Microsoft Power Point

Microsoft PowerPoint
This is a presentation program from
Microsoft Company that is used to show
information visually.

Open Power Point and you will be prompted

by a dialog box with four choices. Each of
these options are explained on this page

If Power Point is already open or this box

does not appear,
i. Click File menu
ii. Click New from the menu list.

AutoContent Wizard
The AutoContent Wizard provides templates
and ideas for a variety of presentation types.
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Page through the wizard by clicking the

Next button on the bottom of each page after
making necessary choices.

Design Template
Power Point provides many templates with
different backgrounds and text formatting to
begin your presentation. Preview each
design by highlighting the template name on
the list. Press OK after you have chosen the
design.

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Blank Presentation
Select Blank Presentation to build the
presentation from scratch with no preset
graphics or formatting by just inserting
slides one by one.

Open an Existing Presentation

Select this option to open a Power Point
presentation that already exists. Select the
folder the file is located in from the Look
in: drop-down menu and highlight the file
on the list. Click Open to open the
presentation.

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Power Point
Screen
Screen Layout
The Power Point screen layout in Normal
View:

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Views
Power Point gives you four screen layouts
for constructing your presentation in
addition to the Slide Show. You can select
the page view by clicking the buttons just
above the formatting toolbar and the bottom
of the page.

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Normal View   Slide View

This screen is split into The slide view displays
three sections showing each slide on the screen
the presentation outline and is helpful for
on the left, the slide in adding images,
the main window, and formatting text, and
notes at the bottom. adding background
styles.
 

Outline View   Slide Sorter View

The presentation outline A small image of each
is displayed on the slide is displayed in
majority of the screen Slide Sorter view.
with small windows for Slides can easily be
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the slide and notes. This ordered and sorted from

view is recommended this screen.
for editing text.
Click the Slide Show button to view the full-
screen slide show.

Working with
Slides
Insert a New Slide
Follow these steps to insert a new slide into
the presentation:
 In the Outline window, select the slide
you want the new slide to appear after by
clicking the slide's number.
 Select Insert|New Slide from the menu
bar or click the new slide button on the
standard toolbar.
 Choose the page layout from the
window and press OK.
Applying a Design Template
To add a design template or changing the
existing one, selection Format|Design
Template from the menu bar. Select the
template and click Apply.

Changing Slide Layouts

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To change the layout template of the slide

select Format|Slide Layout from the menu
bar. Click on each thumbnail image and a
description will be printed in the message
box. Highlight the layout you want and click
OK.

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 selecting Slide Show|Hide Slide
from the menu bar. To add the slide back to
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the slide show, select Slide Show|Hide

Slide again.

Add headlines in striking colors and shapes

to your presentation using Word Art.
 Select Insert|Picture|WordArt from the
menu bar or click the Word Art button on
the Drawing toolbar.
 Choose a Word Art style from the listing
and click OK.

 Enter the text in the Edit WordArt Text

box and choose the font, size, and style for

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the text. Click OK.

 Use the white box handles around the

word art to resize it on the slide.
 Drag the yellow diamond handle to
change the shape of the text. To revert back
to no shape, double-click the diamond.

Slide Effects

Action Buttons
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Use the action button toolbar to add

functioning buttons to slides in a
presentation.
 Select Slide Show|Action Buttons from
the menu bar. Click the bar across the top of
the button menu and drag it off the menu so
it becomes a floating toolbar.

 Click one of the button faces and draw

the button on the slide using the mouse. The
Action Settings menu will then appear.

 Set the actions under either the Mouse

Click or Mouse Over tabs. Actions
specified for Mouse Click will execute when
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the button is clicked on the slide while

actions for Mouse Over will occur when the
mouse pointer hovers over the button.
 Select an action for the button by
choosing a Hyperlink to destination.
 If you want a sound to be played when
the button is clicked, check the Play sound
box and choose a sound from the drop-down
menu.
 Click OK when finished.

 The button on the slide can be resized

using the white box handles and the depth of
the button can be changed by dragging the
yellow diamond.

Slide Animation
Several animations for slide objects are
available through the drop-down menus on
the menu bar. First, select the text box or
graphic that will be animated.
i. Click Slide Show menu

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ii. Select Preset Animation and

choose from one of the options. To select a
different animation or turn the animation off,
select the appropriate choice from the same
menu. (for office 9x, 2000)
Or (for office Xp, 2003)
i. Click Slide show menu
ii. Click Animation schemes
iii. Select Animation schemes option from
the pane
iv. Select Animation of your choice and
then click Apply to all button.

Slide Transitions
Add transition effects when changing slides
by following these steps:

To Office 9x, 2000

 Select Slide Show menu
 Click Slide Transition.
 From the Effect section, choose a
transition from the drop-down menu and
notice the preview after the transition is
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selected. Select a speed for the transition as

well.
 Under Advance, check "On mouse
click" for the slide transition to occur by
clicking the mouse or using keystrokes or
check "Automatically after" and a number of
seconds if the transition should occur
automatically.
 Select a Sound if necessary and check
the Loop until next sound if it should keep
repeating until the next sound is played.
 Click Apply to All if the transition
effects should be added to every slide or
Apply if the effects should be added only to
the current slide.

To Office Xp, 2003

 Select Slide Show menu
 Click Slide Transition.
 From the Apply to selected slide
section, choose a transition from the scroll
list and click the play button after the
transition is selected to test it.
 Select a speed for the transition as well.
Select a Sound if necessary and check the
Loop until next sound if it should keep
repeating until the next sound is played. .
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 Under Advance, check "On mouse

click" for the slide transition to occur by
clicking the mouse or using keystrokes or
check "Automatically after" and a number of
seconds if the transition should occur
automatically.
 Click Apply to All if the transition
effects should be added to every slide

Slide Numbers
To add the slide numbers in a fixed position
on the slide, use the Header and Footer
window detailed above. The slide number
can otherwise be added anywhere on the
slide by placing the cursor where the slide
number should appear and clicking Insert
menu and then Slide Number from the
menu bar. The text of the slide number can
the formatting just as regular text style is
changed.

Date and Time

A date and/or time can also be added using
the Header and Footer window or
anywhere else on the slide. Place the cursor
where the date and time should appear on
the slide and Click Insert and then Date and
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Time from the menu bar. Select a format

from the Available formats box and click
Update automatically if this feature should
always be updated to reflect the current date
and time. Click OK to finish.

Keyboard
Shortcuts
Keyboard shortcuts can save time and the
effort of switching from the keyboard to the
mouse to execute simple commands. Print
this list of Power Point keyboard shortcuts
and keep it by your computer for a quick
reference.
Note: A plus sign indicates that the keys need to be pressed at the same
time.

Keystro Keystro
Action Action
ke ke

Document actions Formatting

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Open a CTRL Select

CTRL+A
presentation +O all
New CTRL Copy CTRL+C
presentation +N Cut CTRL+X
Save As F12 Paste CTRL+V
CTRL Undo CTRL+Z
Save
+S Redo CTRL+Y
CTRL Bold CTRL+B
Print
+P
Italics CTRL+I
Help F1
Underli
CTRL+U
ne
Presentation Left
actions justifie CTRL+L
Begin d
slide F5 Center
show justifie CTRL+E
ENTER or d
Next
Down Right
slide
arrow key justifie CTRL+R
BACKSP d
Previous ACE or Promot
slide Up arrow e list ALT+SHIFT+
key Left arrow
item
Activate
CTRL+P Demot ALT+SHIFT+
pen tool
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Erase e list Right arrow or

pen E item TAB
strokes
Deactiv Editing
ate pen CTRL+A CTRL+
tool Find
F
Show/ CTRL+
Hide Replace
B H
black
Insert CTRL+
screen
hyperlink K
Show/
CTRL+
Hide New slide
W M
white
screen Spell checker F7
Show/ ALT+F
Macros
Hide 8
pointer A
&
button
End
slide ESC
show
Run the slide show and press the F1 key to
view all keyboard shortcuts applicable when
running a slide show.

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Tips
Design Tips
 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, larger font size for
emphasis within a sentence, or a different
font all on the same slide.
Presentation Basics

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 Begin the slide show by clicking the

Slide Show button on the bottom of the
screen.
 Move to the next slide by pressing the
SPACE BAR, ENTER, PAGE DOWN, or
right arrow keys or by clicking the left
mouse button.
 Go back to the previous slide by
pressing BACKSPACE, PAGE UP, or the
left arrow key.
 To end the slideshow before it is
complete press ESC on the keyboard.
 A pen tool is available for drawing on
the screen with the mouse. Press CTRL+P
or click the right mouse button at any time
and a popup window will appear. Choose
Pen and the pointer will change to a pen that
allows you to draw freehand on the screen
using the mouse. Press the E key to erase all
pen strokes. Press CTRL+A to disable the
pen feature and revert the pen back to a
pointer arrow.
 If you would like to use the pen to draw
on a blank screen during a presentation,
press the B or W keys, or select
Screen/Black Screen from the popup menu
and the screen will turn black. Press B or W
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again or choose Next from the popup menu

to return to the presentation when you are
finished drawing.
 To hide the pointer and button from the
screen press the A key.
 Be sure to preview the slide show using
a projector if one will be used during the
presentation. Words or graphics that are
close to the edge of the screen may be cut
off by the projector.

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