Digital communication

Topic: MS word
 INTRODUCTION OF POWER POINT:
Microsoft PowerPoint is a powerful presentation software developed by
Microsoft. It is a standard component of the company's Microsoft Office suite
software, and is bundled together with Word, Excel and other Office
productivity tools. The program uses slides to convey information rich in
multimedia. The term "slide" refers to the slide projector, which this software
effectively replaces.
PowerPoint was developed by Dennis Austin and Thomas Rudkin at
Forethought Inc. It was supposed to be named Presenter, but the name was
not adapted due to trademark issues. It was renamed PowerPoint in 1987 as
suggested by Robert Gaskins. In August of 1987, Microsoft bought
Forethought for $14 million and turned it into its graphics business unit, where
the company continued to develop the software. The first iteration was
launched together with Windows 3.0 in 1990. It only allowed slide progression
in one direction – forward – and the amount of customization was fairly
limited.
PowerPoint experienced a very significant change in PowerPoint 97, which
added predefined transition effects and allowed the user to time them
appropriately so that slides would transition automatically. This allowed a
presenter to follow a predefined progression and go on with the presentation
without pausing to change or read the slides. PowerPoint 2007 introduced the
"ribbon" interface, marking a drastic change from the previous interface style.
 TABLE OF CONTENTS

1. Getting started……………………………………….Pg.5
2. Quick Access Toolbar……………………………...Pg.5
3. Title Bar…………………………………………........Pg.7
4. Saving………………………………………………..Pg.8.
5. Ribbons……………………………………………...Pg.9
6. Home Tab…………………………………………...Pg.10
7. Insert Tab……………………………………………Pg.11.
8. Design Tab………………………………………....;.Pg.13
9. Transition……………………………………………Pg.13
10. Animation………………………………………...Pg.14
11. SlideShow………………………………………..Pg.15
12. Review…………………………………………....Pg.16
13. View…………………………………………….....Pg.16
14. Printing…………………………………………....Pg.18
15. Other helpful function…………………………...Pg.19
16. Shortcut keys for Microsoft office……………...Pg.20
 1. GETTING STARTED
Click the Start button. Hover the mouse pointer over "All Programs."Scroll
down to the Microsoft Office folder and click it. Select "Microsoft Power
point."After opening Microsoft Word, you will be taken to a blank document
and see the following screen.

2. Quick Access Toolbar:

The Quick Access Toolbar is a customizable toolbar that contains a set of
commands that are independent of the tab on the ribbon that is currently
displayed. You can move the Quick Access Toolbar from one of the two

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possible locations, and you can add buttons that represent commands to the
Quick Access Toolbar.

Add a command to the Quick Access Toolbar:

1. Click Customize the Quick Access Toolbar > More Commands.
2. In the Choose commands from list, click Commands Not in the Ribbon.
3. Find the command in the list, and then click Add.

3.Title bar:
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The title bar is a bar located at the top of a window or a dialog box that
displays the name of the window or software program being used.

Features of title bar:

1. The title bar typically has a minimize, maximizeand close button,
usually located on the right side.
2. Clickand hold down the title bar to move the window.
3. Double-click the title bar to maximize the window or set the window into
window mode.
4. Windows 7 introduced side-by-side that allows you to click and drag the
title bar to any edge of the screen and attach the window to that portion
of the screen.

4.SAVING:

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Computers crash and documents are lost all the time, so it is best to save
often

Saving Initially
“Save As” command is use to save a file by two or more than two names.
What is difference between “Save” and “Save As”command.
“Save”command is use to save a document by only one name but in
“Save As”command we can save a file by two or more than two names.
For example we have already saved a file by the name of “Microsoft
power point” and now we want to save it by two names or more than two
names as given below. The shortcut key for “Save As”is “F12”.

Saving Later:
After you have initially saved your blank document under a new name, you
can begin writing your paper. However, you will still want to periodically save
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your work as insurance against a computer freeze or a power outage. To
save, click File > Save. The shortcut key for “save” command is “Ctrl+S”.

5. Ribbons
When you open a PowerPoint document, the ribbon appears as a row of
labels, or what we call tabs.
When you go to a tab, the ribbon for that tab opens and you can see the tools
and functions available. When you see a feature with an arrow   , you can
click it to get more information or options.
On the Ribbon under the Home Tab, contains a text editor and the new slide
icon. The Home Tab contains icons such as Paste, Cut, Copy, Format and
Layout

The Insert Tab on the Ribbon Toolbar, contains several categories for
formatting the design and elements of your presentation. These include: New
Slide, Table, Charts, and Word Art.

6. Home Tab
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New Slide
To add an additional new slide to your presentation go to the Home Tab
>New Slide. Click the drop down arrow and choose the style of slide you
would like to apply.

Slide Layout:
To apply a Slide Layout, select the Home Tab >Layout to customize the
layout of your document. From here, you can specify how the content on your
slide is displayed. To apply a layout to your slide click the layout button, and
choose your preferred style.

7.Insert Tab

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Pictures
To insert a picture into your presentation select Insert > Picture. Choose
either to get the photo from a browser, or from a file and then locate the
image that you want to put into your document and click Insert.

Word Art
To insert WordArt: Go to Insert > WordArt. You will then be prompted to
select the effect of your choosing. Afterwards, you will be prompted to insert
your text. To select your WordArt, click on it, and small boxes will appear in
the corners. Moving the small boxes will allow you to resize the WordArt.

Creating a Table
To create a table within your document, go to the Insert > Table. Choose the
desired table size by typing in the required number of rows and columns and
click Ok. The table will be inserted into document. To navigate within your
table, use the arrow keys.

Flowcharts
Flowcharts are used to create diagrams in Microsoft PowerPoint.

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To insert a Flowchart in PowerPoint: click Insert Tab >SmartArt. Once the
SmartArt button is expanded, you will have several options to choose from,
such as List, Process, Hierarchy, etc. To insert Shapes, click the Insert Tab
>Shapes. SmartArt Shapes will allow you to manipulate the shapes in
Flowchart, as well as in text boxes. To resize the Shapes, simply click and
drag any of the four corners on the object.

8. Design Tab
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The default slide design for Microsoft PowerPoint documents is
a blank slide. Therefore, if you want your slides to have a
specific design, you must add one. To do this on a Mac, go to
the Design Tab.To change the theme of your presentation, click
on the theme that you like and it will automatically apply to your
slide.

9. Transitions
Adding Transitions In between Slides
To add a Transition into your presentation select the Transitions Tab. You are
then given a variety to choose from. i.e., “Fade”. When you select a
Transition it will show a preview on the existing slide. You must have text or
an image within the slide to see a preview.

Duration
Along the right hand side of the Transitions options you will see Duration.
This allows you to modify the Duration of the Transition that is present on the
particular slide. This also features an ability to play a sound and to control
whether or not to change to the next slide by “On Mouse Click”.

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 10. Animations
Adding Animations to Objects
To add an Animation to an object, select the Animations Tab. You are then
given a variety of different options. i.e., “Blinds”. When you select an
Animation it will show a preview on the existing slide. You must have text or
an image within the slide to see a preview.

Exit Effect
To add an Exit Effect, select the red star located to the left of the Animation
options (Figure 18). Select the object or sound you would like to add the
effect to for a preview. This feature allows for the object to exit off of the slide
by a certain style of choice.

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 11. Slide Show
To access Slide Show, select the Slide Show Tab. The purpose of the Slide
Show Tab is for the presenter to have an easy access to the full screen
presentation mode as well as Rehearse Timings and Record Slide Show.

Rehearse Timing
Rehearse Timing can be a very useful tool that allows you to set up your
presentation to play at a certain speed without having to click through the
slides yourself. Also, this allows you to practice your talking points. This
feature allows you to save timings for each slide and transition, and will start
the PowerPoint automatically.
Once you have Rehearse Timings selected under the Slide Show Ribbon the
timing will immediately begin. To stop the timing, simply click the pause
button located at the top left figure below. To save this timing, click the next
arrow button located below the slide preview. Then, a box will pop up asking
if you would like to save the time. Click yes.

Record Slide Show

Record Slideis very similar to the Rehearse Timing. The only primary
difference is that you can have the option to start recording at any given slide,
rather than the beginning.

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 12. Review
Spell Check Located in the Review Tab you will find ABC Spelling to the far
left. ABC Spelling will find the spelling errors that are within your presentation.
Make sure you are on your first slide to get an accurate result.

13. View
The View Tab contains different tools to allow you to view your presentation
depending on the certain way that you choose.

Normal
Normal is your ordinary view that allows you to see and create your
presentation slides.

Outline
This view allows for you to change the order of the slides in which they
appear. To do this click the desired slide and drag. Once you start dragging a
grey line will appear. Drag the slide up or down until you see the grey line to
the right of the correct slide where you would like to move it.

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Slide Sorter
This feature allows you to see thumbnails of your slides in a horizontal view.
This view allows for you to make easy changes to several slides at once. If
you had recorded timing for your slides, Slide Sorter will also show you your
recorded times below the particular slide.

Notes
The Notes Page allows for you to add notes to any particular slide you want.
This comes in handy to where you are visually able to see slide notes while
giving your presentation.
To access this, click on Notes Page located under the View Tab. Then a text
box will appear with a slide number that has been selected. Type your Notes.
Then, go back to Normal and you should see your Notes located under the
slide preview
.

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Slide Master
The Slide Master is where all of the information such as background, color,
and theme are stored. Every powerpoint has at least one Slide Master. In the
Slide Master, you are able to change any of these particular things. Once you
have selected Slide Master in the View Tab, you will be given different types
of layouts to choose from.

14. PRINTING
It is important to always save your document before you print!

Printing

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To print your document, go to File > Print, select your desired settings, and
then click Print again. It is also possible to print by using the Print icon on the
Standard toolbar, however this does not bring up the Printdialogue box that
allows you to change your printing options, so it is advisable to use the other
method. There are several methods for printing your document including
Slides, Handouts, and Notes.

15. OTHER HELPFUL FUNCTIONS

Saving as a PDF
On a Mac: To save your document as a PDF on a Mac, go to File >Export
and select PDF from the drop-down menu on the bottom left and select Save.

Undo and Redo

In order to undo an action, go to Edit >Undo. To redo an action, go to Edit
>Redo. It is important to note that not all actions are undoable, thus it is
important to save before you make any major changes in your document so
you can revert back to your saved document.

Quitting
Before you quit, it’s a good idea to save your document one final time. Then,
on a Mac, go to PowerPoint >Quit PowerPoint. This is better than just closing
the window, as it insures your document quits correctly.
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16. SHORTCUT KEYS FOR MICROSOFT OFFICE

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