Properties of MS PowerPoint. (Part 2)

MS Power Point

Power Point is the most used presentation graphics software package in the world. Its imaginative tools and easy approach can help you make professional looking presentations quickly and easily. By using Power-Point’s new content-development, preparation rehearsal features, you can be more effective in your presentation.

CREATING PRESENTATIONS

Steps of Creating a New Presentation:

1.   Launch PowerPoint by choosing: Start a Programs a Microsoft Power Point.

2.   When you begin PowerPoint, a dialog box open, which asks whether you want to open an existing document, or use an Auto Content Wizard, a template or a blank presentation.

3.   To start a new presentation from scratch, choose the Blank Presentation.

4.   When you first start the PowerPoint, the default is Template. Of you have used PowerPoint previously; the default is the option you used last.

OPENING A PRESENTATION 

When you open a new presentation, you can choose from among a variety of formats and ways of working. You can start with the AutoContent Wizard to organise your presentation, or you can choose to start with a blank presentation, or you can choose to start with a blank presentation, which gives you the PowerPoint default format.

You can create a presentation by opening an outline you created using Microsoft Word or another Word Processor. Select outlines from the list files of Type Box in the Open dialog box. Then select the file that contain outline. PowerPoint creates a presentation using your outline. Each major heading in the outline becomes a slide, and the heading’s sub points become bulleted list on the slide.

You can open several presentations at the same time. The active presentation, the one you are currently working on, appears in the Top window. All open presentations are listed on the Window menu.

You can open several presentations at once while you are working in PowerPoint. When you open a existing presentation, the view and scale are the same as when you last saved it.

To Open an Existing Presentation:

·        From the “file” menu, choose the file you want to open from the list of recently used files at the bottom of the Drop-Down Menu.

Or

·        From the “file” menu, choose “Open”. Select the presentation you want to open, and choose “OK”.

You can switch Directories, Folders or Disk drives as needed to find the presentation you want.

If you are not able to locate the file yourself, you can take help of Find available under Open dialog box. You can search a file at any location and with different search criteria as suited.

To find a File or Presentation

• From the file menu, choose Open.
• The Open dialog box appears.
• Choose the find button under tools.
• The Search dialog box appears. In the File Name box, type the name of the file you are looking for.

To Open Recently used Files

To open a file you have used recently, click History on the Place Bar. You can also click the file name at the bottom of the File menu. Normally the last four recently used files are listed there. If the list of recently used file isn’t displayed, click Options on the tool menu, click the General tab, and then select the recently used file list check box. 

PowerPoint Views

PowerPoint consists of multiple views to help you in the creation, presentation and maintenance of your presentation. The various views, which you access through View on the bar or the View buttons at the bottom left of the PowerPoint window, are described below:

VIEW MENU

Normal View

In normal view, you work on slide at a time. You can type a text, change the slide layout, add graphics, draw shape, and add artwork and graphics from other applications.

Slide Sorter View

In Slide Sorter View, you see a miniature in each slide, complete with graphics and text. Working in Slide Sorter View is like working with Slides on a light table or spreading out the pages of a report so you can see them all at once. You are able to see how your Presentation flows. In Slide Sorter view, you can reorder slides, add transitions, and set timing for the electronic presentation.

Notes Page View

In Notes Page View, you create speaker’s notes for any or all of the slides in your presentation. Each notes page is corresponds to a slide. You can draw or type while in Notes Pages View just as you do in Slide View.

Slide Show View

In Slide Show View, you see your Slide as an electronic Presentation on your Computer. Each slide fills the screen. You can see the effect of the transitions and the timing that you set in the Slide Sorter View.

WORKING WITH SLIDES

We now learn some ways of working on slides in a presentation.

To create a new File

• On the Insert menu, click New Slide.
• Scroll through the layouts, and then click the one you want.

To copy a Slide from one presentation to another

• Display the slide that will precede the slide you want to insert.
• On the Insert menu, click Slides from Files.
• Find and Select the presentation you want to copy a slide from.
• Click Display.
• Select the slide or slides you want to copy, and then click Insert.
• To copy an entire presentation, click Insert All.

To duplicate a Slide

• Select the slide you slides you want to Duplicate.
• On the Insert menu, click Duplicate Slide.
• You can also duplicate slides by using the keyboard shortcut CTRL+SHIFT+D.

To Delete a Slide

• Select the slide you want to Delete.
• On the Edit menu, click Delete Slide
• To delete multiple slides, switch to Slide Sorter View. Hold down CTRL while you click the slides and then click Delete Slide.

Moving Between Slides

When multiple slides are created in a presentation, it is very easy to move among the slides for viewing or editing. You can go to any other particular slide in different ways 

as per the current of the presentation.

Type of View	Perform
Normal	In the slide pane, drag the vertical scroll bar until the Slide number you want appears. In the Outline Pane, click the slide number.
Slide Sorter	Double - click the slide.
Slide Show	Right click on any slide in the show, click on Go on the shortcut menu, and then click Slide Navigator, Double-click the title of the slide you want to go to. Or if you know the number of the slide you want to go to, just type it and then press ENTER.

SAVING THE PRESENTATION

The presentation must be saved for the later use.

To Save presentation for the later use

You use the Save As command to name a presentation when you save it for the first time. You can also use this command to save an existing presentation with a new name.

• From the File menu, choose Save as. The Save As dialog box appears.
• In the filename box, type the desired filename.

Because this is the first time you are saving the presentation, you need to give it a name in the File Name Box. You can save your presentation on another disk drive and in any Directory.

• When you have typed the presentation name and placed it in the directory or folder you want, choose Save.

Your presentation stays on the screen with the new name in the title bar.

You can save an slide’s contents as a picture and insert it in another application.

To Save a slide in another format

• Select the slide you want to save in any other format. If you are in Slide View, display the slide. If you are in Slide Sorter View, select the slide you want to export / save.
• From the File menu, choose Save As. The Save As dialog box appears.
• Select a path and enter a name for the file in the File Name box. The appropriate extension is automatically provided.
• In the Save As type box, select the appropriate file format, in which you want to save your file.
• Choose Save. 

To close a presentation

• From the File menu, choose Close. If you have made changes to the presentation since you last saved it, PowerPoint asks whether you want to save your changes before closing.
• Choose yes to save your changes and close the Presentation.

If you don't want to save the changes, choose No, and PowerPoint closes the file without saving the changes. If you change your mind about closing the file, choose Cancel.

Writer: Mr. Krishan Kumar Saini

Today we have learnt some of the properties of the PowerPoint. Hope this lesson is Helpful for you.