Introduction to MS PowerPoint

What is MS PowerPoint?

MS PowerPoint is another application program developed by Microsoft Corporation

that specializes on making presentations. As MS Word is a word processing program
producing documents, MS PowerPoint focuses on making visual aids or presentations in
electronic format.

Normally, if you’re going to create visual aids for your report or discussion, you write
the important things in paper and you paste it on the board for the people to see. But with MS
PowerPoint, you can create presentations that can be displayed or projected on the screen.
The presentation you make can also be printed out and distributed to your audience as
handouts. You can create a livelier presentation that can even have pictures, graphics,
sounds, movies and animations. In this way, your viewers or the people listening and
watching you will become more interested in what you are conveying to them.

What can MS PowerPoint do?

MS PowerPoint has powerful tools that can help you make more interesting and
livelier presentations in an easy way.

Features of MS PowerPoint:
• MS PowerPoint provides AutoContent wizard that gives you step-by-step
procedures on how to create your own presentation based on predefined type
and style.
• You can add text to your presentation and format and manipulate it as you
modify text in MS Word.
• You can draw your own shapes or choose from various AutoShapes. You can
also insert pictures from files or clip art images.
• Charts can also be added in your presentation and let MS PowerPoint do it for
you by just supplying the values or data to be graphed.
• The background of slides can also be customized according to how artistic you
are or you can choose from the available design templates as your background.
• Movies and sounds can also be included in the presentations.
• You can add motion to objects by applying animation effects.
• Presentations can be projected on screen so that your audience can see them in
a more visible way.

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Starting MS PowerPoint
How to start MS PowerPoint:
1. At the taskbar, click the Start button located on the bottom-left side of the
desktop.
2. Move the mouse pointer vertically to Programs then look for Microsoft
PowerPoint.
Click the Microsoft PowerPoint using the left mouse button.

Ms PowerPoint Window and its Parts

Title Bar
Formatting Toolbar Sizing Buttons

Menu Bar Standard Toolbar

Outline Pane

Common Tasks

Scroll bar

Slide Pane

PowerPoint Views

Notes Pane
Status Bar

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Parts of MS PowerPoint Screen

1. Title Bar – displays the name of the presentation and the application software being
used.
2. Menu Bar – appears at the top of the screen just below the Title Bar. The functions
of the menus of Ms Word are also the same as Ms PowerPoint. The shortcut keys
are also the same. It’s just that in MS PowerPoint, some commands are added like
inserting and deleting of slides, slide show and other slide manipulations while some
word processing commands like mail merge and letter wizard are not included.

MS PowerPoint Menu bar

3. Standard Toolbar – contains buttons for the most frequently used menu commands.
4. Formatting Toolbar – contains buttons that are used to change the appearance or
format of the text.
5. Sizing Buttons - these are Minimize, Maximize, Restore, and Close buttons used to
reduce, enlarge or close the screen.
6. Common Tasks – provides an easy access to mostly used commands applied for
slides.
7. Scroll Bar – allows moving in the work area in horizontal or vertical direction.
8. Slide Pane – provides the work area where text, pictures, or sounds are being
inserted or edited.
9. Outline Pane – gives the outline or overview of all the contents of the slides made.
You can add and edit text in this pane.
10. Notes Pane – provides space where speaker notes are written.

11. PowerPoint Views – there are different views where you can work more and
organize the slides.

Normal View – contains the slide pane, outline pane, and notes pane and
you can work on any of these panes.

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 Outline View – gives emphasis on the outline pane where you can
organize the contents of the slides.

Slide View – gives emphasis on the slide pane where you can edit or
arrange the objects in each slide.

Slide Sorter View – allows arranging the order of the slides as they will
appear on the slide show or will be printed.

Slide Show – allows viewing of the slide as they are projected on screen
where the animations, sounds, and movies inserted will be played. It starts with
the slide you are currently working on or activated.
12. Status Bar – shows information about the active presentation or selected command
currently being executed.

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Saving the Presentation

Saving a new presentation for the first time:

1. On the Standard toolbar, click the save button, or under the File menu, click
Save.

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2. From the drop down list, choose the directory or folder where the file will be saved.
3. Type the name of your file in the File name text box. Make it simple and can be
easily remembered.
4. Click the Save button.

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Exiting MS PowerPoint

To close the file:

On the File menu, click Close.

Or click the Close Window from the Sizing buttons located at the next top
right corner of the window.

To exit MS PowerPoint:
On the File menu, click Exit.
Or click Close from the Sizing buttons.

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Creating a Presentation

When MS PowerPoint starts, the PowerPoint Startup dialog box appears. It gives you four
options on how you would want to start a presentation.

• AutoContent Wizard – it helps you design an outline for your presentation by

choosing the presentation type and style.
• Design Template – lets you choose from the available templates with the
defined text fonts, design of the slide background or slide format.
• Blank Presentation – allows you to design your own presentation without the
predefined presentation type or templates.
• Open an existing presentation – to open presentations already done and
saved.

For the meantime, let us start designing your own presentation.

• Click on the Blank Presentation

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Choosing Slide Layouts and Content Layouts

• Click on the desired layout you want

A single slide need not be crowded with objects especially if it’s intended to be viewed or
projected on screen. You can have many slides as you want and as needed. The objects
should be large enough to be seen by the viewers. When working at the slide pane, every
object needs a placeholder, or its own box that would contain the object. Aside from the
placeholders defined in the slide layout chosen, you can still add other objects like shapes,
WordArt or another text or clip art placeholder.

Adding Text
1. At the slide pane, you can see a text box with the caption Click to add title.

Click on this text placeholder, and then type

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Notice that whatever you type in the slide pane, you can also see the same text in the outline
pane.
2. To add another text placeholder, which is not customized from the slide layout,
you have chosen:

Click the text box button from the drawing toolbar.

3. Position the mouse pointer at the slide pane just below the first text placeholder.
Holding down the left button of the mouse, drag the pointer going to the right
direction of the slide pane. Then release the mouse button.

4. Type the text you want.

Adding Clip Art

MS PowerPoint has provided different kinds of clip art to choose from. These are pictures
that can be added to the slides aside from drawing your own images.

To insert clip art:

1. Go to the slide where the clip art will be inserted.

2. Click on the Insert Clip Art button at the drawing toolbar.

3. Type the name or category of the picture you want and click Go
4. Choose the art/picture you want by clicking on it.

5. Click Close button to close the dialog box.

6. Resize the clip art chosen.

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Adding WordArt

WordArt lets you create text in a different way or style.

To insert WordArt:

1. Go to the slide where the WordArt will be inserted.

2. Click on the Insert WordArt button at the drawing toolbar. The

WordArt Gallery will appear.
3. Click on the style you want and then click OK.

4. Type the text you want in the textbox Your Text Here.

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 5. Click OK.

Deleting Objects

To delete objects like text, shapes, clip art or WordArt:

Select the object by clicking on it and then press the Delete key of the keyboard.

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Editing a Presentation

Changing the type, size and color of the Font

An object has text attributes such as style, font, and color. Before you can modify
your text, you have to choose the object so you can apply the changes you want.
1. Highlight the text to change the style and color of the font.
2. Change the size of the font by choosing the appropriate number in the formatting
toolbar.

Moving and Modifying Objects

Objects have graphic attributes such as fill, line, shape and shadow. Before you can modify
the object, you have to select it to apply the changes.
1. Click on the object you want to move.
2. Drag the object to your desired position.
3. Release the mouse when the object is placed on its new position.

Changing Slide Background

You can make your slide more artistic by changing its background. In changing the
slide background, you have the option of using mixed or solid colors and even still pictures to
improve your presentation.
1. On the Menu Bar, click Format.
2. Choose Background.
3. To display the background fill options, click the drop down arrow.
4. Click on Fill Effects.
5. Choose the colors and shading style and click Ok.
6. Click the Apply button to apply your new background.

Applying Slide Design

You can use the predefined slide designs available.
1. On the Menu Bar, click Format
2. Choose the design template available by clicking on it or right click on the
chosen design template and click Apply to all slides or apply to selected
slides.

Copyright 2003: Concepcion Sally et al. This document non--commercial

document is for personal and non
use only. Any redistribution or reproduction of part or all of the contents in any form is
prohibited by law.

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