Introduction to Computers and Office Automation -

Unit 4
Editing MS Power Point presentation

P RE PA RE D BY
D E E P T H I M P I S H ARO D Y
A S S T P RO F E S S O R
P RA J Y O I N I K E TA N CO L L E G E , P U D U K A D
 Copy and Paste Content in Powerpoint
Cut Option
This option allows you to cut content from the slide - this means the original content is being moved to
a different location hence the content will be deleted from its original location when you use this
option. To cut a content, you need to select it and press "Ctrl + X" or right-click on the selected content
and select Cut.
Copy Option
This option allows you to copy content from one location to another; hence the original content is
retained it its place while the duplicate content can be pasted. To copy a portion of content, you need
to select it and press "Ctrl + C" or right-click on the selected content and select Copy.
Paste Option
This option allows you to paste the cut or copied content at the desired location. There are multiple
paste options for you to choose from. These options are indicated by different icons when you right-
click at the desired location. Even if you do not remember the icons, you can hover your cursor on top
of them for tooltip explanations. The table below describes the paste options in PowerPoint. paste
content using "Ctrl + V".
Pasting options
Destination Theme
Pasted content adopts the destination theme.

Keep Source Formatting

Pasted content retains the source formatting - available for table or Excel content.

Picture
Content is pasted as an image - once pasted as an image, the content cannot be
modified.

Keep Text Only

Pastes just the text - available for table or Excel content.
Find & Replace Content in Powerpoint
Finding Content
The following steps will show you how to find content in PowerPoint.
Step 1 − In the Home tab, under the Editing section click on Find.
Step 2 − Type the text you want to search in the "Find what:" field.
Step 3 − You can narrow your search by selecting "Match Case" - to find exact case
match - and "Find whole words only" - to find whole words and not words where typed
word is just a part of the word.
Step 4 − Press on "Find Next" to find the next occurrence of the search word.
Step 5 − The Find dialog does not disappear after finding the first instance, so you can
keep pressing "Find Next" multiple times till you reach the end of the search. At this
point, you will receive a message from PowerPoint indicating the end of the search.
Replacing Content
Here are the steps to replace content in PowerPoint.
Step 1 − In the Home tab, under the Editing section click on the Replace button.
Step 2 − Type the text you want to replace in the "Find what:" field and the replaced text in "Replace
with:" field
Step 3 − You can narrow your search by selecting "Match Case" - to find the exact case match - and
"Find whole words only" - to find the whole words and not words where typed word is just a part of the
word.
Step 4 − Press on "Find Next" to find the next occurrence of the search word. PowerPoint will show you
the next occurrence and you can then click on "Replace" to replace the word. If you want to skip the
occurrence, you can press "Find Next" again without pressing "Replace"
Step 5 − The Replace dialog does not disappear after finding the first instance, so you can keep
pressing "Find Next" multiple times till you reach the end of the search. At this point, you will receive a
message from PowerPoint indicating the end of the search.
Undo Edited Changes in Powerpoint
❑PowerPoint offers the "Undo/ Redo" option to facilitate this. While working with the
"Undo/ Redo" options, you must remember that these will always be sequential which
means you can only undo actions in the order they were executed. You cannot undo the
last action, retain the remaining 10 actions and undo the eleventh one. If you want to
undo the eleventh action, all the subsequent 10 actions will also be undone.
❑To undo the last action, click on the Undo button in the PowerPoint Quick Access bar.
❑Redo is an option available only after you have undone at least one action. The redo
follows the same logic as the undo option, except in the reverse order. You can click on
the redo button one or more times to redo previously undone action in the sequence.
You do not have the dropdown option with redo though.
Spelling Check in Powerpoint
❑One of the best proofing tools available in PowerPoint is the spelling check. This is an
automated proofing feature which will review the entire presentation for errors. To use this
feature, you need to first set the Proofing language from the Language section under
the Review ribbon.
❑In the Language dialog, you can select the language you want to use for your presentation.
If you have some content selected, you can click OK and select it for just that section. If you
want to use the selected language for the entire presentation you should click default.
❑Once the proofing language is set you can see it at the bottom of the PowerPoint window. If
there are proofing errors in the presentation, you will also see an icon of a book with a red
cross on top of it.
❑You can review the errors in the presentation by clicking on the red cross at the bottom of
the window or by clicking on "Spelling" under the Proofing section in the Review ribbon.
❑From the Spelling dialog, you can take the necessary actions to ignore, correct or edit the
errors in the presentation. The table below describes the various options you have in the
Spelling dialog
Ignore
Ignores the error for the current instance.
Ignore All
Ignores the error for all the instances in the presentation.
Change
Accepts the suggested change for the current instance.
Change All
Accepts the suggested change for all the instances in the presentation.
Add
Uses the first suggested word each time you click Add.
Suggest
Includes this word in the PowerPoint dictionary.
AutoCorrect
Automatically corrects similar errors going forward.
Close
Closes the Spelling dialog.
Options
Sets up how PowerPoint should proof the presentation.
Content Translation in Powerpoint
This feature allows you to select content and have it translated into a different language.
The following steps will help you translate content in PowerPoint.
Step 1 − Select the text to be translated and click on Translate - Translate Selected
Text under the Language section of the Review ribbon.
Step 2 − In the research sidebar, the "From" language is set to default language settings
for the content. The "To" language is set to the alphabetically first language supported by
PowerPoint.
Step 3 − From the "To" language dropdown, select the language you want the selected
portion of text translated into. Click on Insert to replace the selected text from the default
language to the new translated text.
Step 4 − Notice that if you replace the portion of text using translation, the default
language for the replaced text also changes automatically.
 MS Powerpoint - Setting Language Type
PowerPoint is a multi-lingual tool; it is evident that there will be an option to set the default
language to be used in the slides. The following steps will help you set the language type in
PowerPoint.
Step 1 − Under the Review ribbon, in the Language group, click on Language
Step 2 − If you have not selected any content, you will be able to just set the Language
Preferences
Step 3 − If you have selected a portion of content with text in it, you can also set the proofing
language.
Step 4 − When you select the "Set Proofing Language", you get the language dialog. Wherein,
you can select one of the many languages available in PowerPoint. If you are selecting a
language just for the selected text, click OK. If you are selecting a language for the entire
presentation click Default. You can also check the "Do not check spelling" checkbox, if you do
not want PowerPoint to automatically check for spelling errors based on dictionaries available.
Step 5 − When you select "Language Preferences", you get the PowerPoint Options dialog
where you can change the language settings like loading dictionaries for various languages,
prioritizing the display and help languages, and the Screen tip language setting.
Special Characters in Powerpoint
PowerPoint supports the insertion of special characters. This allows the users to adjust the font characteristics
of these characters just like any other text giving them greater flexibility in terms of the presentation design.
The following steps will help you insert special characters.
Step 1 − In the Insert Tab, under the Symbols group, click on the Symbol command.
Step 2 − In the Symbol dialog, select one of the special characters you want to insert in the presentation.
Step 3 − If you cannot find the character you are looking for, you can change the font subset from the
dropdown and look at a new set of characters.
Step 4 − If you know the character code of the symbol, you can enter it in the Character Code field and
search for it.
Step 5 − To insert a character, you can either double-click on it in the Symbol dialog or, select it and press
the Insert button.
Step 6 − The Symbol dialog does not disappear after you insert a character, which means you can add as
many characters as you want from this dialog.
Step 7 − Once you are done, you can click Close to close the dialog.
Slides Zoom In-Out in Powerpoint
PowerPoint allows users to zoom in and zoom out of the slides to help focus on specific
sections or look at the entire slide as a whole. The minimum zoom supported by
PowerPoint is 10% and the maximum is 400%. The zoom bar is located in the bottom
right corner of the PowerPoint window.
To change the zoom settings from the zoom bar, you can click on the marker and drag it.
Dragging to the left will zoom out and to the right will zoom in.
Alternately, you can click on the zoom percent to open the zoom dialog. Here you have
the option to auto-fit the slide in the screen, or choose from six pre-defined zoom
settings, or define your own zoom setting.
Font Management in Powerpoint
One of the key elements of any good presentation is the text, hence managing the fonts
in PowerPoint is vital to designing an impressive slideshow. PowerPoint offers extensive
font management features to cover various aspects of fonts. The font management can
be accessed from the Home ribbon in the Font group.
You can also access font management features by selecting a text box, right-clicking and
selecting Font.
 Features & Description

Font Type
Defines the font type like Arial, Verdana, etc.
Font Size
Defines the font size. Besides, there are icons to increase and
decrease the font size in steps in the Font group.
Font Style
Defines font styles like Regular, Bold, Italics or Underlined.
Font Color
Specifies the font color.
Font Effects
Defines effects like shadow, strikethrough, subscript,
superscript, etc.
Character Spacing
Specifies character spacing like loose, tight, normal, etc.
Text Decoration in Powerpoint
 Icon & Description

Double Strikethrough
Adds two strike lines over the text
Superscript
nd
Raises the text above the normal text. For example, the use of "nd" in 2

Subscript
Shrinks the below the normal text. For example, the '2' in H2O the chemical formula of water

Small Caps
Changes the entire text to small caps
All Caps
Changes the entire text to capital letters
Equalize Character height
Adjusts the characters so that all are of the same height regardless of the caps setting
Refer for more notes
https://www.tutorialspoint.com/powerpoint/
Thank you