Devine Vision Tech Learning Centre

Microsoft PowerPoint and Presentation Software

A complete online book for planning, creating, designing, presenting, reviewing, sharing and exporting professional presentations.

38 original slides retained 14 structured source lessons Accessibility and collaboration Practical projects and shortcuts

What is a presentation?

A presentation is an organized method of communicating information, explaining an idea, reporting findings or persuading an audience. It normally combines spoken delivery with visual support such as slides, photographs, charts, diagrams, tables, audio and video.

What is presentation software?

Presentation software is a computer application used to create, arrange, display and share visual slides. Examples include Microsoft PowerPoint, Google Slides, LibreOffice Impress, Apple Keynote, Canva presentations, Prezi, Zoho Show and Powtoon. SlideShare is mainly a platform for publishing and viewing presentations rather than a complete desktop authoring application.

Microsoft PowerPoint

A presentation application for creating slides, presenting them live, sharing them online and exporting them to several formats.

Microsoft Word

Best for long written reports, letters, policies, research reports and documents with paragraphs and references.

Microsoft Excel

Best for calculations, structured records, formulas, tables, charts and analysis that may later be inserted into PowerPoint.

PowerPoint for the web

A browser-based version that supports creating, editing and sharing presentations without installing the desktop application.

Common uses of PowerPoint

Classroom teaching, student seminars and practical demonstrations.
Business proposals, sales presentations and project reports.
Research findings, laboratory reports and quality-improvement meetings.
Patient education, public-health awareness and community training.
Continuing professional development, workshops and staff orientation.
Church, conference, event and organizational presentations.
Creating digital posters, photo slideshows, narrated lessons and simple videos.

Advantages

Communicates key ideas clearly using text and visual evidence.
Supports pictures, tables, charts, diagrams, audio, video and screen recordings.
Can be edited, rearranged, reused and updated quickly.
Works with small groups, large audiences, online meetings and self-paced learning.
Can produce slides, handouts, notes pages, PDF files, images and videos.
Supports collaboration, comments and shared editing.
Helps summarize analysed data from Excel and written reports from Word.

Limitations

May require a computer, software, electricity, projector, display or internet connection.
Poor design can distract the audience or hide the real message.
Too much text encourages presenters to read instead of explain.
Large video, audio and image files can make the presentation slow or difficult to share.
Different computers may not contain the same fonts, codecs or PowerPoint version.
PowerPoint should support the presenter, not replace preparation, subject knowledge and audience interaction.

Starting Microsoft PowerPoint

Open the Windows Start menu or Search.
Type PowerPoint.
Select Microsoft PowerPoint.
Choose Blank Presentation, a template or an existing file.
Save the presentation immediately using a meaningful file name.

Main parts of the PowerPoint window

Feature	Purpose
Title Bar	Displays the name of the current presentation and PowerPoint.
Quick Access Toolbar	Provides frequently used commands such as Save, Undo and Redo.
File Tab	Opens Backstage view for New, Open, Save, Print, Share, Export and Options.
Ribbon	Contains tabs, groups and commands used to create and manage presentations.
Slides Pane	Shows slide thumbnails and allows slides to be selected, moved, duplicated or deleted.
Slide Workspace	The main area where the active slide is created and edited.
Notes Pane	Stores speaker notes that support the presenter without appearing on the projected slide.
Status Bar	Shows slide number, comments, language, view buttons and zoom controls.
Zoom Control	Increases or reduces the screen view without changing the actual slide size.

Ribbon tabs

Tab	Main functions
Home	Clipboard, New Slide, Layout, Font, Paragraph, Drawing and Editing.
Insert	Tables, pictures, icons, shapes, SmartArt, charts, links, text, symbols, audio, video and recordings.
Design	Themes, variants, slide size, background formatting and design suggestions.
Transitions	Controls how one slide changes to the next.
Animations	Controls how objects enter, move, receive emphasis or exit within a slide.
Slide Show	Starts, configures, rehearses, records and presents the slide show.
Review	Spelling, language, comments, comparison and accessibility tools.
View	Normal, Outline, Slide Sorter, Notes Page, Reading View, master views, guides and zoom.
Recording	Records narration, camera, ink and timing where the installed version supports it.

Kwa ufupi: Ribbon ni sehemu ya juu yenye makundi ya amri; Slide ni ukurasa mmoja wa PowerPoint; Title Bar huonyesha jina la faili; Zoom Control hukuza au kupunguza mwonekano; Quick Access Toolbar hurahisisha Save, Undo na Redo.

Presentation views

View	When to use it
Normal View	Create and edit one slide while seeing slide thumbnails and notes.
Outline View	Review the presentation’s text structure and sequence.
Slide Sorter View	Rearrange many slides, apply transitions and review the overall flow.
Notes Page View	Prepare detailed speaker notes for each slide.
Reading View	Preview the presentation in a window.
Slide Show View	Deliver the presentation full screen.
Slide Master View	Control repeated layouts, placeholders, colours, fonts, logos and footers.
Handout Master	Control the appearance of printed handouts.
Notes Master	Control the appearance of printed notes pages.

Useful navigation methods

Click a slide thumbnail to select it.
Use Page Up and Page Down to move between slides while editing.
Use Slide Sorter to move several slides quickly.
Use sections to divide a long presentation into named groups.
Use the Selection Pane to rename, hide, reorder and select overlapping objects.
Use Guides, Gridlines and Smart Guides to align objects precisely.

Plan before designing slides

Identify the audience: knowledge level, language, needs and expectations.
Define one clear purpose: inform, teach, demonstrate, report or persuade.
Write the main message in one sentence.
Select only information that supports the purpose.
Create an outline or storyboard before adding design effects.
Estimate the available presentation time and reserve time for questions.
Collect reliable evidence, images and data, then record the sources.

Five main parts of a presentation

Part	What it should contain
1. Title slide	Topic, presenter, organization, date and optional subtitle.
2. Introduction	Purpose, background, learning objectives and overview.
3. Main part	Evidence, explanations, examples, demonstrations and findings arranged logically.
4. Summary	Main lessons, conclusions or recommendations.
5. Last slide	Questions, contact information, references, call to action or acknowledgement.

Common ways to organize the main part

Chronological order for history, procedures or project stages.
Problem → cause → effect → solution.
General concept → specific examples.
Comparison of two or more options.
Research objective → method → results → discussion → conclusion.
Clinical or laboratory case → findings → interpretation → action.

One slide, one main idea: A slide can contain supporting details, but the audience should immediately understand its central message.

Format	Purpose
.pptx	Normal modern PowerPoint presentation.
.ppt	Older PowerPoint 97–2003 format used for compatibility.
.ppsx	PowerPoint Show that opens directly in Slide Show mode.
.potx	PowerPoint template for creating new presentations with a standard design.
.pptm	Macro-enabled presentation.
.pdf	Fixed-layout version for reading, printing or distribution.
.mp4	Video export containing slide timings, animations and narration where supported.
.png / .jpg	Exports each slide as an image.

Compatibility precautions

Use commonly available fonts or embed fonts when licensing and the PowerPoint version allow it.
Compress large pictures, video and audio before distribution.
Keep linked files in a predictable folder or embed them where appropriate.
Use Inspect Document to identify hidden notes, personal information or comments before sharing.
Test the presentation on the actual computer, projector, speakers and display before the event.
Carry a PDF backup when animations and multimedia are not essential.

Create a new slide

Select the slide after which the new slide should appear.
Choose Home → New Slide.
Open the New Slide menu and choose an appropriate layout.
Enter the title and content using the placeholders.

Common slide layouts

Title Slide
Title and Content
Section Header
Two Content
Comparison
Title Only
Blank
Picture with Caption

Managing slides

Duplicate: right-click the slide thumbnail and choose Duplicate Slide.
Move: drag the thumbnail to the required position.
Delete: select the slide and press Delete.
Hide: hide a slide when it should remain in the file but not appear in the normal show.
Sections: group related slides and collapse or move them together.
Reuse Slides: insert slides from another presentation and decide whether to keep source formatting.

Placeholders and text boxes

A placeholder is part of a layout and may contain text, pictures, charts, tables or other content. A text box is inserted manually and can be placed anywhere. Placeholders are normally better for consistent design because they follow the Slide Master.

Adding and formatting text

Click inside a placeholder or select Insert → Text Box.
Use the Home tab to set font, size, bold, italic, colour, alignment and line spacing.
Use bullets for brief related points and numbering for sequences.
Use Increase List Level and Decrease List Level to control hierarchy.
Use Format Painter to copy formatting from one object to another.
Use WordArt and text effects only when they improve meaning and readability.

Recommended text practice

Use short statements rather than long paragraphs.
Use keywords that help the audience follow the spoken explanation.
Use large, clear fonts. The correct size depends on room size, screen and audience distance; always test visibility.
Keep headings clearly larger than body text.
Maintain consistent capitalization, punctuation and terminology.
Avoid writing entire slides in uppercase.
Do not rely on the old “6 × 6 rule” as an absolute law; use as little text as the message allows.

Do

Use readable fonts.
Keep statements concise.
Use meaningful headings.
Explain details verbally.

Do not

Use several decorative fonts.
Fill the slide with small text.
Use unexplained abbreviations.
Read every word directly from the screen.

Insert tab objects

Object	Suitable use
Pictures	Photographs, screenshots, diagrams and evidence.
Shapes	Arrows, labels, flowcharts, process maps and callouts.
Icons	Simple scalable symbols that support recognition.
SmartArt	Processes, cycles, hierarchies, relationships and lists.
Tables	Small structured comparisons and concise numerical data.
Charts	Trends, comparisons, proportions and relationships.
Audio	Narration, pronunciation, sound evidence or music when justified.
Video	Demonstrations, interviews, procedures or recorded evidence.
Screen Recording	Software demonstrations and digital procedures.
Hyperlinks	Web pages, files, email addresses or navigation to another slide.
Action Buttons	Interactive navigation and kiosk-style presentations.
3D Models	Rotatable models where supported and educationally useful.

Picture quality and copyright

Use images that directly support the message.
Use high-resolution images; do not enlarge a small image until it becomes pixelated.
Crop unwanted areas and preserve the image’s aspect ratio.
Add a source or acknowledgement when required.
Use images you created, licensed images, public-domain material or content allowed by its licence.
Add alternative text for informative images.

Media performance

Use supported media formats.
Compress media where appropriate.
Trim audio or video to the necessary section.
Set Start to On Click or Automatically based on the presentation plan.
Test audio level, speakers and video playback before presenting.

Themes and variants

A theme combines colours, fonts, effects and background styles. Variants provide alternative colours or styles within the same theme. Use one main visual system rather than changing the design on every slide.

Slide size

Widescreen 16:9: common for modern displays, projectors and online meetings.
Standard 4:3: may be required for older equipment or specific printing needs.
Set the slide size before completing the design because changing it later may reposition content.

Slide Master

Choose View → Slide Master.
Select the top master to control the entire presentation.
Set theme fonts, colours, background, logo position and default placeholders.
Edit individual layouts for special slide types.
Close Master View and apply the layouts to slides.
Save the design as a .potx template when it should be reused.

Why use Slide Master?

Maintains consistent headings, fonts, colours and logos.
Reduces manual repetition.
Makes future changes faster.
Improves accessibility by encouraging proper placeholders and reading order.

Choose the correct visual

Visual	Best use
Column or Bar Chart	Compare categories, departments, products or facilities.
Line Chart	Show change over time.
Pie or Doughnut Chart	Show a small number of parts of a whole.
Scatter Chart	Show a relationship between two numerical variables.
Table	Show exact values or a small detailed comparison.
SmartArt	Show a conceptual process or relationship, not numerical analysis.

Using Excel data in PowerPoint

Create and verify calculations in Excel.
Copy a table or chart and paste it into PowerPoint.
Use Paste Special → Paste Link when the slide should update from the Excel source.
Use an embedded object when the data should travel with the PowerPoint file.
Use a picture when editing is no longer required and stable appearance is more important.
Check confidential data before linking or embedding a workbook.

Graph and chart good practice

Do

Use descriptive titles.
Label axes and units.
Discuss the visual verbally.
Highlight the important pattern.

Do not

Use unreadable labels.
Use misleading scales.
Add unnecessary 3D effects.
Show a complex chart without explanation.

Transition

A transition is the visual change that occurs when moving from one slide to another. Examples include Fade, Push, Wipe, Split and Morph where supported.

Animation

An animation controls an object within a slide. The main categories are:

Entrance: the object appears.
Emphasis: the object already on the slide receives attention.
Exit: the object disappears.
Motion Path: the object moves along a defined path.

Animation controls

Start On Click: begins after a click.
Start With Previous: begins with the previous action.
Start After Previous: begins automatically after the previous action.
Duration: controls speed.
Delay: waits before starting.
Animation Pane: displays order, timing and multiple effects.
Trigger: starts an animation when a selected object is clicked.

Do

Use motion to reveal steps.
Keep transitions consistent.
Use short, calm effects.
Test timing during rehearsal.

Do not

Apply random effects to every slide.
Add sounds without a clear reason.
Use movement that distracts from content.
Make the audience wait for slow animations.

Start the presentation

F5: start from the beginning.
Shift + F5: start from the current slide.
Slide Show tab → From Beginning or From Current Slide.

Presenter View

Presenter View can show the current slide, next slide, speaker notes, timer and navigation tools to the presenter while the audience sees only the slide show. Confirm that the correct display is assigned before beginning.

Navigation during a presentation

Action	Method
Next slide or animation	Right Arrow, Down Arrow, Page Down, Spacebar or mouse click.
Previous slide	Left Arrow, Up Arrow or Page Up.
Go to a slide	Type the slide number and press Enter.
Black screen	Press B or the period key.
White screen	Press W or the comma key.
End slide show	Press Esc.
Display slide-show shortcuts	Press F1 during the slide show.

Pointer tools

Laser Pointer
Pen
Highlighter
Eraser

Professional delivery: Face the audience, speak clearly, maintain eye contact, explain the slide rather than reading it, and pause for important information.

Speaker notes

Use the Notes Pane for explanations, examples, reminders, pronunciation, references and transitions to the next slide. Notes normally appear in Presenter View and printed Notes Pages, not on the projected slide.

Rehearse with timings

Run the presentation under realistic conditions.
Record how long each slide is displayed.
Check whether the presentation fits the available time.
Shorten repeated or low-priority sections.
Reserve time for questions and technical delays.

Recording

Where supported, PowerPoint can record narration, slide timings, ink, pointer activity and camera video. Review the recording, correct errors and confirm that private notes or notifications are not visible.

Practice checklist

Use the actual projector or display where possible.
Ask another person to review clarity and pacing.
Test audio, video, hyperlinks and animations.
Confirm the backup copy and offline alternative.
Do not leave all room lights off; the audience must see both the screen and presenter safely.

Make slides usable by more people

Use built-in slide layouts and placeholders.
Give every slide a unique, meaningful title.
Add alternative text to informative pictures, charts and diagrams.
Mark decorative images as decorative where supported.
Use sufficient contrast between text and background.
Do not use colour alone to communicate status or meaning.
Use descriptive hyperlink text rather than “click here”.
Add captions or transcripts to important audio and video.
Set the correct proofing language.
Check reading order so screen readers announce objects logically.

Accessibility Checker

Open the Review tab.
Select Check Accessibility.
Review errors, warnings and tips.
Fix missing alt text, low-clarity links, reading-order problems and other issues.
Re-run the checker before sharing or exporting.

Remember: Accessibility improves clarity for everyone, including people using projectors in bright rooms, mobile devices, screen readers or translated captions.

Saving

Press Ctrl + S regularly.
Use a clear file name, version and date.
Keep an editable .pptx master copy.
Create backups on approved storage.

Export options

Output	Suitable use
PDF	Distribution, printing and stable appearance.
MP4 video	Narrated or self-running lesson.
PNG/JPG	Individual slide images.
PPSX	A file that starts in Slide Show mode.
Handouts	Printed slides with space for audience notes.
Notes Pages	Slides plus speaker notes.
Outline	Text-only structure for review or transfer to Word.

Printing

Choose full-page slides, notes pages, outline or handouts.
Select the number of slides per handout.
Choose colour, grayscale or pure black and white.
Preview page orientation, margins and readability.
Use handouts when the audience needs to record notes.

Text — Do

Keep slides concise.
Use clear fonts.
Use statements and keywords.
Use a consistent hierarchy.

Text — Do not

Fill slides with details.
Use tiny or decorative fonts.
Use unexplained abbreviations.
Read the slide word for word.

Colour — Do

Use a controlled palette.
Maintain strong contrast.
Use colour consistently.
Test on the actual display.

Colour — Do not

Use many unrelated colour schemes.
Place dark text on a dark background.
Use colour as the only indicator.
Use distracting gradients.

Images — Do

Use relevant, high-quality images.
Add labels where necessary.
Crop carefully.
Add alt text.

Images — Do not

Overcrowd the slide.
Stretch images out of proportion.
Use pixelated pictures.
Use unlicensed content carelessly.

Sound and motion — Do

Use them to explain or demonstrate.
Keep effects consistent.
Control timing.
Test playback.

Sound and motion — Do not

Add sound without purpose.
Use random transitions.
Apply excessive animations.
Delay the audience unnecessarily.

Ctrl + NCreate a new presentation

Ctrl + OOpen a presentation

Ctrl + SSave

F12Save As

Ctrl + PPrint

Ctrl + MInsert a new slide

Ctrl + DDuplicate selected slide or object

Ctrl + CCopy

Ctrl + XCut

Ctrl + VPaste

Ctrl + ZUndo

Ctrl + YRedo

Ctrl + ASelect all

Ctrl + GGroup selected objects

Ctrl + Shift + GUngroup selected objects

Ctrl + KInsert hyperlink

Ctrl + Shift + CCopy formatting

Ctrl + Shift + VPaste formatting

Alt + F10Open Selection Pane

F5Start slide show from beginning

Shift + F5Start from current slide

EscEnd slide show

BBlack screen during slide show

WWhite screen during slide show

F1Show slide-show shortcut help

Page DownNext slide

Page UpPrevious slide

Project 1: Five-slide personal introduction

Title slide.
Education or professional background.
Skills illustrated with icons.
Career goal.
Closing and contact slide.

Project 2: Laboratory procedure presentation

Create a presentation that explains specimen collection or equipment use. Include objectives, safety precautions, labelled images, a step-by-step process, common errors, quality-control points and a summary.

Project 3: Excel results in PowerPoint

Analyse data in Excel, create a correct chart, place the chart in PowerPoint, explain the result and provide a conclusion or recommendation.

Project 4: Patient or community education

Create a simple presentation using plain language, high contrast, appropriate images and a clear call to action. Avoid private patient information.

Project 5: Research presentation

Title and presenter.
Background and problem statement.
Objectives.
Methods.
Results using charts or tables.
Discussion.
Conclusion and recommendations.
References and acknowledgements.

Assessment checklist

Area	Check
Content	Correct, relevant, complete and logically arranged.
Structure	Clear title, introduction, main part, summary and closing.
Design	Consistent theme, readable text and balanced spacing.
Visuals	Relevant, clear, labelled and properly sourced.
Accessibility	Slide titles, alt text, contrast and reading order checked.
Delivery	Presenter explains rather than reads and remains within time.
Technical quality	Links, media, transitions, animations and display tested.
File management	Correct format, meaningful name and backup available.

Problem	Possible solution
Font changes on another computer	Use common fonts, embed fonts where allowed or export a PDF backup.
Video or audio does not play	Check file format, path, codec, sound output and whether the media is linked or embedded.
Presentation is very large	Compress pictures and media, remove unused master layouts and delete unnecessary objects.
Projector shows the wrong screen	Check display settings, Duplicate/Extend mode and Presenter View monitor assignment.
Objects are difficult to select	Use the Selection Pane and rename objects.
Slides look crowded	Remove low-priority content, split the slide and use whitespace.
Animations occur in the wrong order	Use the Animation Pane to reorder and retime effects.
File will not open	Try Open and Repair, a backup, version history or another compatible PowerPoint application.
Hyperlink fails	Confirm the link, internet access and security settings.
Content shifts after changing slide size	Review each slide and reposition objects after resizing.

Recovery and backup

Use AutoRecover and save regularly.
Keep versioned copies before major editing.
Use OneDrive or SharePoint version history where available.
Carry the PowerPoint file, PDF backup and essential media.

Original illustrated Microsoft PowerPoint presentation The presentation is displayed directly from Google Slides in responsive 16:9 format.

Open in Google Slides

Use the controls inside the presentation to move between slides. The Open button is available when browser privacy settings block embedding.

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Microsoft PowerPoint slide 1

features introduction Ppt structure Computer presentation Advantages and disadvantages Dos and don’ts

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PRESENTATION SOFTWARES

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts PRESENTATION SOFTWARES

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old presentation

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts old presentation

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What is presentation

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts What is presentation A presentation is a method of communicating information to an audience. It involves delivering content, often in the form of a speech or a talk, accompanied by visual aids such as slides, charts, graphs, and multimedia elements

Slide 5 of 38

Presentation software

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts Presentation software Presentation software refers to computer programs or applications designed to create and deliver visual presentations. These presentations typically involve a combination of text, images, charts, graphs, and other multimedia elements to convey information to an audience.

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Examples of presentation software

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts Examples of presentation software Zoho show Slide share Powtoon Canva Microsoft power point Prezi Focusky Google slide

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Examples of presentation software

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts Examples of presentation software

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What is Microsoft PowerPoint

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts What is Microsoft PowerPoint Microsoft PowerPoint is a powerful presentation software developed by Microsoft cooperation. The program uses slides to convey information rich in multimedia

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Microsoft PowerPoint slide 9

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts

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Advantages of using presentation software including

features introduction Ppt sturcture Computer presentation Advantages and disadvantages of ppt Dos and don’ts Advantages of using presentation software including Clear communication Professionalism Visual representation Education &training Patient education Collaboration Report Time efficiency Print in variable formats

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Other advantages

features introduction Ppt sturcture Computer presentation Advantages and disadvantages of ppt Dos and don’ts Other advantages Most adaptable and purpose of all media Can use many types of images Pictures Charts Tables Movies Easy to update and edit During presentation and if presentation is reused Can be used with any size of group Use again in other training Change sequence of slides between presentations Print in variable formats To summarize analysed data To generate different presentations important in medical meetings

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Limitations of PowerPoint

features introduction Ppt sturcture Computer presentation Advantages and disadvantages of ppt Dos and don’ts Limitations of PowerPoint Expensive: requires a computer, software, electricity, a projector and a screen Requires computer skills Often overused or over-relied upon

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Microsoft PowerPoint slide 13

features introduction Ppt sturcture Computer presentation Advantages and disadvantages Dos and don’ts

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Power point window features

Features introduction Ppt structure Computer presentation Advantages and disadvantages Dos and don’ts Power point window features Power point window features = vitu vinavyoonekana baada ya kufungua program ya Microsoft powerpoint Ni hivi vifuatavyo Ribbon : sehemu ya juu imegawanywa kwenye makundi Ribbon tab: file , home insert, desing, trasition n.k Slide : ukurasa wa kuandikia Zoom control : kwa ajili ya kukuza Title bar: hutunza jina la program na faili Quick access tool bar : hukuwezesha kusevu, kirahisi

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