How To Use Presentation Templates

HOW TO USE
Presentation Templates
(https://presentations.gov.in)
Version 1.0
Contents 1 Page
Introduction 2
Download the Presentation Template 3
Customize the Presentation Template 4
Add New Slide 4
Customize or Edit existing Slides 6
Slide Show 22
Annexure - I 25
Annexure - II 34
Introduction 2 Page
Using Presentation Templates, you can customize your presentation easily without
having to do excessive manual work. You would get carefully arranged elements
organized in various layouts of the template, thereby helping you create your own
presentation on the fly.
Download the Presentation Template 3 Page
Follow these steps to download the presentation templates:

1. Go to URL
https://presentations.gov.in/
documents/templates to visit the
Presentation template page.
2. Click on any template you want to

preview/download.
3. Click on the Download button to

download the presentation
template.
Customize the Presentation Template 4 Page
1. Add New Slide

You can add a new slide in the presentation template downloaded. Click between
the existing slides where you want to insert the new slide.
A slide layout defines the placement of text, pictures, tables, and graphs. If you
change the layout of a slide, the text and graphics remain intact. You can resize text
and graphic boxes to conform to the new layout.
On the Home ribbon, located in the

Slides group, click on the New
Slide drop-down arrow. The Office
Theme panel will appear with
multiple slide layouts. Select your
desired slide layout, as shown in the
image.
In the Title Placeholder, type the

Title of your choice, as shown in the
image.
In the Sub-title Placeholder, type the sub-title, as shown in the above image (You
will need to press Enter after each line of text.).
2. Customize or Edit existing Slides

You can edit or customize the existing slides of the presentation template
downloaded.
(a) View Modes for Editing

The Normal, Slide Sorter, Reading,
and Slide Show Views allow you to
type, edit, and view your
presentation. To switch between
views, click the View Options
buttons at the lower right-hand
side of the PowerPoint window, as
shown in the image.
Normal View
Normal View is the main editing
View, which you use to write and
design your presentation. The
View has three working areas: on
the left, tabs that alternate
between an outline of your slide
text (Outline tab), and your slides
displayed as thumbnails (Slides
tab); on the right, the slide pane,
which displays a large view of the
current slide; and on the bottom,
the notes pane.
Slide Sorter View

Slide Sorter View is an exclusive
view of your slides in thumbnail
form. When you are finished
creating and editing your
presentation, Slide Sorter gives
you an overall picture of it —
making it easy to reorder, add, or
delete slides, and preview your
transition and animation effects.
Reading View
Reading View is new in
PowerPoint. It is similar to Slide
Show View. The difference
between the two Views is that
while Slide Show View takes over
the whole screen, the slide in
Reading View is shown in full
screen, but you will see the

PowerPoint title band at the top
of the screen. The PowerPoint
status bar and the Windows task
bar are also displayed at the
bottom of the screen.
(b) Edit Text Place holders

Typing text in PowerPoint is similar
to typing in other applications. Click
on the text place holder and start
typing your desired text.
In Normal View, edit the text place
holder as shown in the image.
(c) Edit using Slide Masters

PowerPoint has a set of Master
Slides available for every Design
Theme. The three Masters include a
Slide Master, Handout Master,
and Notes Master. Masters
correspond directly to the slides.
Masters contain the elements that
appear on every slide and control
the format for all slides in a
presentation, which provides a
consistent appearance for each
slide.
Edit Slide Master

The Slide Master View is located on
the View ribbon, as shown in the
image.
(i) Change to Slide Master View by

selecting the View ribbon. Click on
the Slide Master button, located in
the Master View group as shown in
the image.
(ii) Click on the master slide you

want to edit or customize. Suppose
you want to change Ministry name
in the slides of the Template. Click
on the desired Master Slide and
change the Ministry name with the
desired Ministry name.
(iii) Same way you can change the layout of the slides by modifying the layout in
the Slide Master.
(iv) The hierarchy for the Font size should be followed.

Font size for the Title of the slide should be 34 px.
Font size for the Sub-title of the slide should be 20 px.
Font size for the Sub-Heading title should be 24 px.
Font size for the Description of the Sub-heading should be 18px.
(d) Edit by Formatting the Slide

You can change the format
appearance of text and slides in the
Slide View as well. Formatting can
be applied to all slides at the same
time as in the Master View or only
on an individual slide.
Formatting of Text
Text appears on each slide in a
format consistent with the template.
You can add or change any text
attribute such as bold or italics on
any given slide by making the
change on the slide. The Font
button commands are located on
the Home ribbon in the Font
group.
Select the Title Placeholder, and click on the Italic button in the Font
group if you want the font as Italic.
Use the Font Size button to change the point size to a higher number or
lower number.
Use the Font Color button, located in the Font group, to select a different
color for the fonts used.
(e) Transition and Animation

PowerPoint allows you to apply special effects by using slide transition and text/
graphical animation to make your presentation more visually appealing.
Slide Transition
Transitions are visual special effects
that you see when you move from
one slide to the next. Working in
Normal or Slide Sorter Views allow
you to set transitions for a slide. The
Transition ribbon allows you to
apply slide transitions.
(i) Go to the desired slide and click

on the Transition tab and then click
on the drop-down arrow located in
the Transition to This Slide group
to view the transition categories as
shown in the image.
(ii) In the Exciting selection, click on the Blinds button. The selected slide will
demonstrate this effect as you make your choice. Click on the Preview button
located on the Transition ribbon to demo the effect again.
(iii) To apply your selection to all slides, click on the Apply to All button, located in
the Timing group.
(iv) Notice the transition indicator icon on the left-hand side of the thumb
print slide in Normal View.
Note: You can also apply sound and
timing speed to the selected
transition from the Timing group
located on the Transition ribbon.
Click on the drop-down arrow in the
Sound box to choose a sound.
Click on the up or down arrow in
the Duration box to set the timing
on the transition.
Text Animation
Bulleted text animation refers to the
progressive display of bulleted
items. Bulleted items, by default,
appear at the same time on a slide. When text animation is applied, bulleted list
items can appear on the slide one at a time or can have motion as they display on
the screen. Select the Animation ribbon to apply animation to slide text.
(i) Confirm that you are in Normal View (View, Normal).

(ii) Go to the Slide and click inside the Text Placeholder and select the text area.
(ii) Click on the Animation tab and
then click on the drop-down arrow
located in the Animation group to
view the animation categories as
shown in the image.
(iv) In the Entrance section, click on the Fade button.

(v) Notice the animation indicator icon on the left-hand side of the thumb
print slide in Normal View.
(vi) Go to slide, and select the Title Placeholder.
(vii) Click on the Animation tab and then click on the drop-down arrow located in
the Animation group to view the animation categories.
(viii) In the Entrance section, click on an animation of your choice.
Note: You can apply timing to or delay the speed of the selected animation from
the Timing group located on the Animation ribbon. Click on the up or down arrow
in the Duration or Delay box to set the timing or delay on the transition.
(f) Slide Illustrations and Shapes
Illustration Features
Microsoft Office has multiple
Illustration and Image features to
enhance your document with
numerous graphics, sound, and
motion. PowerPoint allows you to
insert Illustration and Image
features such as Tables, Charts, SmartArt, Pictures, and Media Clips within the Text
Placeholders.
(i) Click on an Illustration and Image button to locate, format, and insert features
into your slide (These features can also be located on the Insert ribbon.).
(ii) The SmartArt is the newest

feature in Microsoft Office. When
you click on the SmartArt
button, the Choose a SmartArt
Graphic window will appear. You
can enhance your slide presentation
by incorporating text with a variety
of images.
(iii) Go to slide and then select a

SmartArt from the list.
(iv) Click Ok and SmartArt will be

placed on the slide. You can
customize color and text of the
SmartArt. Color of the SmartArt can
be changed from Change Colors
button and can be selected any
color combination from the list. Text
of the SmartArt can also be
modified from the Type your Text
Here dialog box as shown in the
image.
3. Slide Show
Once you are finished adding text, graphics, and formatting to a presentation, then
you can run the Slide Show. PowerPoint allows you to preview, rehearse, or show
your presentation electronically to an audience. Display the presentation on-screen
by selecting the Slide Show ribbon.
Launch Slide Show

Select the Slide Show ribbon and
then click on the From Beginning
button. The Slide Show will begin
with the first slide.
Note: The Slide Show button on the Option Views bar will start the slide show
beginning with the current slide.
Navigation Slide Show

When running your slide show,
advance to the next slide by clicking
with your mouse, pressing the right
arrow on the keyboard, or pressing
the Enter key. To return to the
previous slide, press the left arrow
on the keyboard. To end the
presentation, press the Esc key on
the keyboard.
You can use the following keyboard and mouse controls while running a slide show.
Press the F1 key during a presentation to display the dialog box below.
(i) Navigate through the Slide Show by using some of the keyboard and mouse
controls.
(ii) Navigate through the Slide

Show by using some of the
keyboard and mouse controls.
Note: If you select Pointer Options, a pen icon will appear. You may then draw on a
slide during the presentation. The drawing that the pen creates will be erased as
soon as the next slide is displayed or you press the letter E on the keyboard to erase
the drawing.
To return to the mouse pointer again, right-click, choose Pointer Options, and then
click on the Arrow option.
Annexure - I 25 Page
MS Power Point Quick Reference Manual
Getting Started
The File tab opens Backstage view, which contains commands for working with
your files like Open, Save, New, Print, Share, and Close.
Create a New Presentation: Click the File tab, select New, and click Blank
Presentation. Or, press Ctrl+ N.
Open a Presentation: Click the File tab and select Open, or press Ctrl + O.
Select a location with a file you want, then select a file and click Open.
Save a Presentation: Click the Save button on the Quick Access Toolbar, or
press Ctrl + S. Choose a location where you want to save the file. Give the file a
name, then click Save.
Preview and Print: Click the File tab, select Print, specify print settings, and click
Print.
Close a Presentation: Click the File tab and select Close, or press Ctrl + W.
Close PowerPoint: Click the Close button in the upper-right corner.
Undo: Click the Undo button on the Quick Access Toolbar.
Redo or Repeat: Click the Redo button on the Quick Access Toolbar. The
button turns to Repeat once everything has been re-done.
Change Presentation Views:

Click the View tab and select a
view, or click one of the View
buttons at the bottom of the
window.
Normal View
Outline View
Slide Sorter View
Reading View
Get Help: Press F1 to open the Help pane. Type your topic or question and press
Enter.
Use Zoom: Click and drag the zoom slider to the left or right.
Work with Presentations

Insert a New Slide: Click the
Home tab and click the New
Slide button in the Slides
group, or press Ctrl + M.
Change the Slide Layout: Click

the Home tab, click the Layout
button in the Slides group,
and select a layout.
Add Slides from Another Presentation: Click the New Slide list arrow on
the Home tab and select Reuse Slides. Click Browse and locate the file with
slides you want to add. Click a slide in the Reuse Slides pane to add it to the
current presentation.
Duplicate Slides: Select the slide you want to duplicate. Click the New Slide
list arrow on the Home tab and select Duplicate Selected Slides.
Copy and Paste: Select the text you want to copy and click the Copy
button on the Home tab. Then click where you want to paste the text and click
the Paste button.
Cut and Paste: Select the text you want to cut and click the Cut button on
the Home tab. Then click where you want to paste the text and click the Paste
button.
Add Slide Notes: Click the View tab on the ribbon and click the Notes
button in the Show group to turn on the Notes pane. Enter a slide note to use
during the presentation or for slide handouts.
Add a Comment: Click the slide where you want to add a comment. Click the
Review tab on the ribbon and click the New Comment button. Type your
comment and click outside the Comments pane to save it.
Compare Two Presentations: Open the first presentation you want to compare.
Click the Review tab on the ribbon and click the Compare button. Navigate
to and select the second presentation you want to compare. Click the Merge
button.
Check Spelling and Grammar: Click the Review tab and click the Spelling
button.
Find Text: Click the Find button on the Home tab, enter the word you want
to find in the Find what field, and click the Find Next button to locate the word
in the presentation.
Replace Text: Click the Replace button on the Home tab. Enter the word
you want to find in the Find what field, then enter the text that will replace it in
the Replace with field. Click Replace or Replace All. Click OK when finished.
Edit Document Properties: Click the File tab and ensure Info is selected. The
right column contains properties for the presentation such as file size, number of
slides, hidden slides, and author, among others. Click in a field to edit it.
Password Protect a Presentation: Click the File tab, click the Info tab, click the
Protect Presentation button and select Encrypt with Password. Enter a password
to protect the presentation and click OK. Reenter the password and click OK.
Organize a Presentation
Add a Section: Select the slide where you want the section to start. Click the
Section button on the Home tab and select Add Section from the menu.
Rename Sections: Click any section heading in the Thumbnails pane to select it.
Click the Section button on the Home tab and select Rename Section. Type
a new name for the section and click Rename.
Outline View: The Outline view allows you to focus on just the slide text without
seeing any pictures or graphics. Click the View tab on the ribbon and click the
Outline View button.
Slide Sorter View: The Slide Sorter view is the easiest way to rearrange and
organize slides after a presentation is created. Click the View tab on the ribbon
and click the Slide Sorter button.
Move a Slide: Click a slide in the Thumbnails pane and drag it to a new location
Hide or Unhide a Slide: Select a slide in the Thumbnails pane in Normal view.
Click the Slide Show tab on the ribbon and click the Hide Slide button in
the Set Up group to toggle the slide visibility.
Deliver A Slide Show

Start a Slide Show: Click the Slide Show tab on the ribbon and click either the
From Beginning or From Current Slide button. Or, click the Slide
Show button on the status bar, or press F5.
End a Slide Show: While presenting a slide show, click the Options button in the
toolbar at the bottom left and select End Show. Or, press the Esc key.
Advance to the Next Slide: Click the Next Slide button, press the Spacebar,
click the left mouse button, or press the Page Down key.
Go Back to the Previous Slide: Click the Previous Slide button, press
Backspace key, or press the Page Up key.
Use the Laser Pointer: In Slide Show view, press and hold down the Ctrl key
while clicking and holding the left mouse button.
Use the Pen: In Slide Show view, press Ctrl + P and then draw on the screen.
Press Ctrl + A to switch back to the arrow pointer. Press E to erase your
annotations.
Hide a Presentation Slide: In Slide Show view, temporarily hide the current slide.
Press the B key to make the screen black or the W key to make it all white. Press
the Esc key to make the slide visible once again.
Slide Zoom: In Slide Show view, click the Zoom button in the slide show
toolbar. Click an area of the slide to zoom in. Right-click or press the Esc key to
zoom out and view the entire slide.
Start Presenter View: While presenting, click the Options button in the slide
show toolbar and select Show Presenter View.
End Presenter View: While in Presenter view, click the Options button in the
slide show toolbar and select Hide Presenter View.
Create a Custom Slide Show: Click the Slide Show tab on the ribbon. Click the
Custom Slide Show button and select Custom Shows. Click the New
button. Select the slides you want to add to the custom show and click the Add
button. Click OK to save the custom show.
Convert Presentations to Video: Click the File tab on the ribbon and select
Export at the left. Click Create a Video. Adjust the video settings and click
Create Video.
Annexure - II 34 Page
Keyboard Shortcuts
General Shortcuts:
1. Open a presentation Ctrl + O
2. Create a new presentation Ctrl + N
3. Save a presentation Ctrl + S
4. Print a presentation Ctrl + P
5. Insert a new slide Ctrl + M
6. Toggle the Notes pane Ctrl + Shift + H
7. Close a presentation Ctrl + W
8. Exit PowerPoint Ctrl + Q
9. Help F1
Editing Shortcuts:
1. Cut Ctrl + X
2. Copy Ctrl + C
3. Paste Ctrl + V
4. Undo Ctrl + Z
5. Redo Ctrl + Y
6. Group Ctrl + G
7. Find Ctrl + F
8. Replace Ctrl + H
9. Select All Ctrl + A
Formatting Shortcuts:
1. Bold Ctrl + B
2. Italics Ctrl + I
3. Underline Ctrl + U
4. Align Left Ctrl + L
5. Align Right Ctrl + R
Slide Show Delivery Shortcuts:

1. Begin slide show F5
2. Resume slide show Shift + F5
3. End slide show Esc
4. Go to next slide Page Down
5. Go to previous slide Page Up
6. Go to first slide Home
7. Go to last slide End
8. Jump to slide [Slide #] + Enter
9. Toggle screen black B
10. Toggle screen white W
11. Pause show S
12. Change arrow to pen Ctrl + P
13. Change pen to arrow Ctrl + A

How To Use Presentation Templates

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HOW TO USE

Download the Presentation Template 3

Customize the Presentation Template 4

Add New Slide 4

Customize or Edit existing Slides 6

Follow these steps to download the presentation templates:

2. Click on any template you want to

3. Click on the Download button to

1. Add New Slide

On the Home ribbon, located in the

In the Title Placeholder, type the

2. Customize or Edit existing Slides

(a) View Modes for Editing

Slide Sorter View

screen, but you will see the

(b) Edit Text Place holders

(c) Edit using Slide Masters

Edit Slide Master

(i) Change to Slide Master View by

(ii) Click on the master slide you

(iv) The hierarchy for the Font size should be followed.

(d) Edit by Formatting the Slide

(e) Transition and Animation

(i) Go to the desired slide and click

(i) Confirm that you are in Normal View (View, Normal).

(iv) In the Entrance section, click on the Fade button.

(f) Slide Illustrations and Shapes

(ii) The SmartArt is the newest

(iii) Go to slide and then select a

(iv) Click Ok and SmartArt will be

Launch Slide Show

Navigation Slide Show

(ii) Navigate through the Slide

MS Power Point Quick Reference Manual

Close PowerPoint: Click the Close button in the upper-right corner.

Undo: Click the Undo button on the Quick Access Toolbar.

Change Presentation Views:

Slide Sorter View

Work with Presentations

Change the Slide Layout: Click

Deliver A Slide Show

Slide Show Delivery Shortcuts:

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