Use the Use the LeftLeft and and RightRight arrow keys or the arrow keys or the PagePage UpUp and and PagePage DownDown keys to move between the keys to move between the pages. You can also click on the pages to move forward.pages. You can also click on the pages to move forward.

To switch between the To switch between the slide showslide show and the Windows Desktop simply minimize this window. and the Windows Desktop simply minimize this window.

If you see If you see firstfirst =>=> secondsecond it means select it means select firstfirst followed by followed by secondsecond (e.g (e.g StartStart =>=> All ProgramsAll Programs). ). DO NOT TYPE the “DO NOT TYPE the “=>=>” ” characters.characters.

If you see If you see firstfirst + + secondsecond it means push and hold down it means push and hold down first, first, then push then push secondsecond (e.g (e.g Ctrl Ctrl ++ M M). DO ). DO NOT TYPE the “NOT TYPE the “++” sign.” sign.

Introduction to Presentations using Introduction to Presentations using Microsoft Microsoft PowerPointPowerPoint

Before starting on our introductory journey through PowerPoint presentations we Before starting on our introductory journey through PowerPoint presentations we first need to understand what a presentation is and why or when we would need first need to understand what a presentation is and why or when we would need one.one.

A presentation involves displaying an organized set of information to a group of A presentation involves displaying an organized set of information to a group of people.people.

A presentation will normally be used to show how a certain product works or A presentation will normally be used to show how a certain product works or outline the flow of a project.outline the flow of a project.

A PowerPoint Presentation is a document you put together in the form of slides in A PowerPoint Presentation is a document you put together in the form of slides in order to show some information to an audience. order to show some information to an audience.

A PowerPoint Presentation is presented to the audience in the form of a Slide A PowerPoint Presentation is presented to the audience in the form of a Slide Show.Show.

Each page in a PowerPoint document is called a Each page in a PowerPoint document is called a slide.slide.

Introducing Microsoft PowerPointIntroducing Microsoft PowerPoint We will begin our journey by first launching the Microsoft PowerPoint We will begin our journey by first launching the Microsoft PowerPoint

program.program.

Where can we find and launch Where can we find and launch Microsoft PowerPointMicrosoft PowerPoint??

The answer to the above question depends on what version of Microsoft The answer to the above question depends on what version of Microsoft Office is installed on your Computer as well as how the icons have been Office is installed on your Computer as well as how the icons have been setup.setup.

We first look on the We first look on the Windows DesktopWindows Desktop to see if there is an icon for the to see if there is an icon for the PowerPointPowerPoint program. If we find an icon we program. If we find an icon we double-clickdouble-click on it. on it.

This should launch and open the This should launch and open the Microsoft PowerPoint Microsoft PowerPoint window.window.

If there is no icon for If there is no icon for Microsoft PowerPointMicrosoft PowerPoint on the Windows on the Windows Desktop, click on the Desktop, click on the StartStart button and look for button and look for Microsoft Microsoft PowerPointPowerPoint in the list of programs on the in the list of programs on the Start Menu.Start Menu.

If Start Menu does not immediately show you the program you If Start Menu does not immediately show you the program you are looking for, move the mouse pointer to the are looking for, move the mouse pointer to the All Programs All Programs (or(or Programs) Programs) icon on the menu. Click on icon on the menu. Click on All Programs All Programs (or(or ProgramsPrograms) to display the list of all the applications installed ) to display the list of all the applications installed on the Computer or wait for the list to display automatically.on the Computer or wait for the list to display automatically.

Click once on the Microsoft PowerPoint icon to launch it. You Click once on the Microsoft PowerPoint icon to launch it. You may need to look for the may need to look for the Microsoft OfficeMicrosoft Office group icon in group icon in All All ProgramsPrograms and click on it to see the and click on it to see the PowerPointPowerPoint program. program.

The Microsoft PowerPoint program on the Start Menu

The Microsoft PowerPoint program on the Start Menu under All Programs

If you see this screen, you have successfully launched Microsoft PowerPoint.If you see this screen, you have successfully launched Microsoft PowerPoint.Title Bar Menu Bar Tool Bar

After you open Microsoft PowerPoint you will notice a window divided into three main columns as shown After you open Microsoft PowerPoint you will notice a window divided into three main columns as shown on the previous page.on the previous page.

The left column displays the list of pages or The left column displays the list of pages or slidesslides in the presentation document. in the presentation document.

The middle and largest column shows the currently The middle and largest column shows the currently activeactive or or selected selected slide. This section is your work area. slide. This section is your work area. You create and edit the contents of the presentation in this area.You create and edit the contents of the presentation in this area.

The third column to the right is made up of a couple of sections containing icons. You can Open an The third column to the right is made up of a couple of sections containing icons. You can Open an existing presentation or Create a New Blank presentation by clicking on the corresponding icon in this existing presentation or Create a New Blank presentation by clicking on the corresponding icon in this area. This is the Task Pane.area. This is the Task Pane.

At the very top of the PowerPoint window you will see a long bar running from left to right. This is the At the very top of the PowerPoint window you will see a long bar running from left to right. This is the Title BarTitle Bar. The Title Bar will display the name of the document you are currently working on.. The Title Bar will display the name of the document you are currently working on.

If this is a new presentation you will see “If this is a new presentation you will see “Microsoft PowerPoint – [Presentation1]Microsoft PowerPoint – [Presentation1]” in the title bar.” in the title bar.

To the extreme right of the Title bar you will see three buttons. These buttons help you to To the extreme right of the Title bar you will see three buttons. These buttons help you to MinimizeMinimize, adjust , adjust the size of the Microsoft PowerPoint program window or Close the PowerPoint window. If you move the the size of the Microsoft PowerPoint program window or Close the PowerPoint window. If you move the mouse over any of the buttons you will see a hint on what the button is used for.mouse over any of the buttons you will see a hint on what the button is used for.

Title Bar MinimizeRestore

Close

Document title

Below the title bar is the Below the title bar is the Menu barMenu bar. This bar contains a series of aligned words . This bar contains a series of aligned words such as such as FileFile, , EditEdit , , ViewView, , InsertInsert etc. etc.

Each word on the Menu Bar is associated with a menu that shows the list of things Each word on the Menu Bar is associated with a menu that shows the list of things you can do while creating or editing your presentation.you can do while creating or editing your presentation.

To display the menu listing associated with each word on the Menu bar simply To display the menu listing associated with each word on the Menu bar simply click on the word (e.g. File)click on the word (e.g. File)

For example if you click For example if you click FileFile the the File menuFile menu will be displayed as shown on the next will be displayed as shown on the next page.page.

If you click If you click EditEdit on the Menu Bar the on the Menu Bar the Edit menuEdit menu will list the available options. will list the available options.

Button Purpose

Minimizes the window

Maximizes the window

Restores the window

Closes the window

The File menuThe File menu

The Insert MenuThe Insert Menu

Click on other words on the menu bar and take a quick look at the listing for that word.

Under the menu bar, there is another bar made of various categories of buttons. This is called the toolbar.

You can decide which buttons to be shown on the Tool Bar by right-clicking an empty space on the menu bar.You can then turn ON or OFF the desired options in the pop-up menu by clicking on the option. Try it.

Pop up menu

Creating a new PowerPoint PresentationCreating a new PowerPoint Presentation

As shown previously your new presentation is made up of one As shown previously your new presentation is made up of one blank slide seen in the blank slide seen in the slides windowslides window (left column) (left column)

Your Your work areawork area displays the empty slide and guides you as to displays the empty slide and guides you as to what you can add (the what you can add (the titletitle and and subtitlesubtitle of you new presentation). of you new presentation).

You will normally use the first slide to introduce your You will normally use the first slide to introduce your presentation or give the presentation a title.presentation or give the presentation a title.

We will proceed to put information on the first slide.We will proceed to put information on the first slide.

A BLANK PRESENTATIONA BLANK PRESENTATION

Slides Window Work Area

Click on the “Click to add Title” box and type in “MY FIRST PRESENTATION” as show below.

Click on the “Click to add subtitle” box and type in “BROUGHT TO YOU BY PROJECT GOODWILL AFRICA” as shown

You have just created the You have just created the Title pageTitle page for your for your presentation.presentation.

It is good practice to save your document by It is good practice to save your document by giving it a meaningful name before you giving it a meaningful name before you proceed to add more slides and content.proceed to add more slides and content.

Also make it a habit to save your document Also make it a habit to save your document every few slides.every few slides.

Saving your PresentationSaving your Presentation

To save your presentation click on To save your presentation click on FileFile on the on the menu bar. Then move the mouse pointer to the menu bar. Then move the mouse pointer to the SaveSave or or Save AsSave As option in the menu list. option in the menu list.

The The Save AsSave As window will be opened. window will be opened.

You can then give the document a name and You can then give the document a name and select a location or a folder to save it in.select a location or a folder to save it in.

The Save As window

Another way to save your file is to click on the Another way to save your file is to click on the SaveSave button on the Tools bar or button on the Tools bar or

simply simply press and holdpress and hold the the Ctrl key Ctrl key and then pressand then press S S on the keyboard (Ctrl + S). on the keyboard (Ctrl + S). Save button

Type “MyFirstPresentation” in the Type “MyFirstPresentation” in the File nameFile name box when the box when the Save AsSave As window window appears and press the appears and press the SaveSave button or press the button or press the EnterEnter key on the keyboard. key on the keyboard.

You presentation will be saved in the You presentation will be saved in the My DocumentsMy Documents folder by folder by default with the text default with the text “.ppt”“.ppt” added to the end of its name. added to the end of its name.

The text The text “.ppt”“.ppt” is called the extension to the filename. It tells is called the extension to the filename. It tells the type of our file.the type of our file.

You can change the location where you wish to save the file by You can change the location where you wish to save the file by clicking on the clicking on the down facing arrowdown facing arrow on the right side of the on the right side of the Save Save InIn box and choosing a different folder. box and choosing a different folder.

the “Save in” box

“File name” box

Click arrow to select a different folder

Adding more Slides to your presentation.Adding more Slides to your presentation. Once the first slide, which normally contains the title of the presentation, is Once the first slide, which normally contains the title of the presentation, is

created you would want to add more slides that will contain the actual created you would want to add more slides that will contain the actual information you want to present.information you want to present.

To add a new slide, click on the To add a new slide, click on the InsertInsert menu and then click on New Slide. menu and then click on New Slide.

A new slide will be added to your presentation. The new slide will appear A new slide will be added to your presentation. The new slide will appear in slides window and will also become the active slide in your work area.in slides window and will also become the active slide in your work area.

There are other ways for adding a new slide to your presentation.There are other ways for adding a new slide to your presentation.

You can click on the You can click on the New SlideNew Slide icon on the icon on the formattingformatting toolbar and a new toolbar and a new slide will be added.slide will be added.

Lets add a second slide to our presentation

Click on the corresponding boxes to add Title and Text content.

Click on the “Click to add Title” box and type in THIS IS SLIDE 2

Click on the “Click to add text” box and type in Hello World

Press Enter and type My name is XYZ on the next line. Replace XYZ with your name if you wish.

Go ahead and add another slide by clicking on Insert => New Slide

Click on the “Click to add Title” box and type in THIS IS SLIDE 3

Click on the “Click to add text” box and type Computer and ICT learning is fun

Add one more slide by clicking on Insert => New Slide

Click on the “Click to add Title” box and type in “THIS IS SLIDE 4” as show below.

Click on the “Click to add text” box and type in “END OF PRESENTATION”

Save your final document by pressing Save your final document by pressing Ctrl + SCtrl + S

Remember: Remember: Ctrl + SCtrl + S means push and hold the means push and hold the CtrlCtrl key and then press the key and then press the SS key on the key on the keyboard. Same as pressing keyboard. Same as pressing CtrlCtrl and and SS at the at the same time.same time.

If you are working on a large presentation If you are working on a large presentation document adopt the habit of saving your work document adopt the habit of saving your work often. This way if the Computer loses power, often. This way if the Computer loses power, reboots or shuts down all of a sudden you do reboots or shuts down all of a sudden you do not lose all your work.not lose all your work.

Testing your presentationTesting your presentation You can go ahead and test your presentation.You can go ahead and test your presentation.

To do this, click on To do this, click on Slide ShowSlide Show on the menu bar and select on the menu bar and select View ShowView Show..

You can also run the slide show by just pressing the You can also run the slide show by just pressing the F5F5 function key. function key.

Use the arrow keys to page through the slides (Left/Right or Up/Down)Use the arrow keys to page through the slides (Left/Right or Up/Down)

To stop the slide show and return to the editing mode press the To stop the slide show and return to the editing mode press the EscEsc key key (This is the Escape key).(This is the Escape key).

Arrow Keys

Making your presentation beautiful and interestingMaking your presentation beautiful and interesting The presentation we just created has very little formatting. Formatting means changing the The presentation we just created has very little formatting. Formatting means changing the

look of the contents of your presentation using various tools to make it appeal to your look of the contents of your presentation using various tools to make it appeal to your audience.audience.

There are various ways to format your document to make it look better and interesting.There are various ways to format your document to make it look better and interesting.

You will normally like to plan the layout or how items are going to be positioned on your You will normally like to plan the layout or how items are going to be positioned on your presentation before you start creating it.presentation before you start creating it.

To see the available layouts for your presentation click on To see the available layouts for your presentation click on Format, Format, followed by followed by Slide Layout Slide Layout (Format => Slide Layout )(Format => Slide Layout )

The available The available layoutslayouts will be displayed in the column on the right side of your work area will be displayed in the column on the right side of your work area

As you will notice some layouts allow you to add pictures, graphs and other images to your As you will notice some layouts allow you to add pictures, graphs and other images to your presentation. presentation.

You can create a new blank presentation and try some of the layouts or add a new slide to our You can create a new blank presentation and try some of the layouts or add a new slide to our first presentation and change the layout of the new slide.first presentation and change the layout of the new slide.

Format => Slide Layout…Format => Slide Layout… Slide LayoutsThis is the layout we have used

You can choose from a number of existing slide You can choose from a number of existing slide designs to make your presentation look beautiful and designs to make your presentation look beautiful and catch the attention of your audience.catch the attention of your audience.

To select a slide design click on To select a slide design click on FormatFormat, then , then Slide Slide Design …Design … ( (FormatFormat => => Slide DesignSlide Design).).

The available slide designs options will be displayed The available slide designs options will be displayed in the column on the right side of your work area.in the column on the right side of your work area.

Click on one of the design templates and see how this Click on one of the design templates and see how this changes the look of your presentation.changes the look of your presentation.

Keep clicking and smiling.Keep clicking and smiling.

Slide Design window

Keep changing the design templates until your presentation looks something like the above.

After selecting the design template you want to use you can change the coloring to your After selecting the design template you want to use you can change the coloring to your liking by clicking on liking by clicking on Color SchemesColor Schemes in the Slide Design window. in the Slide Design window.

Lets play the slide show again to see how it looks by pressing the Lets play the slide show again to see how it looks by pressing the F5F5 function key function key or clicking on or clicking on Slide Show =>View Show.Slide Show =>View Show.

The presentation looks much better than before.The presentation looks much better than before.

To make your presentation even more interesting and realistic to watch you can To make your presentation even more interesting and realistic to watch you can introduce Animations.introduce Animations.

Animations allow you to choose the way you slides display.Animations allow you to choose the way you slides display.

Using animations you can setup the contents of your slides to appear and disappear Using animations you can setup the contents of your slides to appear and disappear in various interesting ways.in various interesting ways.

To add Animations to your slides look for the To add Animations to your slides look for the Animation SchemesAnimation Schemes icon in the right icon in the right window (in the window (in the Slide DesignSlide Design window) and click on it to display the available list of window) and click on it to display the available list of animations.animations.

Alternatively you can click on Alternatively you can click on Format => Slide Design => Animation Schemes Format => Slide Design => Animation Schemes to to get to the available list of animations.get to the available list of animations.

List of Animations

AutoPreviewApply to All Slides

Go down the list of animations and select them and watch how Go down the list of animations and select them and watch how the contents of your slide displays.the contents of your slide displays.

If you don’t see the effect make sure the If you don’t see the effect make sure the AutoPreviewAutoPreview option option has a check mark or just click on the has a check mark or just click on the PlayPlay buttton. buttton.

Choose an animation that you think will appeal to your Choose an animation that you think will appeal to your audience. Then click on the audience. Then click on the Apply to All SlidesApply to All Slides button at the button at the bottom of the listing.bottom of the listing.

Save your PowerPoint presentation and test your slide show.Save your PowerPoint presentation and test your slide show.

Formatting the text content in your slidesFormatting the text content in your slides

As part of designing and formatting your slides you can change the shapes, As part of designing and formatting your slides you can change the shapes, sizes and appearance of characters of your text contentsizes and appearance of characters of your text content

For example you can change the For example you can change the typetype and and sizesize of the fonts or characters, of the fonts or characters, underlineunderline some words or sentences, some words or sentences, italicizeitalicize or or emboldenembolden some text, some text, change text change text colorcolor and so on. and so on.

In order to format a character or text in your presentation you first have to In order to format a character or text in your presentation you first have to mark or select the text.mark or select the text.

To select or mark a text to be formatted, first click and hold the mouse To select or mark a text to be formatted, first click and hold the mouse button at the beginning of the text and drag the mouse across the text. The button at the beginning of the text and drag the mouse across the text. The selected text will be surrounded by a different background.selected text will be surrounded by a different background.

If you need to select and format multiple lines just press and hold down the If you need to select and format multiple lines just press and hold down the mouse button at the beginning of the first line you wish to format and drag mouse button at the beginning of the first line you wish to format and drag the mouse the mouse downdown to select the lines. You can then proceed to format the to select the lines. You can then proceed to format the text.text.

Font Type

Font Size

Selected textFont Type

Font Size

In our example presentation we notice that the In our example presentation we notice that the font typefont type of our selected text is of our selected text is “Times New Roman”“Times New Roman” and the and the font sizefont size is 48. is 48.

To change the font type simply click on the To change the font type simply click on the down facing arrowdown facing arrow to the right of to the right of the the font type boxfont type box (on the formatting bar)to display the list of available font (on the formatting bar)to display the list of available font types. types.

To activate the formatting bar (if it does not display) To activate the formatting bar (if it does not display) right-clickright-click on an empty on an empty space on the menu bar and then click on space on the menu bar and then click on formattingformatting to put a check mark to put a check mark beside it.beside it.

Alternatively click on the Format menu. Then click on Font. This will bring Alternatively click on the Format menu. Then click on Font. This will bring up the font window. From here you can choose the up the font window. From here you can choose the font typefont type, , stylestyle, , sizesize and and colorcolor

You can scroll down the list of font types displayed and choose your new font You can scroll down the list of font types displayed and choose your new font type.type.

To change the font size, click on the To change the font size, click on the down facing arrowdown facing arrow on the right of the on the right of the font size boxfont size box to display the list of options. to display the list of options.

Let’s try changing the font type to Let’s try changing the font type to Arial Black Arial Black and note the differences.and note the differences.

Changing the font type ( Format => Font)Changing the font type ( Format => Font)

Changing the font type ( using formatting tools)Changing the font type ( using formatting tools)

You can see the difference between the new font type “Arial Black” and the original font type “Times New Roman”.

Changing the font sizeChanging the font size

Click on the second slide (in the left column) and select the text “Hello World”. Change the size of the font and notice what happens. To undo any changes press Ctrl + Z

Practice changing the text Practice changing the text colorcolor, , underliningunderlining text, text, making the text making the text boldbold, , italicizingitalicizing, CAPITALIZING and , CAPITALIZING and so on.so on.

Remember to select the text before you attempt to format Remember to select the text before you attempt to format it.it.

You can always undo your changes by pressing You can always undo your changes by pressing Ctrl + ZCtrl + Z

To repeat a change you just made on another selected To repeat a change you just made on another selected text or character press text or character press Ctrl + YCtrl + Y

Bold Italic Underline

Closing and exiting Microsoft PowerPointClosing and exiting Microsoft PowerPoint

Another way to close Microsoft PowerPoint is to press Another way to close Microsoft PowerPoint is to press Alt + F4Alt + F4 ( (F4F4 is a is a function key)function key)

You can also close PowerPoint by pressing Alt => F => X (You can also close PowerPoint by pressing Alt => F => X (AltAlt activates the activates the Menu Bar, Menu Bar, FF selects the File menu and selects the File menu and XX will will EExxitit). You will have to push the ). You will have to push the buttons one after the other in that sequence.buttons one after the other in that sequence.

Once you have completed your document and saved it you can close the Once you have completed your document and saved it you can close the PowerPoint program.PowerPoint program.

To close PowerPoint from the Main menu, click To close PowerPoint from the Main menu, click FileFile => => ExitExit

To close Powerpoint from the To close Powerpoint from the title bartitle bar, you click the , you click the CloseClose button. button.

CloseThis is the title or name of the your current document Title Bar

Opening an existing Powerpoint documentOpening an existing Powerpoint document

Assuming we like to go back to our newly created document, Assuming we like to go back to our newly created document, “MyFirstPresentation.ppt” to view, add more content or make “MyFirstPresentation.ppt” to view, add more content or make changes. changes.

We can do one of the following:We can do one of the following:

Click on the Click on the StartStart button on the Desktop and then move the button on the Desktop and then move the mouse to “My Recent Documents” and click.mouse to “My Recent Documents” and click.

In the list of files look for “MyFirstPresentation.ppt” and In the list of files look for “MyFirstPresentation.ppt” and click on it. This will launch Microsoft PowerPoint and open click on it. This will launch Microsoft PowerPoint and open the presentation.the presentation.

Start => My Recent DocumentsStart => My Recent Documents

Since we saved our file in the Since we saved our file in the My DocumentsMy Documents folder we can folder we can get to the file by clicking on get to the file by clicking on StartStart, then move the mouse , then move the mouse pointer to the pointer to the My DocumentsMy Documents folder and click on it. This will folder and click on it. This will open the folder and display the files that you have saved here.open the folder and display the files that you have saved here.

A third way to open our existing word document is to start the A third way to open our existing word document is to start the Microsoft PowerPoint program (Microsoft PowerPoint program (Start => All Programs => Start => All Programs => Microsoft PowerPointMicrosoft PowerPoint ). Then click on the ). Then click on the FileFile menu. You menu. You should see the files that you recently worked on. Select the file should see the files that you recently worked on. Select the file if you see it. This will open the presentation for editing.if you see it. This will open the presentation for editing.

If you do not see your document listed in the File menu, click If you do not see your document listed in the File menu, click on the on the OpenOpen option in the File menu. This will display the option in the File menu. This will display the OpenOpen window. Proceed to look for your file in the folder in window. Proceed to look for your file in the folder in which you saved the file.which you saved the file.

Start => All Programs => Microsoft PowerPoint => File menuStart => All Programs => Microsoft PowerPoint => File menu

File => OpenFile => Open Open Window

Now you have your file opened, what do youNow you have your file opened, what do youwant to do next?want to do next?

You may want to:You may want to: Add more text contentAdd more text content Insert pictures or diagramsInsert pictures or diagrams Change some information in the documentChange some information in the document Reformat the text contentReformat the text content Print a copy of the presentationPrint a copy of the presentation Change the slide designChange the slide design Run the slide show for the presentationRun the slide show for the presentation

If your Computer is connected to a printer, you can print your presentation by clicking on File on the Menu Bar, then Print. Choose the printer and click OK.

Another way to print your document is to click on the Print icon on the Tools Bar.

Print

This completes our introductory journey to This completes our introductory journey to presentation and slide shows using Microsoft presentation and slide shows using Microsoft PowerPoint.PowerPoint.

The key to learning new things is to The key to learning new things is to reviewreview and then and then practicepractice, , practicepractice, , practicepractice..