The document provides an overview of the basics of Microsoft PowerPoint, including: - Descriptions of the main PowerPoint interface elements like the ribbon, file tab, etc. - How to perform basic tasks like opening, closing, creating and saving presentations. - How to insert and manipulate objects like text, images, charts, tables and more. - How to change formatting and apply themes, animations, transitions and other customizations. - How to use different PowerPoint views and run slide shows. - How to set up and rehearse presentations. It serves as a comprehensive introduction and reference for the main PowerPoint features and functions.

1. MICROSOFT
POWERPOINT
C H I N M A Y P O W A R

2. BASICS OF MICROSOFT
ENVIRONMENT
• The Title Bar
• The Ribbon
• The File Tab
• The Quick Access Toolbar
• The Scroll Bars
• The Presentation View Buttons
• The Zoom Slider
• The Status Bar
• The Mini Toolbar
• Keyboard Shortcuts
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3. Creating Basic
Presentations
• Opening Presentation: You can open a PowerPoint Presentation by clicking on the File
Tab, choosing Open and finally Selecting the Source where your presentation is
situated.
• Closing Presentation: Presentation can be closed by clicking the cross symbol at the
top right corner of the screen
• Creating New Presentations: New presentation can be created by clicking the File Tab,
Choosing New and then selecting the template for the presentation
• Saving Presentation: Presentations can be saved by clicking the File Tab and selecting
Save or Save As
• Inserting New Slides: New slides can be inserted by clicking the Home Tab and then
choosing New Slide
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4. Using Presentation Views
• Normal View: “Normal” view is the default view in PowerPoint. You can select this view by
clicking the “Normal” button in the “Presentation Views” button group within the Status Bar.
• Slide Sorter View: “Slide Sorter” view allows you to view and sort all of the slides in your
presentation. You can select this view by clicking the “Slide Sorter” button in the “Presentation
Views” button group within the Status Bar.
• Notes Page View: Notes Page View shows you the current slide as a picture at the top of the
page and shows a text box that contains the associated slide’s notes at the bottom of the page.
• Slide Show View: You can enter Slide Show view to see how your presentation will actually
appear. You can start the presentation from the currently selected slide by clicking the “Slide
Show” button in the Status Bar. When
• Reading View (2010 Only): To enter Reading View, either click the “Reading View” button in the
Presentation Views button group shown in the Status Bar, or click the “Reading View” button
within the “Presentation Views” group on the “View” tab in the Ribbon.
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5. Using Text
• Adding Text to Slides: You can add text to slides by simply clicking on the box and then you can add
text and customize it accordingly
• Basic Object Manipulation: You can change the positioning of text, images and videos by placing the
cursor the outline of the text/image and dragging it to the desired position
• Font Formatting: You can change the font of the text by going to home tab and changing the font
according to your needs
• Paragraph Formatting: You can change the paragraph spacing, Align Text and various other features
for paragraph formatting
• Applying Custom Bullets and Numbering: This can be done by going the Home Tab and choosing the
bullets/numbering option under the Paragraph Tab
• Using Tabs: The “Tab” button is located in the upper-left hand corner of the screen when editing text
in the “Normal” presentation view. The “Tab” button is a toggle button that switches between the four
types of tabs each time that you click it. The available types of tabs are: “Left,” “Center,” “Right,” and
“Decimal.“
• Setting Text Box Options: In the “Text layout” section, you can use the “Vertical alignment: drop-
down to select the desired vertical alignment for text in the object.
• Checking Spelling: You can click the “Spelling” button in the “Proofing” group on the “Review” tab in
the Ribbon to open the “Spelling” dialog box to assist you in finding spelling errors in your
presentation.
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6. Using Clip Art and
Pictures
• Inserting Clip Art and Pictures: Click Insert Tab and choose Picture or Clip Art.
• Basic Graphic Manipulation: You can manipulate the picture by adjusting the
manipulation tools.
• Format Picture: For advanced Manipulation of the picture, Format Picture is used.
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7. Using Smart Art
• In PowerPoint, you can use SmartArt to easily incorporate charts and other types
of diagrams into your presentations without having to individually create all of
the shapes and connectors between boxes in your flowchart or diagram.
• To insert SmartArt, just click the “SmartArt” button in the “Illustrations” group on
the “Insert” tab in the Ribbon. Alternately, you can click the “Insert SmartArt
Graphic” button inside of any content placeholder that you have applied to your
slide.
• Once you have selected a SmartArt graphic within your presentation, you can use
the commands found on the “Design” and “Format” tabs of the “SmartArt Tools”
contextual tab within the Ribbon to make editing changes to your selected
graphic.
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8. Using Slide Show View
• Running a Slide Show: You can run your presentation in “Slide Show” view by
clicking the “Slide Show” tab in the Ribbon. In the “Start Slide Show” group, you
can either click the “From Beginning” button to start the slide show from the first
slide or you can click the “From Current Slide” button to start your slide show
from the currently selected slide in your presentation.
• Using Custom Shows: A custom show is simply a subset of slides from a larger
presentation that you can define and then playback as a mini-presentation. You
may do this for your presentation by clicking the “Custom Slide Show” button in
the “Start Slide Show” group on the “Slide Show” tab in the Ribbon.
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9. Printing Your
Presentation
• Page Setup: You can change the layout of the slides in the “Page Setup” dialog box. To
open this dialog box, click the “Page Setup” button in the “Page Setup” group on the
“Design” tab in the Ribbon.
• Setting Header and Footer: You can determine what information appears in the header and
footer of your slides by clicking the “Header & Footer” button in the “Text” group on the
“Insert” tab in the Ribbon.
• Print Preview: Using Print Preview- 2007 Only: PowerPoint allows you to view presentation
output in Print Preview. To do this, click the Microsoft Office Button, and then roll down to
the “Print” command. Then click the “Print Preview” command in the side menu that
appears. You’ll see your selected presentation slides in print preview.
• Printing: Go to File Tab and choose Print
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10. Applying Animation
• When you want to add animation to selected objects in your presentation slides,
you do that through the “Animations” tab in the Ribbon. To animate a slide
object, just click on the object in the slide to which you want to apply animation
in order to select it.
• Then click on the desired type of animation to apply to the selected object from
the animations shown in the “Animation” group on the “Animations” tab in the
Ribbon.
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11. Drawing Objects
• Inserting Shapes: Just click the “Insert” tab in the Ribbon and then click the
“Shapes” button in the “Illustrations” group. You can then view a drop-down
menu of all of the various shapes that you can insert. Roll your mouse pointer
over the shape that you want to insert, and then click it to select it.
• Formatting Shapes: Once the shape has been selected, you will see the “Format”
tab of the “Drawing Tools” contextual tab appear in the Ribbon. This tab provides
you with several formatting options for the selected object.
• Inserting Word Art: To insert WordArt into your slide, click the “Insert” tab in the
Ribbon and then click the “WordArt” button within the “Text” group. This will
display a colorful list of WordArt styles for you to choose from in a drop-down
menu. Click on the style that you like to select it.
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12. Inserting Video and Sound
• Inserting Video: You can insert a movie by clicking the “Video” drop-down button
(“Movie” drop-down button in 2007) in the “Media” group (“Media Clips” group in
2007) on the “Insert” tab in the Ribbon.
• Inserting Audio: You can also insert audio files into your presentation to add
narration or sounds to your slides. Just like movies, you can insert sounds from the
Clip Organizer, or you can insert them from audio files that you have on your
computer. Animating Multimedia Playback
• Recording a Sound: You can record your own sounds to insert into the PowerPoint
presentation. To do this, you’ll need to have a microphone that plugs into your
computer. Then simply click the “Audio” drop-down button (“Sound” drop-down
button in 2007) in the “Media” group (“Media Clips” group in 2007) on the “Insert” tab
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13. Using Themes
• Applying Themes: You can change the theme used by your presentation slides by
simply selecting a choice from the preset themes shown in the “Themes” group
on the “Design” tab in the Ribbon.
• Customizing Themes: To create your own custom color scheme, click the “Colors”
button in the “Themes” group on the “Design” tab in the Ribbon. Then select the
“Create New Theme Colors…” command from the drop-down menu that appears.
• Formatting the Slide Background: You can also customize the background effect
that your slides use. You can apply custom backgrounds to only the selected
slides in the presentation, or to all slides.
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14. Using Presentation
Masters
• Using Slide Masters and Slide Layouts: You use the Slide Master in PowerPoint to change the default
appearance of slides in your presentation. When you add presentation slides, they are actually
formatted according to the Slide Master’s specifications.
• Using Notes Master: You can make changes to the notes master in order to alter the appearance of
the “Notes Page” view of your presentation slides. You can enter this view by clicking the “Notes
Master” button in the “Master Views” group (“Presentation Views” group in 2007) on the “View” tab in
the Ribbon.
• Using Handouts Master: You can alter the appearance of the handout master to set the appearance of
all printed handouts for a presentation. To access this view, click the “Handout Master” button in the
“Master Views” group (“Presentation Views” group in 2007) on the “View” tab in the Ribbon.
• Saving a Presentation Template: Once you have customized a presentation by adding the slide
masters and slide layouts that you want, you can save it as a template that you can use to create new
presentations in the future.
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15. Setting Up the
Presentation
• Setting up the slide show: You can use the buttons available in the “Set Up” and “Monitors”
groups on the “Slide Show” tab in the Ribbon to set any additional parameters for the
delivery of your presentation. To set the delivery options for your presentations, click the
“Set Up Slide Show” button in the “Set Up” group to open the “Set Up Show” dialog box
• Recording Narration: You can also record a narration to accompany your presentation if
you have an external microphone attached to your computer. When recording the
narration, you simply view the slides as you would in slideshow view and record your
narration over the slides as you advance through your presentation.
• Rehearsing Timings: If you want to rehearse the timings of your presentation, you can do
it by clicking the “Rehearse Timings” button in the “Set Up” group on the “Slide Show” tab
in the Ribbon. This will then allow you to give your presentation, and record the time that
it takes you to go through the presentation slides.
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16. Applying Actions
• Inserting Actions: You can apply actions to selected slide objects to allow the users of your
PowerPoint presentation to navigate the presentation by themselves, or to allow them to click
on a button and bring up a related linked document or web page. You can insert various Action
Buttons into your slide by clicking the “Shapes” drop-down button and then clicking on the
desired action button face to insert from the “Action Buttons” category. Then click and drag
over the area in the slide where you want the action button to appear to insert it.
• Inserting Hyperlinks: You can apply hyperlinks to selected text that the user can click in order
to open web pages, navigate to slides, or open external documents. To use this feature, select
the text that you want to turn into a hyperlink in the slide. Next, click the “Hyperlink” button in
the “Links” group on the “Insert” tab in the Ribbon to open the “Insert Hyperlink” dialog box.
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17. Inserting Charts, Tables
and Objects
• Inserting Charts: You can easily insert charts into your presentations. To do this,
click the “Chart” button in the “Illustrations” group on the “Insert” tab. This will
open the “Insert Chart” dialog box, where you can select the desired chart type
and subtype to insert.
• Inserting Tables: You can also insert tables of data into your presentations. To
create a basic structured table, click the “Insert” tab in the Ribbon. Next, look for
the “Table” button in the “Tables” group. This button allows you to easily create a
table.
• Inserting Objects: You can insert an object by simply clicking the “Object” button
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18. Setting PowerPoint
Options
• You can access the options in PowerPoint to change
operational aspects of the application. Note that changing
the default options in PowerPoint can change the default
behavior of the program and, therefore, should only be
performed by advanced users who thoroughly understand
the options.
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19. THANK
YOU