PowerPoint Presentation Skills

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Computer Applications

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Power Point Presentation

Apply presentation skills in information dissemination

Learning Objectives

Define PowerPoint program
Launch/start PowerPoint program
Create PowerPoint presentation
Format text of a PowerPoint presentation
Add clip art and pictures in PowerPoint presentation
Add charts, diagrams and tables in presentation
Add AutoShapes, WordArt and hyperlinks in presentation
Create animate slides
Add transitions to a presentation

Print a PowerPoint presentation

Define PowerPoint

PowerPoint is a software package designed to create electronic presentations consisting of a series of separate pages or slides.

Sometimes abbreviated as PP or PPT

This program developed by Microsoft Corporation 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.

PowerPoint versions

PowerPoint 2003 (version 11) (Office 2003)
PowerPoint 2007 (version 12) (Office 2007)
PowerPoint 2010 (version 14) (Office 2010)
PowerPoint 2013 (version 15) (Office 2013)
PowerPoint 2016 (version 16) (Office 2016)
PowerPoint 2019 (version 16) (Office 2019)

PowerPoint 2021 (version 16) (Office 2021)

Launch/start PowerPoint in Windows 7

You may use one of the following methods:

Click the Start button on the Windows taskbar, then select All Programs, Microsoft Office, PowerPoint.

If PowerPoint has recently been used on the computer or has been pinned to the Start Menu, it will appear on the first Start menu list. If so, click the shortcut to start the program.

If PowerPoint has been pinned to the taskbar, the PowerPoint icon will be displayed after the Start button on the taskbar. Click the PowerPoint icon to start the program.

If available, you may also double-click the PowerPoint shortcut on the Windows Desktop.

Launch/start PowerPoint in Windows 8, 10, 11

From the Start screen, click or tap the PowerPoint tile. You will then switch to the Desktop, where PowerPoint runs.

From the All Apps screen, click or tap the PowerPoint icon. You will then switch to the Desktop, where PowerPoint runs.

On the Desktop, click the PowerPoint Quick Launch icon in the taskbar.

PowerPoint window elements (2007)

A. Office Button

Used to open a new presentation, save the presentation, and access PowerPoint options.

B. Quick Access Toolbar

Also known as the QAT, this is a customizable toolbar placed by default next to the Office Button, you can add icons for your often used commands to this toolbar C. Title bar

This shows the title/name of your presentation and program that you are using
D. Close button
Used to close the current presentation

E. Ribbon

The Ribbon has tabs which in turn contain groups of buttons for various options, some groups also contain galleries (for example galleries for Themes and Theme Colors)

F. Slide Area

Used to display the active slide

G. Notes pane

Is where you input speaker notes for the current slide. None of this content is visible on the actual slide while presenting, although it is visible in both Notes Page view and Presenter view.

H. Zoom button
This shows the title/name of your presentation

I. View button

Used to view presentation in different views (normal view, slide sorter view and slideshow) J. Status bar

Shows messages and information about the view, such as the slide number and the current theme template used.

K. Outline tab

Used to view presentation text and edit it
L. Slide tab

Used in normal view to navigate from one slide to another

PowerPoint window (2013 – 2021)

Create PowerPoint presentation

To begin working with PowerPoint, you will need either to open an existing presentation or create a new one.

They are 3 ways of creating PowerPoint presentations
Create a PowerPoint Presentation Using a Template
Create a PowerPoint Presentation from Blank Slides

Create a PowerPoint Presentation from a Word Outline

I. Create a PowerPoint Presentation from blank slides

Step 1.From the File menu, select New. (In Microsoft 2007, select the Microsoft Office button and click New.)

Step 2. Double Click Blank Presentation or (Select blank presentation and click create button)

II. Create a PowerPoint Presentation using a template

Step 1. From the File menu, select New. (In Microsoft 2007, select the Microsoft Office button and click New.)

Step 2. Double Click one of the templates or (Select template you want and click create button

III. Create a PowerPoint Presentation from word outline

In Word 2007-2022, you will need to add the “Slide from outline" option to the "Quick Access Toolbar." Click the arrow at the right end of the "Quick Access Toolbar" and click "More Commands. Click on " Slide from outline " in the list of commands and then click "Add." Click "OK" to add the command to the "Quick Access Toolbar" and close the dialog box.

Then click slide from outline command, dialog box will appear then browse for your word document and open.

Microsoft Word will send the outline to PowerPoint. It will create a new slide show using the outline headings as slide titles and the subheadings as bullet points.

PowerPoint presentation views

You can view your PowerPoint file in a variety of ways, depending on the task at hand.

Some views are helpful when you're creating your presentation, and some are most helpful for delivering your presentation.

You can find the different PowerPoint view options on the View tab, as shown below.

PowerPoint presentation views

There are 6 different views in PowerPoint:

Normal View

Reading View

Outline View

Slide sorter View
Notes page View

Slide show View

Home work

Describe 6 PowerPoint presentation views

Adding new slide to a presentation

From the Home tab, click New Slide command.
Also you can use keyboard shortcut CTR + M

You can choose slide layout or change it later

Delete slide

If you want to remove a slide from your presentation, you can delete it.

Simply select the slide you want to delete, then press the Delete or Backspace key on your keyboard.

Also you can right click it and select delete
Other options when you right click the slide are:
Duplicate slide
Hide slide
Cut slide
Copy slide

Paste slide

Save your presentation

Click FILE(Office button in 2007) > Save, pick or browse to a folder, type a name for your presentation in the File name box, and click Save.

Save your work as you go. Hit Ctrl+S often.

Format text of a PowerPoint presentation

The commands commonly used to format text are included in the Font group on the HOME tab:
Font type
Font size
Bold, italics, and underline
Center, align left, and align right
Bullets and numbering
Font color
Increase font size

Decrease indent

Format text of a PowerPoint presentation

To add lists in your presentation
Within a text placeholder, select the HOME tab.

From the Paragraph group, select the Bullets or Numbering option

Add clipart and picture in presentation

Add picture
Select the Insert tab, then click the Pictures command in the Images group.

A dialog box will appear. Locate and select the desired image file, then click Insert.

Add SmartArt

From the Insert tab, select the SmartArt command in the Illustrations group.

A dialog box will appear. Select a category on the left, choose the desired SmartArt graphic, and click OK.

Add charts, diagrams and tables in presentation

Add charts

Click Insert > Chart.

Select the chart type and

then double-click the chart you want.

In the worksheet that appears, replace the placeholder data with your own information.

Add charts, diagrams and tables

Insert table

On the Insert tab, click the Table command.

Hover your mouse over the diagram squares to select the number of columns and rows in the table.

Also you can use placeholder to

insert table

You can change table styles and also insert and delete rows and columns

Use Design tab to change Table styles and Layout to insert and delete row or column.

Add AutoShape, WordArt and Hyperlinks

Add Shapes

Shapes, such as lines, rectangles, block arrows, flowchart objects, and callouts, can enhance your presentations in a variety of ways.

Select the Insert tab, then click the Shapes command in the Illustrations group.
A drop-down menu of shapes will appear.

You can use Format tab to change shape style, shape fill and shape outline

Add WordArt

Click Insert > WordArt, and pick the WordArt style you want.
The placeholder text "Your text here" appears,
with the text highlighted.

Enter your own text to replace the placeholder text.

Add Hyperlinks and action button

Select the text or object you want to use as a hyperlink. In this example, we will use text.

Select the Insert tab.

Click the Hyperlink command in the Links group. The Insert Hyperlink dialog box will appear.

If you use text for the hyperlink, the Text to display field will appear active in the dialog box.

You can create a link to Existing file or web page, link in the same document, link to a new document or Email address

PowerPoint Presentation Skills

Another tool you can use to connect to a webpage, file, email address, or slide is called an action button, or action link.

Action buttons are built-in button shapes you can add to a presentation and use as hyperlinks.

When someone clicks or moves over the button, the action can occur.
To insert action button
Select the slide that you want to insert action button.
Select the Insert tab.
Click the Shapes command in the Illustrations group.

Select an action button from the bottom of the list

Insert the shape onto the slide. The Actions Setting dialog box will appear.

Select the Mouse Click or Mouse Over tab
Then select hyperlink to:
select an option from the menu.

You can also select play sound and click ok

Add footer, slide number and date

On the Insert tab, in the Text group, click Header & Footer.
In the Header and Footer dialog box, click the Slide tab.
Use checkbox to insert date,

slide number or footer

Add transition to a presentation(2013-2021)

Transitions are animations that you can use when advancing from one slide to the next during a presentation.

They can be fun, but be careful not to overdo it with complicated transitions because they can become distracting… To apply transition:

Select the slide that you want to apply a transition to.

To select multiple slides, hold down Ctrl as you select each slide.

Click the Transitions tab.

Click the Slide Transitions More button.

Select the transition you want to use.

You can modify transition by changing the following properties

Sound: Pick a sound to play in unison with the slide transition.

Duration: Specify the length of the transition.

Apply To All: Apply the current slide’s transition, effects, and timing settings to the entire presentation.

On Mouse Click: Select this option to have the slide advance when the mouse is clicked.

After: Select this option to have the slide advance after the amount of time you specify.

Add transition to a presentation(2007)

Select the slide you want to modify.

Select the Animations tab.

Locate the Transition to This Slide group. By default, No Transition is applied to each slide.

Add animation to a presentation

Animation refers to the movement and sound accompanying text or slides in your presentation.

Using animation with your lists and slides can often add excitement to your presentation by displaying text at crucial moments and making smooth transitions between topics.

You can use preset animations or customize the animation to achieve the desired result.

PowerPoint allows you to easily and quickly animate any object in your presentation. Objects include images, charts, text, and SmartArt. Animations may also contain sounds.

Add animation to a presentation (2007)

To add animation: Open a PowerPoint presentation and select the slide where the animation will be added.

Highlight the first section you wish to animate.
For the PowerPoint 2007:
Select the text or object on the slide you want to animate.

Select the Animations tab.

Click the Animate drop-down menu in the Animations group to see the animation options for the selection. The options change based on the selected item To use custom animation select “Custom Animation” and choose your desire effect

Add animation to a presentation (2013-2021)

Open a PowerPoint presentation and select the slide where the animation will be added.

Highlight the first section you wish to animate.

Select the Animation tab and options in the ribbon appear.

Scroll through and choose one of the animation

Print a PowerPoint presentation (2007)

Whether you want to print handouts, notes pages, or slides, you’ve come to the right place.

To print:
Click the Microsoft Office button.

Select Print – The Print dialog box appears.

Select the printer you want to use if you have more than one printer.

PowerPoint Presentation Skills

Click Properties. From here, you can make choices on paper size and whether to print on both sides. These options vary from printer to printer.

Enter a print range.

Decide what you want to print: slides, handouts, notes pages, or an outline.

Choose the number of copies to print.

Click OK.

Print a PowerPoint presentation (2013-2021)

On the File tab, click Print.

Under Printer, click the down arrow and select a printer from the list.

Choose which slides you want to print: Under Settings, click the first rectangle's down arrow and choose an option:

Choose a print layout:
Under Settings, click the second rectangle's down arrow

Choose the number of copies and print