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TOPIC 9 POWERPOINT

Objectives:
After the end of the topic, the student must be able to:
1. Learn the principles of design
2. Implement the presentation features of MS PowerPoint
3. Customize a PowerPoint presentation
4. Add special objects
5. Organize a slideshow

PowerPoint is a presentation graphics program that can help you to organize and present your work. You
create individual slides, which can contain text, graphics, sound, animation and video. When you have created
all the slides you need, you can either present the slide show manually, or set up the slides so that they run
themselves.

PRESENTATION CATEGORIES
1. Informational Presentations
2. Procedural Presentations
3. Celebratory Presentations
4. Electronic Portfolios
5. Interactive Activities

PRINCIPLES OF GOOD SLIDE DESIGN

An electronic presentation is widely used by business people, educators, students, trainers. With the aid of
presentation software, one can easily and clearly display text, graphics, movies, and other objects in the form
of a slide show. This section discusses some tips for creating successful presentations.

A. Present your topic by using key phrases. Use key phrases that include only essential information.
Choose only the top points about your topic and make them consistently throughout the delivery.
Simplify and limit the number of words on each slide.

B. Avoid using fancy fonts. Choose a font that is simple and comfortable for audience to read such as
Arial. Use at most two different fonts. Avoid narrow fonts, such as Arial Narrow, and avoid fonts that
include fancy edges, such as Times.

C. Choose a font size that your audience can read from a distance. Choosing the right font size helps to
get your message across. The following measurements indicate the size of a font on your computer
screen:
A one-inch letter is readable from 10 feet.
A two-inch letter is readable from 20 feet.
A three-inch letter is readable from 30 feet.

D. Make the text’s color and background’s color contrastive. Dark text on a light background is best.
Patterned or textured backgrounds would reduce the readability of text. Keep the color scheme
consistent throughout the presentation.

E. Use templates effectively. When using a template, choose one that is appropriate for the content. A
simple, straightforward layout is best if you are presenting to business clientele.

F. Try to use photos, charts and graphs. Embedding photos, charts, graphs and even digitized videos will
add variety and keep your audience interested in the presentation. Avoid using only text in your slide.
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G. Avoid cluttering up with moo many transitions and animations. While transitions and animations can
attract your audience’s interest in the business presentation, too many of them would distract your
audience from what you are saying.

H. Make labels for charts and graphs understandable. Use only enough text to make label elements in a
chart or graph comprehensible.

I. Minimize the number of slides. To maintain a clear message and to keep your audience attentive
and interested, keep the number of slides in your presentation to a minimum.

J. Check the spelling and grammar. To earn and maintain the respect of your audience, always check
the spelling and grammar in your presentation

POWERPOINT BASICS

A. PowerPoint Views

 Normal View
 Slide Sorter View
 Notes Page
 Slide Show View

B. Parts of the Slide Area

1. In the slide pane, type text directly onto the

slide, within the placeholder.
2. On the left is a thumbnail version of the slide
you're working on. This area is the Slides tab,
and you can click the slide thumbnails here to
navigate among slides.
3. The notes pane. Type notes that you'll use when
presenting. You can drag the borders of the
pane to make the notes area bigger.

C. Add New, Copy, Rearrange and Delete Slides

OR

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Add New Slides

Use the Slides tab, the area on the left where the slide thumbnail is, to add new slides.
1. Right-click the thumbnail that you want the new slide to follow, and then…
2. Click New Slide on the shortcut menu.
OR
1. Click NEW SLIDE icon in HOME menu ribbon.

Copy a Slide
If you want to create two slides that are similar in content and layout, you can save work by
creating one slide that has all of the formatting and content that both slides will share and then
making a copy of that slide before you add the final, individual touches to each.
1. On the Slides tab, right-click the slide that you want to copy, and then click Copy on the
shortcut menu.
2. Still on the Slides tab, right-click where you want to add the new copy of the slide, and then
click Paste on the shortcut menu.

Rearrange the Order of Slides

1. On the Slides tab, click the slide that you want to move, and then drag it to the location
that you want.
2. To select multiple slides, click a slide that you want to move, and then press and hold CTRL
while you click each of the other slides that you want to move.

Delete a slide
On the Slides tab, right-click the slide that you want to delete, and then click Delete Slide on
the shortcut menu.

D. Navigate Among Slides

Ways to navigate:
1. Click the slide thumbnail…
2. …to display that slide, or…
3. Click the Previous Slide or Next Slide
button.

E. Type Text

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In the all-purpose placeholder, you can add graphic elements or text. The default formatting for
text is a bulleted list.
1. You can use different levels of text within bulleted lists to make minor points under major points.
2. On the Ribbon, use commands in the Font group to change character formatting, such as font
color and size.
3. Use commands in the Paragraph group to change paragraph formatting, such as list formatting,
degree of text indentation, and line spacing.

F. Automatic Text Fit

If you type more text than fits in the

placeholder, PowerPoint reduces the font
size and line spacing to fit it all in. To enable
or disable AutoFit Text:

1. Click the AutoFit Text icon

2. Select from the available options in the
AutoFit Text Menu

G. Run Slide Show

Opening, viewing, and escaping slide

show view.

1. To open slide show view, select the

first slide, and then click the Slide
Show button. (Or just press F5 to
always start on slide 1 and SHIFT+F5
to start at the active slide.)
2. The computer screen here shows slide
show view, with the Slide Show
toolbar appearing on the lower left.
This toolbar has two navigation
arrows and two menus.
3. If you don't want to click through all
the slides, press ESC to return to your
last view in PowerPoint.

Actions during a Slide Show

During a slide show, you can perform actions from a shortcut menu, which is opened by right-
clicking on the slide or by using the following keystrokes:

Go to slide number..........................NUMBER + ENTER

Advance to next slide.......................SPACEBAR
Return to previous page..................BACKSPACE
(Arrow and ENTER keys may also be used to navigate the slides during slide show)
Black screen on/off..........................b or B
White screen on/off.........................W OR W
Show pointer on/off........................a or A
Stop/restart automatic show...........s or S
End show..........................................ESC

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CUSTOMIZING MICROSOFT POWERPOINT

A. Animating Text and Objects

You can use animation to focus on important points, to control the flow of information, and to
increase viewer interest in your presentation.

To apply a custom animation effect, do the following:

1. Select the text or object that you want to animate.
2. On the Animations tab, in the Animations group, click Custom Animation.
3. In the Custom Animation task pane, click Add Effect, and then do one or more of the following:
 To make the text or object enter with an effect, point to Entrance, and then click an
effect.
 To add an effect, such as a spin effect, to text or an object that is already visible on the
slide, point to Emphasis, and then click an effect.
 To add an effect that makes text or an object leave the slide at some point, point to
Exit, and then click an effect.
 To add an effect that makes text or an object move in a specified pattern, point to
Motion Paths, and then click a path.
4. To specify how the effect is applied to your text or object, right-click the custom animation
effect in the Custom Animation list, and then click Effect Options on the shortcut menu.
5. Do one of the following:
 To specify settings for text, on the Effect, Timing, and Text Animation tabs, click the
options that you want to use to animate the text.
 To specify settings for an object, on the Effect and Timing tabs, click the options that
you want to use to animate the object.

The Custom Animation task pane shows important information about an animation effect,
including the type of effect, the order of multiple effects in relation to each other, and a portion of the
text of the effect.

1. Icons indicate the timing of the animation effect in relation to the

other events on the slide. Choices include the following:
 Start On Click (mouse icon, shown here): The animation effect
begins when you click the slide.
 Start With Previous (no icon): The animation effect begins at
the same time as the previous effect in the list starts playing
(that is, one click executes two or more animation effects).
 Start After Previous (clock icon): The animation effect begins
immediately after the previous effect in the list finishes
playing (that is, no additional click is required to make
the next animation effect start).
2. Select an item in the list to see the menu icon (down arrow), and
then click the icon to reveal the menu.
3. Numbers indicate the order in which animation effects play.
Numbers also correspond to the labels associated with animated
items in Normal view with the Custom Animation task pane displayed.
4. Icons represent the type of animation effect. In this example, it is an Emphasis effect.

B. Apply a Theme to Presentation

1. On the Design tab, in the Themes group, click the document theme that you want to apply.
2. To preview how the current slide looks with a particular theme applied, rest your pointer on
the thumbnail of that theme.

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3. To see thumbnails of additional themes, click the arrows next to the row of thumbnails.

CREATE AND CUSTOMIZE ONE OR MORE SLIDE MASTERS

A slide master is the main slide that stores information about the theme and of a presentation,
including the background, color, fonts, effects, placeholder sizes, and positions. The key benefit to
using slide masters is that, on the slide master, you can make universal style changes to every slide in
your presentation.

1. On the View tab, in the Presentation Views group, click Slide Master.
2. When you open Slide Master view, a blank slide-master with the default, associated layouts
appears. If you want to add another slide master, do the following:
3. Click a location in the slide thumbnail pane where you want the new slide master to appear.
4. On the Slide Master tab, in the Edit Master group, click Insert Slide Master.
5. Note In the slide thumbnail pane, the slide master is the larger slide image, and the associated
layouts are positioned beneath the slide master.
6. To create one or more custom layouts or to modify existing layouts, see Create a new custom
layout.
7. To add or modify placeholders in your layouts, see Add one or more content placeholders to a
layout or Change a placeholder.
8. To remove any of the built-in slide layouts that accompany the default slide master, in the slide
thumbnail pane, right-click each slide layout that you want to delete, and then click Delete Layout
on the shortcut menu.
9. To apply a design or theme-based colors, fonts, effects and backgrounds, see Apply a theme to
your presentation.
10. To set the page orientation for all of the slides in your presentation, on the Slide Master tab, in
the Page Setup group, click Slide Orientation, and then click either Portrait or Landscape.
11. To add text that will appear as a footer at the bottom of all of the pages in your presentation, do
the following:
12. On the Insert tab, in the Text group, click Header & Footer.
13. In the Header and Footer dialog box, on the Slide tab, select the Footer check box, and then type
the text that you want to appear in the center-bottom of your slides.
14. Click Apply to All.

ADDING SPECIAL EFFECTS

A. Add Clip Art

1. Click the placeholder that you want to add clip art to.
2. If you don't select a placeholder, or if you select a placeholder that cannot contain an image, the
clip art is inserted at the center of the slide.
3. On the Insert tab, in the Illustrations group, click Clip Art.
4. The Clip Art task pane opens.
5. In the Clip Art task pane, locate the clip art that you want, and then click it.

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B. Add Sound File

These steps show you two ways you'd insert the sound using the Insert tab:
1. Click the Insert tab.
2. Click the arrow next to Sound.
3. To insert a sound file from your computer, click Sound from File. Browse to the file, and double-
click it to insert it.
4. To insert a sound from the clip library, click Sound from Clip Organizer, and search for the clip in
the Clip Art task pane. Scroll to the clip you want, and click it to insert it onto the slide.
5. In the process of inserting the sound, you're prompted with a message asking whether you want
the sound to start automatically or when you click the mouse.

Choose Automatically if you want the sound to start by itself. Click When Clicked if you want the
sound to play when you click the sound icon on the slide. This setting is known as a trigger, because you
have to click something specific (the sound icon) to play — trigger — the sound.

C. Add a Movie

1. To prevent possible problems with links, it is a good idea to copy the movies into the same folder
as your presentation before you add the movies to your presentation.

2. In Normal view, click the slide to which you want to add a movie or animated GIF file.
3. On the Insert tab, in the Media Clips group, click the arrow under Movie.

4. Do one of the following:

 Click Movie from File, locate the folder that contains the file, and then double-click
the file that you want to add.
 Click Movie from Clip Organizer, scroll to find the clip that you want in the Clip Art
task pane, and then click it to add it to the slide.
5. When you insert a movie, you are prompted with a message asking how you want the movie to
start: automatically (Automatically) or when you click the movie (When Clicked).
 To automatically start the movie when you show the slide, click Automatically. You can
pause a movie while it is playing by clicking it. To continue playing the movie, click it
again.
 To manually start the movie when you click it on the slide, click When Clicked.

D. Link or embed content from another program

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When to use linked objects

If you want the information in your destination file  to be updated when the data in the source
file changes, use linked objects.
With a linked object, the original information remains stored in the source file. The destination
file displays a representation of the linked information but stores only the location of the original data
(and the size if the object is an Excel chart object). The source file must remain available on your
computer or network to maintain the link to the original data.
The linked information can be updated automatically if you change the original data in the source
file. For example, if you select a paragraph in a Word document and then paste the paragraph as a
linked object in PowerPoint presentation, the information can be updated in PowerPoint if you
change the information in your Word document.

When to use embedded objects

If you don't want to update the copied data when it changes in the source file, use an
embedded object. The version of the source is embedded entirely in the document or presentation. If
you copy information as an embedded object, the destination file requires more disk space than if you
link the information.
When the file is opened on another computer, the embedded object can be viewed without
having access to the original data. Because an embedded object has no links to the source file, the
object is not updated if you change the original data.

Create a link to content from another program

1. Click in the slide where you want to place the linked object.
2. On the Insert tab, in the Text group, click Object.

3. Click Create from File.

4. In the File name box, type the name of the file, or click Browse to select from a list.
5. If you browse to the file, once you locate it, click Insert.
6. Select the Link check box.
7. Do one of the following:
 To display the content, clear the Display as icon check box.
 To display an icon, select the Display as icon check box.
 To change the default icon image or label, click Change Icon, and then click the icon
that you want from the Icon list, or type a label in the Caption box.

Embed content from another program

1. Click in the slide where you want to place the embedded object.
2. On the Insert tab, in the Text group, click Object.

3. If the document does not already exist, click Create new. In the Object type box, click the
type of object that you want to create.
4. If the document already exists, click Create from File. In the File name box, type the name of
the file, or click Browse to select from a list.

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5. Clear the Link check box.

6. Do one of the following:
 To display the content, clear the Display as icon check box.
 To display an icon, select the Display as icon check box. To change the default icon
image or label, click Change Icon, and then click the icon that you want from the Icon
list, or type a label in the Caption box.

ORGANIZING A SLIDE SHOW

A. Add a Slide Transition

Slide transitions are animation-like effects that occur when you move from one slide to the next.
1. On the Animations tab, in the Transition to This Slide group, click the transition that you want.
2. To preview how the current slide looks with a particular transition applied, rest your pointer on
the thumbnail of that transition.
3. To see thumbnails of additional transitions, click the arrows next to the row of thumbnails.

B. Add Hyperlinks
You can use hyperlinks to move from one slide to another, to a network or Internet location, or
even to another file or program altogether.
1. Select the text that you want to click to activate the hyperlink. Alternatively, you can select an
object (a piece of clip art, for example, or a shape).
2. On the Insert tab, in the Links group, click Hyperlink.
3. In the Insert Hyperlink dialog box, click the appropriate button in the My Places box for the target
of your link (that is, the place where the link takes you).
4. To go to another slide in your presentation, for example, click Place in This Document.
5. Find and click the target location, make any changes that you want in the Text to display and
Address boxes, and then click OK.

C. Create Speaker’s Notes

The process of writing notes.

1. Notes pane in normal view.
2. Drag the split bar up to enlarge the notes pane, and
then type your note text.
3. The notes page layout as seen in notes view or
when the notes are printed.

REFERENCE

“Create a basic presentation in PowerPoint 2007”. office.microsoft.com. n. d. Web. 16 November 2012.

<http://office.microsoft.com/en-us/powerpoint-help/create-a-basic-presentation-in-powerpoint-2007-
HA010194282.aspx>

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Rubric for Evaluating a Project Made With MS PowerPoint

Name: ______________________________ Crs/Yr/Sec: _____________ Date of Presentation: ____________

Title of Project:

Criteria Rating Remark(s) Points

4 – Presentation is well organized using headings,
bullets, & categories related to content.
Organization 3 – Presentation uses headings, bullets, & materials but
is less sequential.
2 – Presentation is not logically organized for the most
part.
1 – Presentation has no clear and logical organization.
4 – Content covers in-depth topics with details and
examples to give excellent knowledge.
Content 3 – Content includes essential knowledge about the
topic and subject knowledge appears to be good.
2 – Content includes essential information about the
topic but some vital content are missing or some
errors are seen.
1 – Content is minimal and some vital content are
missing.
4 – All requirements are met and exceeded.
3 – All requirements are met.
Requirements 2 – One requirement is not completely met.
1 – More than one requirement is not completely met.
4 – No grammatical or spelling errors.
3 – Three or fewer misspellings and grammatical errors.
Mechanics 2 – Four or more misspellings and grammatical errors.
1 – Most of the contents are misspelled and
grammatically erroneous.
4 – Makes excellent use of font, color, graphics, and
effects to enhance the presentation.
Attractiveness 3 – Makes good use of font, color, graphics, and effects
to enhance the presentation.
2 – Makes use of font, color, graphics, and effects
occasionally and distracts the presentation
content.
1 – Use of font, color, graphics, & effects but often
distracts the presentation content.

Total Points

General Comments:
__________________________________________________________________________________________
__________________________________________________________________________________________

Evaluated by:
____________________________________________
(Signature above printed name of faculty)

Mariano Marcos State University – College of Arts and Sciences – Department of Computer Science