Data Entry: Creating Presentation: Introduction and Starting a Power Point Program

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Even if you are not a multimedia expert, PowerPoint helps you create slides and present exciting slide shows. PowerPoint provides you helpful suggestions on the layout, design, and formats of your slides.

Starting a PowerPoint Program

  • Click on the Start button

  • In the menu, that appears select All Programs→Microsoft Office→Microsoft Office PowerPoint 2007. In few seconds, you will see PowerPoint screen on the monitor

Image of Power Point program

Image of Power Point Program

Creating Presentations

  • When you start your PowerPoint Program, you see a Blank presentation.

  • Note: In PowerPoint 2007 Office button replaces the File menu of other programs and the bar below the title bar is known as the Ribbon (Menu and Tool bars of some other programs).

  • Ribbon consists of a number of Tabs (Home, Insert,). Tabs are designed to be task oriented

  • Groups within each Tab break a task into subtasks

  • Command button in each group carry out a command or display a menu of commands.

  • You can also go to Office button on the top left corner of the page and click on New. You can choose a blank presentation from the page displayed.

Image of Presentations

Image of Presentations

Viewing Slides

The first two views are for creating your presentation and the last one is for presentation of slide show. You can access these views by clicking the respective view buttons at the bottom right of the PowerPoint window. Or select the View and then the respective command on the menu bar. For example, if you want to choose Normal view, select View→ Normal command on the menu bar.

Normal View

  • The Normal View divides the screen into three sections: the main window, where the current slide is displayed; the outline pane on the left; and the notes pane at the bottom. This is where you will do most of your work.

  • Click on Normal view button at the bottom left of the window or select View→ Normal command on the menu bar.

Slide Sorter View

You can also use this view to add special effect, such as the transactions that occur when each new slide appears. To access Slide Sorter view, click on Slide Sorter view button at the bottom left of the window or select View→ Slide Sorter command on the menu bar.

Slide Show View

Because all sounds, animations, hyperlinks, and action settings of your presentation will be working, you can see exactly how your show will turn out. To access Slide Show view, click on Slide Show button at the bottom left of the window or select View→Slide Show command on the menu bar.

Design Tips

  • By following the guidelines below, you can prepare best slides.

  • Use contrasting colors for the text and the background so the text will be easy to read.

  • Use font size large enough to be seen from the back of the room where the presentation will be held. A font size of 24- point or larger is recommended.

  • Use short phrases and sentences to convey your message.

  • Use simple slide transitions. Too many different transitions will distract your audience from the subject of the presentation.

  • Avoid cluttering the slides with too much text or graphics. Your audience should hear what you have to say and not be distracted by a busy screen.

  • Keep text simple and easy to read by not using many different text effects such as bold, italics, underlining, and larger font size for emphasis within a sentence, or a different font all on the same slide.

Working with Slides

Applying a Design Template

To add a design template or change the existing one, select Design tag on the Ribbon. Select the template by clicking on it.

Changing Slide Layouts

To change the layout template of the slide select Home→ Layout command on the menu bar. The Slide Layout dialog box appears with nine layouts. Click on one of the layout thumbnail images to apply.

Inserting and Editing the Existing Slides as Your New Slides

You can insert slides and then edit them from other files; Cut, Copy and Paste slides; and duplicate slides. Click on Home → New Slide and select on Duplicate Selected Slides, Slides from Outline… or Reuse Slides… Slides from Outline… provide a way to create slides from text file outlines. You can use this feature to create a group of slides that contain a lot of text. You can also create new slides by typing text in the outline pane. To access the Insert Outline dialog box, select Home → New Slide → Slides from Outline command on the menu bar.

Reordering Slides

To reorder a slide in Slide Sorter View, simply click on the slide you wish to move and drag it to the new location. In Normal or Outline View, click on the slide in the slide pane and move and drag the slide to a new location.

Hide Slides

If you do not want a slide to appear during the slide show, but do not want to delete the slide as it may be used later, the slide can be hidden by right clicking on the slide in the slide pane and selecting Hide. You can unhide a hidden slide in a similar manner.

Moving between Slides

You can move from one slide to another slide by using the following tools:

  • Scroll Bars

  • Next Slide and Previous Slide Buttons

  • Using Outline Pane

Working with Text

Inserting Text

  • Outline Text: The outline text can be used to create slides of a similar nature. By using the Outlining toolbar, you can create heads, lists, and paragraphs.

  • Text Boxes: The text boxes are the way that PowerPoint puts text on a slide. When you create a slide, and use a specific slide layout, the slide will have one or more text boxes in it. Simply click on the existing text to add new text.

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