WHAT IS MicroSoft Power point? PowerPoint Basics & Working with Presentation



Microsoft Power Point is a presentation software package which is a member of Microsoft Office. It allows the user to create a presentation with multimedia facility. A presentation is a systematic display of information along with graphic / movies/ sound etc. That is displayed on the screen.Presentation of number of Slides.


Slides are individual pages of the power point presentation which are d played on the screen one by one to communicate the information to the audience.

The default file name is – Presentation-1.

The extension file name is .ppt

What is Presentation?

Presentation is a process to express our views, ideas, thoughts and feelings.

               “Use PowerPoint in LAB”

Step 1:

To start PowerPoint.

click “Start”go to “Programs” and select“Microsoft PowerPoint.”


Step 2:

A title slide appears when you first open the program. Enter the desired title for the presentation and you may also want to enter your name and date as a subtitle.

How to create new slides?

Select Insert Menu from Menu Bar – then select New Slide


The New Slide button also presenting in Formatting Toolbar


Press shortcut key from the keyboard (Ctrl+M)


There are five types of view in Microsoft Power Point :

a. Normal View

: It is a default view.

b. Outline View

: Work in outline view when you need to organize and develop the content of you file.

c. Slide Shorter View

: It will display a miniature version of all slides in a presentation, complete with text and graphics.

d. Slide View

: Switches to slide view, where you can work on one slide at a time.

e. Slide Show View (F5)


; Run your slideshow, beginning with the current slide if you’re in slide view or the selected slide if you’re in slide sorter view.


View Menu – then select types of view


Different types of view tab present in view bar


Any picture,logo,format,slide number,date and time or design inserted in the master slide automatically will appear on all the slides.


View Menu-Master-Slide Master


To start PowerPoint ,click“Start” go to “Programs” and select “Microsoft Powerpoint”.

Step 2:-

A title slide appears when you first open the program.Enter the desired title for the presentation and you may also want to enter your name and date as a subtitle.

Step 3:-

To change the design or look of the presentation,click “Format” and select “Slide Design” On the right hand side of the screen,a list of available design templates will appear. Simply select one of the designs and it will be applied to your entire presentation.

Step 4:-

From there you’ll want to create a new slide.Click “Insert”then “New Slide”.This Slide is usually an “Agenda”or “Outline”page.Enter a title for this slide then enter any relevant text to the slide below the title.

Step 5:

For each topic you list under the “Agenda” or “Outline”page,you will want to make one or more relevants slides to be able to help discuss it.

For the next slide, create a new slide the same way as mentioned earlier and enter “Introduction”(or whatever your first point is in your Agenda section)as the title.Next enter general information about the main topic underneath.

To subdivide a topic, hit the “Tab”key. You’ll want to have at least 2 subtopic for a bullet point .

If you need to undo the indention to be able to create more main points,there is a button on the top tool bar called “Decrease Indent”.

Step 6:-

Next you’ll want to create the next slide in your Agenda section.In some cases you’ll want to insert an image into one of your slides.To do this,go to “Format” then select“Slide Layout”.You should select “Title,Text,and content.

Enter information about lions on the left side.On the right side,select the“Insert picture” button.Browse to the picture you want to add and click “Insert.”

You can resize the picture by selecting the picture and clicking and dragging the resize handless that will appear around the picture.

Step 7: 

Create the next slides,in your Agenda,using the same methods above.

Step 8: 

After you create all your slides about your topic,you will normally want to create a “Conclusion”slide.This slide will just restate your main points you have talked about during your presentation.It can sometimes mirror what your “Agenda”or “Outline” slide says.

Step 9:

Next,you will probably want to create a “reference” or “Works Cited” slide.This is,obviously,a slide telling your audience where you got your information and pictures from.You can feel free to use whatever style you want,usually APA or MLA formatting style.

Step 10:

Finally you can start your presentation . To do this, you need to go to the top,click view and “slide Show” or press F5.

Step 11:

Your presentation will be started,click the left mouse button or hit the <Enter>key to advance slide.


Start Power Point by either of two methods:

1.Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint.

2.Double-click the icon of any PowerPoint   document. When you double-click a  PowerPoint document, PowerPoint opens  with the document already loaded.

A PowerPoint presentation consists of slides that can contain text, graphics, charts, and other data types. When you start PowerPoint, you can start with a blank presentation or you can begin from a template or use the AutoContent Wizard.

The AutoContent Wizard is series of step-by-step instructions designed to assist you. The Template button accesses slide templates to help create a consistent, professional look for your slide presentation.

Choose Blank Presentation if you want to start with a clean slate. This method is recommended because it provides the most flexibility and lets you focus on content first rather than appearance.

After you choose Blank Presentation, select the layout of your slides from the New Slide dialog box. Choose from slides with titles and bullets, titles only, titles and clip art, and other options. For example, choose the Title

Slide and click OK.   

Save a PowerPoint Presentation

Changes you make to a document are not saved to disk until you issue a Save command. Saving is quick and easy, and you should save often to minimize the loss of your work. PowerPoint has two save commands, Save and Save As, that work similarly. Both commands are on the File menu.


When you save a new presentation for the first time, PowerPoint displays

a dialog box similar to the Open dialog box. Select the disk in which to save the presentation and specify a name for the file. When you save an existing document that you have been editing, the newly saved version replaces the older version.

Save As

This command displays a dialog box where you can choose a document name and destination folder or disk. Use the Save As command whenever you want to save a copy of the current document with a different name or in a different folder or disk. The newly saved copy becomes the active document.

A presentation is normally saved as “name.ppt” file type. However, PowerPoint Show with the extension of “name.pps” is also a useful file type so that your file is able to run regardless of OS. You can also create your own template and save it as “pot” file.

Explore the PowerPoint Interface

Besides the usual window components, the PowerPoint window has several unique elements, identified in the figure below.


The standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like printing, saving, inserting clip art and other operations. You can customize the toolbar or even display multiple toolbars at the same time.



The Formatting toolbar, located beneath the standard toolbar or possible to the side of it,has buttons for various formatting operations like changing text size or style, changing alignment, formatting bullets and animation.


The standard toolbar,located beneath the menu bar, has buttons for commonly performed tasks like printing, inserting clip art, and other operations. You can customize the toolbar or even display multiple toolbar at the same time.


PowerPoint has three different views. Normal View provides a comprehensive view for each slide with notes and outline. Slide Sorter View displays multiple slides and lets you quickly change their order in the presentation. Finally, the Slide Show view is also called preview. It is used to run the whole presentation.

Use the three buttons at the bottom left of the window to change slide views. For example, you can switch from Normal view to Slide Sorter view by clicking one of these buttons.


Enter and Edit Text in Outline View

PowerPoint’s Outline Area lets you focus on the content of your presentation, by typing up the outline prior to laying the presentation out. After you type an outline, you can concentrate on how your presentation looks.

The boundary of the Outline Area can be resized by dragging the vertical separation to the right.This will make it easier to enter your outline.


Entering Slide Titles and Bullets

Typing in PowerPoint’s Outline view is similar to using a word processor. Type your slide title or bullet point and press Return to start a new slide or bullet. To force a line break within a slide title or bullet, press Shift-Enter (Shift-Return on the Mac). This starts a new line for the same title or bullet.

Promote and Demote Text

In Outline view, text is either a slide title, bullet point or sub bullet. To change a bullet to a slide title, select the text and click the Promote button (a green left-pointing arrow) on the Outlining toolbar. The Demote button (a green right-pointing arrow)will change a title to a bullet point or sub bullet under the previous item.

Copy and Move Data

from Use the one Copy slide and to another. Paste commands If you want to to copy move selected data instead, text and use graphicsthe Cut and Paste commands. To do this:  

Select the text you want to cut or copy by highlighting it.

Go to the Standard Toolbar to choose the Cut or Copy short cuticon.

Move and click your mouse to the place where you want the text to go. Note the cursor is blinking.

Go to the Standard Toolbar to choose the Paste short cut icon. is Iniog jellud 10

Move Slides in the Outline Area

It’s easy to change the order of your slides and bullets in the Outline Area. Press the mouse button on the item you want to move and drag it to the desired location. You can also select the item you want to move and click on the Move Up or Move Down buttons.

Delete Slides or Bullets   

slide While icon working next in to the the Outline title and Area, pressing you can the delete Delete a key. slide Delete by clicking bullets on andthe sub bullets similarly.

Undo Mistakes

If you make a terrible mistake (accidentally deleting a slide title or bullet point, for example), use the Undo command on the Edit menu or the Undo tool. You can undo multiple mistakes with the Undo tool. If you are unsure what action you will be undoing, the Edit menu will display the action it will undo.


Apply a Template to a Presentation

A template is a PowerPoint presentation that defines how your text and slide background will look. A plain presentation is simply black text on a white background.

A template might include a blue background with bold yellow letters and a particular graphic.

To apply a template to your presentation, choose Slide Design from the Format menu. The available templates will appear in the Task Pane, and once you select one, PowerPoint will apply it to all the slides.

Define Slide Transition and Animation

Transition effects help define how a presentation move from one slide to the next. Animation defines how you want your listed information to come in and out of the presentation.

Apply transition effects in Slide Sorter View or by selecting the Slide Transition command on the Slide Show menu. Keep in mind that the Transition command only sets the desired transition for the selected slides. We will explore in more depth custom transitions and animations in the advanced-level class. Now let us just do the following to quickly apply the transition as well as animation effects to our project here: 

Switch to the Slide Sorter View.

Move your mouse over the slide you want to apply transition effects.


Click once to select the slide.


Go to the Slide transition drop down menu on the toolbar. Choose Box Out.

Note that preview is immediately applied on the selected slide.

Apply some effects to other slides if you like.

Edit the Slide Master or Individual Slides

The Slide Master in a template is a slide that controls the formatting, text, and objects that appear on every slide in your presentation.

For example, if you want a small picture of the world to appear on every slide, place that picture on the Slide Master. To display the Slide Master, choose Master/Slide Master from the View menu. You can then edit this slide.

Changes you make to the Slide Master also appear on each slide in your presentation.

It is easiest to edit the text of a slide in the Outline Area. However, to modify a slide’s appearance, switch to Slide View. If you want your changes to apply to every slide in the presentation, choose Master/Slide Master from the View menu.

In Slide View just click on an object to select it. Then use the Format menu to apply the change you want. For example, to change the font or color of the slide title, select the slide title and choose Font from the Format menu.

The Format menu also has commands for centering or left aligning text (Alignment), and changing colors (Colors and Lines). You can even change the format of slide bullets using the Bullets command on the Format menu. PowerPoint also has a Formatting toolbar to simplify basic formatting tasks.

Slide Background

Choose Background from the format menu to change a slide’s background colour or gradient. Click on the colour rectangle near the bottom of the dialogue box,and select More Colors or Fill Effects.As shown in the color,gradient,texture,or pattern,or you can use a picture file.

Again ,if you want this background to apply to all slides, make sure you select Master/Slide Master from the View menu before making the change. Click on the Apply button when you are done.


Creating Charts

Powerpoint Chart tool is located on the Standard toolbar. Click the Chart



tool and create a graph in your presentation. Powerpoint activates worksheet with labels and numbers. Change these labels and numbers to reflect your data. If you don’t want to graph a certain row or column, double – click it and Power Point will remove that data from the chart. When you are through entering data in the worksheet,Close it.


It is efficient to choose a Chart layout for new slides of charts.To do this:

Click on the Insert menu and choose New Slide.

In the layout dialogue box, choose the “Chart” layout. Click OK.

In the PowerPoint working window, double click the chart place holder to activate the edit mode.

Enter the data from the table below into the data sheet on the screen and watch the change of the chart.

The chart border will change and the chart toolbar will appear at the top of the screen. The chart toolbar includes buttons for changing chart type, inserting gridlines and legends, and additional chart features. For example, if you want to change a column chart to a horizontal bar chart, choose that chart type from the Chart Type tool.


PowerPoint has a set of drawing tools used to place lines, shapes, figures,

WordArt, and text on a slide. PowerPoint’s drawing tools are similar to bio drawing tools in other graphics programs. To use these tools, make sure you are in Slide View.

Use the Auto Shapes tool (shown below) to create regular shapes like stars, polygons, triangles, and other shapes.

If you draw something on a slide and want to delete it, click on the object and press the Delete key.

PowerPoint has a collection of clip art that you can use in your presentation. Select the slide you want the clip art on, and choose Picture/Clip Art from the Insert menu. Choose the category you want and select a clip art image.

You can also use the Copy and Paste procedures described earlier to paste clip art into PowerPoint from other programs. For example, if you have created your own logo in Adobe Illustrator, you can copy the image and paste it into a Power Point presentation.

PowerPoint also lets you insert Microsoft Excel charts, Microsoft Word tables, pictures in separate files and other objects.


Before you print your slide presentation, make sure the slide size and orientation is correct. Also, decide whether you want to print in color or black and white.

Change these settings using the Page Setup and Print commands on the File menu.

Slide Setup   

The Slide Setup dialog box has controls for slide size and orientation. Choose the appropriate slide size and orientation before you do significant formatting in your presentation. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides.


To print your slide presentation, choose Print from the File menu, or click the Print button from the Standard toolbar. In the Print dialog box you can choose how many copies you want to print. Use the Print What:drop-down list to select whether you want to print just the slides, notes, or handouts with multiple slides per page.

Note on color printing:

To print your presentation in color:

Mac : click the Color/Grayscale radio button in PowerPoint’s print dialog box, and choose a color printer using Print Services from the Apple menu.

PC : select a color printer from the print box.

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