transitions
6. Adding sound or video
 Sounds, narration and music
 Video Requirements
7. Using Hyperlink
 Hyperlink and action buttons
8. Presenting
 Running a Slide Show
9. Converting Slide to Video
 Save As slide show to video

Powerpoint Basics
Opening Powerpoint
o To open PowerPoint in Windows, click on the Start button --> Programs --> Microsoft PowerPoint
OR Double-click on the PowerPoint icon on the desktop
o Click Blank Presentation (for New) or Open existing presentation ( for existing)
Inserting Slides
o AutoLayout
After you have opened a new presentation, PowerPoint displays the New Slide dialog box
containing several AutoLayouts. AutoLayouts provide a pre-determined layout for each specific
type of slide, such as bulleted lists, graphs, and/or images. Click on each thumbnail image and a
description will be printed in the message box. Highlight the layout you want and click OK.
o New Slides
The same dialog will appear every time you insert a slide. You can insert a slide through the
Insert menu --> New slide, or by clicking the right button of the mouse and select New Slide

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 Understanding the screen
There are 5 important areas in the screen.
1. Title : This is where the filename can be seen.
2. Quick Access Toolbar: This is a place where all the important tools can be placed. When you start
Powerpoint for the very first time, it has only 3 icons (Save, Undo, Redo). But you can add any feature of
Powerpoint to to Quick Access Toolbar so that you can easily access it from anywhere (hence the name).
3. Ribbon: Ribbon is like an expanded menu. It depicts all the features of Powerpoint in easy to understand
form. Since Powerpoint has 1000s of features, they are grouped in to several ribbons. The most important
ribbons are – Home, Insert, Designs, Transitions, Animations, & Slide Show.
4. Slide Lay-Out: This is where all your data will go. The screen is split into 2 sections showing the presentation
outline on the left, and the slide in the main window.
5. Status bar: This tells us what is going on with Powerpoint at any time. You can tell if Powerpoint is busy
processing the slide. The status bar also shows the number of slides created, notes, normal, slide sorter and
reading views.

Quick Access Toolbar Title/Filename

Ribbon

Slide Lay-out

Status Bar

Adding & Editing content

Inserting Text
placeholders | insert text box | format text box
The most common way to add text to a slide is to type it directly into any placeholder on the slide.
However, if you are using a blank slide (without placeholders) or if you want to enter text outside
placeholders, you can use a text box.
o Adding text to a placeholder
As soon as you select a slide layout the new slide appears with dummy text (such as "Click to add
title") in the placeholders. When you click inside a placeholder, the dummy text disappears, the
cursor becomes a blinking line ( | ) and you can start typing.

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 o Adding text to a text box
 To add text anywhere on a slide (outside placeholders), click on the Insert menu --> Text Box,

or on the text box icon on the drawing toolbar.

 Click and hold down the left mouse button while you drag the mouse. When l the box is the
size you want it, release the mouse button.
 Click inside the text box and start typing.

o Formatting a text box

 If the text box is not already selected, select it by moving the cursor over it until the cursor
becomes a four-way arrow and clicking on it until you see the text box border highlighted.
 Right-click on the text box and select Format Text Box or select Format menu > Text Box. On
the Format Text Box dialog you can use the tabs on the top to make your selections.
 On the Colors and Lines tab you can select a fill color (if you choose a dark fill color it is a good
idea to check the Semitransparent box to make your text more visible) and a line color and
style for the text box border.
 On the Text Box tab you can choose a particular vertical alignment for the text, word wrap,
automatic resizing or rotation of the text.

Formatting Text and Lists

o Formatting text
The functions for formatting text in PowerPoint are very similar with other Microsoft
programs, especially Microsoft Word. Select the text you want to format and click on
the Format menu --> Font to make changes such as font size, style type and effects.
o Formatting Bulleted and Numbered Lists
To format a list, highlight the list or the part of the list that you want to format and then click
on Format-->Bullets and Numbering. On the Bulleted dialog you can select the type and color
of bullets you want on your list, or even choose to use a special character or picture that you
have saved as a bullet.

Working with Design

Customizing Background
background | color scheme
Changing background (changing the "wallpaper" of a slide)
 From the menu bar, select Format > Background
 Select one of the background colors from the pull-down menu, or choose from a more
extensive palette by selecting the More Colors menu item
 You can preview your selections before committing to them by clicking on Preview
 If you are satisfied with the results, you can proceed to committing to the changes:
o click Apply button to change the current slide.
o click Apply to all to make the changes to all of your slides.

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 Changing color scheme
 Choose Format < Slide Color Scheme.
 In the slide Color Scheme dialog box, the Standard tab allows you to choose a pre-determined
Color Scheme by clicking on the desired choice.
 The Custom tab allows you to selectively change the colors of the applied Design's features.
o Click the colored box next to the feature you wish to change (1).
o Click the Change Color button and make your color selections (2).

Working with Graphics

Inserting and editing images
Inserting images to PowerPoint
 Click on the slide that you want to insert the image to
 Select Insert < Picture < From File...
 On the 'Insert Picture' dialog, find and double-click on the image that you want to insert to
PowerPoint
Editing images in PowerPoint
One must keep in mind that when it comes to handling pictures, PowerPoint is quite limited. It is
possible to resize, crop and group images, but at a very basic level.
Formatting images:
You can format an image by selecting it, clicking on Format < Picture, and making your selections
on the dialog that will appear. However, we recommend that you use the Picture toolbar for
formatting and the handles for resizing because in this way the changes are more visible and
therefore, easier to control.
 Select View < Toolbars < Picture, or right-click on the picture and select Show Picture
Toolbar.
 Use the first five icons on the Picture Toolbar to make changes in the image's control, contrast,
and brightness.
 Use the cropping icon to get rid of part of the image while keeping the rest of the image in its
original size.
 To resize an image using the "handles", hold down the left mouse button and drag any of the
corner handles to keep the image proportional. Always remember that there are limitations
to how much you can enlarge an image without losing in quality in PowerPoint.
 To move an image, place your cursor in the center of the image. Hold down the left mouse
key until it becomes a four-headed arrow, then drag the image to where you want it.

Drawing and editing objects

Unlike most other PowerPoint functions, some drawing functions are accessible only via the
Drawing toolbar on the bottom of the PowerPoint screen. If you don't see the Drawing toolbar,
activate it by selecting View menu < Toolbars < Drawing.

Formatting a drawing
Click on the drawing to select it (until you see the 'handles' around it) and then use either
the Format menu < AutoShape dialog to format it (a right-click on the object will also work in PC),
or the drawing toolbar.

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  Resize and move a drawing by clicking on its"handles", in the same way used to
format text boxes and images.
Tip: hold down the SHIFT key to move objects across a straight line.
 Click on the arrow next to the paintbucket tool to change the drawing's fill color.
Experiment with the 'Fill Effects' options on the paintbucket menu to create artistic color
combinations

Working with Animation

Animating text and images
There are two ways to animate text and objects: Preset Animation and Custom Animation.
Although Preset Animation is relatively simpler, we strongly recommend Custom Animation
because it allows more control over animation. The instructions below pertain to Custom
Animation only.
1. Click on the slide that you wish to animate and select Slide Show < Custom
Animation (You must be in Normal, Outline, or Slide View.
2. In the Custom Animation dialog box, each object is identified in the Check to
animate slide objects list.
3. On the Effects tab make your entry animation and sound selections.
4. On the Order and Timing tab arrange the objects in the order that you want them
to appear.

You may also choose the objects to appear on mouse click or automatically. Do not
use the automatic option unless absolutely necessary, as it is easier to lose control
during the presentation.

 Slide Transitions
Transitions determine the effects applied when you move from one slide to another
during an on-screen presentation.
1. To choose a transition effect, select Slide Show < Slide Transition...
2. Select a transition effect from the drop down menu
3. Choose the desired transition speed (Fast is always recommended in order
not to lose the audience's attention)
4. Choose a sound to accompany the transition (optional and NOT
recommended)
5. Advance determines when the current slide proceeds to the next.
 On mouse click advances the presentation to the next slide, or
displays the next bullet point, only when you click the mouse. (You
can also use the keyboard arrow keys or the spacebar.)

 Automatically after xx seconds, makes the transition xx seconds after

the preceding transition ended. NOTE: Make sure that if you select
Automatically, that you remove the check in On mouse click.
6. Choose Apply or Apply to All

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Adding sound or video
Sounds, narration and music
You can add sound files to your presentations from a variety of sources. For example, you can add
sound files you download from the Internet or special sound effects CDs. However, PowerPoint
does not recognize all sound file types. WAV and MIDI are two of the types it does recognize.

PowerPoint also lets you attach sounds to different objects on a slide. However, the objects must
be animated before you can attach a sound file to them. See section on animation for more
details.

Adding sound from a file

1. If you wish to use a new sound, make sure you download and save the file on your
computer, preferably in the same folder with your PowerPoint presentation.
2. Click on Insert menu < Movies and Sounds < Sound from File
3. In the Look in drop-down menu, specify the drive and folder where the sound file is
located.
4. In the file list, click the sound file you want, then click OK.
5. PowerPoint may ask you whether you want the sound to play automatically or on
mouse-click. If you choose mouse click, you will need to click the icon during the
presentation to start it playing.
Video Requirements
Step 1: Creating
Before you can place a video file in Microsoft PowerPoint, it must be digitally encoded using a
video encoder. When encoding video, you must use a compression scheme or codec. Codecs are
types of compression schemes. There are many (Sorenson, Real, WindowsMedia). The codec you
will use for Microsoft PowerPoint will be Apple Cinepack or just cinepack.
o After encoding your video, you must make sure the file has a suffix name of .mov or .qt
for Windows machines.
Step 2: Saving
When saving your files, create a new folder in which to place all of your encoded media files that
will be used in the presentation.
Save the PowerPoint file to the same folder.

When traveling to another computer be sure to transfer the entire folder, NOT the PowerPoint
file alone, or else the video will not play.

Step 3: Inserting Video into PowerPoint

When you have your video files, you can insert them directly into PowerPoint.

There is nothing complicated about inserting a video file into PowerPoint, as the steps are very
similar to those for inserting sound:
1. Select Insert Menu < Movies and Sounds < Movie from File
2. Find the movie file in your folder and double-click on it.

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Using Hyperlink
Hyperlink and action buttons

Hyperlinks
Hyperlinks cause the selection of an object to result in a move to a new location or the
performance of an action. This action can be any of the following:
 Activate a hyperlink: this action causes a different slide in the current presentation, different
presentation altogether, a non-PowerPoint document, or even an Internet Web page to
appear.
 Run a program: this action opens another program such as Microsoft Word or Excel.
 Run a macro: this action opens a program written in Visual Basic for Applications.
 Play a sound: this action plays a built-in sound or a sound from file (see section on adding
sound)
You may turn any object or text on a slide into a hyperlink as follows:
1. Right-click on the object and select Action Settings (or Select the object, then choose Slide
Show menu > Action Settings)
2. In the Action Settings dialog box, choose either Mouse Click or Mouse Over. Select the button
"Hyperlink to" and then select the destination or action (to link to the internet, choose
"Hyperlink to URL" and type the web address starting with 'http').

Action buttons
As explained above, any object can be turned into a hyperlink. You can, however, create an object
to be used specifically as an action button. PowerPoint provides a selection of built-in shapes that
can be used for this purpose.

Using action buttons is very similar to drawing objects:

1. Select Slide Show menu < Action Buttons or click on the Autoshapes menu from the drawing
toolbar.
2. Click one of the button faces and draw the button on the slide using the mouse (see section
on drawing for more details). The Action Settings dialog will then appear.
3. Follow the instructions above for turning an object into a hyperlink.
4. Use the white box handles to resize the button and the yellow diamond to change the depth
of the button:
5. Right-click on the button or select Format menu < AutoShape to change the fill color, line, and
other characteristics of the action button.
6. To create a custom button, choose the blank button from the AutoShape menu. After you
draw the button, right-click on it and choose 'add text' to add a label to it.

Presenting
Running a Slide Show
There are at least three ways to start a slide show:
a. Select View menu < Slide Show
b. Click the projector button on the lower left part of the screen
c. Hit the F5 Key
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 Of these three methods, the best is the last one. It is generally recommended that you
use the keyboard shortcuts instead of the mouse to navigate through the show while
you present, the reason being that this method is faster and makes you look
comfortable and knowledgeable as a presenter and thus you make a better impression
to your audience.

For this reason, even though you can use the mouse to access the Show Controls Menu,
it is best to use the following keyboard shortcuts:
 Go to the next slide: press the SPACE BAR, ENTER, PAGE DOWN, or right arrow
key.
 Go to the previous slide: press BACKSPACE, PAGE UP, or the left arrow key.
 Exit slide show (at anytime): hit Esc

Converting Slide to Video

Save As slide show to video
1. Click FILE -> SAVE AS
2. BROWSE
3. Type the FILENAME and change the SAVE AS TYPE into MPEG-4 Video
4. Then click SAVE

*** Note: in the status bar you can see CREATING VIDEO [Filename].mp4 wait until the bar
indicator will 100% finish.

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