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You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-422: PowerPoint 2013
Topics : Create and manage presentations : Create a presentation •Create blank presentations, create presentations using templates, import text files into presentations, import Word document outlines into presentations
Microsoft Help:-
PowerPoint is similar to a word processor such as Word, except that it’s geared toward creating presentations rather than documents. With PowerPoint, you can create a professional-looking slide show. The PowerPoint program provides tools you can use to build presentations that include graphics, media, animations, and an assortment of ways to transition from slide to slide. It provides various views and user interfaces to suit your particular needs. These PowerPoint tools enable you to design and build a quality presentation. Many tasks start in Backstage view. To access this view, click the File tab on the ribbon.
Microsoft PowerPoint 2013 and a little creativity are all you need to develop professional presentations ready for delivery to any audience. You can use PowerPoint to:
- Introduce an idea, proposal, organization, product, or process with professionally designed, high-impact slides.
- Add visual appeal by using themes, styles, and formatting options to achieve the right combination of colors, fonts, and effects.
- Reinforce bullet points by adding pictures, shapes, and fancy display text.
- Convey numeric data in easy-to-grasp ways by using attractive charts and tables.
- Illustrate a concept by using the SmartArt Graphics tool to create sophisticated diagrams that reflect processes, hierarchies, and other relationships.
- Maintain branding consistency by creating custom themes, designs, and layouts.
- Collaborate with colleagues, giving and receiving feedback to ensure the best possible presentation.
You can use several different types of media to actually show your presentations:
- Computer screen: Your computer screen is a suitable way to display your presentation when you’re showing it to just one or two other people.
- Big-screen TV: If you have a big-screen TV that can accommodate computer input, it’s ideal for showing presentations to medium-sized audiences — say 10 to 12 people in a small conference room.
- Computer projector: A computer projector projects an image of your computer monitor onto a screen so large audiences can view it.
- Webcast: You can show your presentation over the Internet. That way, your audience doesn’t all have to be in the same place at the same time. Anyone with a web browser can sit in on your presentation.
- Printed pages: Printed pages enable you to distribute a printed copy of your entire presentation to each member of your audience. (When you print your presentation, you can print one slide per page, or you can print several slides on each page to save paper.)
- Overhead transparencies: Overhead transparencies can be used to show your presentation using an overhead projector. It’s a little oldschool to be sure, but some people still do it this way.
- 35mm slides: For a fee, you can have your presentation printed onto 35mm slides either by a local company or over the Internet. Then, your presentation really is just like your grandpa’s old Kodak Carousel slide tray!
Introduction
As with all Office 2013 programs, the most common way to start PowerPoint is from the Start screen (Windows 8) or the Start menu (Windows 7) displayed when you click at the left end of the Windows Taskbar. When you start PowerPoint without opening a specific presentation, a program starting screen appears. From this screen, you can create a new presentation or open an existing one. Either way, the presentation is displayed in a program window that contains all the tools you need to add content and format slides to meet your needs.
You can start PowerPoint from the new Windows 8 Start screen so you can begin designing a presentation. When you open PowerPoint 2013, the redesigned start screen appears automatically. From the start screen, you can start a new presentation or open an existing one. The start screen lists recently opened presentations and allows you to create a presentation from templates on your computer, or search for PowerPoint templates on the Internet.
A presentation is to PowerPoint what a document is to Word or a worksheet is to Excel. In other words, a presentation is a file that you create with PowerPoint. Each presentation that you create is saved on your computer’s hard drive as a separate file. PowerPoint 2013 presentations have the special extension .pptx added to the end of their filenames.
PowerPoint presentations comprise one or more slides.
Each slide can contain text, graphics, and other elements. A number of PowerPoint features work together to help you easily format attractive slides:
- Slide layouts: Every slide has a slide layout that controls how information is arranged on the slide. A slide layout is simply a collection of one or more placeholders, which set aside an area of the slide to hold information. Depending on the layout that you choose for a slide, the placeholders can hold text, graphics, clip art, sound or video files, tables, charts, graphs, diagrams, or other types of content. <\br>
- Background: Every slide has a background, which provides a backdrop for the slide’s content. The background can be a solid color; a blend of two colors; a subtle texture, such as marble or parchment; a pattern, such as diagonal lines, bricks, or tiles; or an image file. Each slide can have a different background, but you usually want to use the same background for every slide in your presentation to provide a consistent look.
- Themes: Themes are combinations of design elements such as color schemes and fonts that make it easy to create attractive slides that don’t look ridiculous. You can stray from the themes if you want, but you should do so only if you have a better eye than the design gurus who work for Microsoft.
- Slide Masters: Slide Masters are special slides that control the basic design and formatting options for slides in your presentation. Slide Masters are closely related to layouts — in fact, each layout has its own Slide Master that determines the position and size of basic title and text placeholders; the background and color scheme used for the presentation; and font settings, such as typefaces, colors, and sizes. In addition, Slide Masters can contain graphic and text objects that you want to appear on every slide. You can edit the Slide Masters to change the appearance of all the slides in your presentation at once. This helps to ensure that the slides have a consistent appearance.
You can customize the appearance of individual slides by adding any of the following elements:
- Title and body text: Most slide layouts include placeholders for title and body text. You can type any text that you want into these placeholders. By default, PowerPoint formats the text according to the Slide Master, but you can easily override this formatting to use any font, size, styles like bold or italic, or text color that you want.
- Text boxes: You can add text anywhere on a slide by drawing a text box and then typing text. Text boxes enable you to add text that doesn’t fit conveniently in the title or body text placeholders.
- Shapes: You can use PowerPoint’s drawing tools to add a variety of shapes to your slides. You can use predefined AutoShapes, such as rectangles, circles, stars, arrows, and flowchart symbols. Alternatively, you can create your own shapes by using basic line, polygon, and freehand drawing tools.
- Illustrations: You can illustrate your slides by inserting clip art, photographs, and other graphic elements. PowerPoint comes with a large collection of clip art pictures you can use, and Microsoft provides an even larger collection of clip art images online. And, of course, you can insert photographs from your own picture library.
- Charts and diagrams: PowerPoint includes a slick diagramming feature called SmartArt that enables you to create several common types of diagrams, including organization charts, cycle diagrams, and others. In addition, you can insert pie charts, line or bar charts, and many other chart types.
- Video and Sound: You can add sound clips or video files to your slides. You can also add background music or a custom narration.
PowerPoint 2013 user interface
Discover PowerPoint basics such as creating, saving, and closing a presentation. Each presentation you build exists in its own separate PowerPoint file. After showing you how to create a new presentation, this chapter teaches you how to find and open existing presentation files.
The program window contains the following elements:
- Title bar This bar across the top of the program window displays the name of the active presentation and provides tools for managing the program and the program window. The title bar for a new, unsaved presentation. At the left end of the title bar is the program icon, which you click to display commands to restore, move, size, minimize, maximize, and close the program window. To the right of the PowerPoint icon is the Quick Access Toolbar. By default, the Quick Access Toolbar displays the Save, Undo, Redo/Repeat, and Start From Beginning buttons, but you can customize it to display any command you want. TIP You might find that you work more efficiently if you organize the commands you use frequently on the Quick Access Toolbar and then display it below the ribbon, directly above the workspace. For information, see "Manipulating the Quick Access Toolbar". On the far-right side of the title bar are five buttons: the Microsoft PowerPoint Help button that opens the PowerPoint Help
window, in which you can use standard techniques to find information; the Ribbon Display Options button that controls how much screen space the ribbon occupies; and the familiar Minimize, Maximize/Restore Down, and Close buttons.
- Ribbon The Ribbon across the top of the screen, just below the Microsoft PowerPoint title, is PowerPoint’s main user-interface gadget, called the Ribbon. all the commands for working with a PowerPoint presentation are gathered together in this central location so that you can work efficiently with the program. If your ribbon appears as a row of tabs across the top of the workspace, click the Home tab to temporarily display that tab’s buttons. Across the top of the ribbon is a set of tabs.
Clicking a tab displays an associated set of commands. Commands related to managing PowerPoint and PowerPoint presentations (rather than slide content) are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon.
Commands available in the Backstage view are organized on pages, which you display by clicking the page tabs in the colored left pane.
You redisplay the presentation and the ribbon by clicking the Back arrow located above the page tabs.Commands related to working with slide content are represented as buttons on the remaining tabs of the
ribbon.
The Home tab, which is active by default, contains the commands most PowerPoint users will use most often. When an object is selected on a slide, one or more tool tabs might appear at the right end of the ribbon to make commands related to that specific object easily accessible.
Tool tabs disappear again when their associated object is no longer selected.
On each tab, buttons representing commands are organized into named groups. You can point to any button to display a ScreenTip with the command name, a description of its function, and its keyboard shortcut (if it has one).Related but less common commands are not represented as buttons in a group. Instead, they’re available in a dialog box or pane, which you display by clicking the dialog box launcher located in the lower-right corner of the group.
- The File tab: The first tab on the Ribbon is called the File tab. You can click it to switch the program into a special mode called Backstage View, which provides access to various functions such as opening and saving files, creating new presentations, printing, and other similar chores. For more information
- Current slide: Right smack in the middle of the screen is where your current slide appears.
- Quick Access toolbar: Just above the Ribbon is the Quick Access toolbar, also called the QAT for short. Its sole purpose in life is to provide a convenient resting place for the PowerPoint commands you use the most often.
- Slides pane: To the left of the slide is an area that shows thumbnail icons of your slides. You can use this area to easily navigate to other slides in your presentation.
- Task pane: To the right of the slide is an area called the task pane. The task pane is designed to help you complete common tasks quickly. When you first start PowerPoint, the task pane isn’t visible
- Status bar cross the bottom of the program window, this bar displays information about the current presentation and provides access to certain program functions. The status bar. At the left end of the status bar is the number of the active slide and the total number of slides in the presentation. To the right of the number is a button representing the spell checker, which checks the spelling of the text you enter and displays a check mark if there are no errors or an X if there are. In the middle of the status bar are buttons for displaying and hiding notes or working with comments. To the right of the Comments button is a set of buttons called the View Shortcuts toolbar, which provides convenient methods for switching the view of the presentation.At the right end of the status bar are the Zoom Slider, the Zoom Level button, and the Fit Slide To Current Window button. These tools enable you to adjust the magnification of the active slide.
- Zoom control: PowerPoint automatically adjusts its zoom factor so that Slide View displays each slide in its entirety. You can change the size of your slide by using the zoom control slider that appears at the bottom right of the window
Create blank presentations
- Click on All applications appear on the Start screen
- Position the mouse pointer at the bottom of the Start screen, A scroll bar appears
- Scroll across to find the PowerPoint 2013 icon.
- Click the PowerPoint 2013 icon. PowerPoint opens and displays the start screen.
- You can open a recently opened presentation, or You can open a file from your computer. or You can create a new presentation by clicking a template. or You can search for a template on the Internet. but choose a blank presentation as per your project requirement
- choose a blank presentation.
- Click a color scheme. The preview changes to reflect your preferences.
- Click Create.
- PowerPoint creates a presentation from the template..
create presentations using templates
- Click on All applications appear on the Start screen
- Position the mouse pointer at the bottom of the Start screen, A scroll bar appears
- Scroll across to find the PowerPoint 2013 icon.
- Click the PowerPoint 2013 icon. PowerPoint opens and displays the start screen.
- Click the File tab to show Backstage view.
- Click New. Templates available on your computer appear.
- You can open a recently opened presentation, or You can open a file from your computer. or You can create a new presentation by clicking a template. or You can search for a template on the Internet.
- click the Pushpin button to pin a template to this list
- Click the presentation template of your choice. A dialog box appears, showing a preview of the template. You can click the Close button to cancel. or You can click Back or Forward to view other slides from this template. or You can click Back or Forward to view other templates from the list.
- Click a color scheme. The preview changes to reflect your preferences.
- Click Create.
PowerPoint creates a presentation from the template.
Import Text Files into Presentations
You can import text from Word or even Notepad (or any text editor) to create a new presentation. This is called importing an outline. Follow these steps to create the outline:
- Open a Word or Notepad document.
- Type the content if you haven’t already done so, following the guildines below.
- Make sure each line, whether for a slide title or bulleted text, is on its own line. There should be no blank lines, because these come in as blank slides!
- Before each line of bulleted text, insert a tab.
- To create 2nd-level bulleted text, insert two tabs.
- Save the file as a .doc or .txt file.
To use the outline, follow these steps:
- Start a new presentation.
- Choose File > Open.
- From the Files of Type drop-down list, choose All Outlines.
- Find your file, select it, and click Open
Your presentation is created
import Word document outlines into presentations
You can edit the text in your presentation to make it as professional as possible. You typically want to change your presentation text to polish it, or fix typos and other errors. Many times a second read or proofread produces ideas to improve the wording. For example, maybe you need to update a favorite presentation because it has become outdated. Editing an outline is much like editing text anywhere else in PowerPoint, or in any other application for that matter.
- Click the View tab
- Click Outline View
- Click the point where you want to add or delete text
- Type to add text, or press Delete or backsace to delete the text. The outline reflects the changes you made.
- Click the bullet for any bullet point to select the entire bullet point. Note: You can also click a Slide icon to select an entire slide.
- Press Delete PowerPoint deletes the entire bullet point or slide.
If you already have an outline that you want to use as a basis for your presentation, you do not need to retype it in PowerPoint. For example, you may already have an outline that you used to give a speech or to write a paper. To save time, you can import an outline into a new PowerPoint presentation, and then edit and format that content like any other presentation. PowerPoint imports outlines that are created in Outline view in Microsoft Word. It also imports text file outlines written in text editors such as Notepad.
- Click the File tab to show Backstage view.
- Click Open.
- Click Computer.
- Click Browse. The Open dialog box appears.
- Click the down arrow
- Click All Outlines. PowerPoint shows all file types that can hold an outline, such as Word files (.docx), text files (.txt), and rich text files (.rtf).
- Click the folder that holds the outline file you want to import.
- Click the outline file.
- Click Open.
The new presentation appears in Outline view.
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