Information and Computer Technology

Introduction to Computer:
A computer is an electronic machine that collects information, stores it, processes it according to
user instructions, and then returns the result. OR A computer is a programmable electronic device
that performs arithmetic and logical operations automatically using a set of instructions provided
by the user.

Components of Computer:

 Hardware: This refers to the physical parts of a computer that you can see or touch.
Examples include the keyboard, mouse, monitor, CPU, and hard drive.
 Software: This is the intangible part of a computer that consists of instructions and data.
It includes the operating system, applications, and programs that enable the computer to
perform tasks.

These two components work together to make a computer functional. Hardware provides the
physical structure and capabilities, while software provides the instructions and data that control
the hardware.

Input devices:
 Input devices are essential components of a computer system that allow users to interact
with the machine and provide data. They serve as the gateways through which information
is entered into the digital world. They convert data into binary form or computer
understandable language.
o Keyboard, mouse, touch screen, scanner, microphone, webcam etc are some input
devices.
Output devices:
 Output devices are essential components of a computer system that allow the machine to
communicate information to the user. These devices receives processed data in binary form
and convert it in user understandable form.
o Monitor, printer, projector, speaker, headphone etc are some output devices.
Processing devices:

 Processing Devices are the components of a computer system that perform calculations,
manipulate data, and execute instructions. They are essentially the "brain" of the computer,
responsible for handling the core functions and operations.
o The primary processing device is the Central Processing Unit (CPU), often
referred to as the "processor."
Storage devices:

 Storage Devices are components of a computer system that store data persistently. They
allow for the long-term preservation of information, enabling users to access and retrieve
it at a later time.

Here are some common types of storage devices:

  Primary Storage (Internal Storage)
o Hard disk drive (HDD), Solid-State drive (SSD), Read-Only Memory (ROM)

 Secondary Storage (External Storage)

o USB Flash drives, External Hard drives, Optical drives, Cloud Storage

Communication devices:
 Communication Devices are components that enable computers to connect and interact
with each other, as well as with other devices and networks. They facilitate the exchange
of data and information, allowing for various forms of communication.
o Network interface card, Modem, Wireless access point, Bluetooth adapter etc are
some communication devices.

Microsoft Word:
One of the most widely used programs of Microsoft Office suite, MS Word is a word processor
developed by Microsoft. It is primarily used for creating, editing, formatting, and printing
documents.
Which formatting features can be added to the MS Word document?
Ans. The common formatting features which are available on MS Word include:
 Font Style, Size and Color
 Header and Footer
 Insert Images
 Add tables and bulleted lists
 Set a page layout
 Add Word Art
The basic feature of why people choose MS Word over any other text editor is that it makes the
document more visually interactive and appealing.
What are the basic functions of MS Word?
Given below are the basic functions of Microsoft Word:
 Creating text documents
 Editing and Formatting the existing documents
 Making a text document interactive with different features and tools
 Graphical documents, comprising images
 Used by Authors and Researchers
 Detect grammatical errors in a text document
How to create an MS Word document?
Follow these simple steps to open MS Word on your personal computer:

Start → All Programs → MS Office → MS Word.

To create an MS Word doc, follow the steps mentioned above to open Microsoft Word. Then once
the program is open, click on “File” followed by “New”. This opens a new doc where something
new can be created.

Understanding the Interface

Microsoft Word's interface is designed to be intuitive and user-friendly. Here's a breakdown of the
main components:

1. Quick Access Toolbar

 Located at the top left corner.
 Highly customizable to include your most frequently used commands, such as saving,
undo, redo, cut, copy, paste, and more.

2. Ribbon
 The main toolbar with tabs organized by specific function (e.g., Home, Insert, Page
Layout).
 Each tab contains groups of related commands.
 The Ribbon adapts to your current task, displaying relevant commands and tools. For
instance, when you select an image, the Picture Tools tab appears.

3. Document Area
 The main workspace where you create and edit your document.
 The Document Area can be customized to suit your preferences, allowing you to view
multiple pages at once, zoom in or out, and switch between different views (Normal, Print
Layout, Web Layout, etc.).
 The Document Area supports various interactive elements, such as inserting images, tables,
charts, and hyperlinks.

4. Status Bar
 Located at the bottom of the window.
 The Status Bar provides essential information about your document, including page
number, word count, line count, and zoom level.
 It offers quick access to different document views, such as Read Mode and Draft Mode.
You can customize the Status Bar to display additional information or tools, such as the
ruler, gridlines, and document map.

Key Features and Icons

 Home Tab: This has options like font color, font size, font style, alignment, bullets, line
spacing, etc. All the basic elements which one may need to edit their document is available
under the Home option.
o Font Group: Change font, size, style, and color.
o Paragraph Group: Adjust alignment, spacing, indentation, and
bullets/numbering.
o Styles Group: Apply pre-defined styles for consistent formatting.
 o Editing Group: Find, replace, and review changes.
 Insert Tab: Tables, shapes, images, charts, graphs, header, footer, page number, etc. can
all be entered in the document. They are included in the “Insert” category.
o Tables: Create tables with rows and columns.
o Illustrations: Insert pictures, shapes, and SmartArt graphics.
o Links: Add hyperlinks to websites or other documents.
o Header & Footer: Create headers and footers for consistent information.
 Design: The template or the design in which you want your document to be created can be
selected under the Design tab. Choosing an appropriate tab will enhance the appearance of
your document.
 Page Layout Tab: Under the Page Layout tab comes options like margins, orientation,
columns, lines, indentation, spacing, etc.
o Margins: Adjust page margins.
o Orientation: Choose portrait or landscape.
o Size: Change page size.
o Breaks: Insert page breaks, section breaks, etc.
 References Tab: This tab is the most useful for those who are creating a thesis or writing
books or lengthy documents. Options like citation, footnote, table of contents, caption,
bibliography, etc. can be found under this tab.
o Citations & Bibliography: Manage citations and create bibliographies.
o Footnotes & Endnotes: Add footnotes or endnotes.
 Review Tab: The review option helps users check spelling & grammar errors in the
document & protect the document from being edited by non-trusted users. Some key
features include:
o Proofing, comments, tracking, compare, language etc.
 View Tab: The View tab in Microsoft Word controls the way your document is displayed.
Here are some of its key features:
Document Views:
o Read Mode: A distraction-free view for reading documents.
o Web Layout: Shows how your document will appear on the web.
o Draft: A simplified view for quick editing.
Zoom in and zoom out levels
Show/Hide:
o Ruler: Displays or hides the ruler.
o Gridlines: Displays or hides gridlines.
Window:
o New Window: Opens a new window for the same document.
o Arrange All: Arranges multiple open windows.
o Side by Side: Displays two documents side by side.
o Split: Splits the current window into two panes.

Inserting a Table in Microsoft Word

Here's a step-by-step guide on how to insert a table in Microsoft Word:
o Place your cursor where you want the table to appear in your document.
o Click on the "Insert" tab in the Ribbon at the top of the Word window.
o In the "Tables" group, click on the "Insert Table" icon.
 o Choose the desired number of rows and columns from the drop-down menu that
appears. If you need a larger table, you can select "Insert Table" and then specify
the exact number of rows and columns in the dialog box.
o A table will be inserted into your document, ready for you to enter data.

Headers and footers are sections that appear at the top or bottom of every page in a
document. They can be used to display page numbers, document titles, dates, or other
information.
Here's how to insert and customize headers and footers in Microsoft Word:

o Navigate to the "Insert" tab in the Ribbon at the top of the Word window.
o In the "Header & Footer" group, click on the "Header" or "Footer" button. This
will open a drop-down menu with several pre-designed options.
o Choose a pre-designed header or footer if you like. Or, click on "Blank" to start
from scratch.
o Type the text or insert elements (like page numbers, date, or images) that you want
to appear in your header or footer.
o To customize the appearance, use the "Header & Footer Tools" tab that appears
in the Ribbon. You can change font, size, alignment, and add borders or shading.
o To insert a page number, click on the "Page Number" button in the "Header &
Footer Tools" tab and choose a location (top, bottom, left, right).
o To insert the date, click on the "Date & Time" button and select a format.

Creating a Bulleted List in MS Word

Method 1: Using the Toolbar

1. Type the first item in your list.

2. Press Enter to go to the next line.
3. Click the bulleted list icon in the "Paragraph" group of the "Home" tab. This will add a
bullet point to the current line.
4. Continue typing the remaining items in your list. Each time you press Enter, a new bullet
point will be added.

Method 2: Using Keyboard Shortcuts

1. Type the first item in your list.

2. Press Enter to go to the next line.
3. Press Ctrl+Shift+L (Windows) or Command+Shift+L (Mac) to create a bulleted list.
4. Continue typing the remaining items in your list. Each time you press Enter, a new bullet
point will be added.

Saving Files in MS Word and MS Excel

1. Click the "File" tab at the top left corner of the screen.
2. Select "Save As."
3. Choose a location where you want to save the file (e.g., your Documents folder).
4. Type a name for the file in the "File name" field.
5. Select the file format (e.g., .docx for Word documents), (e.g., .xlsx for Excel workbooks).
6. Click "Save."
Short cut keys:
Basic Editing
 Ctrl+B: Bold text
 Ctrl+I: Italicize text
 Ctrl+U: Underline text
 Ctrl+Z: Undo the last action
 Ctrl+Y: Redo the last action
 Ctrl+C: Copy selected text or object
 Ctrl+X: Cut selected text or object
 Ctrl+V: Paste copied text or object
 Ctrl+A: Select all text in the document
 Ctrl+S: Save the document

Formatting
 Ctrl+Shift+F7: Check spelling and grammar
 Ctrl+Shift+L: Left-align text
 Ctrl+Shift+C: Center-align text
 Ctrl+Shift+R: Right-align text
 Ctrl+Shift+J: Justify text
 Ctrl+Shift+>: Increase font size
 Ctrl+Shift+<: Decrease font size

Navigation
 Ctrl+Home: Go to the beginning of the document
 Ctrl+End: Go to the end of the document
 Ctrl+Page Up: Go to the previous page
 Ctrl+Page Down: Go to the next page
 Ctrl+Tab: Move to the next tab in the Ribbon
 Ctrl+Shift+Tab: Move to the previous tab in the Ribbon

Other Useful Shortcuts

 Ctrl+F: Find text
 Ctrl+H: Replace text
 Ctrl+P: Print the document
 Ctrl+O: Open a document
 Ctrl+N: Create a new document
 Ctrl+Shift+S: Save the document as a new file
 F1: Open Help

Microsoft Excel:
Microsoft Excel is a spreadsheet program that allows users to organize, format, and calculate data in
a spreadsheet. Excel users can create pivot tables and graphs to help them compute and visualize
complex data sets.
Tabs of MS Excel:
Home Tab

 Formatting:
o Font: Change font type, size, color, and effects (bold, italic, underline).
o Alignment: Aligns cell contents to the left, center, right, or justifies.
o Merge: Combines multiple cells into a single cell.
o Number Format: Apply various number formats (currency, percentage, date, etc.).
o Borders: Adds borders to cells.
 Editing:
o Cut, Copy, Paste: Move or duplicate data between cells.
o Find & Replace: Search for and replace specific text or values.
o Clear Contents: Remove data from cells.

 Cells: A cell in Microsoft Excel is the basic unit of a spreadsheet. It's the intersection of a
row and a column, forming a rectangular box where you can input and store data. Each cell
has a unique address, determined by its column letter and row number (e.g., A1, B2, C3).
o Insert: Adds new rows or columns to your worksheet.
o Delete: Removes existing rows or columns.

What is Cell Address?

A cell address in Microsoft Excel is a unique identifier for a specific cell within a spreadsheet. For
example, if row 7 is interested in column G, then the cell address is G7.

Insert Tab: The Insert tab in Microsoft Excel provides tools to add various elements to your
worksheet, such as tables, charts, pictures, and text.
 Tables:
o Create tables with rows and columns for organizing data.
 Charts:
o Visualize data with various chart types (line, bar, pie, etc.).
 Illustrations:
o Add images, shapes, icons, and SmartArt graphics to your worksheet.
 Links:
o Create hyperlinks to other worksheets, files, or websites.
 Text:
o Insert text boxes, word art, and headers/footers.

Page Layout Tab: The Page Layout tab in Microsoft Excel provides tools to control the
appearance of your printed worksheet. It allows you to customize various aspects, such as:
 Themes:
o Apply pre-designed themes to change the overall appearance of your worksheet.
 Page Setup:
o Adjust page margins (top, bottom, left, and right), orientation (portrait or landscape),
and paper size (like A4, Letter, Legal). You can also customize the page size to your
specific needs.
 Arrange:
o Group or ungroup objects, rotate or flip shapes, etc.
 Background:
o Add a background color or image to your worksheet.
Formulas Tab: The Formulas tab in Microsoft Excel is a powerful tool that allows you to perform
calculations, manipulate data, and automate tasks within your spreadsheets.
 Library:
o Access a wide range of built-in functions for calculations (e.g., SUM, AVERAGE,
IF).
 Function Categories:
o Sort functions by category (e.g., mathematical, statistical, logical).
 Recent Functions:
o Quickly access recently used functions.
 Insert Function:
o Manually enter a formula using the function wizard.
 Error Checking:
o Helps identify and correct errors in formulas.

What are the main features of Microsoft Excel?

The main features of MS Excel include inserting a pivot table, sorting of tabulated data, adding
formulas to the sheet, and calculating large data.

Benefits of Using MS Excel

MS Excel is widely used for various purposes because the data is easy to save, and information
can be added and removed without any discomfort and less hard work.
Given below are a few important benefits of using MS Excel:

 Easy To Store Data: Since there is no limit to the amount of information that can be saved
in a spreadsheet, MS Excel is widely used to save data or to analyze data. Filtering
information in Excel is easy and convenient.
 Easy To Recover Data: If the information is written on a piece of paper, finding it may
take longer, however, this is not the case with excel spreadsheets. Finding and recovering
data is easy.
 Application of Mathematical Formulas: Doing calculations has become easier and less
time-taking with the formulas option in MS excel.
 More Secure: These spreadsheets can be password secured in a laptop or personal
computer and the probability of losing them is way lesser in comparison to data written in
registers or piece of paper.
 Data at One Place: Earlier, data was to be kept in different files and registers when the
paperwork was done. Now, this has become convenient as more than one worksheet can
be added in a single MS Excel file.
 Neater and Clearer Visibility of Information: When the data is saved in the form of a
table, analysing it becomes easier. Thus, information in a spreadsheet is more readable and
understandable.
Functions Formulae
Sum The SUM function in Microsoft Excel is a powerful tool for calculating the
total of a range of cells.
=SUM(number1, number2,….) number1, number2, ...: These are the
numbers or cell references you want to add together.
  If you want to add the values in cells A1 to A5, you would use:

=SUM(A1:A5)

Average The AVERAGE function in Microsoft Excel is used to calculate the mean
(average) of a range of numbers.
=AVERAGE(number, number2,….) “same as sum formula.”
Product The PRODUCT function in Microsoft Excel is used to calculate the
product (multiplication) of a range of numbers or cells.
=PRODUCT(number1, number2, ...)
 number1, number2, ...: These are the numbers or cell
references that you want to multiply together.

Count The COUNT function in Microsoft Excel is used to count the number
of cells within a specified range that contain numbers or text values.
=COUNT(range)
 range: This is the range of cells that you want to count.

Counta The COUNTA function in Microsoft Excel is used to count the

number of cells within a specified range that contain any value,
whether it's a number, text, or an error value.
=COUNTA(range)
 range: This is the range of cells that you want to count.

Countif The COUNTIF function in Microsoft Excel is used to count the

number of cells within a range that meet a specified criterion.
=COUNTIF(range, criteria)
 range: This is the range of cells that you want to count.
 criteria: This is the condition that you want to check. It can be
a value, a cell reference, or a text string.

Sumif The SUMIF function in Microsoft Excel is a powerful tool for

calculating the sum of values in a range based on a specific condition.
=SUMIF(range, criteria, [sum_range])
 range: This is the range of cells that you want to test against
the criteria.
 criteria: This is the condition that you want to check. It can be
a value, a cell reference, or a text string.
 sum_range: This is the range of cells that you want to sum if
the criteria is met. If omitted, Excel will sum the same range as
the criteria range.

If The IF function in Microsoft Excel is a logical function that allows you to

perform different actions based on whether a specified condition is true or
false.
=IF(logical_test, value_if_true, value_if_false)

 logical_test: This is the condition you want to test. It can be a

comparison (e.g., A1 > B1) or a logical expression (e.g., AND(A1>0,
B1>0)).
  value_if_true: This is the value that Excel will return if the logical
test is true.
 value_if_false: This is the value that Excel will return if the logical
test is false.

Count blank The COUNTBLANK function in Microsoft Excel is used to count the
number of empty cells within a specified range.
=COUNTBLANK(range)
 range: This is the range of cells that you want to count.

Countifs The COUNTIFS function in Microsoft Excel is used to count the

number of cells within a range that meet multiple criteria.
=COUNTIFS(range1, criteria1, range2, criteria2, ...)
 range1, range2, ...: These are the ranges of cells that you want
to count.
 criteria1, criteria2, ...: These are the conditions that you want
to check for each range.

Microsoft Power Point:

Microsoft PowerPoint is a powerful and widely used software for presentations. With its plenty of
features, it allows user to easily craft professional presentation. It remains a go-to-choice for
individuals or organizations to convey message because of its exceptional features such as
collaboration or various export options.

Features/Tools/Tabs of PowerPoint OR Working with Menu:

Home Tab:
 Firstly, in PowerPoint, there are slides. Users need to add content to them to make a
presentation.
 From the Home menu, users can add new slides, decide their sequence, layout, design &
other word processing functions like font change, size change, etc.
 PowerPoint layout is used to change the layout of the current slide.
Insert Tab:
 From the Insert menu, the user can add media like pictures, symbols, audio, video, header,
footer, shapes, etc. to the slides to enhance the user’s presentation.
Design Tab:
 The design menu offers the user with ready-made templates & background designs for
slides that make the presentation look very attractive.
Slideshow Tab:
 Finally, from the Slideshow menu, the user can view the final form of the slideshow.
 Users can start the slideshow from the first slide or the slide that users are editing.
 They can also set display time for each slide from the ‘Slideshow’ menu.
Animations Tab:
  Transition & Animation are the unique functions of PowerPoint. These menus offer
different options in which the text appears on the slides & takes transitions from one slide
to another.
 With the Animation effect option, the animation effect is applied to the chosen content.
Next with Custom Animation, different options will be provided for the animation effects
like Entrance, Emphasis, Exit, and Motion path.
 Slide transition: This group consists of animation effects that are applied to complete
slides. During the slideshow, the slide begins as soon as it starts. This is termed the
transition effect.

Types of Animation slides:

1. Entrance Animation slide:
 These effects control how an object appears on a slide. Examples include:
o Appear, Fade, and Fly In, Wipe etc.
2. Emphasis Animation slide:
 These effects highlight an object already on the slide. They can be used to
emphasize key points or draw attention to specific information. Examples include:
o Grow/Shrink, Color, Spin, and Bounce etc.
3. Exit Animation slide:
 These effects control how an object disappears from a slide. They can be used to
create a sense of closure or to transition to the next slide. Examples include:
o Disappear, Fade Out, Fly Out, Dissolve
4. Motion Paths Animation slide:
 These effects allow you to control the movement of an object on the slide. You can
create custom paths for objects to follow, or choose from pre-defined paths.
Examples include:
o Line, Curve, Circle, Custom Path etc.
5. Interactive Animation slide:
 It allows the viewer to interact with the content, often triggering animations or
revealing information based on their actions. This can make presentations more
engaging, dynamic, and informative.
6. Transition Animation slide:
 Visual effects that occur when moving from one slide to the next. They help create
a smooth and engaging presentation by adding a dynamic element between slides.
Examples include:
o Fade, wipe, push, cover, split etc.
7. Multimedia Animation slide:
 Slide that incorporates various multimedia elements, such as images, videos, audio,
and animations, to create a dynamic and engaging presentation.

Review tab:
 The various tools that one can use under this tab are; Spelling, Research, Thesaurus,
Translate, Language.
o The Research button aids in online research in books and Internet resources about
a subject or topic you are working on.
o Thesaurus tool lists words arranged together according to the similarity of
meaning which helps find synonyms for relative words in the content.
o Translate Language is employed to change the English language words to another
language.
 o Next, is the New Comment option which is used to write a comment text
correlated to a word or sentence on a slide. This comment can be further edited by
edit comment and can be deleted also.
 Next is the Protect Presentation option by which the data of the presentation is protected
with the application of a password, after which it cannot be changed.
View tab:
 In the View tab, a user can have a Normal View of a presentation. This is also called the
default view. It consists of slides where one can add content for the presentation.
 Next in line is the Slide Sorter View where all the slides of the presentation are displayed
in small form on the screen.
 With the Notes Page tool, the slide is presented with its notes. The
presentation/slideshow/run full screen with animation effects is done with the Slide Show
option.
 The slide master is practiced in the presentation to attach content such as a picture at one
go on all sides with the same slide layout.
 Next is the Notes Master tool, using which one can write any common text on all the notes
pages at once.
 There are other tools like Show/Hide Group, message bar, zoom options and Macro tool.

Functions of MS PowerPoint:
Slide creation and Editing:
 PowerPoint provides user friendly interface for creating and editing slides.
 You can add text, images, shapes, arts, videos or any multimedia element to the slide.
 It offers various slide layouts and themes to make it more visually presentable.
Slide Transition and Animation:
 PowerPoint allows for slide transitions to make a smooth and visually transitions between
slides.
 Additionally, animation can be applied to the individual elements within a slide such as
texts, images and shapes to enhance the overall impact and interactivity of presentation.
Design and formatting tools:
 PowerPoint provides a variety of pre-designed themes to quickly apply a consistent look
and feel to your presentation.
 PowerPoint enables you to apply consistent formatting to your text, shapes, pictures etc
such as font type, size, and color.
Collaboration and co-authoring:
 PowerPoint allows for easy collaboration and sharing of presentations. Several users can
simultaneously work on the same presentation, making it convenient for team projects.
 You can also share your presentations via email, cloud storage, or online platforms,
ensuring easy access for viewers.
Presenter view:
 Presenter View is a powerful PowerPoint feature that allows you to have a private view of
your slides, speaker notes, and upcoming slides while presenting.
 With Presenter View, you can easily navigate through slides, view your speaking notes,
and monitor the timing of your presentation.
Slide show and presentation delivery:
 PowerPoint offers various slide show options. You can set up automatic timings for each
slide, control slide transitions, and even include narrations or laser pointer functionality.
 These options give you flexibility in delivering your content, ensuring smooth transitions
and engaging visuals.
Integration with other tools:
 PowerPoint can seamlessly integrate with other Microsoft Office applications, such as
Word and Excel.
 You can import data and charts from Excel or copy and paste content between different
Office applications, saving time and effort.

Working with graphics:

Working with graphics in MS PowerPoint allows to create visual impact in the presentation. Here’s
an overview of how to work with graphics in MS PowerPoint.
 Inserting graphics: To insert a graphics in presentation, follow these steps;
o Go to the slide where you want to insert the graphics.
o Click on the “Insert” tab in the ribbon.
o Choose the type of graphic you want to insert such as, picture, shape, smart art etc.
o Select the desired graphic from the option provided or browse your computer to
insert an image file.
o Resize or reposition the graphic as needed on the slide.
 Customizing graphics: Once you have inserted the graphic, you can customize it in
various ways.
o Image formatting: PowerPoint allows to adjust size, brightness, to add artistic
effects or other properties of image.
o Shape styles or Smart art: You can change the fill color or outline color of the
shapes. PowerPoint provide smart art graphics which can be customized according
to user’s need.
o Charts: It allows to customize chart’s layout, colors, labels and data sources to
make it more visual.
 Arranging graphics: PowerPoint provides options to arrange and layer graphics on a slide.
o You can change the order of overlapping graphics by bringing them forward or
sending backward.
o Alignment: It offers alignment and distribution options to ensure that graphics are
evenly spaced and align with each other.
o Grouping / Ungrouping:
o Combine Objects: Groups multiple objects together, treating them as a
single unit. This makes it easier to move, resize, and rotate them.
o Ungroup Objects: Separates grouped objects back into individual
elements.
 Animation and Transition effects:
o PowerPoint allows to animate graphics such as to enter, exit or move on the slide,
as well as slide transition for smooth transition between slides.
 Image and Graphic sources:
o In addition to inserting graphics from computer, PowerPoint provide access to
online sources such as Bing Image or MS Office library for suitable visuals.
Working with icons in PowerPoint:
The Ribbon

The Ribbon is the primary tool for accessing PowerPoint's features. It's organized into tabs, each
containing groups of related commands.
 Tabs: Groups of related commands appear across the top of ribbon such as Home, Insert
etc.
 Groups: Collections of related commands within a specific Ribbon tab such as a group of
commands related to fonts etc.
 Commands: A specific action or function that you can perform in PowerPoint.

Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar located above the Ribbon. It provides quick
access to frequently used commands, such as:
 Save: Allows to save the current presentation.
 Undo/Redo: Allows to revert the last performed action.
 Copy/Paste: Allows to copy the selected text or Pastes the contents of the clipboard to the
desired location.
 Font formatting: Allows to modify text formatting such as bold, italic or font color etc.
 Alignment: Allows to align the text according to user’s preference.
 Insert: allows to insert various element such as images, charts, shapes etc.

Customizing the Ribbon and Quick Access Toolbar: You can customize both the Ribbon and
the Quick Access Toolbar to suit your preferences and workflow. To do this:
1. Right-click on the Ribbon or the Quick Access Toolbar.
2. Select "Customize the Ribbon" or "Customize the Quick Access Toolbar."
3. In the dialog box that appears, you can add or remove commands, create new groups, and
modify the layout of the Ribbon and Quick Access Toolbar.

Search Box: The search box, located in the top-right corner of the PowerPoint window, allows
you to quickly find commands and features. You can type keywords to search for specific
commands or features.

How to create a new presentation in PowerPoint?

 Open PowerPoint: Double-click the PowerPoint icon on your desktop or search for it in
the Start menu or MS Office.
 Choose a Template: You can start with a blank presentation or choose from a variety of
pre-designed templates.
 Create Slides: Click the "New Slide" button on the Home tab to add new slides.
 Design Your Slides: Use the Design tab to choose a theme, color scheme, and font.
 Add Content: Add text, images, shapes, charts, and other elements to your slides.

How to open an existing presentation?

 Open PowerPoint: Launch the PowerPoint application.
 Click "Open": Click the "File" tab and then select "Open."
 Navigate to the File: Use the file explorer to locate the desired presentation file.
 Double-Click: Double-click the file to open it.
How to save a presentation?
 Quick Save: Click the "Save" button on the Quick Access Toolbar. OR press shortcut key
ctrl+S.
 Save As:
o Go to the "File" tab and select “Save” or "Save As."
o Choose a location to save the file.
o Give the file a name.
o Select the desired file format (e.g., .pptx, .ppt).
o Click "Save."

How to insert or add a new slide in already saved PPT file?

 To insert a new slide in already saved PPT file, first of all, run the PowerPoint on your
device.
 Open your already created saved file.
 Go to the “Insert” tab in the ribbon.
 Click to the add new slide icon and add your new slide where you want to makes changes.

How to delete existing slides in PowerPoint?

Deleting Slides in Normal View
 Select the Slide: Click on the slide thumbnail in the left-hand pane to select it.
 Delete the Slide:
o Right-click: Right-click on the selected slide and choose "Delete Slide."
o Keyboard Shortcut: Press the "Delete" key.
Deleting Slides in Slide Sorter View
 Select the Slide(s):
o Single Slide: Click on the thumbnail of the slide you want to delete.
 Multiple Slides:
o Hold Ctrl: Hold the Ctrl key and click on the thumbnails of the slides you want to
delete.
o Select a Range: Click on the first slide, hold Shift, and click on the last slide to
select a range of slides.
 Delete the Slide(s):
o Right-click: Right-click on any of the selected slides and choose "Delete Slide."
o Keyboard Shortcut: Press the "Delete" key.

How to re-arrange slides in PowerPoint?

Re-arranging slides is important when it comes to organize the overall presentation flow to make
it easier for audience to understand content too. We can arrange slides from two different views in
PowerPoint.

Rearranging Slides in Normal View

1. Select the Slide: Click on the thumbnail of the slide you want to move in the left-hand
pane.
2. Drag and Drop: Drag the selected slide to the desired position. A horizontal line will
appear, indicating where the slide will be placed.
 3. Release the Mouse: Release the mouse button to drop the slide in the new position.

Rearranging Slides in Slide Sorter View

1. Access Slide Sorter View: Go to the "View" tab and select "Slide Sorter."
2. Select Slides:
o Single Slide: Click on the thumbnail of the slide you want to move.
o Multiple Slides: Hold Ctrl and click on the thumbnails of the slides you want to
move.
3. Drag and Drop: Drag the selected slides to the desired position.

How Slide timer works in PowerPoint?

A slide timer in PowerPoint is a feature that allows you to set a specific duration for each slide in
your presentation.

How to Set a Slide Timer:

1. Accessing Slide Timer:

o Go to the Slide Show tab.
o Click on Rehearse Timings.
o As you present each slide, PowerPoint will record the time spent on it.
2. Review and Adjust Timings:
o After the rehearsal, you can review the timings for each slide and adjust them as
needed.
o PowerPoint will automatically record the time spent on each slide.
o It also allows to pause or reset the timings.
o You can also set a default timing for all slides.
3. Apply Timings:
o Once you're satisfied with the timings, click Apply to All Slides.

Write down the views of your presentation?

PowerPoint offers several different views to help you create, edit, and present your slides
effectively. Here are the main views:

1. Normal View:
 Main Editing View: This is the default view where you create and edit your slides.
 Three Panes: It consists of three panes:
o Slide Pane: Displays the current slide.
o Outline Pane: Shows the outline of your presentation, including slide titles and
headings.
o Slide Thumbnails Pane: Displays thumbnails of all slides in your presentation.

2. Slide Sorter View:

Slide Sorter View in PowerPoint is a powerful tool that provides a bird's-eye view of your entire
presentation, making it easy to reorganize, rearrange, and manage your slides.

How to Access Slide Sorter View:

1. Via the View Tab:
o Go to the "View" tab in the Ribbon.
 o Click on "Slide Sorter."
2. Via the Status Bar:
o Click on the "Slide Sorter" icon in the status bar at the bottom of the PowerPoint
window.

Key Features and Benefits:

 Visual Overview: Displays all your slides as thumbnails, allowing you to quickly see the
overall flow and structure of your presentation.
 Easy Rearrangement: Drag and drop slides to change their order, making it simple to
reorganize your content.
 Section Creation: Group related slides into sections for better organization and navigation.
 Slide Editing: Double-click on a thumbnail to open the slide in Normal view for editing.
 Slide Deletion: Right-click on a thumbnail to delete unwanted slides.
 Slide Duplication: Right-click on a thumbnail to duplicate a slide.
 Zoom Control: Zoom in and out to view slides in more detail or fit multiple slides on the
screen.

3. Slide Show View:

 Full-Screen Presentation: This is the view you use to present your slides to an audience.
 Navigation Controls: Use keyboard shortcuts, mouse clicks, or a remote control to
navigate through slides.
 Immersive Experience: Provides a focused viewing experience for your audience.

4. Reading View:
 Distraction-Free Reading: This view displays your slides in a simplified format, without
the Ribbon or other interface elements.
 Easy Navigation: Use the scroll bar or page up/down keys to navigate through slides.

5. Notes Page View:

Notes are a valuable tool in PowerPoint that allows you to add additional information or reminders
to your slides, which are visible only to you during your presentation.

How to Access Notes View:

1. Go to the "View" tab: This tab is located at the top of the PowerPoint window.
2. Click on "Notes": This will open the Notes pane below your slide.
3. Shortcut keys: You can press the “Ctrl+Shift+H” keys on your keyboard.

Adding Notes:
1. Click to Add Notes: Click on the "Click to add notes" text in the Notes pane.
2. Type Your Notes: Type in any additional information, key points, or reminders you want
to reference during your presentation.
3. Format Your Notes: You can format your notes using basic text formatting options like
font size, color, type etc.

Viewing Notes during Presentation:

 Presenter View: When you start a presentation in Presenter View, you'll see your current
slide, the next slide, and your speaker notes. This view is ideal for delivering your
presentation and referring to your notes.
  Slide Show View: While in Slide Show View, you can access your notes by pressing the
"S" key on your keyboard. Slide show view occupies the full compute screen, exactly the
way your presentation will look on big screen.
 Reading view: You can go to reading view from the task bar at the bottom of slide window.
It also displays the presentation in a full screen like slide show.

6. Outline View:
 Text-Based View: Displays your presentation as an outline, focusing on the text content.
 Editing Text and Structure: You can edit the text and reorganize the structure of your
presentation.

7. Slide Master View:

 Template Customization: This view allows you to customize the overall look and feel of
your presentation.
 Consistent Formatting: You can edit the layout, colors, fonts, and background of all slides
in your presentation.

Zoom options:
 The zoom control allows for a closer look at the text.
 It consist of a slider that you can slide right or left, or you can click on (+,-) buttons to
increase or decrease the zoom factor.
 It range from (100%---400%) in PowerPoint.

How to open MS PowerPoint on a personal computer?

Go through the below-mentioned steps to open MS PowerPoint on a personal computer:
Click on the Start Menu–>Go to All Programs–>Click on MS Office–> lastly choose the MS
PowerPoint option.

A blank presentation is open on the screen. According to the requirement, a person can modify the
template for a presentation and start using the program.

What is a PowerPoint presentation or PPT?

A combination of various slides depicting a graphical and visual interpretation of data, to present
information in a more creative and interactive manner is called a PowerPoint presentation or PPT.
Key Components of a PowerPoint Presentation:

 Slides: Individual pages that form the backbone of the presentation. Each slide can contain
text, images, charts, graphs, videos, and other multimedia elements.
 Multimedia: Integration of audio and video clips to enrich the presentation experience.
 Animations and Transitions: Dynamic effects that add visual interest and emphasize key
points.

What is a slide show in a PowerPoint presentation?

When all the slides of a PowerPoint presentation are set in series and then presented to a group of
people, where each slide appears one after the other, is a set pattern, this is known as a PowerPoint
slide show. When you start a slide show, your presentation is displayed in full-screen mode. You
can navigate through the slides using keyboard shortcuts, mouse clicks, or a remote control.

What all elements can be added to a slide?

The following elements can be added to a PowerPoint slide:

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts
6. Media Clips
7. Videos
All these elements are mainly used to enhance presentation skills and make the slide more
interactive.

Uses of PowerPoint Presentation

PowerPoint presentations are helpful for both personal and professional practice. Below are some
of the important uses of PowerPoint presentations.
 In business, to invite investors or to explain the rise or drop in profits, MS PowerPoint can
be used.
 In the education field with the advancement of e-learning and smart classes as a common
mode of education today, PowerPoint presentations play a major role in addressing
education more interactively and draw the student’s attention towards the modified version
of studying.
 As both graphics and text can be combined in a presentation, representing the growth of a
company, the profit of a business, student’s performance via marks, etc. is very simple
using PPT.
 In the area of marketing, PowerPoint presentations can be extremely valuable, as utilizing
graphs and charts, numbers, facts, and figures along with the data can be shown more
evidently and precisely which may be neglected by the viewer if being read.