How to work with Microsoft Presentation easily



Presentation software (sometimes called "presentation graphics") is a category of application program used to create sequences of words and pictures that tell a story or  help support a speech or public presentation of information.

Open a Presentation Application

How to start PowerPoint?

1st Method.
  1. Click the Start button
  2. Click the All Programs
  3. Click the MS Office 2010
  4. Click the PowerPoint 

2nd Method.

1.      Double Click the MS POWER POINT  short cut Icon
3rd Method
1.      Click the  Start button
2.      Click the  Run (windows XP) / search programs & files
3.      Type As powerpnt on the text box
Exit PowerPoint
  1. Click  Microsoft Office button tl u; click lrkak.
  2. Click the Exit PowerPoint
Or
1.      Click the close button on the title bar
or 
1.     
ALT+F4
Exploring the PowerPoint Window







Close presentation
1.      Click file tab
2.      Click close

Powerpoint 2010 Views
The Views In Microsoft Powerpoint 2010 That You Can Use To Edit, Print, And Deliver Your Presentation Are As Follows:
·         Normal View
·         Slide Sorter View
·         Notes Page View
·         Slide Show View (Which Includes Presenter View)
·         Reading View
·         Master Views: Slide, Handout, And Notes
As The Screen Capture Below Shows, You Can Find Powerpoint Views In Two Places:
  1. On The View Tab, In The Presentations Views
  2.  Master Views Groups.
How to change view
1.       Click view tab
2.       Select presentation views group
3.       Click normal  or slide sorter or notes page or reading view button
Or
1.       Click normal  or slide sorter or notes page or reading view tool button
On An Easy To Use Bar At The Bottom Of The Powerpoint Window Where The Main Views (Normal, Slide Sorter, Reading, And Slide Show) Are Available.
Views For Editing Your Presentation
There Are Many Views In Powerpoint That Can Help You Create A Professional Presentation.

Normal View
Normal View Is The Main Editing View, Where You Write And Design Your Presentations. Normal View Has Four Working Areas:
Outline Tab  This Is A Great Place To Start Writing Your Content — To Capture Your Ideas, Plan How You Want To Present Them, And Move Slides And Text Around. The Outline Tab Shows Your Slide Text In Outline Form.
Slides Tab  View The Slides In Your Presentation As Thumbnail-Sized Images While You Edit. The Thumbnails Make It Easy For You To Navigate Through Your Presentation And To See The Effects Of Any Design Changes. You Can Also Easily Rearrange, Add, Or Delete Slides Here.
Slide Pane  In The Upper-Right Section Of The Powerpoint Window, The Slide Pane Displays A Large View Of The Current Slide. With The Current Slide Shown In This View, You Can Add Text And Insert Pictures, Tables, Smartart Graphics, Charts, Drawing Objects, Text Boxes, Movies, Sounds, Hyperlinks, And Animations.
Notes Pane  In The Notes Pane, Below The Slide Pane, You Can Type Notes That Apply To The Current Slide. Later, You Can Print Your Notes And Refer To Them When You Give Your Presentation. You Can Also Print Notes To Give To Your Audience Or Include The Notes In A Presentation That You Send To The Audience Or Post On A Web Page.
You Can Switch Between The Slides And Outline Tabs. To Enlarge Or Hide The Pane That Contains The Outline And Slides Tabs,
Slide Sorter View
Slide Sorter View Gives You A View Of Your Slides In Thumbnail Form. This View Makes It Easy For You To Sort And Organize The Sequence Of Your Slides As You Create Your Presentation, And Then Also As You Prepare Your Presentation For Printing. You Can Add Sections In Slide Sorter View As Well, And Sort Slides Into Different Categories Or Sections.
Notes Page View
The Notes Pane Is Located Under The Slide Pane. You Can Type Notes That Apply To The Current Slide. Later, You Can Print Your Notes And Refer To Them When You Give Your Presentation. You Can Also Print Notes To Give To Your Audience Or Include The Notes In A Presentation That You Send To The Audience Or Post On A Web Page.When You Want To View And Work With Your Notes In Full Page Format, On The View Tab, In The Presentation Views Group, Click Notes Page.
Master Views
The Master Views Include, Slide, Handout, And Notes View. They Are The Main Slides That Store Information About The Presentation, Including Background, Color, Fonts, Effects, Placeholder Sizes And Positions. The Key Benefit To Working In A Master View Is That On The Slide Master, Notes Master, Or Handout Master, You Can Make Universal Style Changes To Every Slide, Notes Page, Or Handout Associated With Your Presentation.
Views For Delivering Your Presentation
1.       Slide Show View
2.       Presenter View
3.       Reading View

Views For Preparing And Printing Your Presentation
To Help You Save Paper And Ink, You'll Want To Prepare Your Print Job Before You Print. Powerpoint Provides Views And Settings To Help You Specify What You Want To Print (Slides, Handouts, Or Notes Pages) And How You Want Those Jobs To Print (In Color, Grayscale, Black And White, With Frames, And More).

To Create a New Presentation:
1.      Click file tab
2.      Click the New  
3.      Click the Blank presentation
4.      Click the Create Button
Or
1.     ctrl+N


To Create a New Presentation using template:
1.      Click file tab
2.      Click the New 
3.      Click the sample template button
4.      Select template
5.      Click the Create Button or

Add a new slide -
1.      Click the home tab
2.      Select the new slide in the slide group
3.      Select the slide layout you want
4.      Enter the data

Apply a layout
1.      Click the home tab
2.      Select slide group
3.      Click layout button
4.      Select the slide layout you want

Delete slide
1.      Select the slide that you want to delete
2.      Click the home tab
3.      Click the delete slide in the slide group
4.      Select the slide layout you want

Save a presentation for the first time
1.      Click the Quick Access Toolbar
2.      Click the Save  Or press CTRL+S.
3.      Select the location Save
4.      Type suitable name for File name
5.      Click the Save Button


3

4

5
Save an existing document as a new Presentation (Save As)
1.      Open the  document that you want to use as the basis for the new document.
2.      Click the file menu 
3.      Click the Save As
4.      Select the location Save
5.      Type suitable name for File name
6.      Click the Save As Button




Open A presentation
1.      Click the File Tab
2.      Click the open
3.      Select the location the open
4.      Select the File name
5.      Click the open Button

Duplicate slides within a presentation
1.      Select the Duplicate slides
2.      Click the home tab
3.      Select the arrow in new in slide  slide group
4.      Select duplicate slide

Hide a slide
  1. Click the mouse right on the slides
  2. Click the hide slide

Unhide slide
  1. mouse right  click on the hided Slide 
  2. Click the  Unhide Slide

Copy, Move, Delete, and Re-order Slides
To reorder slides in Slide Sorter view:
*      Click (and hold) on a slide thumbnail and drag the slide to its new destination.

Insert an action button
1.      Select the place to put the button
2.      Click insert tab
3.      Select illustrate group
4.      Select the shape button
5.      Click  the Action Buttons
6.      Draw button
7.      click Mouse click tab- Action setting dialog
8.      Select Action on click
9.      Click on the ok button

Hyper link
1.      Select object or text
2.      Click insert tab
3.      Select link group
4.      Select the hyperlink button
5.      Click bookmark button
6.      Select link slide
7.      Click ok
8.      Click ok


Slide transition
1.      Click on the Animations tab s
2.      Select the transition  effect new slide in the Transition to this slide group
3.      Select the transition speed and transition sound 
4.      Click Apply to all to apply all slides


Add custom Animation
1.      Select the text and Object to apply effect
2.      Click the Animations tab
3.      Select  Animation group
4.      Click add Effect button and select effect you want

Change animation timing
1.      Select the text and Object to apply effect
2.      Click the Animations tab
3.      Select  timing group
4.      Select start button
5.      Select duration
6.      Select delay

Preview animation
1.      Click the Animations tab
2.      Select  preview group
3.      Click preview button

Add slide design
1.      Click on the Design tab
2.      Select design on the Themes group

Set up a presentation to run in a continuous loop

  1. Click on the Slide Show tab
  2. Click Loop continuously  in the setup slide show   in set up group
  3. To exit click 'Esc' button
  4. click Ok button

Quick Access Toolbar and Ribbon

To Add Commands to the Quick Access Toolbar:
  1. Click the arrow to the right of the Quick Access toolbar.
  2. Select the command you wish to add from the drop-down list. It will appear in the Quick Access toolbar.
                                             OR
You can also minimize and maximize the Ribbon by right-clicking anywhere in the Ribbon
3.      Selecting Minimize the Ribbon in the menu that appears.
To Insert Text:

  1. Click the placeholder or text box where you wish to insert text. The insertion point will appear. If you are working with a placeholder, placeholder text will disappear.
  2. Type the text you wish to appear.
To Delete Text:

  1. Place your cursor next to the text you wish to delete.
  2. Press the Backspace key on your keyboard to delete text to the left of the cursor.
  3. Press the Delete key on your keyboard to delete text to the right of the cursor.

To Select Text:

  1. Place the insertion point next to the text you wish to select.
  2. Click and drag your mouse over the text to select it.
  3. Release the mouse button. You have selected the text. A highlighted box will appear over the selected text.
To Format Font Size:
  1. Select the text you wish to modify.
  2. Click the drop-down arrow next to the font size box on the Home tab. The font size drop-down menu appears.
  3. Move your cursor over the various font sizes. A live preview of the font size will appear in the document.
  4. Click the font size you wish to use. The font size will change in the document.
To Format Font Style:
  1. Select the text you wish to modify.

  2. Click the drop-down arrow next to the font style box on the Home tab. The font style drop-down menu appears.
  3. Move your cursor over the various font styles. A live preview of the font will appear in the document.
  4. Click the font style you wish to use. The font style will change in the document.


To Format Font Color:
  1. Select the text you wish to modify.
  2. Click the drop-down arrow next to the font color box on the Home tab. The font color menu appears.
  3. Move your cursor over the various font colors. A live preview of the color will appear in the document.
4.     Click the font color you wish to use. The font color will change in the slide.
To Use the Bold, Italic, and Underline Commands:
  1. Select the text you wish to modify.
  2. Click the Bold, Italic, or Underline command in the Font group on the Home tab.
  3. 3.Click the command again to remove the formatting.
Other Font Commands
·         Increase Font Size command increases the font size of the selected text to the next standard font size.
·         Decrease Font Size command decreases the font size of the selected text to the next standard font size.
·         Clear All Formatting command removes your recent formatting changes.
·         Strikethrough command makes a line through the text.
·         Text Shadow command adds a drop shadow to text.
To Change Text alignment:
  1. Select the text you wish to modify.
  2. Select one of the four alignment options from the Paragraph group on the Home tab.
    1. Align Text Left: Aligns all the selected text to the left margin.
    2. Center: Aligns text an equal distance from the left and right margins.
    3. Align Text Right: Aligns all the selected text to the right margin.
    4. Justify: Justified text is equal on both sides and lines up equally to the right and left margins.
1.        
2.       The alignment commands align the text within the placeholder or text box it is in, not across the slide.

Create and format a table in PowerPoint
1.       Select the slide that you want to add a table to.
2.       Click On the Insert tab,
3.       Select in the Tables group,
4.       Click Table.
5.       Click and move the pointer to select the number of rows and columns that you want, and then release the mouse button.
Or
1.       Click On the Insert tab,
2.       Select in the Tables group,
3.       Click Table.
4.       Click Insert Table, and then enter a number in the Number of columns and Number of rows lists.
5.       To add text to the table cells, click a cell, and then enter your text.
6.       After you enter your text, click outside the table.
How to create chart?
1.       Click On the Insert tab,
2.       Select in the Illustrations group,
3.       Click Chart.
4.       In the Insert Chart dialog box, click the arrows to scroll through the chart types.
5.       Select the type of chart that you want and then click OK.
6.       Edit the data in Excel 2010.
7.       When you are finished editing your data, you can close Excel.

  1. Chart Tools, click the Design, Layout, and Format tabs, and then explore the groups and options that are provided on each tab.
Create An Organization Chart

1.      In your presentation click on the Insert tab,
2.      Select  in the Illustrations group,
3.      click SmartArt.
4.      In the Choose a SmartArt Graphic gallery, click Hierarchy, click an organization chart layout (such as Organization Chart), and then click OK.
5.      To enter your text, do one of the following:
§  Click in a box in the SmartArt graphic, and then type your text.
§  Click [Text] in the Text pane, and then type your text.
§  Copy text from another location or program, click [Text] in the Text pane, and then paste your text.

Add or delete boxes in your organization chart
Add a box
1.      Click the SmartArt graphic that you want to add a box to.
2.      Click the existing box that is located closest to where you want to add the new box.
3.      Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under Add Shape, and then do one of the following:
§  To insert a box at the same level as the selected box but following it, click Add Shape After.
§  To insert a box at the same level as the selected box but before it, click Add Shape Before.
§  To insert a box one level above the selected box, click Add Shape Above.
§  To insert a box one level below the selected box, click Add Shape Below.
§  To add an assistant box, click Add Assistant.
Add Assistant is available only for organization chart layouts. It is not available for hierarchy layouts, such as Hierarchy.
Delete a box
To delete a box, click the border of the box you want to delete, and then press DELETE.

Add an audio clip
To prevent playback issues, you can embed your audio clips in your presentation.
1.      Click the slide to which you want to add an audio clip.
2.      On the Insert tab, in the Media group, click Audio.
3.      Do one of the following:
§  Click Audio from File, locate the folder that contains the file, and then double-click the file that you want to add.
§  Click Clip Art Audio, locate the audio clip that you want in the Clip Art task pane, and then click to add it to the slide.

Add slide numbers or notes page numbers
1.      Click On the View tab, in the Presentation Views group, click Normal.
2.      On the left of your screen, on the pane that contains the Outline and Slides tabs, click the Slides tab, and then click the first slide thumbnail in your presentation.
3.      On the Insert tab, in the Text group, click Slide Number.
4.      In the Header and Footer dialog box, do one of the following:
§  If you want to add slide numbers, click the Slide tab, and then select the Slide number check box.
§  If you want to add notes page numbers, click the Notes and Handouts tab, and then select the Page number check box.
5.      If you want to add numbers to all of the slides or notes pages in your presentation, click Apply to All.
6.      If you want to change the starting slide number, do the following:
§  On the Design tab, in the Page Setup group, click Page Setup.
§  In the Number slides from box, enter the number that you want to to print on the first slide or notes page, with subsequent slides numbered after it.
Add The Date And Time
1.      On the View tab, in the Presentation Views group, click Normal.
2.      On the left of your screen, on the pane that contains the Outline and Slides tabs, click the Slides tab, and then click the first slide thumbnail in your presentation.
3.      On the Insert tab, in the Text group, click Date & Time.
4.      In the Header and Footer dialog box, do one of the following:
§  If you want to add the date and time to your slides, click the Slide tab.
§  If you want to add the date and time to your notes pages, click the Notes and Handouts tab.
5.      Select the Date and time check box, and then do one of the following:
§  If you want to set the date and time to a specific date, click Fixed, and then in the Fixed box, type in the date that you want.
§  If you want to specify that the date and time updates to reflect the current date and time each time you open or print the presentation, click Update automatically, and then select the date and time format that you want .
6.      If you want to add the date and time to all of the slides or notes pages in your presentation, click Apply to All.

To Apply a Theme:
  1. Select the Design tab.
  2. Locate the Themes group. Each image represents a theme.
  3. Click the drop-down arrow to access more themes.
  4. Hover over a theme to see a live preview of it in the presentation. The name of the theme will appear as you hover over it.
  5. Click a theme to apply it to the slides.

To Apply Background Color
  1. click design tab
  2. Click the Background group
  3. Background Styles command
4.      Click a style to select it. The new background will appear in the slides.
5.      You can select Format Background from the menu to open a dialog box and make changes to the background color.
To Insert A Picture From The Ribbon:
  1. Click Insert tab.
  2. Click the Illustrations group
  3. Select Picture command
  4. Locate and select the picture you want to use.
  5. Click insert button
Or
1.      Click Insert and it will appear on the slide.
2.      To Insert a Picture from a Placeholder Command:
3.      Click the Insert Picture command in the placeholder. The Insert Picture dialog box will appear.
4.       Locate and select the picture you want to use.
5.      Click Insert and it will appear on the slide.
To Apply a Picture Style:
1.       Select the picture.
2.       Select the Format tab.
3.       Click the More drop-down arrow to display all the picture styles.
4.       Hover over each picture style to see a live preview of the style on the slide.
5.       Click a picture style to apply it to the image.

To Change the Shape of a Picture:
  1. Select the picture.
  2. Select the Format tab.
  3. Click the Picture Shape icon. A menu appears.
  4. Click a shape to select it. The shape of the picture will change on the slide.
To Add a Border to a Picture:
  1. Select the picture.
  2. Select the Format tab.
  3. Click the Picture Border command and select a color.
Select Weight from the menu and choose a line weight to modify the width of the border line.
To Insert a Clip Art from the Ribbon:
1.      Select the Insert tab.
2.      Select Illustrations group
3.      Click the Clip Art command
4.      Enter keywords in the Search field that are related to the image you wish to insert.
5.      Click the drop-down arrow next to the collections field
6.      Select Everywhere to ensure that Word searches your computer and online resources for an image that meets your criteria.
7.      Click go button
8.      Click a clip art image to insert it
To Insert Clip Art from a Placeholder Command:
  1. Click the Clip Art command in the placeholder.
  2. Enter keywords in the Search field that are related to the image you wish to insert.
  3. Click the drop-down arrow next to the collections field.
  4. Select Everywhere to ensure that Word searches your computer and online resources for an image that meets your criteria.
  5. Click the drop-down arrow in the media file types field.
  6. Deselect any file types you do not wish to see. In this example, we only want photographs, so we deselect the other options.
  7. Click Go. A list of clip art images related to the search terms are displayed.
  8. Click a clip art image to insert it, or click the drop-down arrow next to the clip art and select Insert from the menu. The clip art will appear in the slide.

Bulleted Lists

To Select an Alternate Bullet Style or Switch to a Bulleted List:
  1. Select all the text in an existing list (if text has been entered).
  2. Click Home tab.
  3. Click Paragraph group
  4. Click  Bullets command
To Change the Bullet Color:
1.       Select an existing bulleted list (if text has been entered).
2.       Click Home tab.
3.       Click Paragraph group
4.       Click  Bullets command
5.       Select Bullets and Numbering from the menu.
6.       A dialog box will appear.
7.       Click the Color menu on the Bulleted tab.
8.       Select a color. The bullet options in the menu will change color.
9.       Click OK to apply the bullet color to the list in the slide.

Numbered Lists

To Select an Alternate Numbering Style or Switch to a Numbered List:
  1. Select all the text in an existing list (if text has been entered).
2.       Click Home tab.
3.       Click Paragraph group
4.       Click  number command
5.       Select you want to number style


Slide master
A slide master is the top slide in a hierarchy of slides that stores information about the theme and slide layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and positioning.
Every presentation contains at least one slide master. The key benefit to modifying and using slide masters is that you can make universal style changes to every slide in your presentation, including ones added later to the presentation. . When you use a slide master, you save time because you don't have to type the same information on more than one slide. The slide master especially comes in handy when you have extremely long presentations with lots of slides.
Because slide masters affect the look of your entire presentation, when you create and edit a slide master or corresponding layouts, you work in Slide Master view.
 A slide master in Slide Master view
*      Slide layouts associated with the slide master above it

Create or customize a slide master

  1. Open a blank presentation, and then, on the View tab, in the Master Views group, click Slide Master.
  2. When you open Slide Master view, a blank slide master with the default, associated layouts appears.
  1. To create a layout, or to customize an existing layout, To add or modify placeholders in your layouts,
  2. To remove any of the built-in slide layouts that accompany the default slide master, in the slide thumbnail pane, right-click each slide layout that you want to delete, and then click Delete Layout on the shortcut menu.
  3. To apply a design or theme-based colors, fonts, effects and backgrounds,
  4. To set the page orientation for all of the slides in your presentation, on the Slide Master tab, in the Page Setup group, click Slide Orientation, and then click either Portrait or Landscape.
  5. On the File tab, click Save As.
  6. In the File name box, type a file name.
  7. In the Save as type list, click PowerPoint Template, and then click Save.
  8. On the Slide Master tab, in the Close group, click Close Master View.
Print a presentation
To print the slides in your presentation, do the following:
1.      Click the File tab,
2.      click Print.
3.      Select printer name
4.      Select setting
5.      Under Print What, do one of the following:
a.       To print all slides, click All.
b.      To print only the slide that is currently displayed, click Current Slide.
c.       To print specific slides by number, click Custom Range of Slides, and then enter a list of individual slides, a range, or both.
d.      Under Other Settings, click the Color list, and select the setting that you want.
6.      When you inish making your selections, click Print.

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