Microsoft Powerpoint for Beginners

1. MS POWERPOINT COMPLETE
Basic Terminology
Getting Started
Lets Accelerate
Based on MS Office 2007

2. BASIC TERMINOLOGY
Title Description
Slide Single page in PowerPoint is called as Slide.
Presentation All slides collectively are called as Presentation.
Title Bar Topmost bar in any window(where you see your software
Name and other tools like close,minimize,maximize buttons
etc.) is called as Title Bar.
Menu
Bar/Menu
Menu Bar is Bar below to Title Bar containing Menus like
Home,Insert,Design etc.
Ribbon/Tools Ribbon is bar full of tools below the Menu Bar.

3. GETTING STARTED
 In order to use MS PowerPoint you need to open available
version of MS PowerPoint from your System. Follow these
steps to do so….
 #1:Press key to open start menu.
 #2:Select “All programs” from bottom of first column.
 #3:Reach to “Microsoft Office” folder from further options.
[If no such folder available, that means you missing installing so, So
first install office pack and then proceed.]
 #4:Seach for “Microsoft Office PowerPoint” among applications
2007 from Folder and select the same.
 #5:Here you Go, If everything goes well, You will be with
Microsoft Office PowerPoint in front of you soon.
[It may take some moments to load and be visible to you.]

4. LETS ACCELERATE
 Lets learn how to give power to your points using
PowerPoint…..
 We will learn PowerPoint using Menus and their
tools.
 Each Menu contain Ribbon divided into Panels.
Panels names(Titles) are displayed in bottom of it.
 Will start now studying these Menus Panel by
Panel.
Lets Accelerate…….

5. MENUS
[Basic Menus]
 Home Menu
 Insert Menu
 Design Menu
 Animations Menu
 Slide Show Menu
 Review Menu
 View Menu
[Additional Menus]
 Format Menu
 Design Menu
 Options Menu
 Slide Master(F7)
 Handout Master
 Notes Master
 Grayscale
 Pure Blank and White

7. Cut : It is used to CUT Text/Pic/Object from one/Current Place and keep it in
clipboard(Internal small unit of memory to store temporarily)
Eg : it from here!!
Shortcut : ctrl+x
Copy : It is used to COPY Text/Pic/Object from one/Current Place and keep
it in clipboard(Internal small unit memory to store temporarily)
Shortcut : ctrl+c
Paste :It is used to PASTE CUT/COPIED Text/Pic/Object , currently available
in clipboard , to current position on Slide.
Eg: it and Paste Here
Shortcut : ctr+v
cut
Cut/Copy Cut/Copy

8. Format Painter : It is used to apply whole formatting of one Text to Other
Text at once.
Eg : This Text formatted with colored,sized and Bolded is applied to
That TextThat Text

9. New Slide : This tool is to insert a new Slide to current presentation.
[Arrow displayed with New Slide option is to select design(Instead of
default/current) for new inserting Slide.]
Shortcut : ctrl+m
Layout : It helps to change design of current slide with respect to
TextBox styles , orientation etc.
Reset : It is used to RESET whole Slide formatting regarding TextBoxes
, their orientation etc.
Delete : It is used to DELETE current opened Slide.
Shortcut : Del(Button) to Delete Selected Slide.

10. Font : It is to select required FONT STYLE to apply on Text.
Eg : ALGERAN | ARIAL | MAGNETO | Anmol| JOKERMAN etc.
Size : It is to select size for Text from list of size ranging from 8 to 96
(Generally) [You can enter size in text box yourself.]
Increase/Decrease Font Size : These tools are used to increase/decrease
Text sizes from current size.
Shortcuts : ctrl+shift+> to increase size,ctrl+shift+< to decrease size.
Clear Formatting : It is to clear all formatting from selected Text and to leave it
as plain Text.

11. Bold : This tool makes Text in BOLD Style.
Shortcut : ctrl+b
Eg : Normal Text--- Bolded Text
Italic: This tool makes Text in ITALIC Style.
Shortcut : ctrl+i
Eg : Normal Text--- Italic Text
Underline : This tool makes Text UNDERLINED.
Shortcut : ctrl+u
Eg : Normal Text--- Underlined Text
Strike Through : This tool makes Text in Strike Through Style,i.e. a line in
middle of Text like cutting it in middle.
Eg : Normal Text---Striked Through Text

12. Text Shadow : This tool applies little shadow to Text.
Eg : : Normal Text--- Shadowed Text
Character Spacing : It is used to change default character spacing.You can
choose one of the options from list as Very Tight,Tight,Normal etc.
Eg : Normal Text ---- C h a n g e d S p a c e d T e x t with very loose
Change Case : It is used to change cases of Text.
Eg :
Sentence case
lower case
UPPER CASE
Capitalizing Each Word
Toggle Case Examples :
Text will be changed to tEXT
TeXt will be changed to tExT
texT will be changed to TEXt
[Explore yourself more]
Font Color : It is used to set Color of Text instead of BLACK.

13. Bullets : It is used to set Bullets to List type Data.It is also called as
Unordered List.You can choose any one Bullet from list or set picture from
your System too to set as Bullet.
Eg for Bullets : •Filled Round | oHollow Round | Filled Square |
Hollow Square | Star Bullet | Checkmark BulletArrow Bullet |
Numbered List : It is used to set Numbers to List.It is also called as
Ordered List.
Eg for Numbered List :
1,2,3 1),2),3) i,ii,iii I,II,III
a,b,c a),b),c) A,B,C

14. Increase/Decrease Indent : These are used to Increase or Decrease Left
Spacing of Text from Border.
Line Spacing : It is used to change default setting of space of lines from each
other.One can choose from list given or also can customize it from “Line
Spacing Options” in the list.
Alignment : There are three basic tools for aligning Text or Object in its
area.These are as:
Left -> To set Content on LEFT side of its area.
Center -> To set Content in CENTER of its area.
RIGHT -> To set Content on RIGHT side of its area.

15. Justify : It is used to keep front and end of a paragraph equal by justifying
space between words.
Columns : It is to make slide two or more columned. [Don’t take them
as spaced
Content,These
are multi-
columned not
spaced]
[Max columns can be divided up to 16 limit only.]
Text Direction : It is used to change default direction of Text.Eg :
Stacked

16. Align Text : These are Additional Alignment options other than Left,Center
and Right.These are as : TOP,MIDDLE,BOTTOM
Convert to Smart Art : It is used to change the normal Text into SMART
ART that contains some design.One can choose appropriate design for its
data to convert.Some of the designs are as :
Content1
Content2
Content3
Content1 Content2 Content3
Content1 Content2 Content3
Content1
Content2Content3
Content1
Content2
Content3
[Rest of
designs,I
would prefer,
you must try
yourself….]

17. Shapes : It is to insert re-sizable drawing type shapes to Slide.
Eg : Line|Arrow | Rectangle |Triangle
Oval |Star |Curve [Try yourself Rest of shapes]
Arrange : This tool helps to customize multiple objects overlapping each other.
Eg : (1)Oval Overlapping Rectangle (2)Vise versa
Quick Styles : It is used to give Styles to specific content/area.Eg :
[Customized Contents can be further customized using SHAPE FILL ,
SHAPE OUTLINE , SHAPE EFFECTS.]
Normal Text Box Customized Text Box with QUICK STYLES

18. Find : It is used to FIND Word or Line from all Slides in presentation.
Shortcut : ctrl+f
Replace : This tool finds all occurrences of given Word or Line and replaces
all of them with given second Word or Line.It is neat and tidy way to replace
terms once presentation is ready.
Shortcut : ctrl+h
Select : It is a tool given as replacement of manual work to select specific
contents in the Slide.In this tool options given are as :
Select All
Select Objects
Selection Pane

20. Table : It is used to insert table to enter tabular type data i.e. the data in
rows and columns form. There are number of ways to insert table, as :
First way is to choose Rows & Columns from blocks.
Second way is replacement of first way by entering Rows and
Columns in field to insert table of same size.
Third way is Draw table. In it one draws boundaries itself for the
table. By default it creates single cell.
Forth way is inserting Excel Spread sheet. With this option MS
Excel Spreadsheet is inserted in current Slide to enter data. It is
disabled when not in use, one can double click it to edit data.
First Way with 2X2 Size
Second Way with Single Column
Third Way with Excel Sheet

21. Picture : It is to insert PICTURES of any format from local system on current
Slide. Eg :
Clip Art : This tool is to insert small clip arts provided by Microsoft. One
should enter required term in field and click on “GO”. Double click on Clip Art
you want to insert from result.
Examples of Clip Art Searched with
“demo”.
[One can set search locations as local System or from web etc.]

22. Photo Album : This tool lets you Create or Edit a PHOTO ALBUM.This
accepts number of pictures from your System and creates new PowerPoint
presentation with pictures of Slide size along with one Title Slide for the
Photo Album.
Shapes It is to insert re-sizable drawing type shapes to Slide.
Eg : Line|Arrow | Rectangle |Triangle
Oval |Star |Curve |[Same as Home menu]
SmartArt : It is to create Smart Art as discussed in Home Menu.It gives
understandable form to points.
Chart : It is used to prepare chart on current Slide with tabular data.Type of
chart depends on requirements one want to display.Type can be one of
options as : COLUMN CHARTS | PIE CHARTS | BAR CHARTS | LINE
CHARTS | AREA CHARTS | STOCK CHARTS etc.

23. Hyperlink : It is to set any link to File/Folder etc on Text/Picture etc.While
presenting one can switch to linked address after clicking it.Eg : After
clicking HERE you will move to previous slide of current presentation .
Action : This tool is to change Hyperlink Actions of CLICK and MOUSE
OVER.For example one can change setting from click to mouse over to
switch to link.
[There is No Use directly of this Tool.]

24. Text Box : One can not write on Slide directly. This tool is at least used to
write something on current Slide.
Header & Footer : It is to set some Text/Date/Slide number etc at TOP or
BOTTOM of each Slide as HEADER or FOOTER accordingly.
WordArt : It is used to insert Text in styles from a list of default styles. One
can choose and customize as per required. Eg :
Date & Time : It is to insert current DATE & TIME on current Slide in one
of the formats provided after clicking tool.
Eg : 7/25/2015 12:59:37 PM is the current time insert using This Tool.
Slide Number : Same as Date & Time this tool is used to insert current
Slide at current place.Eg : 24 is Current Slide Number.
[These previous two tools dynamically changes their value.]

25. Symbol : Sometimes one can need to insert symbol which are not on
Keyboards.This tool provides some basic symbols to insert on current
Slide.Some of these are as : © ® µ ¿ º ÷ ™ Θ Ω ∑ ♠ ♣ ♥ ♦ ♪ ♫
Object : It is used to insert external files as OBJECT in current Slide.
Object can be anything like : Internal Slide | Internal Presentation | PDF File
| WordPad Document | BitMap Image etc or other Microsoft Product File.Eg
:
Demo Slide as
Internal to
Other Slide
WordPad File for DEMO

26. Movie : It is used to insert VIDEO files in current Slide. Video Files to be
inserted can be from local System or short movie clips currently available
in MS PowerPoint Pack.
Eg : Some videos Clips are as:
[Clips available in Clip Organizer
playing automatically.] [Clip from local System.
CLICK to play.]
Sound : Just like video,Sounds can also be inserted to current Slide
using this tool. Eg :
Click on Sound to Play one
Sound 1(Claps) Sound 2(Telephone)

28. Page Setup : Here Page refers to Slide, so this tool is used to change
default setting of Slide. Here setting is size and orientation of Slide.
[Default Size : 4:3(Width-10 Inches,Height-7.5 Inches) &
Default Orientation : Landscape]
Slide Orientation : This tool is used to change only Orientation of
Presentation Slides.
Landscape
Orientated
Slide
Portrait
Orientated
Slide

29. Themes : Microsoft PowerPoint provides rich range of in-build THEMES
for presentation. One can move mouse over one of the theme to check its
effect on current Slide, if all OK then can apply theme by clicking on it once
for presentation. Themes also have customization tools as :
Colors : It is to change default color set of applied Theme.
Fonts : It is to change default Font set of applied Theme.
Effects : It is to set effects to applied Theme.
[All these three modifications are automatically applied
on whole theme, not only selected Content.]

30. Background Styles : This tool is used to set/change background
styles of all Slides.If one want to apply background style to current
Slide only, then choose “Format Background” option.
[Current Slide background is set with same procedure.]
One can set background with options as :
Solid Color Fill.
Gradient Color Fill.
Picture as Background.
Hide Background Graphics : This tool is used to hide background
styles applied at time of Slide Show only, it is visible otherwise.
[If this checkbox is CHECKED that means
background will not be visible while Slide Show.]

32. Preview : It is used to play current slide with animations applied. Till
the time there is no animation in current Slide, this tool remains in
disabled form.
Animate : This tool has options with some basic Animation forms to
apply on whole Slide or Content. It automatically divides sub parts
to animate seperatly. One can choose one of the basic Animations
given in List or select “Custom Animation” option from bottom of the
list.

33. Custom Animation : This tool is used to customize animation even for
smallest content of current Slide. On clicking this tool, new dialogue box on
right side of Slide gets visible to proceed further.
Steps to apply Animation Effect to One Content are as :
Select Content on which you want to set Animation Effect
Click on “Add Effect” button from “Custom Animation” dialogue box on right
side of Slide.
Choose moment of effect among options as :
Entrance for ENTRY Effect of content.
Emphasis for making VISIBLE the content differently emphasized.
Exit for LAST effect before content gets Hide.
More Effects for other Effects on same Slide.
Select Effect from list to add Effect to selected Content.
[Custom Animation Dialogue Box is Explained in Next
Slide for Better Understanding.]

34. 1  Button to ADD EFFECTS to selected content of
current Slide for ENTRY, EXIT, MOTION of content on
Slide and/or SET FOCUS by Emphasizing it.
2  Button enabled only if already Effect is added on
selected content. It is used to REMOVE current Effect.
3  It tells the System moment of starting the Effect
by selecting one of the options among ON CLICK |
WITH PREVIOUS | AFTER PREVIOUS.
4 
5  It is to change speed frequency of applied
animation from Very Fast to any one among Very
Slow | Slow |Medium | Fast .

35. 6  This area enclosed in large green boundary is
to display all applied animations on current Slide. It
displays information as Start mode using picture of
MOUSE or WATCH, type of animation using green
star and at last content ID[with initial Text, in case
of TextBox only.]
7  It contains two buttons Labeled as UP/DOWN
arrows to Re-Order selected animation from
multiple animations of current Slide.
8  A Button Labeled as Play is used to Start
playing all the animations applied of current Slide
listed in Large Green Box[#6].
9  Slide Show button is used to change view of
Slide from Normal to Slide Show starting from
current Slide.
10  Checkbox at last, if checked, previews
applied animation automatically when done.

36. Transitions : In this section some basic transition styles are given by
Microsoft to set on single Slide. Transition is actually introducing Slide
in animated way while Slide Show Presentation to the audience. It
gives options to select one Transition among Transition style categories
as :
Fade & Dissolves | Wipes | Stripes and Bars | Push and
Cover | Random etc.
 These categories contains number of Transitions to choose one for
current slide.
Once you move mouse over any Transition, it reflects on Slide. You
can try many of them till you reach your choice.
Click on the Transition you want to apply on current Slide.

37. Transition Sound : It is used to set sound on transition of the current Slide.
There is rich range of sounds given in list by Microsoft PowerPoint itself.
[By Default there is no Sound set on Transition of Slide.]
Transition Speed : This tool is used to change speed setting of Transition of
current Slide among three given options as :
Fast | Medium | Slow
[By Default FAST is set as speed of Transition.]
Apply To All : This option is to set same Transition of current Slide to all
other Slides in Presentation. By clicking it just once all Slides gets Transition
style same as current Slide.

38. On Mouse Click : If this checkbox is checked, that means next
Slide will switch on mouse click, otherwise if unchecked, then either
there must be time set to switch to next Slide or presenter will have
to press Right Arrow Key to proceed further.
Automatically After : This tool is used to set time for a Slide to be
visible for the limit for while Slide Show. Here one can set time limit
for Slide in mm:ss format.
While Slide Show, Slide will be switched to next Slide either if time
limit violated or switched to next manually by any mean either
Mouse Click or Right Arrow Key.

40. From Beginning : As name implies, it is used to start Slide Show from First
Slide of the Presentation i.e. from Slide Number 1.
Shortcut : F5
From Current Slide : It is used to start Slide Show from the Slide currently
opening.
Shortcut : shift+F5
Custom Slide Show : This tool opens a list of Custom Slide shows that are
created previously using “Set Up Slide Show” tool of same menu. One can
start Slide Show by choosing one of the created custom Slide show form
List.
[In Custom Slide Show option, some of the slides may be hidden
while playing Slide Show.]

41. Set Up Slide Show : It is used to create Custom Slide Show with
specific Slides of same presentation.
Do’s To create Custom Slide Show :
Show Slides to select range of slides for Custom Slide Show.
Advance Slide to select next Slide action as on Click or Timing.
Multiple Monitors for selecting Slide Show Screen among multiple
screens connected.(Implement only if available.)
Show Options for customizing options like Exit Action, Narration
and animation visibility etc.
Slide show Resolution for visibility performance.
Hide Slide : It is used to make current Slide hidden i.e. hidden slide will not
be visible while playing Slide Show but present and visible in developer view.

42. Record Narration : It is used to record Narration track that will be
audible to audience along with full screen Slide Show. In this case
presenter is not compulsorily required to be present while Slide Show
as his/her voice is explaining contents of Slide itself.
Rehearse Timing : It is used to set fix timing for each Slide by
rehearsing Slide Show once. This timing will be stored for each Slide.
Use Rehearsed Timing : This checkbox decides whether to play
Slide Show with Rehearsed time or manual. If checked, Slide Show
playing will switch Slides automatically according to recorded timing
in “Rehearse Timing” option.

43. Resolution : It is used to change Slide Show Resolution Quality by
choosing one of the options from List from Lowest Fidelity to Highest
Fidelity.
Show Presentation On : It is used to select one of the multiple screens to
show Slide Show in full screen mode.
[This option is disable till no external screen is attached to the
current System.]
Use Presenter View : This checkbox enables you to switch to presenter
view in which on one screen full Screen Slide Show is displayed where as
on other Screen speaker-notes with Slide timings are displayed.
[This option is applicable only if more than one Screens are
working on one System.]

45. Spelling : It checks spellings on selected word and gives suggestions if
required with correct spells.
Shortcut : F7
Research : It is used to search for a word for its meaning, and translation
from one language to other.
Thesaurus : It is to find synonyms for the selected word.
Translate : It is used to TRANSLATE selected word into different languages.
[Thesaurus and Translate tools are sub-tools of Research.]
Language : It is setting like tool for Spelling Tool for setting up Language for
spell check.

46. Show Markup : It is used to make all Comments and other Annotations
visible for the presentation developer.
New Comment : As name describes, this tool is used to give/add New
Comment on current Slide at current position.
Eg : To add comment here , I clicked this tool.
[All below tools are visible only if there is at least one comment in
current Slide or Presentation.]
Edit Comment : It is used to EDIT the contents written in already created
Comment.
Delete : This tool is used to DELETE
Selected Comment from current Slide.
All markups from Current Slide
All markups from whole presentation.

47. Previous : It is used to jump to LAST Comment added from current position
in the presentation.
Next : It is used to jump to UPCOMING/NEXT Comment added from current
position in the presentation.
Protect Presentation : It is used to make current presentation
authenticate that other un-authenticate person would not be able to open
this presentation unless he/she knows credentials for this.
It can be achieved by selecting “Restricted Access” option from tool.
One must have Microsoft account and web access to use this service.
Once you restricted this presentation, you can change credential in
future from “Manage Credentials” option of same tool.

49. Normal : It is view that presentation developer normally faces i.e. when
Microsoft PowerPoint is launched, It’s view is Normal View by default.
Slide Sorter : When a presentation reaches 20+ Slides, it becomes difficult
to view more than 4 Slides in Slide Pane at one time. So to view multiple
Slides at one time and to re-arrange them accordingly, Slide Sorter view is
used.
Notes Page : Each Slide always has its NOTES Page. This tool make
current Slide and its corresponding notes Page visible.
Slide Show : Slide show is the view in which only one Slide is visible at one
time. (Acc. To me)It can be also referred as audience view. All the
animations are effectible in this view only.
Shortcut : F5
[Same tool is available in SLIDE SHOW Menu, if you
remember.]

50. Slide Master : This is the view in which Left side Pane shows all
layouts in MS PowerPoint and Slide numbers using appropriate
layout. One can make changes in master view to apply changes to
actual Slides Layouts.
Handout Master : It is the changes to default setting of Handouts to
be written by audience after printing Presentation on the paper. Print
preview option also provide Handout Setting Pane to set Print
Layouts while printing.
Notes Master : It shows the Layout how Slide and Notes Page will
be displayed. One can make changes accordingly, if required.

51. Ruler : It is used to make rulers visible/invisible for current Slide. Ruler is
scale type component of PowerPoint workarea on TOP and LEFT side to
mark size and boundaries of selected Object on Slide by high lightening
scale.
Gridlines : This checkbox when checked, Slide is divided into number of
Gridlines. It is to help developer to align contents.
Message Bar : The Message Bar displays security alerts, workflow tasks,
server document information, and policy messages. In such cases, the
Message Bar appears by default to provide you with this important
information. You can hide the Message Bar and then view it later.
[The Message Bar check box is not available if there are no current
Message Bar items.]

52. Zoom : It is to Zoom In and Zoom Out current Slide by
either selecting one of the options among 33% | 50% |
66% | 100 % | 200% | 400% or by entering value to zoom
itself.
Fit to Window : It is used to set Slide size fit to Screen
with default margins from all four sides. It is default size
when not changed.

53. Color : It is default setting for colors of current presentation. One
can use it after changing setting to other than COLOR option.
Grayscale : By using this tool one can change whole presentation
color to Grayscale with just one click along with all effects like
shading etc.
Pure Black and White : Same as Grayscale, this tool is also used
to change whole presentation colors to Pure Black and White along
with effects.

54. New Window : It creates a copy of current presentation inside current
PowerPoint work area.
Arrange All : It is used to ARRANGE all created copies of same
presentations in side-by-side manner.
Cascade : This make all created copies of same presentations in cascade
manner i.e. one copy is visible completely, rest of copies are visible from
header of Top overlapping copy.
Move Split : This tool makes cursor jump to split and also enable user to
move splits of PowerPoint window using arrow keys(Right, Left, Up, Down).
Switch Windows : All current opened PowerPoint presentations are listed in
this tool. One can use this tool to switch from current to other just by
selecting one from the list.
[Currently selected presentation is highlighted with TICK in the list.]

55. Macros : This tool is used to VIEW, CREATE, DELETE or RUN a MACRO
from list opened in Dialogue Box after clicking this tool.
Shortcut : Alt+F8
Eg :
Example is in front of you from beginning of the Presentation, i.e. The Bar
appearing at the top of each Slide[except Title Slide]. This is done through
Macro code as :
Sub Presentation_Progress_Marker() On Error Resume Next With
ActivePresentation For N = 2 To .Slides.Count
.Slides(N).Shapes(“Progress_Marker”).Delete Set s =
.Slides(N).Shapes.AddShape(msoShapeRectangle, 0, 0, N *
.PageSetup.SlideWidth /.Slides.Count, 10) Call s.Fill.Solid
s.Fill.ForeColor.RGB = RGB(23, 55, 94) s.Line.Visible = False s.Name =
“Progress_Marker” Next N:
End With
End Sub Don’t take tension, its just for demo, not to mug up