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INTRODUCTION TO PRESENTATIONS
USING MICROSOFT POWERPOINT

• Use the Left and Right arrow keys or the Page Up
  and Page Down keys to move between the pages.
  You can also click on the pages to move forward.
• To switch between the slide show and the Windows
  Desktop simply minimize this window.
• If you see first gt second it means select first
  followed by second (e.g Start gt All Programs).
  DO NOT TYPE the gt characters.
• If you see first second it means push and hold
  down first, then push second (e.g Ctrl M). DO
  NOT TYPE the sign.

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Introduction to Presentations using Microsoft
PowerPoint

• 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 one.
• A presentation involves displaying an organized
  set of information to a group of people.
• A presentation will normally be used to show how
  a certain product works or outline the flow of a
  project.
• A PowerPoint Presentation is a document you put
  together in the form of slides in order to show
  some information to an audience.
• A PowerPoint Presentation is presented to the
  audience in the form of a Slide Show.
• Each page in a PowerPoint document is called a
  slide.

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Introducing Microsoft PowerPoint

• We will begin our journey by first launching the
  Microsoft PowerPoint program.
• Where can we find and launch Microsoft
  PowerPoint?
• 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
  setup.
• We first look on the Windows Desktop to see if
  there is an icon for the PowerPoint program. If
  we find an icon we double-click on it.
• This should launch and open the Microsoft
  PowerPoint window.

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• If there is no icon for Microsoft PowerPoint on
  the Windows Desktop, click on the Start button
  and look for Microsoft PowerPoint in the list of
  programs on the Start Menu.
• If Start Menu does not immediately show you the
  program you are looking for, move the mouse
  pointer to the All Programs (or Programs) icon on
  the menu. Click on All Programs (or Programs) to
  display the list of all the applications
  installed on the Computer or wait for the list to
  display automatically.
• Click once on the Microsoft PowerPoint icon to
  launch it. You may need to look for the Microsoft
  Office group icon in All Programs and click on it
  to see the PowerPoint program.

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The Microsoft PowerPoint program on the Start Menu
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The Microsoft PowerPoint program on the Start
Menu under All Programs
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If you see this screen, you have successfully
launched Microsoft PowerPoint.
Title Bar
Menu Bar
Tool Bar
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• After you open Microsoft PowerPoint you will
  notice a window divided into three main columns
  as shown on the previous page.
• The left column displays the list of pages or
  slides in the presentation document.
• The middle and largest column shows the currently
  active or selected slide. This section is your
  work 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 existing presentation or Create a New Blank
  presentation by clicking on the corresponding
  icon in this 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 Title Bar. The Title Bar will display the
  name of the document you are currently working
  on.
• If this is a new presentation you will see
  Microsoft PowerPoint Presentation1 in the
  title bar.
• To the extreme right of the Title bar you will
  see three buttons. These buttons help you to
  Minimize, adjust 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.

Document title
Restore
Title Bar
Minimize
Close
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• Below the title bar is the Menu bar. This bar
  contains a series of aligned words such as File,
  Edit , View, Insert etc.
• 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.
• To display the menu listing associated with each
  word on the Menu bar simply click on the word
  (e.g. File)
• For example if you click File the File menu will
  be displayed as shown on the next page.
• If you click Edit on the Menu Bar the Edit menu
  will list the available options.

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The File menu
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The Insert Menu
Click on other words on the menu bar and take a
quick look at the listing for that word.
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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
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Creating a new PowerPoint Presentation

• As shown previously your new presentation is made
  up of one blank slide seen in the slides window
  (left column)
• Your work area displays the empty slide and
  guides you as to what you can add (the title and
  subtitle of you new presentation).
• You will normally use the first slide to
  introduce your presentation or give the
  presentation a title.
• We will proceed to put information on the first
  slide.

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A BLANK PRESENTATION
Slides Window
Work Area
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• 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

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• You have just created the Title page for your
  presentation.
• It is good practice to save your document by
  giving it a meaningful name before you proceed to
  add more slides and content.
• Also make it a habit to save your document every
  few slides.

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Saving your Presentation

• To save your presentation click on File on the
  menu bar. Then move the mouse pointer to the Save
  or Save As option in the menu list.
• The Save As window will be opened.
• You can then give the document a name and select
  a location or a folder to save it in.

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(No Transcript)
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The Save As window
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• Another way to save your file is to click on the
  Save button on the Tools bar or simply press and
  hold the Ctrl key and then press S on the
  keyboard (Ctrl S).

Save button
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• Type MyFirstPresentation in the File name box
  when the Save As window appears and press the
  Save button or press the Enter key on the
  keyboard.
• You presentation will be saved in the My
  Documents folder by default with the text .ppt
  added to the end of its name.
• The text .ppt is called the extension to the
  filename. It tells the type of our file.
• You can change the location where you wish to
  save the file by clicking on the down facing
  arrow on the right side of the Save In box and
  choosing a different folder.

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the Save in box
Click arrow to select a different folder
File name box
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Adding more Slides to your presentation.

• 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 information you want to present.
• To add a new slide, click on the Insert menu and
  then click on New Slide.
• 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.
• There are other ways for adding a new slide to
  your presentation.
• You can click on the New Slide icon on the
  formatting toolbar and a new slide will be added.

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Lets add a second slide to our presentation
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Click on the corresponding boxes to add Title and
Text content.
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• 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.

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• Go ahead and add another slide by clicking on
  Insert gt 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

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• Add one more slide by clicking on Insert gt 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

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• Save your final document by pressing Ctrl S
• Remember Ctrl S means push and hold the Ctrl
  key and then press the S key on the keyboard.
  Same as pressing Ctrl and S at the same time.
• If you are working on a large presentation
  document adopt the habit of saving your work
  often. This way if the Computer loses power,
  reboots or shuts down all of a sudden you do not
  lose all your work.

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Testing your presentation

• You can go ahead and test your presentation.
• To do this, click on Slide Show on the menu bar
  and select View Show.
• You can also run the slide show by just pressing
  the F5 function key.
• 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 Esc key (This is the Escape key).

Arrow Keys
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Making your presentation beautiful and interesting

• 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 audience.
• 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
  presentation before you start creating it.
• To see the available layouts for your
  presentation click on Format, followed by Slide
  Layout (Format gt Slide Layout )
• The available layouts 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
  presentation.
• 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.

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Format gt Slide Layout
Slide Layouts
This is the layout we have used
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• You can choose from a number of existing slide
  designs to make your presentation look beautiful
  and catch the attention of your audience.
• To select a slide design click on Format, then
  Slide Design (Format gt Slide Design).
• The available slide designs options will be
  displayed in the column on the right side of your
  work area.
• Click on one of the design templates and see how
  this changes the look of your presentation.
• Keep clicking and smiling.

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Slide Design window
Keep changing the design templates until your
presentation looks something like the above.
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• After selecting the design template you want to
  use you can change the coloring to your liking by
  clicking on Color Schemes in the Slide Design
  window.

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• Lets play the slide show again to see how it
  looks by pressing the F5 function key or clicking
  on Slide Show gtView Show.
• The presentation looks much better than before.
• To make your presentation even more interesting
  and realistic to watch you can introduce
  Animations.
• Animations allow you to choose the way you slides
  display.
• Using animations you can setup the contents of
  your slides to appear and disappear in various
  interesting ways.
• To add Animations to your slides look for the
  Animation Schemes icon in the right window (in
  the Slide Design window) and click on it to
  display the available list of animations.
• Alternatively you can click on Format gt Slide
  Design gt Animation Schemes to get to the
  available list of animations.

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List of Animations
AutoPreview
Apply to All Slides
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• Go down the list of animations and select them
  and watch how the contents of your slide
  displays.
• If you dont see the effect make sure the
  AutoPreview option has a check mark or just
  click on the Play buttton.
• Choose an animation that you think will appeal to
  your audience. Then click on the Apply to All
  Slides button at the bottom of the listing.
• Save your PowerPoint presentation and test your
  slide show.

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Formatting the text content in your slides

• As part of designing and formatting your slides
  you can change the shapes, sizes and appearance
  of characters of your text content
• For example you can change the type and size of
  the fonts or characters, underline some words
  or sentences, italicize or embolden some text,
  change text color and so on.
• In order to format a character or text in your
  presentation you first have to mark or select the
  text.
• 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 selected text will be surrounded by a
  different background.
• 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 the mouse down to select the lines. You
  can then proceed to format the text.

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Font Type
Font Size
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Font Type
Selected text
Font Size
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• In our example presentation we notice that the
  font type of our selected text is Times New
  Roman and the font size is 48.
• To change the font type simply click on the down
  facing arrow to the right of the font type box
  (on the formatting bar)to display the list of
  available font types.
• To activate the formatting bar (if it does not
  display) right-click on an empty space on the
  menu bar and then click on formatting to put a
  check mark beside it.
• Alternatively click on the Format menu. Then
  click on Font. This will bring up the font
  window. From here you can choose the font type,
  style, size and color
• You can scroll down the list of font types
  displayed and choose your new font type.
• To change the font size, click on the down facing
  arrow on the right of the font size box to
  display the list of options.
• Lets try changing the font type to Arial Black
  and note the differences.

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Changing the font type ( Format gt Font)
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Changing the font type ( using formatting tools)
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You can see the difference between the new font
type Arial Black and the original font type
Times New Roman.
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Changing 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
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• Practice changing the text color, underlining
  text, making the text bold, italicizing,
  CAPITALIZING and so on.
• Remember to select the text before you attempt to
  format it.
• You can always undo your changes by pressing Ctrl
  Z
• To repeat a change you just made on another
  selected text or character press Ctrl Y

48
Bold
Italic
Underline
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Closing and exiting Microsoft PowerPoint

• Once you have completed your document and saved
  it you can close the PowerPoint program.
• To close PowerPoint from the Main menu, click
  File gt Exit
• To close Powerpoint from the title bar, you
  click the Close button.

Close
This is the title or name of the your current
document
Title Bar

• Another way to close Microsoft PowerPoint is to
  press Alt F4 (F4 is a function key)
• You can also close PowerPoint by pressing Alt gt
  F gt X (Alt activates the Menu Bar, F selects
  the File menu and X will Exit). You will have to
  push the buttons one after the other in that
  sequence.

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Opening an existing Powerpoint document

• Assuming we like to go back to our newly created
  document, MyFirstPresentation.ppt to view, add
  more content or make changes.
• We can do one of the following
• Click on the Start button on the Desktop and then
  move the mouse to My Recent Documents and
  click.
• In the list of files look for MyFirstPresentatio
  n.ppt and click on it. This will launch
  Microsoft PowerPoint and open the presentation.

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Start gt My Recent Documents
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• Since we saved our file in the My Documents
  folder we can get to the file by clicking on
  Start, then move the mouse pointer to the My
  Documents folder and click on it. This will 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 Microsoft PowerPoint program (Start
  gt All Programs gt Microsoft PowerPoint ). Then
  click on the File menu. You 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 do not see your document listed in the
  File menu, click on the Open option in the File
  menu. This will display the Open window. Proceed
  to look for your file in the folder in which you
  saved the file.

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Start gt All Programs gt Microsoft PowerPoint gt
File menu
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File gt Open
Open Window
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Now you have your file opened, what do youwant
to do next?

• You may want to
• Add more text content
• Insert pictures or diagrams
• Change some information in the document
• Reformat the text content
• Print a copy of the presentation
• Change the slide design
• Run the slide show for the presentation

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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.
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Another way to print your document is to click on
the Print icon on the Tools Bar.
Print
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• This completes our introductory journey to
  presentation and slide shows using Microsoft
  PowerPoint.
• The key to learning new things is to review and
  then practice, practice, practice.