UNIT--------7

POWERPOINT
 MICROSOFT POWERPOINT
• Presentations consist of individual pages called
“slides”.
• It is a presentation graphics software.
• You can add text,graphics,photos,clipart,sound and
video to your slides.
• It allows user to create presentation slides that can be
displayed on the computer screen or through a
projector that is plugged in to the computer.
• Computerized Presentation are appealing to users
because these are easy to create, edit and generally
small to fit onto CD or USB drive.
 BENEFITS OF POWERPOINT
• It allows you to use images, audio and video that makes your
presentation more interesting.
• Easy to create colorful and attractive presentations using the
standard templates and themes.
• It is used by professors and teachers to add value to their
lectures and notes.
• It can be used in number of different effective ways to
communicate with audience.
• It allows you to work with other people in cooperative
manner . Multiple people can work together on a presentation
and contribute to presentation.
• It has a live preview feature to review your formatting choices
before you apply them.
 FEATURES OF POWERPOINT
• Create dynamic presentations:---it quickly create dynamic and great
looking presentations using the redesigned user interface.
• Video capabilities:----it allows you to use video in your
presentations,you can do multiple functions to do the changes in
your video like---trim the videos,bookmark,add fades etc.
• Sharing:---you can share the presentations with other individuals in
different locations.
• Support other file format:---it enable support for other files format
such as PDF and XPS.
• Themes and quick Styles:---powerpoint2007 comes with new
themes, layout and quick styles that offer you a wide range of
options when you are formatting your presentations.
 STARTING MS POWERPOINT 2007
• To start powerpoint from start menu:---click on start
button, point to all programs then Microsoft Office and click
on Microsoft Office PowerPoint 2007.
• Powerpoint 2007 Elements:----
 Microsoft Office button:--When clicked, this button opens
Office menu, from which you can open,save,print,publish,
send, close the document as well as PowerPoint options
that allows you to change the PowerPoint default settings.
 Quick Access Toolbar:---It is a small tool that contains the
shortcuts of some common commands like save,undo,redo .
 Ribbons:---It is the panel at the top portions of the
document.
 It contains
home,insert,design,Animations,slideshow,review,view,
format tabs.
View Toolbar:---at the right end of the status bar is the
view toolbar, which provides tools for adjusting the view of
presentation content.
Zoom Control:---use to zoom the powerpoint screen in
or out by dragging the slider.

•MENUS USED IN POWERPOINT 2007:----

(1) MICROSOFT OFFICE BUTTON
(2) RIBBONS
(3) QUICK ACCESS TOOLBAR
 TOOLBARS IN POWERPOINT
• Menu bar and toolbar are replaced by the term called
RIBBONS. It is the combination of menu and toolbar
which is designed to help you quickly find the
commands that you need to complete the task.

• TO MINIMIZE AND MAXIMIZE THE RIBBONS:--

1. Click on drop down arrow next to the Quick Access
Toolbar.
2. Select the MINIMIZE button from the list.The Ribbon
disappears.
3. To MAXIMIZE the ribbon, click the arrow again and
select the select the MAXIMIZE button from the list.
The Ribbon will appear again.
 CREATING NEW PRESENTATION
• Slide is the foundation of presentation. To create the
presentation, you need to add new slide to your
presentation.
TO CREATE A NEW PRESENTATION:---
1. Open PowerPoint 2007.
2. Click the Office Button, and then click NEW. From the
New Presentation dialog box displayed,
3. Select Blank Presentation and click on Create Button.
TO ENTER TITTLE AND SUBTITTLE:----
1. Click on “click to add title” section of the slide and
enter the slide title.
2. Click in “click on add subtitle” section of the slide and
enter the desired text.
TO ENTER A NEW SLIDE USING KEYBOARD:---
Press Ctrl+ Enter OR Press Ctrl + M
TO INSERT A NEW SLIDE USING THE MOUSE:----
• On the Home Tab., In the slide group, click the upper
portion of the NEW slide button.
• This will add a new slide with bullet point in it.
• Start adding text to the new slide.
TO INSERT A NEW SLIDE WITH DIFFERENT LAYOUTS
• On the Home Tab,in the Slide group,
• Click on NEW Slide button, this will show the several
layouts,
• Click any layout that you want to insert in presentation.
TO CHANGE THE LAYOUT OF AN EXISTING SLIDE:--
1. Select the slide you wish to change.
2. Click the layout command in the Slide group on the
Home Tab.A menu appear with your options.
3. Click on any option to select it.
TO COPY AND PASTE SLIDE:--
1. Select the slide you wish to copy.
2. Click on COPY command on Home Tab.
3. Click inside the slides tab on the left task pane.A horizontal
insertion point will appear.
4. Move the insertion point to the location you want to copy of
the slide to appear.
5. Click the paste command on the Home Tab.The copied
slide will appear.
TO DELETE SLIDE:----Select the slide you wish to delete and
click on delete command in slide group on Home tab.
TO MOVE THE SLIDE:----
• Select the slide you wish to move on the slides tab in the
left task pane.
• Click and drag the slide to new location.the insertion point
will appear,Release the mouse button,the slide will appear.
SAVING THE PRESENTATION:----if you are going to save
the presentation for the first time,you need to use SAVE AS
command; if you have already saved a presentation you can use
the SAVE command.
STEPS to use Save As Command:--
• Click the Microsoft Office Button.
• Select Save As .A menu will appear.
• Select the type of file you would like to save the
presentation as.The two most commonly used file types are:-
Powerpoint presentation:---this saves the presentation as a
2007 powerpoint file.
Powerpoint 97-2003 presentation:--this saves the presentation
so that it is compatible with some previous version of
powerpoint
• Save As dialog box will appear,select the location where you
want to save the file,enter the name of file and click on save
button.
 VIEW BUTTONS
• At the buttom,right corner of the powerpoint
window,there are three view buttons or commands.From
here you can change the view to Normal,Slide Sorter or
Slide show view by just clicking a button.
NORMAL is default view where you will create and edit
your slides in the center slide pane and all the slides will
appear on the slide tab in the left task pane.
SLIDE SORTER is the view of your slides in thumbnail
form.The slides are presented horizontally which allows
you to see more slides at a time.
SLIDE SHOW View fills the computer screen with your
presentation so you can see how the presentation will
appear to the audience.
 HOW TO ADD GRAPHICS
• Graphics such as drawings, pictures,clipart or graphs are frequently
used in powerpoint presentation.
TO ADD PICTURE:----
1. Click on insert tab.
2. Click the picture button.Insert Picture dialog box appears.
3. Browse the picture from your files.
4. Click the name of the picture.Click Insert.
TO ADD CLIPART:---
1. Click on insert tab.
2. Click the Clip Art button.Search Clip Art dialog box appears.
3. Search for the clip art using the search Clip art Dialog box.
4. Click the clip art.
TO ADD SHAPES:----
1. Click on insert tab.
2. Click the shape button.Click the shape you choose.
3. Click the Slide.
4. Drag the shape to expand the shape.
TO ADD SMART ART:---
1. Click on insert tab.
2. Click the Smart Art button.Smart Art Graphics dialog box
appears.
3. Choose the Smart Art you want to choose.Click on OK.
TO ADD PHOTO ALBUM:---
1. Click on photo album button on insert tab.
2. Click NEW PHOTO ALBUM.A dialog box appears
3. Click File/Disk to add pictures to the photo album.
4. Move the pictures up and down in the order of album by
clicking the up/down arrows.ss
 MULTIMEDIA
• Adding videos and video to your presentation is to be called as
adding multimedia. Powerpoint 2007 provides some videos and
sound clips that are free to use in the Clip Manager. You can also
use clips from other sources such as Web, a CD of sound Effect or a
sound you create yourself.
TO INSERT A SOUND FROM THE CLIP ORGANIZER:====
1. Select the slide where you want to add sound.
2. Select the Insert tab.
3. Click the drop down arrow on the sound command in the Media
Clips Group.
4. Select sound from Clip Organizer from the menu.
5. The Clip Art Task pane will appear.
6. Enter the keywords in the Search field
7. Click Go. Clip art sound results will appear in the task pane.
8. Click a sound file in the task pane to insert it.
9. A pop-up box will appear asking you how you would like the
sound to start in the presentation.Click Automatically or
When Clicked.Automatically will start the sound
automatically as soon as the slide appears in slide show view
and when Clicked will start the sound when you click.
10. A sound icon will appear on your slide.

TO INSERT A SOUND FROM A FILE:====

1. Select the slide to which you wish to add a sound.
2. In the Insert Tab,under the Media Clips group,click the arrow
on the Sound Button.
3. Select Sound from the File from the menu.
4. Insert sound Dialog Box will appear.
5. Find the sound File on your computer using the “Look In”
drop down. Select the file and click OK.
6. A Pop –UP box will appear asking you how you would like
the sound to start in the presentation.
7. Click Automatically or When Clicked. Automatically will
start the sound automatically as soon as the slide appears in
the Slide show view and When Clicked will start the sound
when you click.
8. A sound icon appears on your slide.

TO RECORD YOUR OWN SOUND:=====

1. Select the slide to which you wish to add a sound.
2. In the insert tab,under the Media Clips Group, click the arrow on
the Sound Button.
3. Select Record sound from the Menu.
4. Record Sound Dialog Box will appear.
5. In the Name Box,type an appropriate name for your sound.
6. When you are ready click RECORD to record the Sound.
7. When you are Finished recording press Stop.
8. To hear your Sound Click PLAY.
9. If you are not satisfied with your recording,Click Cancel and
Start again.
10. A Sound Icon appears on your Slide.
INSERTING VIDEOS:====
1. Select the slide to which you wish to add a video.
2. In the Insert Tab, under the Media Clips group, Click the
arrow on the Movie button.
3. Select the Movie From Clip Organizer from the Menu.
4. The Clip Art Task Pane will appear.
5. Use the Search Box to search by Keyboard and Click Go to
search.
6. Click the movie to insert it, or hover your mouse over it first,
Click on the Menu arrow that appears and Choose Insert. The
Video will appears on your Slide
INSERTING VIDEOS FROM THE FILE:====
1. Select the Slide to which you wish to add a movie.
2. In the Insert Tab,under the Media Clips Group,Click the arrow
on the Movie Button.
3. Select Movie from File from the menu.
4. The Insert Movie Dialog Box will appear
5. Find the video file on your Computer using the LOOK IN
drop down.
6. Select the File and Click OK.The video appears on your Slide.
TRANSITION EFFECTS:====
Transitions are the movements you see when one slide changes
to another in slide show view.
Transition effects are different from animation effects.
The term animation in powerpoint refers to the movement of text
and objects on the slide, while transitions refers to the
movement of slide as it changes to another slide.
TO APPLY TRANSITION TO ONE SLIDE:---
1. Select the slide you wish to modify.
2. Select the Animation Tab.
3. Locate the Transition to this Slide group. By Default,No
Transition is applied to each Slide.
4. Click A Slide Transition Effect to apply it to the selected Slide.
TO APPLY TRANSITION TO ALL SLIDES:----
1. Select the slide you wish to modify.
2. Select the Animation Tab.
3. Locate the Transition to this Slide group. By Default,No
Transition is applied to each Slide.
4. Click the More Drop Down arrow to display all the transition
effects.
5. Click A Slide Transition Effect to apply it to the Selected
Slide.
6. Click Apply To All to apply the transition to all the Slides in
presentation.
TO MODIFY THE TRANSITION:====
(a)To Set Slide Transition Speed:----
1. Apply the slide transition effect to a slide.
2. Click the transition Speed drop down menu in the Transition
to This Slide group on the Animation Tab.
3. Select the Menu option to apply the transition speed to the
selected slide.

(b)To Set Slide Transition Sound:----

1. Apply the slide transition effect to a slide.
2. Click the transition Sound drop down menu in the Transition
to This Slide group on the Animation Tab.
3. Select a Sound to apply it to the selected slide.
(c)To Remove a Slide Transition Sound:----
1. Select a Slide you wish to modify.
2. Select the Animation Tab.
3. Click No transition in the Transition to This Slide Group.
4. Repeat this process for each slide you want to modify OR
Click Apply to all to remove the Slide transition effect from
each slide in the presentation.
(d)To Set Timing For Slides:----
1. View the Slides in Slide Sorter View.
2. Select the Slide. Select the Animation tab.
3. Locate the Advance Slide section of the Transition to This
Slide group.
4. Enter the time in the Automatically After field.Use the
arrows or type the number.
5. Select another Slide and repeat the process until all the
desired slides have the timing set.
 ANIMATION EFFECTS
• In powerpoint,you can animate text and objects such as
clipart,shapes and pictures on the slide.Animation on the slide
can be used to draw the audience attention to specific content
or to make the slide easier to read.

TO APPLY ANIMATION EFFECT:=====

1. Select the text or object on the slide you wish to animate.
2. Select the animation tab.
3. Click the animate drop down menu in the animation group to
see the animation options for the selection.the options change
based on the selected item.
4. Move your cursor over each option to see a live preview of
the animation on the slide.
5. Click an option to select it
TO APPLY A CUSTOM ANIMATION EFFECT:=====
1. Select the text or object on the slide you wish to animate.
2. Select the Animation Tab.
3. Click Custom Animation in the Animation group. The Custom
Animation task pane will appear on the right.
4. Click Add Effect in the task pane to add an animation effect to
the Selected text or object.
5. Select Entrance, Emphasis,Exit or Motion Path to display a
sub menu of animation effects for the category.
6. Select an animation effect to apply it.
7. The animation will display on the selected item on the slide
and will appear listed in the Custom Animation Task pane.
TO MODIFY ANIMATION EFFECT:====
1. After you apply an animation effect,drop down menus will
appear at the top of the Custom Animation task Pane.
2. Select an option from a drop drop menu to change the default
setting.

TO REMOVE AN ANIMATION EFFECT:====

1. Select the text or object on the slide you wish to modify.
2. Select the Animation Tab.
3. Click Custom Animation in the Animations group. The
Custom Animation task pane will appear on the right.
4. Select the animation in the Custom Animation task pane list,
if it is not already selected.
5. Click Remove.The animation label will disappear from the
slide and from the custom Animation task pane list.
 INSERTING TEXT
(A)Adding text to a Placeholder:----if you have selected a
layout for your slide, you will see boxes that contain dummy
text which read something Like “Click to Add Title” or Click
to Add Text”. When you click in the box,the dummy text will
disappear, the cursor will become a blinking line(|) and you
can begin to type your text.
(B)Inserting and resizing a text box:----
1. To create a text box in the blank slide, go to the Insert tab on
the ribbon and click on the text box button.
2. Your mouse pointer will change to an insertion point. Left
click and drag your cursor across the screen to choose the
size and location of your text box.
3. If you wish to resize your text box after it is created, hover
your mouse over the circles or squares around the border of
the box. The circles will resize both the width and height of
the box, the square on the top and bottom will resize the box
vertically, and the squares on the slides will resize it
horizontally.
4. When your cursor changes shape,left click and drag your
mouse. The circles in the corners will adjust both height and
width while the squares to the slides will adjust one or the
other.
5. To rotate the text box,left click on the green circle above the
box and drag your mouse.
6. To simply move the box,click on the border and drag your
mouse.
 SLIDE MASTER/MASTER SLIDE
• Slide Masters are used to create conistent layouts throughout
your presentation. The easiest way to make the same change to
all slides that use a specific layout is to change the slide
master, called MASTER SLIDE.
• For EXAMPLE:===imagine that you like a theme,but want
to change the specific design element of the theme.You may
want a different bullet style, slide titles that are center-aligned
instead of left-aligned. You can quickly make these changes or
more by modifying the slide master.
TO VIEW SLIDE MASTER:----
1. Select the View tab.
2. Click the Slide Mater View command in the presentations
View group.
3. The Slide Master tab will appear as the active tab on the
Ribbon,and the Slide Master Task Pane will appear on the
left.

SLIDE MASTER VIEW:====

• The slide master view appears similar to the normal view.
• In Slide Master view master slides are displayed in the task
pane rather than actual slides.
• The first thumbnail image in the task pane on the left is the
slide master that controls all the slides.
• If you want to make a change to all the slides in the
presentation, you can do so by changing this slide.
 HYPERLINKS/ACTION BUTTONS
• In powerpoint, you have the ability to link to a web page,
email address,file,slide in the same presentations and a slide
in a different presentation.You can do all the using two tools
called Hyperlinks and Action Buttons.
HYPERLINKS:---is a connection from one slide to a web
page,email address,slide,file.Text or Objects such as pictures
and shapes can be formatted as a hyperlink.
TO INSERT A HYPERLINK TO A WEB PAGE:----
1. Select the text or object that you want to use as a hyperlink.
2. Select the Insert Tab.
3. Click The Hyperlink command in the Links Group.The
Insert Hyperlink dialog box will appear.
4. If you use the text for the hyperlink, the text to Display field
will appear active in the dialog box. The text you select on
the Slide will appear in this field.
5. Click Existing File or Web Page and enter the website
address in the Address field.
6. If you want to add a Screen tip which is a box of information
that appears when you hover over hyperlink.

TO INSERT SCREEN TIP:--

1. Click Screentip.
2. The Set Hyperlink screentip dialog box will appear.
3. Enter the tip text and click OK.
4. Click anywhere on the slide to deselect the text or object.
5. If you use text for the hyperlink,the text will appear
underlined in a color that coordinates with the color scheme.
6. If you use an object ,it will not have additional formatting.
ACTION BUTTONS:---It is also called as Action Link. Action
buttons are built in button shapes that you can add to
presentation and use as a hyperlink.

TO INSERT ACTION BUTTON ON ALL SLIDES:--

1. Select the View Tab.
2. Click the Slide Master Command in the presentation views
group. The SLIDE MASTER VIEW will appear.
3. Select slide1,the slide master,changes to this slide will appear
on all the slides in the presentation.
4. Select the Insert tab.
5. Click The Shapes Command in the Illustrations group .
6. Select an Action Button from the button of the list.
7. Insert the shape onto the slide. The Action Settings dialog
box will appear.
8. Select the Mouse Click OR Mouse Over Tab. Use the
Mouse Click tab to set actions to occur when you click and
use the Mouse Over tab to set the action to occur when you
move the cursor over the action button.
9. In the Action on Click section,Click None or Hyperlink to.
10. If you click None,the shape will have no action associated
with it.
11. If you click Hperlink to : select an option from the
menu.The hyperlink options works the same for action
button as they do for hyperlinks.
12. Click Play Sound if you wish to play a sound when the
action button is clicked.
13. Select the sound from the drop-down menu and click OK.
 MACROS
• It helps you to automate frequently done tasks.It let you
simplify the tasks that ordinary require may commands such
as creating the header or footer or changing the line spacing.
Once you record a macro you can run it at any time to repeat
the recorded actions.
• In powerpoint2007,macro recorder is not available to record
or create a macro. Instead you can use Visual Basic for
Applications to create or edit Macros.
TO CREATE A MACRO IN POWERPOINT2007:==
1. Click on Macros commands in the code group under
Developer tab.
2. Macro dialog box will appear.
3. Type the name of the macro on the Macro name box.
4. Once you typed the Macro name,Description box will be
enabled.Type a description for the macro in the Description box.
5. Click on Create button to open the Visual Basic for
Applications window.
6. Type your VBA code into the screen,between Sub Macro
Name( ) and End Sub.
7. Press the F5 key to run the code once you have written the
program.
8. Save the presentation before to Exit Powerpoint.

TO RUN MACRO:-----
1. On the developer tab,in the code group,click macros.
2. In the Macro dialog box,under Macro name,select the Macro
that you want to run, and then click run.