Introduction to MS

Powerpoint
 Topics to be Covered
Using the MS PowerPoint tool
Best Practices
Outlines
Slide Structure
Fonts
Colour
Background
Graphs
Spelling and Grammar
Conclusions
Questions
Using the MS PowerPoint
tool
 Starting A Presentation
Start PowerPoint by either of three
methods:
Go to the Start > All Programs >
Microsoft Office. Then click on Microsoft
PowerPoint.
Double-click the icon of any PowerPoint
document. When you double-click a
PowerPoint document, PowerPoint opens
with the document already loaded.
Click on any short cut created for
Microsoft PowerPoint
Creating a presentation
Style of slide
Explore the PowerPoint
Interface
 Standard Toolbar
The Standard toolbar, located
beneath the menu bar, has buttons
for commonly performed tasks like
printing, saving, inserting clip art,
and other operations. You can
customize the toolbar or even display
multiple toolbars at the same time.
 Formatting toolbar
The Formatting toolbar, located
beneath the Standard toolbar bar, or
possible to the side of it, has buttons
for various formatting operations like
changing text size or style, changing
alignment, formatting bullets, and
animation.
 Drawing Toolbar
The Drawing toolbar on the bottom
of the PowerPoint window contains
drawing and text tools for creating
graphics.
 PowerPoint Views
PowerPoint has three different views.
Normal View provides a
comprehensive view for each slide
with notes and outline. Slide Sorter
View displays multiple slides and lets
you quickly change their order in the
presentation. 2013 also has a
Reading view. Finally, the Slide
Show view is also called preview. It
is used to run the whole presentation
Use the 3 (or 4 for 2013) buttons at
 Editing
Edit Text in Outline View
Entering Slide Titles and Bullets (To
force a line break within a slide title
or bullet, press Shift-Enter)
Promote and Demote Text
Move / Delete Slides in the Outline
Area (to change the order / delete
your slides in the Outline Area)
 Styles of new slide
Insert > New Slide
will provide with a
host of options for
slide type

Design will provide

you with a host of
options for
background
 Apply a Template to a
Presentation
A template is a PowerPoint presentation
that defines how your text and slide
background will look. A plain presentation
is simply black text on a white
background.
A template might include a blue
background with bold yellow letters and a
particular graphic.
To apply a template to your presentation,
choose a Slide Design from the Design
menu. The available templates will appear
in the Toolbar, and once you select one,
 Creating a Template
Open a blank presentation, and then on the View
tab, in the Master Views group, click Slide Master
To make changes to the slide master or layouts,
on the Slide Master tab, do any of these:
To remove an unwanted placeholder, in the
slide thumbnail pane, click the slide master or
layout that contains the placeholder, click the
border of the placeholder, and press Delete.
To add a colorful theme with special fonts, and
effects, click Themes, and pick a theme.
To change the background, click Background
Styles, and pick a background.
To set the page orientation for all of the slides
in your presentation, click Slide Size for
Portrait or Landscape.
 Using Templates
On the File tab, click
Save As.
Under Save, click
Browse.
In the Save As dialog
box, in the File name
box, type a file name, or
do nothing to accept the
suggested file name.
In the Save as type list,
click PowerPoint
Template, and then click
Save
Create and save a
template
 Define Slide Transition and

Animation
Transition effects help define how a presentation
move from one slide to the next. Animation
defines how you want your listed information to
come in and out inside a slide.
Apply transition effects in Slide Sorter View or by
selecting the Slide Transition command on the
Slide Show menu. Keep in mind that the
Transition command only sets the desired
transition for the selected slides. Now let us just
do the following to quickly apply the transition as
well as animation effects to our project here:
Switch to the Slide Sorter View.
Move your mouse over the slide you want to apply transition
effects.
Click once to select the slide.
Go to the Transitions menu option. Choose Box Out.
 Slide Background
Choose Background from the
Format menu to change a
slide's background color or
gradient. Click on the color
rectangle near the bottom of
the dialog box,
and select either More Colors
or Fill Effects. As shown in the
Colors and Fill Effects dialog
boxes below, you can change
the color, gradient, texture, or
pattern, or you can use a
picture file
Again, if you want this
background to apply to all
slides, make sure you select
Slide Background (Contd)
 Creating Charts
PowerPoint's Chart tool is located on the Insert
menu option > Illustrations > Chart. Click the
Chart tool to create a graph in your presentation.
PowerPoint activates a data worksheet with labels
and numbers. Change these labels and numbers to
reflect your data. If you do not want to graph a
certain row or column, double-click it and PowerPoint
will remove that data from the chart. When you are
through entering data in the worksheet, close it
The chart border will change and the chart toolbar
will appear at the top of the screen. The chart
toolbar includes buttons for changing chart type.,
inserting gridlines and legends, and additional chart
features. For example, if you want to change a
column chart to a horizontal bar chart, choose that
Creating Charts (Contd)
 Drawing Tools
PowerPoint has a set of drawing
tools used to place lines, shapes,
figures, WordArt, and text on a
slide. PowerPoint's drawing tools
are similar to drawing tools in
other graphics programs. To use
these tools, make sure you are
in Slide View.
Insert tab will open up insert
option for
Pictures including online
Screenshots
Photo album
Shapes
Smart Art
Word Art
Best Practices
 Outline
Make your 1st or 2nd slide an outline
of your presentation
Follow the order of your outline for
the rest of the presentation
Only place main points on the outline
slide
Ex: Use the titles of each slide as main
points
 Slide Structure Good
Use 1-2 slides per minute of your
presentation
Write in point form, not complete
sentences
Include 4-5 points per slide
Avoid wordiness: use key words and
phrases only
 Slide Structure - Bad
This page contains too many words
for a presentation slide. It is not
written in point form, making it
difficult both for your audience to
read and for you to present each
point. Although there are exactly the
same number of points on this slide
as the previous slide, it looks much
more complicated. In short, your
audience will spend too much time
trying to read this paragraph instead
 Slide Structure Good
Show one point at a time:
Will help audience concentrate on what
you are saying
Will prevent audience from reading
ahead
Will help you keep your presentation
focused
 Slide Structure - Bad
Do not use distracting animation

Do not go overboard with the

animation

Be consistent with the animation that

you use
 Fonts - Good
Use at least an 18-point font
Use different size fonts for main
points and secondary points
this font is 24-point, the main point font
is 28-point, and the title font is 36-point
Use a standard font like Times New
Roman or Arial
 Fonts - Bad
If you use a small font, your audience wont be able to read what you have written

CAPITALIZE ONLY WHEN NECESSARY.

IT IS DIFFICULT TO READ

Dont use a complicated font

 Colour - Good
Use a colour of font that contrasts
sharply with the background
Ex: blue font on white background
Use colour to reinforce the logic of
your structure
Ex: light blue title and dark blue text
Use colour to emphasize a point
But only use this occasionally
 Colour - Bad
Using a font colour that does not
contrast with the background colour
is hard to read
Using colour for decoration is
distracting and annoying.
Using a different colour for each
point is unnecessary
Using a different colour for secondary
points is also unnecessary
Trying to be creative can also be bad
 Background - Good
Use backgrounds such as this one
that are attractive but simple

Use backgrounds which are light

Use the same background

consistently throughout your
presentation
 Background Bad
Avoid backgrounds that are
distracting or difficult to read from
Always be consistent with the
background that you use
 Graphs - Good
Use graphs rather than just tables
and words
Data in graphs is easier to comprehend
& retain than is raw data
Trends are easier to visualize in graph
form

Always title your graphs

 Graphs - Bad

January February March April

Blue Balls 20.4 27.4 90 20.4
Red Balls 30.6 38.6 34.6 31.6
 Graphs - Good
Items Sold in First Quarter of 2002

100
90
80
70
60
Blue Balls
50
Red Balls
40
30
20
10
0
January February March April
 Graphs - Bad
100

90
90

80

70

60

Blue Balls
50
Red Balls

38.6
40
34.6
30.6 31.6
30 27.4

20.4 20.4
20

10

0
January February March April
 Graphs - Bad
Minor gridlines are unnecessary
Font is too small
Colours are illogical
Title is missing
Shading is distracting
 Spelling and Grammar
Proof your slides for:
speling mistakes
the use of of repeated words
grammatical errors you might have
make

If English is not your first language,

please have someone else check
your presentation!
 Conclusion
Use an effective and strong closing
Your audience is likely to remember your
last words

Use a conclusion slide to:

Summarize the main points of your
presentation
Suggest future avenues of research
 Questions??
End your presentation with a simple
question slide to:
Invite your audience to ask questions
Provide a visual aid during question
period
Avoid ending a presentation abruptly