CHAPTER FIVE

Objectives
At the end of this chapter, students should be able to:
• Introduction and new features
• Saving presentations in different formats
• Setting print options and layouts
• Using the view and zoom options

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 Introduction and new features
 PowerPoint: is a presentation software's and it’s part of Microsoft Office.
 A presentation is a collection of slides around a specific topic, generally delivered
to an audience by a speaker.

 Slides are the separate pages of the presentation to

which elements such as:
 Graphs , tables, shapes,
 WordArt, SmartArt,
 Clip art, and other objects are added.

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 Introduction and new features

 The following list of a new features:

 Morph effect: The Morph tool helps you
create smooth transitions by moving
items around at the same time.

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Introduction and new features (Conti…)

 Zoom: This allows the

presenter to jump to a
certain slide during a
presentation with ease.

 Text highlighter: This tool

allows you to apply highlight
colors to text within a
presentation to create
emphasis.

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Introduction and new features (Conti…)
 4K resolution for video: You can record video, audio, and inking and export video
at 4K resolution, all available from the Recording tab.

 Digital pen to navigate a slide show: You can advance slides using a Bluetooth
pen in PowerPoint 2019.

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Introduction and new features (Conti…)

 Inking: Highlighter pens are available in

all the Office apps, which can be
customized and are portable—this
includes the new Effects option and a
segment eraser when drawing.
 There is also support for touchscreens
when placing objects on straight lines
using the Ruler.

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Introduction and new features (Conti…)

 Charts: there are new charts available, such

as Map and Funnel charts.

 These are some of the stunning new

features available in the PowerPoint 2019
application.

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Creating presentation from scratch

Create a presentation from scratch

1. Open PowerPoint.
2. In the left pane, select New.
3. To create a presentation from
scratch, select Blank
Presentation.

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Creating presentation templates
 A template is a presentation with a predefined look and contains default
text, layouts, and even animations.
 Office 2019 has a huge range of templates within the PowerPoint environment, as
well as the ability to search and download templates from online within the
application.
 Categories are available just below the search bar and guide the user when
searching online.

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Creating presentation templates (Conti...)
 To search for templates online, you must first have an internet
connection.
To create a presentation follow these
steps:
1. Open Microsoft PowerPoint
2. Click on “File” in the top-left cornet
3. Select “New” to create a new
presentation.
4. In the search bar, browse or search for a
template that suits your needs (e.g.,
"business," "creative," "education").
5. Alternatively, you can browse through the
Featured
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 Creating presentation templates (Conti...)

6. Click on a template to preview it and see

details.
7. Choose the template you like and click
"Create" to start working on your
presentation.

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Setting slide size
 Access the Page Setup dialog box to change the size of the slide presentation to a
custom format. This dialog box contains a range of different sizes (On-screen show;
Banner; 35 mm slides; Overhead, to name but a few).
 Proceed as follows:
1.Click on Design | Slide Size | Customize Slide
2.You will be presented with two default slide sizes, Standard and Widescreen.

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Setting slide size
3. Click on Custom Slide Size..., and once the dialog box has opened, choose a slide
size from the Slides sized for: drop-down list.

4. You can select Custom if you

wish to enter your own
measurements in terms of width
and height of the slides in the
presentation.

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Changing the slide orientation
 Slide orientation are landscape by default in PowerPoint and are always
the same throughout the presentation.
 To change the orientation, follow these steps:

1. Click on Design | Customize |

Orientation, and the following
options will appear.
2. Choose Portrait from the
Orientation options, after which
you will be asked to select a scaling
option.

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Changing the slide orientation
3. If you have graphical objects on the slide and
you change the slide orientation, you may find
that the objects shift around.

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Adding tags to a presentation
 Tags are very useful when searching and locating specific presentations on your
computer.
 When you create presentations, you can add metadata such as tags to allow files
to be
sorted and located.
1. Open the presentation you wish to tag.
 Tags are used to categorize presentations. To add tags to a presentation,
2. Click on File | Info | Properties (on the right-hand
proceed as follows:
side of the window)
3. Look for Tags. Enter a tag into the space provided,
write tag name, in this instance.
4. Save the presentation to update it.

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Finding or Searching PowerPoint using tags
 Click to open the Explorer window on the desktop, then proceed as follows:

1. Navigate to a folder of your

choice or, alternatively, select
the Documents folder, as
illustrated in the following
screenshot:

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Searching using tags (Conti…)
2. Choose the Search tab directly under the Search Tools contextual tab
3. Select Tags from the Other properties drop-down list, as illustrated in the following
screenshot:

4. The tags: search is inserted into the

search box at the end of the toolbar, as
illustrated in the following screenshot:

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Searching using tags (Conti…)
5. Type the tags you would like to search for through the presentations.
As you type the tags, the search is activated and the presentations containing those tags
become visible in the window.

6. When you are done searching and

have located the presentation
according to the tag search, open the
presentation to see its contents.

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Embedding fonts
 When customizing presentations, adding specific fonts to a presentation aids the
look of the design, and also enhances diagrams and custom drawings.
Let's fix this, as follows:

1. Click on the File | Save As...

option.
2. Navigate to the location where you
wish to save the presentation.
Click on Browse to populate the Save
As dialog box. Look for the Tools
option at the bottom of the dialog box

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Embedding fonts
3. Choose Save Options... from the Tools drop-down list. The PowerPoint Options
dialog box will populate. You will notice that the Save option is highlighted, and
options related to Save are presented on the right-hand side of the dialog box
4. Navigate to Preserve fidelity when sharing this presentation.
5. Click the checkbox to the left of Embed fonts in the file.
6. Then, choose Embed only the characters used in the presentation or Embed all
characters.
7. Click OK to commit the change. Save the presentation and then share it
with others.

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Saving presentation slides as pictures
 Follow these steps to save every slide separately as a picture from a completed
presentation— a great way to alleviate any font issues when presenting
1. Open the presentation that contains slides you wish to save as pictures.
2. Select File | Save As….

3. In the Save As... dialog box, choose a

location to save your presentation as
pictures
4. Change the Save as type: option to
save in a picture format such as
Graphics Interchange Format (GIF)
or Portable Network Graphic (PNG)
format.
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Saving presentation slides as pictures
5. Change the name of the file (if you prefer).
6. The name you specify in the File name: text area will become the folder in which all
the slide pictures will save individually.
7. Click on Save.

8. A dialog box will appear in the presentation, asking whether you would like to save
every slide or just the current selected slide in the presentation.
9. Choose All Slides for this example

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Saving presentation slides as pictures (Conti..)

10.When the presentation has completed saving the pictures, a dialog box will pop up,
indicating the location the pictures have been saved to.

11.Click on OK to return to the

presentation
12.Use This PC to view the results of
the save, and navigate to the folder

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Saving as a template
 A presentation template is a presentation you can create that can be used
to produce frequently used types of presentations more quickly and easily.
 To save a presentation as a template, follow the steps as per the
preceding example,
but change the Save as type: option to PowerPoint Template (*.potx).
 If you would like the presentation template to be available in the template
folder and be accessible through the File | New… templates option, then
saving to the correct location is very important once you click PowerPoint
Template (*.potx) in the Save As dialog box, PowerPoint automatically
changes the location to the default personal template folder. This will ensure
that the template is available when clicking on the File tab and selecting the
New option.
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Saving a presentation as an outline
 Saving as an outline in Rich Text Format (.rtf) removes all formatting and
leaves
only the text in the slide presentation.
 Follow the same steps as in the preceding section to save a presentation in another
format, but choose the Save as type: outline option instead.

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Saving as a presentation show
 This option exports your presentation so that it opens in slideshow view, rather than
in normal view.
1. Open a presentation to save as a PowerPoint show.
2. Choose the Change File Type option from the Export list, then click on the
PowerPoint Show (*.ppsx) option:

3. In the Save As… dialog box,

choose a location to save the file
to, as well as a filename, if
applicable.

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Saving as a presentation show

4. Click on Save. The PowerPoint

show is saved to the specified
location.
5. Double-click on the file to
launch the presentation in
slideshow view.

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Presentation Views using the ribbon
 Click on the View tab on the ribbon to access the Presentation Views
group.
 There are five types of Presentation Views in PowerPoint 2019
1. Normal View
2. Outline View
3. Slide Sorter View
4. Notes Page View
5. Reading View

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Presentation Views using the ribbon

1. Normal View: this allows the user to work on all features of the
presentation in one place.

 This is the main view, where all

editing and formatting takes
place.
 It consists of the Slide pane
and Notes pane.

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Presentation Views using the ribbon

2. Outline View: use this view to paste a Word outline into a presentation
with ease.

It is also a really easy way to

edit text on presentation
slides.

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Presentation Views using the ribbon

3. Slide Sorter View: this shows slides in thumbnail view.

 In this view, you can copy and move slides with ease, reorder slides, and
play animations and transitions per slide.

 A great feature in this view is

the ability to organize your
presentation into sections.

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Presentation Views using the ribbon (Conti…)

4. Notes Page View: this view consists of Notes pane contents, as well as the slide
the notes refer to.

These notes can be printed

out as handouts for the
audience.

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Presentation Views using the ribbon (Conti…)

5. Reading View: this view is not used to present to an audience on a big

screen, but rather to someone viewing the presentation on a computer.

 To exit this view, simply

press the Esc key on your
keyboard.

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Using the status bar commands
Changing the presentation view is also possible via the view icons located on
the status bar, but a more comprehensive list is available along the View tab,
as illustrated in the following screenshot

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Setting presentation zoom options
 The default slide zoom is set at 66% when opening or creating new
presentations.
 To change this setting, use one of the following options:
1. Use the status bar zoom slider to increase or decrease the presentation slide
size within the PowerPoint environment or, alternatively, click on the minus
(-) and plus (+) signs to adjust.

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Setting presentation zoom options

2. Click on the zoom percentage indicator on the status bar to access the zoom options,
which you can adjust according to your requirements.
3. The Percent text area enables you to type a custom value to zoom.
4. Or, use the View tab to access the Zoom group on the ribbon. Click on the Zoom
icon to launch the Zoom dialog box.

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Setting presentation zoom options (Conti…)

6. The Fit to Window option allows the user to zoom the slide quickly to fit the
Slide pane. Click on the Fit to Window icon at the bottom right-hand corner of
the presentation.
7. You can also visit the View tab and select Fit to Window from the Zoom
group

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Switching between multiple presentations
1. Click to select File | Open.
2. Click to select the first presentation file.
3. Hold down the Ctrl key on your keyboard and click on the second file, and then
on the next, and then release the Ctrl key.

4. Click on Open, whereafter all

selected files will open in PowerPoint
—one on top of the other, as
illustrated in the following
screenshot:

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Switching between multiple presentations (Conti..)

5. Click on the View tab on the ribbon

6. Navigate to the Switch Windows drop-down option and click on the arrow, as
illustrated in the following screenshot:

7. A list of open presentations will

appear as a drop-down list.
8. Click on the presentation you wish
to make the active presentation.

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Switching between multiple presentations (Conti..)

Alternatively, you can follow these steps:

1. Take a look at the Windows taskbar, shown in the following screenshot:

2. If you position your mouse over

the PowerPoint application icon, a
list of open PowerPoint
presentations (in tiny windows) will
be displayed just above the taskbar.

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 END
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