Web Development and Database Administration

Module Title: - Operate Presentation Package

Module code: EIS WDDBA2 M08 1221

Nominal duration: 25 Hour

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Operate Presentation Package
This module covers the units:
 Create presentations
 Customize basic settings
 Format presentations
 Add slide show effects
 Print presentation and notes
UNIT ONE: CREATE PRESENTATIONS
[Link] a presentation package application
Introduction
You can use PowerPoint 2016 to develop professional presentations for electronic delivery as
on-screen slide shows, or for print delivery as slide decks with handouts and note pages. You
can also use PowerPoint to quite easily lay out complex single-page presentations for
production as flyers, posters, or postcards, or for delivery as electronic files, such as pictures.
Also a presentation program that allows you to create dynamic slide presentations. These
presentations can include animation, narration, images, videos, and much more. In this lesson,
you'll learn your way around the PowerPoint environment, including the Ribbon, Quick Access
Toolbar, and Backstage view.
The PowerPoint interface
When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be
able to create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to access the
PowerPoint interface.
Working with the PowerPoint environment
The Ribbon and Quick Access Toolbar are where you will find the commands to perform
common tasks in PowerPoint. Backstage view gives you various options for saving, opening a
file, printing, and sharing your document.

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The Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.
Showing and hiding the Ribbon
The Ribbon is designed to respond to your current task, but you can choose to minimize it if you
find that it takes up too much screen space. Click the Ribbon Display Options arrow in the
upper-right corner of the Ribbon to display the drop-down menu.
 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and
completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command
at the top of screen.
 Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
 Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open PowerPoint
for the first time.
Using the Tell me feature
If you're having trouble finding command you want, the Tell Me feature can help. It works just
like a regular search bar: Type what you're looking for, and a list of options will appear. You can
then use the command directly from the menu without having to find it on the Ribbon.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands
no matter which tab is selected. By default, it includes the Save, Undo, Redo, and Start From
Beginning commands. You can add other commands depending on your preference
[Link] PowerPoint
The way that you start PowerPoint 2016 is dependent on the operating system you’re running on
your computer. For example:
■■ In Windows 10, you can start PowerPoint from the Start menu, the All Apps menu, the Start
screen, or the taskbar search box.

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■■ In Windows 8, you can start PowerPoint from the Apps screen or Start screen search
results.
■■ In Windows 7, you can start PowerPoint from the Start menu, All Programs menu, or Start
menu search results.
You might also have a shortcut to PowerPoint on your desktop or on the Windows taskbar.
[Link] a simple design for presentation according to organizational
requirements
Manage Office and app settings
You access app settings from the Backstage view; specifically, from the Account page and the
PowerPoint Options dialog box.
1.3. Opening a blank presentation and adding text and graphics
[Link] presentations
When creating a new presentation, you can start by using a blank presentation or by using a
presentation that is based on a template. Unlike the templates provided for Word and Excel,
most PowerPoint templates are design templates that control thematic elements (colors, fonts,
and graphic effects) and slide layouts rather than content templates that provide purpose-specific
placeholder content.
When you start PowerPoint, the app displays a Start screen that gives you options for opening
an existing presentation or creating a new one.

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 [Link] screen display

1.4. Applying existing styles within a presentation

There are a few different ways to start a new presentation. If you press the Esc key
when this screen appears, PowerPoint starts a blank presentation for you. You can
also select from among the presentation thumbnails and links to create presentations
based on the following sources:

Blank presentation If you want to build and format a presentation from scratch, you
can start with a presentation based on the Blank Presentation template.

Design template You can save time by basing your presentation on one of the many
design templates that come with PowerPoint. A design template is a blank
presentation with a theme already applied to it. Sometimes it includes background
graphic elements and specialized slide layouts.

Content template You can preview and download many pre populated presentation
templates from the Office website. These templates provide not only the design
elements but also suggestions for content that is appropriate for different types of
presentations, such as reports or product launches.

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 The alternative slide size is Standard (4:3), which is optimized for wide
rectangular screens such as that of the iPad.
1.5. Using presentation template and slides
PowerPoint files are called presentations. Whenever you start a new project in
PowerPoint, you'll need to create a new presentation, which can either be blank or
from a template. You'll also need to know how to open an existing presentation.
1.6. Use various tools to improve the look of the presentation
The Start screen that appears by default when you start PowerPoint displays a list of
presentations you worked on recently, and a link to open other existing presenta-tions.
When a presentation is open, you can move among slides by clicking or tapping elements
in several areas of the app window, including the Thumbnails pane in Normal view and
the Slide pane in Normal view or Slide Sorter view. You can also move among slides by
rotating the wheel button on a mouse.
1.7. Saving presentation to directory
You save a presentation the first time by clicking the Save button on the Quick Access
Toolbar or by displaying the Backstage view and then clicking Save As. Both actions
open the Save As page, where you can select a storage location.
Operation sheet-1
Operation sheet 1.1: Add commands to the Quick Access Toolbar
 Operation title: Adding commands to the Quick Access Toolbar
 Purpose: To Add commands to the Quick Access Toolbar
 Instruction: Use each steps below properly :
 Tools and requirement:
1. Computer,
2. Office Software,
 Steps in doing the task

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To add commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you want to add from the drop-down menu. To choose
from more commands, select More Commands.
3. The command will be added to the Quick Access Toolbar.
The Ruler, guides, and gridlines
 Simply click the check boxes in the Show group on the View tab to show and hide
these tools
Zoom and other view options
You can choose to view your presentation in Normal view, Slide
Sorter view, Reading view, or Slide Show view. You can also zoom in and out to make
your presentation easier to read.
Switching slide views
 Switching between different slide views is easy. Just locate and select the
desired slide view command in the bottom-right corner of the PowerPoint window.
Zooming in and out
You can also select the + or - commands to zoom in or out by smaller increments. The
number next to the slider displays the current zoom percentage, also called the zoom level.
Operation sheet-2
Operation sheet 1.2: Create, Open, Pin, Convert and Save presentation
 Operation title: Creating, Opening, Pinning, Converting and Saving presentation
 Purpose: To Create, Open, Pin, Convert and Save presentation
 Instruction: Use each steps below properly :
 Tools and requirement:
3. Computer,
4. Office Software,

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  Steps in doing the task
Create a new presentation:
1. Click Browse. Alternatively, you can choose OneDrive to open files stored
on your OneDrive.
2. The Open dialog box will appear. Locate and select your presentation, then
click Open.
1. The Save As dialog box will appear. Select the location where you want to save
the presentation, enter a file name, and click Save.
2. The presentation will be converted to the newest file type.
To save a presentation:
1. Locate and select the Save command on the Quick Access Toolbar.
2. If you're saving the file for the first time, the Save As pane will appear
in Backstage view.
3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. Alternatively, you can
click OneDrive to save the file to your OneDrive.
4. The Save As dialog box will appear. Select the location where you want to save
the presentation.
5. Enter a file name for the presentation, then click Save.
[Link] for presentation
6. The presentation will be saved. You can click the Save command again to
save your changes as you modify the presentation.
You can also access the Save command by pressing Ctrl+S on your keyboard.

UNIT TWO : CUSTOMIZE BASIC SETTINGS

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When you create a presentation from a design template, the only slide that is immediately
available is the title slide. It’s up to you to add more slides for the content that you want the
presentation to include. You can create slides based on slide templates that are designed to
hold specific types of content, or you can copy existing slides from other presentations.
2.1Adjusting display to meet user requirements
[Link] different views of presentations
The elements of a presentation that you want to have a good view of change depending on
what you’re currently doing with the presentation. You can switch among standard
presentation views, adjust the elements shown in each view, and change the magnification
of the content in the app window.
A. Display standard views
PowerPoint has six views in which you can create, organize, and preview presentations.
The views are:
Normal view This view includes the Thumbnails pane on the left side of the app window,
the Slide pane on the right side of the window, and an optional Notes pane at the bottom of
the window. You insert, cut, copy, paste, duplicate, and delete slides in the Thumbnails
pane, create slide content in the Slide pane, and record slide notes in the Notes pane.
Notes page view this is the only view in which you can create speaker notes that contain
elements other than text ,although you can add speaker notes in the notes pane in normal
view, you must be in notes page view to add graphics, tables, diagrams, or charts to your
notes.
Outline view this view display a text outline of presentation in the outline pane and the
active slide in the slide [Link] can enter text either directly on the Slide or in the outline

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Reading view In this view,which is ideal for previewing the presentation, each slide fills
the screen. you can click buttons on the navigation bar to move through or jump to specific
slides.
Slide show view This view displays the presentation as a full-screen slide show, beginning
with the current slide. It displays only the slides and not the presenter tools.
Slide sorter view This view displays the thumbnails of all the slides in the presentation.
In this view, you mange the slides, rather than the slide content.

Change the display of content

You can easily switch among multiple open presentations. If you want to compare or
work with the content of multiple presentations, you can simplify the process by
displaying the presentations next to each other.
2.2. Opening and viewing different toolbars
2.2.1. Identify app window elements
The Power Point app window contains the elements described in this section. Commands
for tasks you perform often are readily available, and even those you might use
infrequently are easy to find.
[Link] bar
At the top of the app window, this bar displays the name of the active file, identifies the
app, and provides tools for managing the app window, ribbon, and content.

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 Fig [Link] title bar elements are always on the left end, in the center, and on
the right end of the title bar
[Link]
The ribbon is located below the title bar. The commands you’ll use when working with a
presentation are gathered together in this central location for efficiency.

Fig [Link] ribbon might display additional tabs

C. Status bar
Across the bottom of the app window, the status bar displays information about the current
presentation and provides access to certain PowerPoint functions. You can choose which
statistics and tools appear on the status bar. Some items, such as Document updates
available, appear on the status bar only when that condition is true.

D. Work with the ribbon and status bar

The goal of the ribbon is to make working with presentation content as intuitive as
possible. The ribbon is dynamic, meaning that as its width changes, its buttons adapt to
the available space. As a result, a button might be large or small, it might or might not
have a label, or it might even change to an entry in a list.

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2.3. Ensuring font settings are appropriate
Let's say you really like the style of a theme, but you'd like to experiment with
different color schemes. That's not a problem: You can mix and Catch colors, fonts,
and effects to create a unique look for your presentation. If it still doesn't look exactly right,
you can customize the theme any way you want.
2.4. Viewing multiple slides at once
Every PowerPoint presentation is composed of a series of slides. To begin creating a slide
show, you'll need to know the basics of working with slides. You'll need to feel
comfortable with tasks such as inserting a new slide, changing the layout of a
slide, arranging existing slides, changing the slide view, and adding notes to a slide.

Operation sheet-2.1
Operation sheet 2.1: Work on theme color, fonts, effects, background style
and custom save
 Operation title: Working on theme color,fonts,effects,background style and custom
save
 Purpose: To Working on theme color,fonts,effects,background style and custom
save
 Instruction: Use each steps below properly :
 Tools and requirement:
5. Computer,
6. Office Software,
 Steps in doing the task
To select new theme colors:
If you don't like the colors of a particular theme, it's easy to apply new theme colors;
everything else about the theme will remain unchanged.

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 1. From the Design tab, click the drop-down arrow in the Variants group and
select Colors.

[Link]
2. Select the desired theme colors.
3. The presentation will update to show the new theme colors.
To customize colors:
Sometimes you might not like every color included in a set of theme colors. It's easy to
change some or all of the colors to suit your needs.
1. From the Design tab, click the drop-down arrow in the Variants group.
2. Select Colors, then click Customize Colors.
3. A dialog box will appear with the 12 current theme colors. To edit a color,
click the drop-down arrow and select a different color. You may need to
click More Colors to find the exact color you want.
4. In the Name: field, type the desired name for the theme colors, then
click Save.
5. The presentation will update to show the new custom theme colors.
To select new theme fonts:
It's easy to apply a new set of theme fonts without changing a theme's overall look.

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 1. From the Design tab, click the drop-down arrow in the Variants group and
select Fonts.
2. Select the desired theme fonts.
3. The presentation will update to show the new theme fonts.
To customize theme fonts:
If you have specific fonts in mind for a presentation, it's easy to choose your own theme
fonts.
1. From the Design tab, click the drop-down arrow in the Variants group.
2. Select Fonts, then click Customize Fonts.
3. A dialog box will appear with the two current theme fonts. To change the
fonts, click the drop-down arrows and select the desired fonts.
4. In the Name: field, type the desired name for the theme fonts, then
click Save.
The presentation will update to show the new custom theme fonts.
Changing the theme fonts will not necessarily update all text in your presentation. Only text
using the current theme fonts will update when you change the theme fonts.
To select new theme effects:
PowerPoint makes it easy to apply new theme effects, which can quickly change the
appearance of shapes in your presentation.
1. From the Design tab, click the drop-down arrow in the Variants group and
select Effects.
2. Select the desired theme effects.
3. The presentation will update to show the new theme effects.
Background styles

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To further customize your slides, you can change the background color by choosing a
different background style. The available background styles will vary depending on the
current theme.
To apply a background style:
1. From the Design tab, click the drop-down arrow in the Variants group.
2. Select Background Styles.
3. Select the desired style. The available styles will change depending on the
current theme colors.
4. The new background will appear in each slide of your presentation.

Operation sheet-2.2
Operation sheet 2.2: Work on insert,copy,paste and customize slide layout
 Operation title: Working on insert,copy,paste and customize slide layout
 Purpose: To Working on Work on insert,copy,paste and customize slide layout
 Instruction: Use each steps below properly :
 Tools and requirement:
7. Computer,
8. Office Software,
 Steps in doing the task
To insert a new slide:
Whenever you start a new presentation, it will contain one slide with the Title Slide layout.
You can insert as many slides as you need from a variety of layouts.
1. From the Home tab, click the bottom half of the New Slide command.
2. Choose the desired slide layout from the menu that appears

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 3. The new slide will appear. Click any placeholder and begin typing to add
text. You can also click an icon to add other types of content, such as
a picture or a chart.
Using blank slides
If you want even more control over your content, you may prefer to use a blank slide,
which contains no placeholders. Blank slides can be customized by adding your own text
boxes, pictures, charts, and more.
 To insert a blank slide, click the bottom half of the New Slide command,
then choose Blank from the menu that appears.
To play the presentation:
Once you've arranged your slides, you may want to play your presentation. This is how
you will present your slide show to an audience.
1. Click the Start From Beginning command on the Quick Access Toolbar to
see your presentation.
2. The presentation will appear in full-screen mode.
3. You can advance to the next slide by clicking your mouse or pressing
the spacebar on your keyboard. Alternatively, you can use the arrow
keys on your keyboard to move forward or backward through the
presentation.
4. Press the Esc key to exit presentation mode.
You can also press the F5 key at the top of your keyboard to start a presentation.
Customizing slides
To change the slide size:

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  To change the slide size, select the Design tab, then click the Slide
Size command. Choose the desired slide size from the menu that appears, or
click Custom Slide Size for more options.
To format the slide background:
1. Select the Design tab, then click the Format Background command.
2. The Format Background pane will appear on the right. Select the desired
fill options. In our example, we'll use a Solid fill with a light gold color.
3. The background style of the selected slide will update.
4. If you want, you can click Apply to All to apply the same background style
to all slides in your presentation.

UNIT THREE: FORMAT PRESENTATIONS

3.1. Use, incorporate and modify organizational charts and bulleted lists
[Link]
A chart is a tool you can use to communicate data graphically. Including a chart in a
presentation allows your audience to see the meaning behind the numbers, which makes
it easy to visualize comparisons and trends.
Types of charts
PowerPoint has several types of charts, allowing you to choose the one that best fits your
data. In order to use charts effectively, you'll need to understand how different charts are
[Link] has a variety of chart types, each with its own advantages. Click the
arrows to see some of the different types of charts available in PowerPoint.
 Column charts use vertical bars to represent data. They can work with many
different types of data, but they're most frequently used for comparing information.

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  Line charts are ideal for showing trends. The data points are connected with lines,
making it easy to see whether values are increasing or decreasing over time.
 Pie charts make it easy to compare proportions. Each value is shown as a slice of
the pie, so it's easy to see which values make up the percentage of a whole.
 Bar charts work just like column charts, but they use horizontal bars instead of
vertical bars.
 Area charts are similar to line charts, except the areas under the lines are filled in.
 Surface charts allow you to display data across a 3D landscape. They work best
with large data sets, allowing you to see a variety of information at the same time.
Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like Excel.
[Link] Lists
To create effective PowerPoint presentations, it's important to make your slides easy for
the audience to read. One of the most common ways of doing this is to format the text as
a bulleted or numbered list. By default, when you type text into a placeholder, a bullet is
placed at the beginning of each paragraph—automatically creating a bulleted list. If you
want, you can modify a list by choosing a different bullet style or by switching to
a numbered list.
3.2. Add and manipulate objects to meet presentation purposes
A. Insert video
PowerPoint allows you to insert a video onto a slide and play it during your presentation.
This is a great way to make your presentation more engaging for your audience.
You can even edit the video within PowerPoint and customize its appearance. For example,
you can trim the video's length, add a fade in, and much more.

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B. Insert audio
PowerPoint allows you to add audio to your presentation. For example, you could
add background music to one slide, a sound effect to another, and even record your
own narration or commentary. You can then edit the audio to customize it for your
presentation.

C. Insert Table
Tables are another tool you can use to display information in PowerPoint. A table is a grid
of cells arranged in rows and columns. Tables are useful for various tasks, including
presenting text information and numerical data. You can even customize tables to fit your
presentation.
[Link] graphics
SmartArt allows you to communicate information with graphics instead of just using text.
There are a variety of styles to choose from, which you can use to illustrate different types
of ideas.
3.3. Importing and modifying objects
A. Adding Picture
Adding pictures can make your presentations more interesting and engaging. You can
insert a picture from a file on your computer onto any slide. PowerPoint even includes
tools for finding online pictures and adding screenshots to your presentation.
B. Adding Shapes
Shapes are a great way to make your presentations more interesting. PowerPoint gives you
a lot of different shapes to choose from, and they can be customized to suit your needs,

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using your own color palette, preferences, and more. While you may not need shapes in
every presentation you create, they can add visual appeal.
3.4. Modify slide layout, including text and colors, to meet presentation
requirements
A. Apply themes
The appearance of every presentation that you create is governed by a theme—a theme is
a predefined combination of colors, fonts, and effects. Different themes also use
different slide layouts.
Every PowerPoint theme—including the default Office theme—has its own theme
elements. These elements are:
 Theme Colors: There are 10 theme colors, along with darker and lighter
variations, available from every Color menu.
 Theme Fonts: There are two theme fonts available at the top of
the Font menu under Theme Fonts.
 Theme Effects: These affect the preset shape styles. You can find shape styles on
the Format tab whenever you select a shape or SmartArt graphic.
All themes included in PowerPoint are located in the Themes group on the Design tab.
Themes can be applied or changed at any time.
3.5. Using formatting tools as required within the presentation

you can control the color, texture, pattern, or picture in the background of one or all slides
B. Indents and line spacing
Indents and line spacing are two important features you can use to change the way text
appears on a slide. Indents can be used to create multilevel lists or to visually set

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paragraphs apart from one another. Line spacing can be adjusted to improve readability or
to fit more lines on a slide.
Indenting helps to format the layout of text so it appears more organized on your slide. The
fastest way to indent is to use the Tab key. An alternative method is to use one of
the Indent commands. With these commands, you can either increase or decrease the
indent.
 To indent using the Tab key: Place the insertion point at the very beginning of
the line you want to indent, then press the Tab key.
 To indent using the Indent commands: Place the insertion point at the very
beginning of the line you want to indent. From the Home tab, select the Increase
To decrease an indent, select the desired line, then press Shift+Tab or the Decrease List
Level command.

C. Indenting lists and paragraphs

Indenting will give different results, depending on whether you are working with a list or a
paragraph.
 Paragraph: Indenting the first line of a paragraph using the Tab key creates
a first-line indent. This helps to separate paragraphs from each other, as in the
examples above.
 List: Indenting a line of a list creates a multilevel list. This means the indented
line is a subtopic of the line above it. Multilevel lists are useful if you want to
create an outline or hierarchy.
[Link] with text
To select text:
Before you can move or arrange text, you'll need to select it.

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  Click next to the text you want to select, drag the mouse over the text, then
release your mouse. The text will be selected.
[Link] Picture
There are a variety of ways to format the pictures in your slide show. The picture tools in
PowerPoint make it easy to personalize and modify the images in interesting ways.
PowerPoint allows you to change the picture style and shape, add
a border, crop and compress pictures, add artistic effects, and more.
F. Aligning, ordering, grouping, and rotating objects
In PowerPoint, each slide may have multiple items, such as pictures, shapes, and text
boxes. You can arrange the objects the way you want by aligning, ordering, grouping,
and rotating them in various ways.
E. Hyperlinks
Whenever you use the Internet, you use hyperlinks to navigate from one webpage to
another. If you want to include a web address or email address in your PowerPoint
presentation, you can choose to format it as a hyperlink so a person can easily click it. It's
also possible to link to files and other slides within a presentation.
3.6. Duplicating slides within and across a presentation
Divide presentations into sections
To make it easier to organize and format a longer presentation, you can divide it into
sections. In both Normal view and Slide Sorter view, sections are designated by titles
above their slides. They do not appear in other views, and they do not create slides or
otherwise interrupt the flow of the presentation.
3.7. Reordering the sequence of slides and deleting slides
Rearrange slides and sections

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After you have added several slides to a presentation, you might want to rearrange their
order so that they more effectively communicate your message.
You can rearrange a presentation by moving individual slides or entire sections of slides.
Hide and delete slides
They remain available from the Thumbnails pane, but their thumbnails are dimmed and
slide numbers crossed through with a backslash.
When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to
indicate that the command is in effect. You can edit a hidden slide in the Slide pane just as
you can any other, so you might use this feature to keep a slide that you’re still working on
hidden until it’s final. You can unhide a slide to include it in the slide show.
3.8. Saving presentation in another format
Whenever you create a new presentation in PowerPoint, you'll need to know how to save in
order to access and edit it later. As with previous versions of PowerPoint, you can save
files to your computer. If you prefer, you can also save files to the cloud using One Drive.
You can even export and share presentations directly from PowerPoint.

Using Save As to make a copy

If you want to save a different version of a presentation while keeping the original, you
can create a copy. For example, if you have a file named Client Presentation you could
save it as Client Presentation 2 so you'll be able to edit the new file and still refer back to
the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a
file for the first time, you'll need to choose where to save the file and give it a new file
name.

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Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there may
be times when you need to use another file type, such as a PDF or PowerPoint 97-2003
presentation. It's easy to export your presentation from PowerPoint in a variety of file
types.
 PDF: Saves the presentation as a PDF document instead of a PowerPoint
file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the Microsoft
PowerPoint Viewer, a special slide show player anyone can download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types, including PNG and PowerPoint
97-2003
3.9. Saving and closing presentation to storage device
Save and Save As
PowerPoint offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.
 Save: When you create or edit a presentation, you'll use the Save command
to save your changes. You'll use this command most of the time. When you
save a file, you'll only need to choose a file name and location the first time.
After that, you can just click the Save command to save it with the same
name and location.

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  Save As: You'll use this command to create a copy of a presentation while
keeping the original. When you use Save As, you'll need to choose a
different name and/or location for the copied version.
Compatibility with earlier versions
The Microsoft Office 2016 programs use file formats based on XML. By default, -
PowerPoint 2016 files are saved in the .pptx format.
If you work with people who are using a version of PowerPoint earlier than 2007, you
can save your presentations in a format that they will be able to use by changing the
Save As Type setting in the Save As dialog box to PowerPoint 97-2003 Presentation.
Operation sheet-3.1.
Operation sheet 3.1: incorporate chart and bullet in to slides
 Operation title: incorporate chart and bullet in to slides
 Purpose: To incorporate chart and bullet in to slides
 Instruction: Use each steps below properly :
 Tools and requirement:
9. Computer,
10. Office Software,
 Steps in doing the task
Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like Excel.
The process of entering data is fairly simple, but if you are unfamiliar with Excel you might
want to review our Excel 2016 Cell Basics lesson.
To insert a chart:
1. Select the Insert tab, then click the Chart command in
the Illustrations group.

25
 2. A dialog box will appear. Select a category from the left pane, and review
the charts that appear in the right pane.
3. Select the desired chart, then click OK.
4. A chart and a spreadsheet will appear. The data that appears in the
spreadsheet is placeholder source data you will replace with your own
information. The source data is used to create the chart.
5. Enter data into the worksheet.
6. Only the data enclosed by the blue lines will appear in the chart, but this area
will expand automatically as you continue to type.
7. When you're done, click X to close the spreadsheet.
8. The chart will be completed.
You can edit the chart data at any time by selecting your chart and clicking the Edit
Data command on the Design tab.
You can also click the Insert Chart command in a placeholder to insert a new chart.
Modifying charts with chart tools
There are many other ways to customize and organize your charts. For example,
PowerPoint allows you to change the chart type, rearrange a chart's data, and even
change the layout and style of a chart.
To change the chart type:
If you find that your data isn't well suited to a certain chart, it's easy to switch to a
new chart type. In our example, we'll change our chart from a column chart to a line chart.
1. Select the chart you want to change. The Design tab will appear on the right
side of the Ribbon.
2. From the Design tab, click the Change Chart Type command.

26
 3. A dialog box will appear. Select the desired chart type, then click OK.
4. The new chart type will appear.
To switch row and column data:
Sometimes you may want to change the way charts group your data. For example, in the
chart below the book sales data is grouped by genre, with lines for each month. However,
we could switch the rows and columns so the chart will group the data by month, with
lines for each genre. In both cases, the chart contains the same data; it's just organized
differently.
1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, select the Edit Data command in the Data group.
3. Click the chart again, then select the Switch Row/Column command in
the Data group.
4. The rows and columns will be switched. In our example, the data is now
grouped by month, with lines for each genre.
To change the chart layout:
Predefined chart layouts allow you to modify chart elements—including chart
titles, legends, and data labels—to make your chart easier to read.
1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, click the Quick Layout command.
3. Select the desired predefined layout from the menu that appears.
4. The chart will update to reflect the new layout.
To change a chart element (such as the chart title), click the element and begin typing.
To change the chart style:
Chart styles allow you to quickly modify the look and feel of your chart.

27
 1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, click the More drop-down arrow in the Chart
Styles group.
3. Select the desired style from the menu that appears.
4. The chart will appear in the selected style.
You can also use the chart formatting shortcut buttons to quickly add chart elements,
change the chart style, and filter the chart data.
Modifying the list's appearance
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items or
personalize the design of your list. A common way to customize bullets is to use symbols.
To use a symbol as a bullet:
1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. Select Bullets and Numbering from the menu that appears.
4. A dialog box will appear. On the Bulleted tab, click Customize.
5. The Symbol dialog box will appear.
6. Click the Font drop-down box and select a font.
The Wingdings and Symbol fonts are good choices because they have a lot
of useful symbols.
7. Select the desired symbol.
8. Click OK. The symbol will now appear as the selected bullet option in the
Bullets and Numbering dialog box.
9. Click OK again to apply the symbol to the list in the document.

28
Operation sheet-3.2.
Operation sheet 3.2: Insert and work on video,audio,table and graphics
 Operation title: Inserting and working on video,audio,table and graphics
 Purpose: To Insert and work on video,audio,table and graphics
 Instruction: Use each steps below properly :
 Tools and requirement:
 Computer,
 Office Software,
 Steps in doing the task
To insert a video from a file:
Insert a video from a file saved locally on our computer. If you'd like to work along with
our example, right-click this link to our example video and save it to your computer.
1. From the Insert tab, click the Video drop-down arrow, then select Video on
My PC.
2. Locate and select the desired video file, then click Insert.
3. The video will be added to the slide.
With the Screen Recording feature on the Insert tab, you can create a video of anything you
are doing on your computer and insert it into a slide.
To insert an online video:
Some websites—like YouTube—allow you to embed videos into your slides. An
embedded video will still be hosted on its original website, meaning the video itself won't

29
be added to your file. Embedding can be a convenient way to reduce the file size of your
presentation, but you'll also need to be connected to the Internet for the video to play.
Working with videos
To preview a video:
1. Click a video to select it.
2. Click the Play/Pause button below the video. The video will begin playing,
and the timeline next to the Play/Pause button will advance.
3. To jump to a different part of the video, click anywhere on the timeline.
To resize a video:
 Click and drag the corner sizing handles until the video is the desired size.
The corner sizing handles will resize a video while preserving its original aspect ratio. If
you use the side sizing handles, the video will become distorted.
To move a video:
 Click and drag to move a video to a new location on a slide.
To delete a video:
 Select the video you want to delete, then press the Backspace or Delete key
on your keyboard.
Editing and formatting videos
To trim a video:
1. Select the video, then click the Playback tab on the Ribbon.
2. Click the Trim Video command.
3. A dialog box will appear. Use the green handle to set the start time and
the red handle to set the end time.
4. To preview the video, click the Play button.

30
 5. When you're done trimming the video, click OK.
Video options
There are other options you can set to control how your video will play. These are found in
the Video Options group on the Playback tab.
 Volume: Changes the audio volume for the video
 Start: Controls whether the video starts automatically or when the mouse
is clicked
 Play Full Screen: Lets the video fill the entire screen while playing
 Hide While Not Playing: Hides the video when not playing
 Loop until Stopped: Replays the video until stopped
 Rewind after Playing: Returns the video to the beginning when it is
finished playing
Formatting the appearance of a video
To create a poster frame:
You can add a poster frame to a video, which is the placeholder image your audience will
see before the video starts playing. The poster frame is usually just a frame taken from the
video itself.
1. Click the timeline to locate the desired part of the video.
2. From the Format tab, click the Poster Frame command. Select Current
Frame from the menu that appears.
3. The current frame will become the poster frame.
If you want to use a picture from your computer, select Image from file.
To apply a video style:
1. Select the video, then click the Format tab on the Ribbon.

31
 2. In the Video Styles group, click the More drop-down arrow to display
available video styles.
3. Select the desired style.
4. The new style will be applied to the video.
To insert audio from a file:
In our example, we'll insert an audio file saved locally on our computer. If you'd like to
work along with our example, right-click this link to our example file and save it to your
computer (music credit: Something Small (Instrumental) by Minden, CC BY-NC 3.0).
1. From the Insert tab, click the Audio drop-down arrow, then select Audio on
My PC.
2. Locate and select the desired audio file, then click Insert.
3. The audio file will be added to the slide.
Recording your own audio
Before you begin, make sure you have a microphone that is compatible with your
computer; many computers have built-in microphones or ones that can be plugged in to
the computer.
To record audio:
1. From the Insert tab, click the Audio drop-down arrow, then select Record
Audio.
2. Type a name for the audio recording if you want.
3. Click the Record button to start recording.
4. When you're finished recording, click the Stop button.
5. To preview your recording, click the Play button.
6. When you're done, click OK. The audio file will be inserted into the slide.

32
Working with audio
To preview an audio file:
1. Click an audio file to select it.
2. Click the Play/Pause button below the audio file. The sound will begin
playing, and the timeline next to the Play/Pause button will advance.
3. To jump to a different part of the file, click anywhere on the timeline.
To move an audio file:
 Click and drag to move an audio file to a new location on a slide.
To delete an audio file:
 Select the audio file you want to delete, then press
the Backspace or Delete key on your keyboard.
To insert a table:
1. From the Insert tab, click the Table command.
2. Hover the mouse over the grid of squares to select the desired number
of columns and rows in the table. In our example, we'll insert a table
with six rows and six columns (6x6).
3. The table will appear on the currently selected slide. In our example, that's
slide 3.
4. Click anywhere in the table, and begin typing to add text. You can also use
the Tab key or the arrow keys on your keyboard to navigate through the
table.
You can also insert a table by clicking the Insert Table command in a placeholder.
Modifying tables

33
Power Point includes several options for customizing tables,
including moving and resizing, as well as adding rows and columns.
To move a table:
 Click and drag the edge of a table to move it to a new location on a slide.
To resize a table:
 Click and drag the sizing handles until the table is the desired size.
To add a row or column:
1. Click a cell adjacent to the location where you want to add a row or column.
In our example, we'll select the cell that says Mystery.
2. Click the Layout tab on the right side of the Ribbon.
3. Locate the Rows & Columns group. If you want to insert a new row, select
either Insert Above or Insert Below. If you want to insert a new column,
select either Insert Left or Insert Right.
4. The new row or column will appear.
To delete a row or column:
1. Select the desired row or column. In our example, we'll select the empty
row at the bottom of the table.
2. From the Layout tab in the Rows & Columns group, click the Delete command,
then select Delete Rows or Delete Columns from the menu.
3. The selected row or column will be deleted.
You can also access the Insert and Delete commands by right-clicking a table.
To delete a table:
 Click the edge of the table you want to delete, then press
the Backspace or Delete key on your keyboard.

34
Modifying tables with the Layout tab
When you select a table, the Design and Layout tabs will appear on the right side of the
Ribbon.
Click the buttons in the interactive below to learn about the different commands on the
Layout tab.
Customizing tables
PowerPoint makes it easy to change the look and feel of your tables. For example, you can
quickly apply different table styles and customize the table borders.
To apply a table style:
1. Select any cell in your table, then click the Design tab on the right side of the
Ribbon.
2. Locate the Table Styles group, then click the More drop-down arrow to see
available table styles.
3. Select the desired style.
4. The selected table style will be applied.
To change table style options:
You can turn various options on or off to change the appearance of the table. There are
six options: Header Row, Total Row, Banded Rows, First Column, Last Column,
and Banded Columns.
1. Select any cell in your table.
2. From the Design tab, check or uncheck the desired options in the Table
Style Options group.
To add borders to a table:

35
You can add borders to help define different sections of a table. Certain table styles may
include borders automatically, but it's easy to add them manually or customize them. You
can control the border weight, color, and line style for some or all of a table.
1. Select the cells where you want to add borders. In our example, we'll
select every cell in our table.
2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.
3. Click the Borders drop-down arrow, then select the desired border type.
4. The border will be added to the selected cells.
5. To remove borders, select the desired cells, click the Borders command, and
select No Border.
To insert a SmartArt graphic:
1. Select the slide where you want the SmartArt graphic to appear.
2. From the Insert tab, select the SmartArt command in
the Illustrations group.
3. A dialog box will appear. Select a category on the left, choose the desired
SmartArt graphic, then click OK.
4. The SmartArt graphic will appear on the current slide.

To add text to a SmartArt graphic:

1. Select the SmartArt graphic. The text pane will appear to the left

36
 2. Enter text next to each bullet in the text pane. The text will appear in the
corresponding shape. It will be resized automatically to fit inside the shape.
Operation sheet3.3.
Operation sheet 3.3: insert picture,autoshape,hyperlinks and modify objects
and save presentation
 Operation title: inserting picture,autoshape,hyperlinks and modify objects and
save presentation
 Purpose: To insert picture,autoshape,hyperlinks and modify objects and save
presentation
 Instruction: Use each steps below properly :
 Tools and requirement:
11. Computer,
12. Office Software,
 Steps in doing the task
To insert a picture from a file:
1. Select the Insert tab, then click the Pictures command in
the Images group.
2. A dialog box will appear. Locate and select the desired image file, then
click Insert.
3. The picture will appear on the currently selected slide.
Inserting online pictures
If you don't have the picture you want on your computer, you can find a picture online to
add to your presentation. PowerPoint offers two options for finding online pictures.

37
  OneDrive: You can insert an image stored on your OneDrive. You can
also link other online accounts with your Microsoft account, such as
Facebook or Flickr.
 Bing Image Search: You can use this option to search the Internet for
images.

To insert an online picture:

1. Select the Insert tab, then click the Online Pictures command.
2. The Insert Pictures dialog box will appear.
3. Choose Bing Image Search or your OneDrive. In our example, we'll use
Bing Image Search.
4. Press the Enter key. Your search results will appear in the dialog box.
5. Select the desired image, then click Insert.
6. The image will appear on the currently selected slide.
To insert a screen clipping:
1. Select the Insert tab, click the Screenshot command, then select Screen
Clipping.
2. A view of other open windows will appear. Click and drag to select the area
you want to capture as a screen clipping.
3. The screen clipping will appear on the currently selected slide.
[Link] picture

38
To insert a shape:
1. Select the Insert tab, then click the Shapes command in
the Illustrations group. A drop-down menu of shapes will appear.
2. Select the desired shape.
3. Click and drag in the desired location to add the shape to the slide.

To align objects to the slide:

Sometimes you may want to align one or more objects to a specific location within the
slide, such as at the top or bottom.
1. Select the objects you want to align. To select multiple objects at once, hold
the Shift key while you click.
2. From the Format tab, click the Align command, then select Align to Slide.
3. Click the Align command again, then select one of the six alignment
options.
4. The objects will align based on the option you selected.
To distribute objects evenly:
You can do this by distributing the objects horizontally or vertically.
1. Select the objects you want to align. To select multiple objects at once, hold
the Shift key while you click.
2. From the Format tab, click the Align command, then select Align to
Slide or Align Selected Objects.
3. Click the Align command again, then select Distribute
Horizontally or Distribute Vertically from the drop-down menu that
appears.

39
 4. The objects will distribute evenly.
Grouping objects
You may want to group multiple objects into one object so they will stay together if they
are moved or resized. Pictures, shapes, clip art, and text boxes can all be grouped;
however, placeholders cannot be grouped. If you will be grouping pictures, use one of the
commands in the Images group on the Insert tab to insert pictures instead of the picture
icon inside the placeholder.
To group objects:
1. Select the objects you want to align. To select multiple objects at once, hold
the Shift key while you click. The Format tab will appear.
2. From the Format tab, click the Group command, then select Group.
3. The selected objects will now be grouped. There will be a single box with
sizing handles around the entire group to show that they are one group. You
can now move or resize all of the objects at once.
If you select the objects and the Group command is disabled, it may be because one of the
objects is inside a placeholder. If this happens, try reinserting the images by using
the Pictures command on the Insert tab.
To ungroup objects:
1. Select the object group you want to ungroup.
2. From the Format tab, click the Group command, then select Ungroup.
3. The objects will be ungrouped.
Ordering objects

40
In addition to aligning objects, PowerPoint gives you the ability to arrange objects in
a specific order. The ordering is important when two or more objects overlap because it
will determine which objects are in the front or the back.
Understanding levels
When objects are inserted into a slide, they are placed on levels according to the order in
which they were inserted into the slide. In our example, we've drawn an arrow on the top
level, but we can change the level to put it behind the other objects.
To change the ordering by one level:
1. Select an object. The Format tab will appear.
2. From the Format tab, click the Bring Forward or Send
Backward command to change the object's ordering by one level. If there
are multiple objects on the slide, you may need to click the
command several times to achieve the desired ordering.
3. The objects will reorder.
To bring an object to the front or back:
If you want to move an object behind or in front of several objects, it's usually faster
to bring it to front or send it to back instead of clicking the ordering commands multiple
times.
1. Select an object.
2. From the Format tab, click the Bring Forward or Send Backward drop-
down arrow.
3. From the drop-down menu, select Bring to Front or Send to Back.
4. The objects will reorder.

41
If you have several objects placed on top of each other, it may be difficult to select an
individual object. The Selection pane allows you to easily drag an object to a new location.
To access the Selection pane, click Selection Pane on the Format Tab.
To insert a hyperlink:
1. Select the image or text you want to make a hyperlink.
2. Right-click the selected text or image, then click Hyperlink. Alternatively,
you can go to the Insert tab and click the Hyperlink command.
3. The Insert Hyperlink dialog box will open.
4. If you selected text, the words will appear in the Text to display field at the
top. You can change this text if you want.
5. Type the address you want to link to in the Address field.
6. Click OK. The text or image you selected will now be a hyperlink to the web
address.
To insert a hyperlink to an email address:
1. Right-click the selected text or image, then click Hyperlink.
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.
4. Type the email address you want to connect to in the Email Address box,
then click OK.
PowerPoint often recognizes email and web addresses as you type and will format them as
hyperlinks automatically after you press the Enter key or spacebar.
To open and test a hyperlink:
1. After you create a hyperlink, you should test it. Right-click the hyperlink,
then click Open Hyperlink.

42
 2. Your web browser should open and then navigate to the linked page. If it doesn't
work, check the hyperlink address for any misspellings.
To open a hyperlink while viewing your slide show, click the hyperlink.
To remove a hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.
More hyperlinks
Using shapes and pictures as hyperlinks
Sometimes you might want to format objects—including shapes, text boxes, and pictures
—as hyperlinks. This is especially helpful if you want the object to act like a button. To do
this, right-click the desired object and select Hyperlink from the menu that appears. Click
the object during the presentation to open the hyperlink.
To insert a hyperlink to another slide:
1. Right-click the selected text or image, then click Hyperlink.
2. The Insert Hyperlink dialog box will appear.
3. On the left side of the dialog box, click Place in this Document.
4. A list of other slides in your presentation will appear. Click the name of the
slide you want to link to.
5. Click OK. The text or image will now be a hyperlink to the slide you selected.

To insert a hyperlink to another file:

1. Right-click the selected text or image, then click Hyperlink. The Insert
Hyperlink dialog box will appear.
2. On the left side of the dialog box, click Existing File or Webpage.

43
 3. Click the drop-down arrow to browse for your file.
4. Select the desired file.
5. Click OK. The text or image will now be a hyperlink to the file you selected.
Using Auto Recover
PowerPoint automatically saves your presentations to a temporary folder while you are
working on them. If you forget to save your changes or if PowerPoint crashes, you can
restore the file using Auto Recover.
To use Auto Recover:
1. Open PowerPoint. If auto saved versions of a file are found,
the Document Recovery pane will appear.
2. Click to open an available file. The presentation will be recovered.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there may
be times when you need to use another file type, such as a PDF or PowerPoint 97-2003
presentation. It's easy to export your presentation from PowerPoint in a variety of file
types.
 PDF: Saves the presentation as a PDF document instead of a PowerPoint
file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the Microsoft
PowerPoint Viewer, a special slide show player anyone can download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types, including PNG and PowerPoint
97-2003

44
To export a presentation:
In this example, we'll save the presentation as a PowerPoint 97-2003 file.
1. Click the File tab to access Backstage view.
2. Click Export, then choose the desired option. In our example, we'll
select Change File Type.
3. Select a file type, then click Save As.
4. The Save As dialog box will appear. Select the location where you want to
export the presentation, type a file name, then click Save.
You can also use the Save as type drop-down menu in the Save As dialog box to save
presentations in a variety of file types. Be careful to choose a file type others will be able to
open
In order to share a presentation, it must first be saved to your OneDrive
UNIT FOUR: ADD SLIDE SHOW EFFECTS
[Link] present animation and multimedia effects as required to
enhance the presentation
In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures.
Animation—or movement—on the slide can be used to draw the audience's attention to
specific content or to make the slide easier to read.
The four types of animations
There are several animation effects you can choose from, and they are organized into four
types.
 Entrance: These control how the object enters the slide. For example, with
the Bounce animation the object will "fall" onto the slide and then bounce
several times.

45
  Emphasis: These animations occur while the object is on the slide, often
triggered by a mouse click. For example, you can set an object
to spin when you click the mouse.
 Exit: These control how the object exits the slide. For example, with
the Fade animation the object will simply fade away.
 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.
4.2. Adding slide transition effects to ensure smooth progression through
the presentation
If you've ever seen a PowerPoint presentation that had special effects between each slide,
you've seen slide transitions. A transition can be as simple as fading to the next slide or as
flashy as an eye-catching effect. PowerPoint makes it easy to apply transitions to some or
all of your slides, giving your presentation a polished, professional look.
About transitions
There are three categories of unique transitions to choose from, all of which can be found
on the Transitions tab.
 Subtle: These are the most basic types of transitions. They use simple
animations to move between slides.
 Exciting: These use more complex animations to transition between slides. While
they're more visually interesting than Subtle transitions, adding too many can make
your presentation look less professional. However, when used in moderation they
can add a nice touch between important slides.
 Dynamic Content: If you're transitioning between two slides that use
similar slide layouts, dynamic transitions will move only the placeholders, not the

46
 slides themselves. When used correctly, dynamic transitions can help unify your
slides and add a further level of polish to your presentation.
Transitions are best used in moderation. Adding too many transitions can make your
presentation look a little silly and can even be distracting to your audience. Consider using
mostly subtle transitions, or not using transitions at all.
4.3 Testing presentation for overall effect
Before delivering your presentation, you might ask someone else to review it and give you
feedback on your slides. You might even work with a collaborator to create a presentation
together. If you were revising a hard copy, you could add comments in the margins
or compare your rough and final drafts side by side. You can do these things in
PowerPoint using the Comments and Compare features.
Comment on presentations
When revising or collaborating on a presentation, you might want to make notes or
suggestions without actually changing the slide. Leaving a comment allows you to take
note of something without altering the slide itself. Comments can be added and read by the
original author or any other reviewers.
4.4 Using onscreen navigation tools
As you add more slides to a presentation, it can be difficult to keep everything organized.
Fortunately, PowerPoint offers tools to help you organize and prepare your slide show.
About slide views
PowerPoint includes several different slide views, which are all useful for various tasks.
The slide view commands are located in the bottom-right of the PowerPoint window.
There are four main slide views
 Normal view: This is the default view, where you create and edit slides.
You can also move slides in the Slide Navigation pane on the left.

47
  Slide sorter view: In this view, you'll see a thumbnail version of each slide.
You can drag and drop slides to reorder them quickly.
 Reading view: This view fills the PowerPoint window with a preview of
your presentation. It includes easily accessible navigation buttons at the
bottom-right.
 Slide show view: This is the view you'll use to present to an audience. This
command will begin the presentation from the current slide. You can also
press F5 on your keyboard to start from the beginning. A menu will appear
in the bottom-left corner when you move the mouse. These commands allow
you to navigate through the slides and access other features, such as
the pen and highlighter.
Outline view
Outline view shows your slide text in outline form. This allows you to quickly edit your
slide text and view the content of multiple slides at once. You could use this layout to
review the organization of your slide show and prepare to deliver your presentation.
To view an outline
Once your slide show is complete, you'll need to learn how to present it to an audience.
PowerPoint offers several tools and features to help make your presentation smooth,
engaging, and professional.
Presenting a slide show
Before you present your slide show, you'll need to think about the type of equipment that
will be available for your presentation. Many presenters use projectors during
presentations, so you might want to consider using one as well. This allows you to control
and preview slides on one monitor while presenting them to an audience on another screen.

48
Once your slide show is complete, you'll need to learn how to present it to an audience.
PowerPoint offers several tools and features to help make your presentation smooth,
engaging, and professional.

49
Operation sheet-4.1
Operation sheet 4.1: work on animation,transition,navigation and test slide
presentation
 Operation title: working on animation,transition,navigation and test slide
presentation
 Purpose: To work on animation,transition,navigation and test slide presentation
 Instruction: Use each steps below properly :
 Tools and requirement:
13. Computer,
14. Office Software,
 Steps in doing the task
To remove an animation:
1. Select the small number located next to the animated object.
2. Press the Delete key. The animation will be deleted.
Working with animations
To add multiple animations to an object:
1. Select an object.
2. Click the Animations tab.
3. In the Advanced Animation group, click the Add Animation command to
view the available animations.
4. Select the desired animation effect.
5. If the object has more than one effect, it will have a different number for
each effect. The numbers indicate the order in which the effects will occur.
To reorder the animations:
1. Select the number of the effect you want to change.

50
 2. From the Animations tab, click the Move Earlier or Move
Later commands to change the ordering.
To copy animations with the Animation Painter:
1. Click the object that has the effects you want to copy. In our example, we'll
click our answer text.
2. From the Animations tab, click the Animation Painter command.
3. Click the object you want to copy the effects to. In our example, we'll click
the answer text on the next slide. Both objects now have the same effect.
To preview animations:
1. Navigate to the slide you want to preview.
2. From the Animations tab, click the Preview command. The animations for
the current slide will play.

The Animation Pane

To open the Animation Pane:
1. From the Animations tab, click the Animation Pane command.
2. The Animation Pane will open on the right side of the window. It will show
all of the effects for the current slide in the order in which they will appear.
To reorder effects from the Animation Pane:
1. On the Animation Pane, click and drag an effect up or down.
2. The effects will reorder themselves.

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To preview effects from the Animation Pane:
1. From the Animation Pane, click the Play button.
2. The effects for the current slide will play. On the right side of the
Animation Pane, you will be able to see a timeline that shows the progress
through each effect.
If the timeline is not visible, click the drop-down arrow for an effect, then select Show
Advanced Timeline.
To change an effect's start option:
1. From the Animation Pane, select an effect. A drop-down arrow will appear
next to the effect.
2. Click the drop-down arrow and select one of the three desired start options. Start
on Click will start the effect when the mouse is clicked, Start With Previous will
start the effect at the same time as the previous effect, and Start After
Previous will start the effect when the previous effect ends.
When you preview the animations, all of the effects will play through automatically. To
test effects that are set to Start on Click, you will need to play the slide show.
The Effect Options dialog box
To open the Effect Options dialog box:
1. From the Animation Pane, select an effect. A drop-down arrow will appear
next to the effect.
2. Click the drop-down arrow, then select Effect Options.
3. The Effect Options dialog box will appear. Click the drop-down menus and
select the desired enhancement. You can add a sound to the animation, add

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 an effect after the animation is over, or animate text in a different
sequence.
Some effects have additional options you can change. These will vary depending on
which effect you have selected.
To change the effect timing:
1. From the Effect Options dialog box, select the Timing tab.
2. From here, you can add a delay before the effect starts, change
the duration of the effect, and control whether the effect repeats.

To apply a transition:
1. Select the desired slide from the Slide Navigation pane. This is the slide
that will appear after the transition.
2. Click the Transitions tab, then locate the Transition to This Slide group. By
default, None is applied to each slide.
3. Click the More drop-down arrow to display all transitions.
4. Click a transition to apply it to the selected slide. This will automatically
preview the transition.
You can use the Apply To All command in the Timing group to apply the same transition
to all slides in your presentation. Keep in mind that this will modify any other transitions
you've applied.
Try applying a few different types of transitions to various slides in your presentation.
To preview a transition:

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You can preview the transition for a selected slide at any time using either of these two
methods:
 Click the Preview command on the Transitions tab.
 Click the Play Animations command in the Slide Navigation pane.
Modifying transitions
To modify the transition effect:
You can quickly customize the look of a transition by changing its direction.
1. Select the slide with the transition you want to modify.
2. Click the Effect Options command and choose the desired option. These
options will vary depending on the selected transition.
3. The transition will be modified, and a preview of the transition will appear.
Some transitions do not allow you to modify the direction.
To modify the transition duration:
1. Select the slide with the transition you want to modify.
2. In the Duration field in the Timing group, enter the desired time for the
transition. In this example, we'll decrease the time to half a second—or 00.50
—to make the transition faster.
To add sound:
1. Select the slide with the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.
3. Click a sound to apply it to the selected slide, then preview the transition to
hear the sound.
Sounds are best used in moderation. Applying a sound between every slide could become
overwhelming or even annoying to an audience when presenting your slide show.

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To remove a transition:
1. Select the slide with the transition you want to remove.
2. Choose None from the Transition to This Slide group. The transition will
be removed.
To remove transitions from all slides, apply the None transition to a slide, then click
the Apply to All command.
Advancing slides
To advance slides automatically:
1. Select the slide you want to modify.
2. Locate the Timing group on the Transitions tab. Under Advance Slide,
uncheck the box next to On Mouse Click.
3. In the After field, enter the amount of time you want to display the slide. In
this example, we will advance the slide automatically after 1 minute and 15
seconds, or [Link].
4. Select another slide and repeat the process until all slides have the desired
timing. You can also click the Apply to All command to apply the same
timing to all slides.
To add a comment:
1. Select the text or object (or click the area of the slide) where you want the
comment to appear.
2. Go to the Review tab, then click the New Comment command.
3. The Comments pane will appear. In our example, it contains an existing
comment by another review (Javier), plus a space for your comment.

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 4. Type your comment in the box, then press Enter or click anywhere outside
the box to save the comment.
5. The comment will be represented by a small icon on the slide.
Viewing comments
You can view or reply to any comment—including other reviewers' comments—by
returning to the Comments pane. Simply click a comment icon on the slide, or click
the Show Comments command on the Review tab.
Deleting comments
 To delete a comment, select the comment you want to delete, then go to
the Review tab and click the Delete command.
 To delete multiple comments, click the drop-down arrow below
the Delete command. You can delete comments from your current slide or
from the entire presentation.
UNIT FIVE: PRINT PRESENTATION AND NOTES
5.1. Selecting appropriate print format for presentation
Even though PowerPoint presentations are designed to be viewed on a computer, there may
be times when you want to print them. You can even print custom versions of a
presentation, which can be especially helpful when presenting your slide show. The Print
pane makes it easy to preview and print your presentation.
Print layouts
PowerPoint offers several layouts to choose from when printing a presentation. The layout
you choose will mostly depend on why you're printing the slide show. There are four types
of print layouts.

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  Full Page Slides: This prints a full page for each slide in your presentation.
This layout is most useful if you need to review or edit a printed copy of
your presentation.
 Notes Pages: This prints each slide, along with any speaker notes for the
slide. If you've included a lot of notes for each slide, you could keep a
printed copy of the notes with you while presenting.
 Outline: This prints an overall outline of the slide show. You could use this
to review the organization of your slide show and prepare to deliver your
presentation.
 Handouts: This prints thumbnail versions of each slide, with optional
space for notes. This layout is especially useful if you want to give your
audience a physical copy of the presentation. The optional space allows
them to take notes on each slide.
5.2. Selecting preferred slide orientation
You may have noticed that when you select a different theme in PowerPoint, it rearranges
the text on your slides and adds shapes to the background. This is because each theme has
built-in slide layouts and background graphics. You can edit these layouts with a feature
called Slide Master view. Once you learn how to use Slide Master view, you'll be able to
customize your entire slide show with just a few clicks.
Slide Master view
Slide Master view is a special feature in PowerPoint that allows you to quickly modify the
slides and slide layouts in your presentation. From there, you can edit the slide master,
which will affect every slide in the presentation. You can also modify individual slide
layouts, which will change any slides using those layouts.

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In Slide Master view, the Slide Master tab will appear first on the Ribbon, but you'll still
be able to access commands on different tabs as normal.
Using Slide Master view
Whether you're making significant changes to your slides or just a few small tweaks,
Slide Master view can help you create a consistent, professional presentation without a lot
of effort. You could use Slide Master view to change just about anything in your
presentation, but here are some of its most common uses.
 Modify backgrounds: Slide Master view makes it easy to customize
the background for all of your slides at the same time. For example, you could
add a watermark or logo to each slide in your presentation, or you could modify
the background graphics of an existing PowerPoint theme.
 Rearrange placeholders: If you find that you often rearrange the placeholders on
each slide, you can save time by rearranging them in Slide Master view instead.
When you adjust one of the layouts in Slide Master view, all of the slides with that
layout will change.
 Customize text formatting: Instead of changing the text color on each slide
individually, you could use the Slide Master to change the text color on all slides at
once.
 Create unique slide layouts: If you want to create a presentation that looks
different from regular PowerPoint themes, you could use Slide Master view to
create your own layouts. Custom layouts can include your
own background graphics and placeholders.
5.3. Adding notes and slide numbers
How Slide Numbers Can Be Helpful

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Even though you have slide number indicators in most PowerPoint views, you do not have
them in Reading View. So adding them to your slides is useful if you use this view often.
If you print your slideshow, you can include page numbers, but if you display more than
one slide per page, as with Handouts, you’ll have a reference number for each slide.
You can use slide numbers as references in other spots in the slideshow by adding links or
even a separate document. For example, “See slide 15 in the Business Proposal
Presentation”.

5.4. Previewing slides and running spell check before presentation

Worried about making mistakes when you type? Don't be. PowerPoint provides you with
several proofing features—including the Spelling and Grammar tool—that can help you
produce professional, error-free presentations.
To run a spell check:
1. From the Review tab, click the Spelling command.
2. The Spelling pane will appear on the right. For each error in your
presentation, PowerPoint will try to offer one or more suggestions. You can
select a suggestion and click Change to correct the error.
3. PowerPoint will move through each error until you have reviewed them all.
After the last error has been reviewed, a dialog box will appear confirming
that the spelling check is complete. Click OK
If no suggestions are given, you can manually type the correct spelling on the slide.
Ignoring spelling "errors"
The spell check is not always correct. It may sometimes think a word is spelled
incorrectly when it's not. This often happens with people's names and proper nouns, which

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may not be in the dictionary. If PowerPoint says something is an error, you can
choose not to change it using one of three options:
 Ignore: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip
all other instances of the word in your presentation.
 Add: This adds the word to the dictionary so it will never come up as an
error again. Make sure the word is spelled correctly before choosing this
option.

Automatic spell check

By default, PowerPoint automatically checks your presentation for spelling errors, so you
may not even need to run a separate check using the Spelling command. These errors are
indicated by red wavy lines.
[Link] the selected slides
Printed handouts: Add or remove slide numbering
By default, in PowerPoint for Microsoft 365 (beginning with version 1810), printed
handouts include a slide number below each slide image.
You can turn off this option in the Print dialog box on the same menu where you chose to
print Handouts. At the bottom of the menu are several toggle options with check marks.
Clear the check mark next to Print slide numbers on handouts:
5.6. Submitting presentation to appropriate person for feedback
Tasked with the ultimate challenge of keeping your customers satisfied and engaged with
your brand, you might find that things get a little daunting without the right solution in
place. Quantitative analytics tools like Google Analytics can tell you a lot about what is

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happening on your digital channels, but not why. Thankfully, there’s user
feedback available to help fill in the gaps.\
Operation sheet-3.1.
Operation sheet 3.1: Work on spell, print presentation and notes
 Operation title: Working on spell, print presentation and notes
 Purpose: To Work on spell, print presentation and notes
 Instruction: Use each steps below properly :
 Tools and requirement:
 Computer,
 Office Software,
 Steps in doing the task

To make changes to all slides:

1. Select the View tab, then click the Slide Master command.
2. The presentation will switch to Slide Master view, and the Slide Master tab
will be selected on the Ribbon.
3. In the left navigation pane, scroll up and select the first slide. This is
the slide master.
4. Make the desired changes to the slide master. In our example, we’ll insert a
picture of the Mongibello logo.
5. Move, resize, or delete slide objects as needed. In our example, we'll resize
the logo and move it to the bottom-right corner.

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 6. When you’re finished, click the Close Master View command on the Slide
Master tab.
7. The change will appear on all slides of the presentation.
Customizing slide layouts
To customize an existing slide layout:
In this example, our newly added logo is hidden behind the photo in the Picture with
Caption Layout. We'll customize this layout to make room for the logo.
1. Navigate to Slide Master view.
2. Locate and select the desired layout in the left navigation pane. You can
hover the mouse over each layout to see which slides are currently using that
layout in the presentation.
3. In some layouts, the background graphics may be hidden. To show the
graphics, uncheck the box next to Hide Background Graphics.
4. Add, move, or delete any objects as desired. In our example, we'll delete the
gray background shape.
5. If you want to change the arrangement of the placeholders, you can move, resize,
or delete any of them. In our example, we'll move our text placeholders and the
black bar to the right side, and the photo placeholder to the left side.
6. When you're finished, click the Close Master View command on the Slide
Master tab.
7. All slides using the layout will be updated.
Customizing text formatting
You can also customize the text formatting from Slide Master view, including
the font, text size, color, and alignment. For example, if you wanted to change the font for

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every title placeholder in your presentation, you could modify the master title style on the
slide master.
Each title placeholder is connected to the master title style on the slide master. For
example, take a look at the slides before changing the title font.
Now look at the same slides after changing the title font.
Instead of customizing individual placeholders, you could change the theme fonts for a
presentation. From the Slide Master tab, click the Fonts command in
the Background group, then select the desired fonts.
Creating new slide layouts
One of the most powerful features of Slide Master view is the option to create new slide
layouts. This is an easy way to add interesting and unique slide layouts to an existing
theme. You could even use this feature to design an entirely new theme, as in the example
below.
To insert a new slide layout:
1. Navigate to Slide Master view. From the Slide Master tab, click the Insert
Layout command.
2. The new slide layout will appear.
3. The layout will include title and footer placeholders by default. Click
the Title and Footers boxes in the Master Layout group to toggle these
placeholders on and off.
4. You can now add background graphics, shapes, and pictures to the slide layout.
You can also move, adjust, and delete the existing placeholders. In our example,
we'll move the title placeholder to the bottom-right corner. We've
also changed the text alignment to align right instead of align left.

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 5. To add new placeholders, click the bottom half of
the Insert Placeholder command, then select the desired placeholder type.
In this example, we'll use the Picture placeholder.
6. Click and drag to draw the placeholder on the slide.
To rename a custom layout:
When you're done designing your custom layout, you'll want to give it a unique name so it
will be easy to find.
1. From Slide Master view, select the desired layout, then click
the Rename command.
2. A dialog box will appear. Type the desired name, then click Rename.
To use a custom layout:
Once you've created a custom slide layout, it's easy to add a new slide with that layout or
apply it to an existing slide.
1. If you're currently in Slide Master view, click the Close Master
View command on the Slide Master tab.
2. From the Home tab, you can insert a new slide with the custom layout
or apply it to an existing slide. In our example, we'll select
the Layout command and apply the new style to slide 6.
3. The custom slide layout will be applied.
PowerPoint also allows you to add new placeholders to existing slide layouts.
Using custom layouts in other presentations
When you modify the slide master or slide layouts in Slide Master view, you're actually
creating a custom version of the current theme. If you want to apply the theme to other
presentations, you'll need to save it.

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To save a theme:
From the the Slide Master tab, click the Themes command, then select Save Current
Theme from the drop-down menu.
If you're not in Slide Master view, you can save the theme from the Design tab. Just click
the drop-down arrow in the Themes group, then select Save Current Theme
Insert slide number

Open your PowerPoint slideshow and follow these simple steps to add slide numbers.
1. Head to the Insert tab and then the Text section of the ribbon.
2. Click the Slide Number button. The window that pops open is actually the Header
and Footer window. So, you guessed it; you can also insert slide numbers by
clicking the Header & Footer button in the ribbon.
3. Check the box for Slide number. Slide numbers can be placed on all slides, all
slides except the title slide, or only those slides you want. So, then choose an option
below.
To number all slides, click Apply to All.
To number all slides except the title slide, check the box for Don’t show on title slide.
Click Apply to All. Note: If you also include the date and time or a footer, checking this
box affects those items as well.
For numbers only on specific slides, first, select a slide where you want a number. Check
the box for Slide number and then click Apply. This will insert the number on that slide
only. Follow the same process for additional slides where you want to place numbers.

To insert numbers beginning with a particular number, you have this option on Mac only at
the time of this writing. Below the Slide number box, use the arrows or enter a number in
the Starts at box. Click Apply or Apply to All per your preference.

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 A
Printing Slides
Print your presentation
1. Select File > Print.
2. For Printer, select the printer you want to print to.
3. For Settings, select the options you want:
 Print All Slides: To print each slide on a single sheet or change to just print a
range of slides.
 Slides: From the drop-down, choose to print all slides, selected slides, or the
current slide. Or, in the Slides box, type which slide numbers to print, separated
by a comma.
 Print Layout: to print just the slides, just the speaker notes, an outline, or
handouts. The Choose number of slides per page is also an option, an effective
way to save paper.
The Outline prints only the text in the slides, without images. The Notes of a
presentation show the slide and the related speaker notes below it. If you choose
to print Handouts, you can print several slides on one page using a variety of
layouts, some with space for note-taking.
 Color: Choose whether you want color, grayscale, or pure black and white.
 Edit Header & Footer: Select to edit the header and footer before printing.
4. For Copies, select how many copies you want to print.
5. Select Print

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