What is PowerPoint ? PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools- all designed to be easy to use and learn. The following gives you a quick overview of what you can do in PowerPoint: When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead transparencies or 35mm slides. In addition to slides, you can print audience handouts, outlines, and speakers notes. You can format all the slides in a presentation using the powerful Slide Master which will be covered in the tutorial. You can keep your entire presentation in a single file- all your slides, speakers notes, and audience handouts. You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides.
PowerPoint is one of the simplest computer programs to learn. It is the number 1 program used worldwide for presentations. Anyone can create stunning presentations that look like they were designed by a professional. PowerPoint presentations can be made into photo albums, complete with music or narrations, to distribute on CDs or DVDs. If you are in the sales field, it involves just a few simple clicks to add an illustrative chart of data or an organizational chart of your companys structure. Make your presentation into a web page for emailing purposes or as a promotion displayed on your companys website.
Before You Create a PowerPoint PresentationBefore getting all caught up in the gee-whiz features ofPowerPoint, remember that the purpose of a presentation is topresent information — not overwhelm the audience with ademonstration of all the software bells and whistles. In thatrespect, using PowerPoint is similar to using a page layoutprogram. The software is merely a tool. Avoid the typicalpitfalls of PowerPoint presentations with purpose, simplicity,and consistency.1. Match Design to Purpose Decide if your presentation is meant to entertain, inform,persuade, or sell. Is a light-hearted or a more formal approachmost appropriate to the subject and your audience? Keepcolors, clip art, and templates consistent with your mainobjective.
2. Keep It Simple As with any design, cut the clutter. Two fontfamilies is a good rule of thumb. No more than onegraphic image or chart per slide is another good rule(excluding any corporate logo or other recurring elementin the design).3. Be Consistent Use the same colors and fonts throughout. Selectgraphic images in the same style. Templates go a longway toward helping to maintain consistency.
The 10 Most Common PowerPoint 2010 Terms1. Slide - Slide Show Each page of a PowerPoint presentation is called a slide. Thedefault orientation of the slide is in landscape layout, which means thatthe slide is 11" wide by 8 1/2" tall. Text, graphics and/or pictures areadded to the slide to enhance its appeal.2. Ribbon The ribbon, first introduced in PowerPoint 2007, is the strip ofbuttons across the top of the main window, and it replaces the toolbarin earlier versions of PowerPoint. Here on the ribbon you will findaccess to anything the program has to offer. You no longer have tohunt endlessly through many menus and sub menus to find thecommand you want. Commands are located in logical placesnow, unlike in earlier versions of all things Microsoft.
3. Contextual Menus and Tabs Contextual Menus or Contextual Tabs were introducedin PowerPoint 2007. Instead of scrolling through thelonger menus as in previous versions of PowerPoint, oncea topic is accessed, the ribbon changes to objectspertaining to that option. For example - After choosing to insert a picture fromthe Insert tab of the ribbon, the ribbon changes to showmore graphical options that can pertain to this picture.Several style layouts are shown, but more options can beseen by clicking the arrow to the right of the layouts. Thisexpands the selection choice. In many cases, you will see apreview of your choice. It is not necessary to apply theselection first.
4. Slide Layouts - Slide Types The terms slide type or slide layout can be used interchangeably. There are several different types of slides / slide layouts in PowerPoint. Depending on the type of presentation you are creating, you may use several different slide layouts or just keep repeating the same few. Slide types or layouts include - title slides title and content slides comparison slides picture with caption slides
5. Slide Views Normal View - is also commonly known as Slide View. It is the main working window in the presentation. The slide is shown full size on the screen. Outline View - shows all the text of all slides, in a list on the left of the PowerPoint screen. No graphics are shown in this view. Outline View is useful for editing purposes and can be exported out as a Word document to use as a summary handout. Slide Sorter View - is a window in PowerPoint that displays thumbnail versions of all your slides, arranged in horizontal rows. This view is useful to make global changes to several slides at one time. Rearranging or deleting slides is easy to do in Slide Sorter view. Reading View - is similar to slide show view. The difference between the two views is that while slide show view takes over the whole screen, the slide in reading view is also shown in full screen, but you will also see the PowerPoint title band at the top of the screen and the PowerPoint status bar and the Windows task bar displayed at the bottom of the screen. The ribbon and the slides/outline pane are no longer visible. Notes Pages - shows a smaller version of a slide with an area below for notes. Each slide is created on its own notes page. The speaker can print these pages out to use as a reference while making his presentation. The notes do not show on the screen during the presentation.
6. Design Theme Think of a design theme as a coordinated packageddeal. When you decorate a room, you use colors andpatterns that all work together. A design theme acts inmuch the same way. It is created so that even thoughdifferent slide types can have different layouts andgraphics, the whole presentation goes together as anattractive package. The background color / images andfonts are all coordinated to achieve a cohesive look.
7. Transition or Slide Transition Slide transitions are the visual movements as oneslide changes to another.8. Animation or Custom Animation In Microsoft PowerPoint, animations are visual effects applied to individual items on the slide such as graphics, titles or bullet points, rather than to the slide itself. Preset visual effects can be applied to paragraphs, bulleted items and titles from a variety of animation groupings, namely Subtle, Moderate and Exciting.
9. Animation Painter The Animation Painter is new to PowerPoint 2010. Itis a tool that works similarly to the Format Painter, whichhas been part of any Office product for many years. The Animation Painter will copy all the animationfeatures of an object to: another object, anotherslide, multiple slides or to another presentation. This is areal time-saver as you do not have to add all theseanimation properties separately to each object. The addedbonus is many fewer mouse clicks.
10. Slide Master The default design template when starting aPowerPoint presentation, is a plain, white slide. Thisplain, white slide is the Slide Master. All slides in apresentation are created using the fonts, colors andgraphics in the Slide Master. Each new slide that youcreate takes on these aspects. Each design theme has a number of differentslide masters, unlike some earlier versions, whichcontained only an additional Title Master. Anothernice feature of slide masters in PowerPoint 2010 isthat you can create your own text placeholders. Thiswas not possible in version 2003 and earlier.
Use Keyboard Shortcuts to Speed Up PowerPoint PresentationsHow to Use the Keyboard Shortcut List When the instructions show the keystroke combination Ctrl + C for example, it means to hold down the Ctrl key and then press the letter C, holding both at the same time. The plus sign (+) indicates that you need both of these two keys. You do not press the + key on the keyboard. Letter case does not matter when using shortcut keys. You can use either capital letters or lower case letters. Both will work. Certain key combinations are specific to PowerPoint, such as the F5 key playing a slide show. Many other shortcut combinations however, such as Ctrl + C or Ctrl + Z are common to a number of programs. Once you know these common ones, you will be surprised at how often you can use them. Here are just a few examples of shortcuts that can be used for most programs Copy Paste Cut Save Undo Select All
The Most Commonly Used Keyboard ShortcutsCtrl + A - Select all items on the page or the active text boxCtrl + C - CopyCtrl + P - Opens the Print dialog boxCtrl + S - SaveCtrl + V - PasteCtrl + X - CutCtrl + Z - Undo last changeF5 - View the complete slide showShift + F5 - View the slide show from the current slide forward.Shift + Ctrl + Home - Selects all text from the cursor to the startof the active text boxShift + Ctrl + End - Selects all text from the cursor to the end ofthe active text boxSpacebar or Click the mouse - Move to next slide or nextanimationS - Stop the show. Press S again to restart the showEsc- End the slide show
Alphabetical List of letter keys that can be used with the Ctrl key as akeyboard shortcut to common tasks in PowerPoint.Ctrl + A - Select all items on the page or the active text boxCtrl + B - Applies bold to the selected textCtrl + C - CopyCtrl + D - Duplicates the selected objectCtrl + F - Opens the Find dialog boxCtrl + G - Opens the Grids and Guides dialog boxCtrl + H - Opens the Replace dialog boxCtrl + I - Applies Italics to the selected textCtrl + M - Inserts a new slideCtrl + N - Opens a new blank presentationCtrl + O - Opens the Open dialog boxCtrl + P - Opens the Print dialog boxCtrl + S - SaveCtrl + T - Opens the Font dialog boxCtrl + U - Applies Underlining to the selected textCtrl + V - PasteCtrl + W - Closes the presentationCtrl + X - CutCtrl + Y - Repeats the last command enteredCtrl + Z - Undo last change
Other keyboard shortcuts using the CTRL KeyCtrl + F6 - Switch from one open PowerPoint presentationto another• See also Alt + Tab Fast Switching for WindowsCtrl + Delete - Removes the word to the right of thecursorCtrl + Backspace - Removes the word to the left of thecursorCtrl + Home- Moves cursor to the beginning of thepresentationCtrl + End - Moves cursor to the end of the presentation
Advantages Of PowerPoint Can easily input images Templates are built in for different appearances Can add notes pages Can easily add media and recordings More exciting than a simple word document or hand written presentation Master slides make presentations consistent
Disadvantages Of PowerPoint Some features such as animations and backgrounds can distract the audience from the actual information in the presentation File size can become quite large on medium to large presentations Some of the features can be quite complicated to use and even the simple features require some getting used to When at work, you cant rely on someone elses computer or laptop to run your presentation, there are too many software conflicts and disk space barriers. Takes quite a bit of time to create a complete presentation
Respectfully Submitted to: Prof. Erwin Globio MSIT