microsoft powerpoint · 2020. 11. 18. · page 3 | 25 version 1.0. introduction . this booklet is a...

MICROSOFT POWERPOINT

Introduction Learner Guidelines

WE-ARE-DIGITAL

P a g e 1 | 25 Version 1.0

Table of Contents Module 1: Getting Started .................................................................................................. 4

What is Microsoft PowerPoint ................................................................................................... 4

Opening Microsoft PowerPoint .................................................................................................. 4

PowerPoint Screen Overview ..................................................................................................... 5 Elements of the PowerPoint window ............................................................................................................ 5

The Slide Pane ............................................................................................................................ 6

The Notes Pane .......................................................................................................................... 6

The Ribbon ................................................................................................................................. 6 Activating a Ribbon ........................................................................................................................................ 6 Selecting different Elements on a Slide ......................................................................................................... 6

Selection Techniques .................................................................................................................. 7 Selecting a Single Element ............................................................................................................................. 7 Selecting Multiple Elements .......................................................................................................................... 7

Editing Techniques ..................................................................................................................... 7 Editing and Adding Text ................................................................................................................................. 7

Formatting Features ................................................................................................................... 7 Formatting Text ............................................................................................................................................. 7

Creating a New Presentation ...................................................................................................... 9

Opening a Presentation ............................................................................................................. 10

Saving a Presentation ................................................................................................................ 11

Module 2: Building a New Presentation ............................................................................ 13

Adding new slides ..................................................................................................................... 13

Changing slide layouts ............................................................................................................... 14

Adding design to a presentation ................................................................................................ 15 Adding design............................................................................................................................................... 15

Adding WordArt to a slide ......................................................................................................... 15

Adding ClipArt to a slide ............................................................................................................ 16

Adding Images and Pictures to a slide ....................................................................................... 18

Using the Slide Pane .................................................................................................................. 18 Moving between slides in the Slide Pane .................................................................................................... 18 Moving slides using the Slide Pane .............................................................................................................. 19 Deleting slides using the Slide Pane ............................................................................................................. 19

Module 3: Enhancing Presentations with Special Effects................................................... 20

Adding Transition effect to a presentation ................................................................................ 20

Adding Animation effect to a presentation ................................................................................ 20

Presenting a Slide Show ............................................................................................................ 21


Presentation views ........................................................................................................... 22 Normal view ................................................................................................................................................. 22 Slide Sorter view .......................................................................................................................................... 22 Notes Page view ........................................................................................................................................... 23

Module 4: Printing Presentation ....................................................................................... 24

Printing a presentation.............................................................................................................. 24


Introduction This booklet is a step by step guide that complements the introduction to Microsoft PowerPoint training session and is to be used as a reference document only. It may refer to subjects that are covered in the training, but may not necessarily exactly mirror the contents of the course.


Module 1: Getting Started In this section you will learn:

What Microsoft PowerPoint is

How to open Microsoft PowerPoint

The PowerPoint screen overview

How to create new presentation

What is Microsoft PowerPoint Microsoft PowerPoint is software that allows the creation of electronic presentations that can be projected on to a screen. It can encompass graphics and animation effect for presentation enhancement.

Opening Microsoft PowerPoint There are several ways to open the Microsoft PowerPoint program. First, look for the PowerPoint Icon on your Desktop and double click it, or it may be on the Taskbar in which case single click it and PowerPoint will open.

If there is no Icon visible anywhere, type PowerPoint in the Search Box on the Taskbar and if found, the screen will appear like below.

If PowerPoint appears in the list, simply click on the Icon to start it.


PowerPoint Screen Overview When PowerPoint has started, you will see the following screen and the specific areas and sections that PowerPoint comprises of.

Elements of the PowerPoint window

1. File Tab 2. Quick Access Toolbar 3. Title bar 4. Minimise Window 5. Tabs 6. Ribbon 7. Group of buttons

8. Slide Pane 9. Slide View 10. Status Bar 11. Notes Pane 12. Zoom control 13. View buttons

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The Slide Pane The Slide Pane is where a miniature of all the slides in the presentation can be viewed. Clicking on the miniature slide will allow you to move back and forth in the presentation quickly. The slides can also be reordered by clicking and dragging them in the slide list.

The Notes Pane The Notes Pane allows you to create notes that relate to the content of a specific slide. These can be printed if required for presentation purposes.

The Ribbon The Ribbon is the part of the PowerPoint that allows you to control, format, and edit the slides created in a PowerPoint presentation. This is also where the tools that allow you to add presentation enhancements for effect can be found. Each Ribbon is separated into groups with the group name shown at the bottom. Each group contains buttons which can be used as tools to performing functions, e.g. in the Home ribbon below, examine the Font group. Use these buttons to change some types of formatting of the contents of a cell.

Activating a Ribbon 1. Point at the required Ribbon tab 2. Click the left mouse button

Selecting different Elements on a Slide Selecting can be done at an individual element of a slide or multiple elements. When you are selecting an elements or elements, you are indicating to PowerPoint that you are about to perform an action on the element. This could be entering data or changing the way the contents of the element appears. The selection process can be done using different techniques.


Selection Techniques Selecting a Single Element

1. Point the mouse pointer at the element you want to select 2. Click the Left mouse button

Selecting Multiple Elements 1. Position the mouse pointer above the centre of the first element to select

and click 2. Hold the Shift key down on the keyboard and click the left mouse button

on other elements that need to be selected. Repeat this process until all elements have been selected keeping the Shift key held down all the time

Editing Techniques Editing and Adding Text

1. Click inside the Edit box that surrounds the text 2. Enter or Amend the text as required using the Backspace or Delete key on

the keyboard to delete and amend text

Formatting Features Formatting Text

1. Select the text as previously described 2. Use the Formatting buttons on the Home ribbon to alter text formatting

as described in the table below

Button Image Format Applied

Emboldens the selected text for emphasis.

Imposes an Italic style on the selected text.

Underlines the select text.



Changes the font face. Click on the Down arrow to see

all options.

Increases or decreases the font size of the selected text. Click on the drop-down arrow to see a list of sizes or

click on the other buttons to increase or decrease the text size.

Change the colour of the selected font.

Change the case of the selected text. Click on the drop-

down arrow to see the options available.

Strike through the selected text.

Change the spacing between the characters.

Add a shadow to the text.

Align text to the left of the page.

Align text to the right of the page.



Align text to the centre of the page.

Block the text so that it is square on the right-hand side.

Add bullet points to the selected text.

Add numbered points to the selected text.

Change the spacing between the lines of the selected

text.

Add shading to the selected text.

Add borders to the selected text.

Creating a New Presentation Once PowerPoint is open, you can create additional new presentations. This is done as follows.

1. Click on the File tab 2. Click the New option


3. Click on the Blank Presentation option 4. Then click on the Create button

Opening a Presentation To open an old presentation or one that you have recently been working on can be done in the following manner.

1. Click on the File tab 2. Click on the Open option from the list


3. Then locate the files from its saved location

4. Then click on the Open button

Saving a Presentation To open an old presentation or one that you have recently been working on can be done in the following manner.

1. Click on the File tab 2. Click on the Save As option from the list

3. Locate the desired location to store the presentation 4. Give the presentation and appropriate name


5. Click on the Save button


Module 2: Building a New Presentation In this section you will learn hoe to:

Add new slides

Change slide layouts

Add a design to a presentation

Add WordArt to a slide

Add ClipArt to a slide

Add Images and Pictures to a slide

Use the Slide Pane

Adding new slides There is different type of slides layouts that can be added to a presentation. The presentation automatically creates a Title slide as the first slide when you create a new presentation.

1. Click on the New Slide drop-down button from the Slides group on the Home ribbon

2. From the pallet that appears, choose one of the predefined slide layouts 3. A new slide will be added and appear in the Slide Pane


4. By clicking on the image on the New Slide button, a slide will be added with the default layout of a bullet list

Changing slide layouts Slide layouts can be changed at any time for slides that already exist in the presentation. To do this follow the steps below.

1. Click on the Layout drop-down button from the Slides group on the Home ribbon

2. Click on the desired layout from the options displayed and the selected slide will have the layout changed


Adding design to a presentation Although it is not mandatory, a design can be added to the slides of a presentation for effect. This is done by selecting one of the predefined design as shown below.

Adding design 1. Click on the Themes drop-down button from the Themes group on the

Design ribbon

2. Click on the desired design from the list provided

Adding WordArt to a slide 1. Click on the WordArt drop-down button from the Text group on the

Insert ribbon


2. Click on the desired image from the WordArt pallet and an Edit box will appear

3. Type the desired text in the Edit box 4. Select the text as described before and use the new Format ribbon to

make changes to the text as desired

Adding ClipArt to a slide 1. Click on the ClipArt button from the Images group on the Insert ribbon


2. In the panel that appears on the right, in the Search for box, enter the category of ClipArt to search for

3. Click on the Go button and images found will appear 4. Click on the desired image

5. Click on Insert from the list that appears and the image will be inserted onto the slide


Adding Images and Pictures to a slide 1. Click on the Picture button from the Images group on the Insert ribbon

2. Locate the folder that contains the Image or Picture that you want to insert

3. Click on the desired Image or Picture and then click on the Open button and the Image or Picture will be inserted onto the slide

Using the Slide Pane The Slide Pane is the panel on the left of the Normal view which contains images of all the slides in the presentation. This pane can be used for several purposes as described below. Moving between slides in the Slide Pane

1. Click on the slide that you want to see


2. The chosen slide will be displayed in the Slide section of the view

Moving slides using the Slide Pane

1. Click on the slide that you want to move 2. Drag the mouse up or down to move the slide to the desired position in

the presentation Deleting slides using the Slide Pane

1. Click on the slide that you want to delete 2. Press the Delete key on the keyboard


Module 3: Enhancing Presentations with Special Effects In this section you will learn to:

Add Transition effect to a presentation

Add Animation effect to a presentation

Present a Slide Show

Adding Transition effect to a presentation Transition effect is the effect imposed on a presentation as it moves from slide to slide. This type of effect comes in different appearances and can be add as shown below.

1. Click on the Transition drop-down button from the Transition to this slide group on the Transitions ribbon

2. Click on the desired Transition from the list provided 3. If the Transition is not suitable, repeat the process until you find a

suitable transition 4. To apply the Transition to all the slides in the presentation, click on the

Apply To All button Adding Animation effect to a presentation Animation effect is the effect imposed on test or images and pictures on each individual slide. It defines in what sequence and how they appear on to the slide during a presentation. This type of effect comes in different visual categories and can be added as shown below.


1. Select the text, image or picture that you want to add Animation effect to

2. Click on the Animation drop-down button from the Animation group on the Animations ribbon

3. Click on the desired Animation effect and it will be imposed on whatever has been selected

Presenting a Slide Show The Slide Show is the view that is used to present the slides that have been created and that form part of the presentation. The Slide Show can be initiated in several ways as shown below.

1. Click on the Slide Show ribbon

2. Click on the From Beginning button and the Slide Show will start 3. Click the left mouse button or press Enter key on the keyboard to

advance the slides 4. Click on the Esc key on the keyboard to terminate the show


5. The Slide Show can also be initiated by using the buttons at the bottom right of the screen

Presentation views Although the actual presentation is delivered in Slide Show view, there are other important views that can be used for different purposes. These are explained below.

Normal view This view, as shown in previous sections, is the view used to design and create all the features of the presentation. This is the view where text and images and pictures are added, manipulated and formatted and special effects added.

1. In the View ribbon, from the Presentation Views group, click on the Normal button

2. This is the default view so will only need selecting if you have changed the view

Slide Sorter view This view can be used to move slides around and change the sequence in the same way as can be done in using the Slide Pane in the Normal view.

1. In the View ribbon, from the Presentation Views group, click on the Slide Sorter button


Notes Page view This view can be used to add notes to a slide to reflect what the contents of the slide mean. The presentation can be printed in this view as an aid to the presenter.

1. In the View ribbon, from the Presentation Views group, click on the Notes Pages button

2. Simply click in the Edit box and add the required notes


Module 4: Printing Presentation In this section you will learn to:

Print a presentation

Printing a presentation A presentation can be printed in different styles depending on the requirements. Each different style has its own purpose and can be achieved as shown below.

1. click the File ribbon and click the Print option

2. From the Settings section, select the following settings


3. Then click on the Print button

What Slides to Print What Style you want to Print

How you want it printed Colour or black and white

Module 1: Getting StartedWhat is Microsoft PowerPointOpening Microsoft PowerPointPowerPoint Screen OverviewElements of the PowerPoint window

The Slide PaneThe Notes PaneThe RibbonActivating a RibbonSelecting different Elements on a Slide

Selection TechniquesSelecting a Single ElementSelecting Multiple Elements

Editing TechniquesEditing and Adding Text

Formatting FeaturesFormatting Text

Creating a New PresentationOpening a PresentationSaving a Presentation

Module 2: Building a New PresentationAdding new slidesChanging slide layoutsAdding design to a presentationAdding design

Adding WordArt to a slideAdding ClipArt to a slideAdding Images and Pictures to a slideUsing the Slide PaneMoving between slides in the Slide PaneMoving slides using the Slide PaneDeleting slides using the Slide Pane

Module 3: Enhancing Presentations with Special EffectsAdding Transition effect to a presentationAdding Animation effect to a presentationPresenting a Slide ShowPresentation viewsNormal viewSlide Sorter viewNotes Page view

Module 4: Printing PresentationPrinting a presentation

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