BASIC
MICROSOFT POWERPOINT
for
e-Learning
Pusat i-Learn (i-LeC)
Universiti Teknologi MARA
Advisor : Assoc. Prof. Dr. Posiah Mohd Isa
: Assoc. Prof Dr. Faizah Darus
Editors : Mohd Nor Mamat
: Mohd Nor Hajar Hasrol Jono
: Mohd Ali Mohd Isa
: Dr. Ros Aizan Yahaya
: Assos. Prof Hjh. Siti Akmar Abu Samah
Contributors : Nurmaisara Za’ba
: Prasanna Ramakrisnan
: Melissa Shahrom
: Nor Saniah Md Noh
: Norzaidah Md Noh
: Juliana Hamka Kamarodin
: Wan Faezah Abbas
: Siti Rahayu Abdul Aziz
: Nor Adora Endut
: Anita Mohd Yasin
: Syamsul Ariffin Yahaya
: Azlan Abdul Aziz
: Nurul Hidayah Mat Zain
Design & Illustration : Mohd Asmizan Mazlan
: Nor Hanizah Mohd Nazeri
Course Description
Microsoft PowerPoint for e-learning course aims to provide the participants
with an introductory exposure to the skills of using Ms Power Point for
content development apart from acting as a refresher course for those
who are already using it.
Table of Contents
TOPIC 1: GETTING STARTED WITH POWERPOINT............................................6
Introduction.........................................................................................................6
Exploring the PowerPoint Workspace................................................................ 6
Customizing Your Workspace............................................................................ 7
Using Keyboard Shortcuts..................................................................................8
TOPIC 2: CREATING YOUR PRESENTATION.......................................................9
Activity.................................................................................................................9
• Creating a New Presentation......................................................................9
• Choosing a Theme for Your Presentation...................................................10
• Working with Slide Layouts.........................................................................11
• Utilizing Slide Masters.................................................................................12
• Outlining Your Content................................................................................14
• Writing the Outline in Ms Word................................................................... 14
• Working with Text........................................................................................1
• Entering Bulleted Text.................................................................................1
• Entering Special Characters.......................................................................1
• Copying and Pasting Font Formatting........................................................ 16
• Using Rulers and Gridlines.........................................................................17
TOPIC 3: MULTIMEDIA: IMAGES AND MORE.......................................................19
Working with Images and Shapes...................................................................... 19
Activity.................................................................................................................19
• Inserting a Picture.......................................................................................19
• Inserting Clip Art..........................................................................................20
• Inserting Shapes.........................................................................................21
Working with Sounds and Music........................................................................ 2
• Sound File Formats in PowerPoint............................................................. 2
Activity.................................................................................................................2
• Inserting a Sound or Music.........................................................................2
• Adding a Sound Clip from an Audio CD...................................................... 2
• Adding Slide Narration................................................................................2
Working with Movies................................................................................................26
• Video File Formats in PowerPoint...............................................................26
Activity.................................................................................................................26
• Inserting Movies..........................................................................................26
• Adding Flash Objects..................................................................................28
Adding Hyperlinks...............................................................................................0
Activity.................................................................................................................0
• Linking to a Web Page................................................................................0
• Linking to Another Slide in the Same Presentation.....................................1
• Linking to Another Slide in Another Presentation........................................2
TOPIC 4: CHARTS, DIAGRAMS AND TABLES......................................................
Working with Charts............................................................................................
• About Chart Types......................................................................................
Activity.................................................................................................................
• Inserting a Chart.........................................................................................
• Changing Chart Types................................................................................4
• Importing Files for Your Chart.....................................................................
Working with Diagrams.......................................................................................6
Activity.................................................................................................................6
• Inserting a Diagram.................................................................................... 6
Working with Tables............................................................................................7
Activity.................................................................................................................7
• Inserting a Table......................................................................................... 7
• Inserting Columns and Rows in Your Table................................................ 8
• Formatting a Table......................................................................................9
• Adding Cell Backgrounds and Graphics.....................................................9
TOPIC 5: SLIDE TRANSITIONS AND ANIMATIONS..............................................41
Slide Transitions................................................................................................. 41
Activity.................................................................................................................41
• Adding Transitions Between Slides............................................................ 41
Custom Animations.............................................................................................42
Activity.................................................................................................................42
• Applying Entrance and Exit Effects.............................................................42
• Applying Emphasis Effects......................................................................... 44
• Applying Motion Path Effects......................................................................4
6
TOPIC 6: PREPARING YOUR PRESENTATION.................................................... 48
Activity.................................................................................................................48
• Creating PowerPoint Shows.......................................................................48
• Emailing Your Presentation.........................................................................48
• Packaging Presentations for CD................................................................ 49
Presentations over the Web............................................................................... 49
Activity.................................................................................................................0
• Converting Your Presentation as Web Pages.............................................1
Enforcing Security in Your Presentation............................................................. 2
Activity.................................................................................................................2
• Setting Up a Password............................................................................... 2
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TOPIC 1: GETTING STARTED WITH POWERPOINT
Introduction
Welcome to great content using Ms PowerPoint. As a presentation package, Ms
PowerPoint is a useful tool in creating attractive and interactive content. Once you have
created your content, you would be able to use the features in PowerPoint to plan for
a powerful presentation of your content either manually or through the web. This tool
would be useful in a classroom environment to promote participation and interactivity
among your students. This course acts as an introduction to new users of PowerPoint
and also will be a refresher for old users. For this course, it is assumed that users are
using a Microsoft Windows XP machine and Microsoft PowerPoint 2003. Other operating
systems and versions of the Microsoft Office Suite might look and function slightly different.
In this chapter, you will see the overview of the program’s workspace, customize the
PowerPoint interface and create a presentation.
Exploring the PowerPoint Workspace
The PowerPoint workspace is made up of one main window with several sections.
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By default, PowerPoint opens a blank presentation in Normal view. In Normal view,
you will see the following:
• A blank slide in the center of the window.
• A “Normal View” pane on the left-hand side that will contain two tabs.
T
i. he “Slides” tab will display a thumbnail sketch of all the slides in your
presentation, in sequence.
ii. The “Outline” tab will display the content text of your presentation in
Outline View.
• A “Notes” pane at the bottom center of the screen.
• A “Task” pane on the right-hand side that will display the following options for
getting started:
“
i. Open”, to open an existing presentation.
ii. “Create a new presentation”, to start a new presentation.
Customizing Your Workspace
PowerPoint allows users to customize the workspace by changing the menu or toolbar
so that you can put the commands that you use most often within easy reach. To
customize your toolbar:
1. Click View Toolbars.
2. A pop-up menu will appear with a list of available toolbars. Those that have the
check mark next to it are those that will appear in your workspace. Check or
uncheck the toolbars that you want to appear or disappear from your workspace.
3. To further customize your workspace, click “Customize…”
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4. A Customize dialog box will appear with three tabs, “Toolbar”, “Commands” and
“Options”. Here, you can customize important commands and toolbars, and also
how PowerPoint behaves.
5. Click Close once you are done.
Using Keyboard Shortcuts
If you prefer to use the keyboard rather than the mouse it would be useful to
know the keyboard shortcuts in PowerPoint so that you could work faster. In the
PowerPoint toolbar, the keyboard shortcuts are indicated by the underlined characters.
To use the shortcut, press the Alt key + underlined character for the feature you want.
Other useful and commonly used keyboard shortcuts for PowerPoint are listed in the
table below:
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TOPIC 2: CREATING YOUR PRESENTATION
So you’ve got your content ready for the classroom. What next? PowerPoint is a powerful
tool that can include all of the items that make up your presentation, including text, images,
and dynamic media such as movies and sounds. It also includes the set of slide layouts that
you can customize to serve a particular purpose. To make your presentation more attractive,
PowerPoint offers design templates which include design elements such as backgrounds,
fonts and colors. In this Topic we will explore how to create a presentation based on your
existing contents, apply a design theme as well as manipulate templates and masters.
Activity
In this topic, we are going to perform the following activities:
• Creating a New Presentation
• Choosing a Theme for Your Presentation
• Working with Slide Layouts
• Utilizing Slide Masters
• Outlining Your Content
• Writing the Outline in Ms Word
• Working with Text
• Using Rulers and Gridlines
Step By Step Guide
Creating a New Presentation
To create a new presentation, click “Create a new presentation” in the “Task” panel.
You will have a number of choices to create a new presentation.
• Blank Presentation to create a new presentation from scratch. If you are
already familiar with the features of PowerPoint it is easier to choose this
option.
• From Design Template to create a new presentation with preloaded design
template. PowerPoint comes preloaded with a number of attractive design
templates that you can choose.
• From AutoContent to use the AutoContent Wizard to help you in creating a
new presentation. The AutoContent Wizard helps you by providing ideas and
an organization for your presentation. The wizard will guide you step-by-step
to create a new presentation.
• From existing presentation to select existing presentation as a starting point
for a new presentation. A dialog box will appear for you to navigate to the
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desired file.
Choosing a Theme for Your Presentation
A theme in PowerPoint defines the overall look and style of your presentation. It
provides the graphic look for a presentation, and includes a set of backgrounds, fonts
and colors. Choosing a suitable theme for your presentation can help set the mood for
the audience to enjoy your content. For example, choosing a theme with warm colors
may evoke feelings of warmth and comfort, or evoke anger and hostility; while cool
colors may evoke calmness but it can also create feelings of sadness or indifference.
If you created a blank presentation from scratch, by default
PowerPoint will apply the Default Design which consists of a white
background and black font colors. To choose a new theme for your presentation:
1. From the toolbar, click Format Slide Design.
The “Slide Design” pane will appear on the right-hand side of your workspace. You
can choose from three options:
• Design Template
• Color Schemes
• Animation Schemes
2. Select Design Template and choose the template that you most prefer or deem
most suitable for your content.
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3. To choose a different color scheme, click Color Schemes and select the color
scheme that you prefer.
Working with Slide Layouts
Slide layouts define slide attributes such as the position of your Title Slide, Title
and Content. Each time you insert a new slide into your presentation PowerPoint
automatically inserts a new slide with the Title and Text layout with one title text
placeholder near the top and one text placeholder in the middle of the slide.
Choosing the appropriate slide layout may affect the organization of your
content and how it is received by the participant. For instance, if you have a long
explanation about a concept or definition it might be suitable to put it in a single text
placeholder; on the other hand, if your content is a comparison between two concepts it
may be more suitable to use the Two Content layout with two columns as placeholder.
Slide Layout Types
PowerPoint has grouped the slide layouts into four categories:
• Text Layouts
• Content Layouts
• Text and Content Layouts
• Other Layouts
Among the slide layouts that are commonly used are listed in the table below:
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To apply a slide layout:
1. In the Normal View pane select the slide for which you want to change the layout.
2. From the toolbar, click Format Slide Layout.
The “Slide Layout” pane will appear on the right-hand side of your workspace.
3. Select the suitable layout for your content.
Utilizing Slide Masters
When you create a presentation from a Design Template, a Slide Master is
incorporated as part of this presentation. The Slide Master contains information about
the design template that you have chosen such as fonts, font styles, background
and color scheme. By changing the design in the Slide Master, the changes will be
reflected in all other slides. Therefore, this is a quick and efficient way to modify the
look and style of your presentation. To modify your slide layout using the Slide Master:
1. From the toolbar, click View Master Slide Master.
The “Slide Master” pane will appear on the left-hand side of your workspace.
1
2. Select the elements that you want changed and modify them accordingly. Once
you are done, press the Enter button or click anywhere outside of the modified
element.
3. If you intend to use this layout frequently, you can choose to save the modified
layout with a new name. Choose Edit Rename Master. In the resulting Re
name Layout dialog, enter the new layout name and then click Rename.
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4. Click Close Master View once you are done. The changes that you have made will
be reflected on all your slides.
Outlining Your Content
A good presentation of content begins with a solid outline. Ms PowerPoint’s
Outline View is the easiest way for you to plan a better presentation of your
content. Using the Outline View helps you to keep your presentation logical and
structured, because you can easily see the content of your slides throughout your
presentation. To write your presentation in the Outline View:
1. In the Normal View Pane, click the Outline tab.
2. Enter your text in the outline.
3. If you are working on a slide layout that has a subtitle or bulleted text, press
Return between lines and press Tab to indent the text.
4. When you are done with a set of bulleted text, press Return, then press Shift +
Tab to create a new slide.
Or
Choose Insert New Slide.
5. Continue creating slides in this manner until you are done.
Writing the Outline in Ms Word
When you have a large presentation it would be much easier to use a program
that is designed to handle large scale outlines. Ms Word is a good choice.
You can move the outline written in Ms Word to Ms PowerPoint to turn it into a
presentation. After you have created an outline in Ms Word, save it as a regular
Word document. To export an outline to PowerPoint:
1. In Word, save the outline you wish to export.
2. Close the document and switch to Ms PowerPoint.
3. From the toolbar, choose File Open.
The Open dialog box appears.
4. Navigate to the folder where the Word document is, click to select the document
and then click Open.
PowerPoint reads in the Word document and applies the Default Design.
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Working with Text
Once you have perfected the outline of your content, you can begin work-
ing with its actual text. The way you organize the text will make your con-
tent appear more meaningful and produce more impact to the audience.
Entering Bulleted Text
To produce content that is short and concise, it is useful to use bulleted text.
The bulleted text on a slide can have multiple levels, which denote sub-topics
or sub-points. Each level would represent a sub-topic for the level above it.
When you enter text in a bulleted text box, PowerPoint automatically inserts the
bullets whenever you press Enter to begin a new line. Pressing Tab at the
beginning of a new line indents that line one level. To enter bulleted text:
1. Create a slide with a slide layout containing a content box.
2. In the placeholder for your text, place your mouse at the insertion point that you
want. Enter your text and press Return to begin a new line. PowerPoint will
automatically insert a new bullet at the beginning of the line.
3. To indent text one level, press Tab before you begin typing on a new line. To re
move one level of indenting, press Shift + Tab.
4. To move the text and bullet points around click and drag the bullet point, which
moves the bullet and its associated text together.
Entering Special Characters
As with Ms Word, PowerPoint comes complete with a selection of
fonts and character sets that you can add to your slides. These include
mathematical signs, foreign currency symbols, superscript or subscript
characters as well as smileys. To insert special characters to the content of your slide:
1. Click in a text box and position your cursor where you want to insert the special
character. From the toolbar, choose Insert Symbol.
The Symbol dialog box will appear with a selection available symbols.
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2. From the Font drop-down menu, choose a font.
The special characters will vary depending on the font you choose.
3. Choose the symbol that you want to insert and click Insert.
PowerPoint will insert your selected symbol at the insertion point that you have
indicated.
4. Click Close to close the Symbol dialog box.
Copying and Pasting Font Formatting
A timesaving feature available in PowerPoint allows you to copy and paste
font styles, which includes font size, style, color and character spacing. This
feature is called the Format Painter and it allows you to copy the formatting of
some text and apply it to other sections of your text. To copy and paste font styles:
1. Select the text whose formatting you want to copy.
2. From the toolbar, choose Format Format Painter.
Or
From the Standard toolbar, click
3. Select the text you want to apply the formatting to.
The text will take on the new formatting.
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Using Rulers and Gridlines
PowerPoint provides two tools that help you organize the placement of your content on
the slide canvas. The rulers appear on the top and left edges of the slide canvas while
the gridlines appear on the entire slide. To display rulers and gridlines on your canvas:
1. From the toolbar, choose View Ruler.
The ruler will appear on the top and left edges of your canvas.
Rules
2. From the toolbar, choose View Grid and Guides.
The Grid and Guides dialog box will appear.
3. Check the checkbox next to Display grid on screen and click OK once you are
done.
The gridlines will appear on all your slides.
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TOPIC 3: MULTIMEDIA: IMAGES AND MORE
The text on your slides will usually carry the most impact for your
presentation, but it can be quite dull without the assistance of multimedia
elements. Your content can be greatly enhanced with the help of multimedia
elements such as images, sounds, movies, narration and hyperlinks. In this
topic, we will look at ways to enhance your content using these multimedia elements.
Working with Images and Shapes
The images in your content will come from two broad categories: imported
graphics which include images from other graphic programs and Ms Office’s clip art; and
shapes which are simple vector graphics that you can create within PowerPoint itself.
Activity
• Inserting a Picture
• Inserting Clip Art
• Inserting Shapes
Step By Step Guide
Inserting a Picture
You will likely have a collection of images or graphics that you want to include as your
content in the presentation. Additionally, if you have a web camera installed on your
computer you can capture on the fly images and insert them in your slide. To insert a picture
from a file:
1. Select the slide that you want to put the graphic on.
2. Choose Insert Picture From File.
The Insert Picture dialog box will appear.
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3. Navigate to the folder containing your picture, select the picture and click Insert.
Or
Open the folder from Windows and drag the icon for that file into the PowerPoint
window.
The selected picture will appear on your slide.
Inserting Clip Art
Microsoft comes preloaded with a selection of clip art that you may find useful for your
content to illustrate a concept or process. To insert clip art:
1. Select the slide that you want to put the graphic on.
2. Choose Insert Picture From File.
The “Clip Art” pane will appear on the right-hand side of your workspace.
3. Enter a keyword relevant to the clip art that you want to insert in the “Search for”
text box and click Go.
4. Scroll through the results and select the clip art that you want. It will be inserted in
your slide.
2
Inserting Shapes
PowerPoint offers preloaded shapes called AutoShapes. This includes arrows and
pointers that might assist in emphasizing your points. To place PowerPoint shapes in
your presentation:
1. Select the slide that you want to put the shape on.
2. From the Drawing toolbar, click the AutoShapes drop-down box. Choose the
shape that you want.
PowerPoint has organized the shapes into types so that you can find the shape
that you want easily.
3. Your cursor will turn into a crosshair.
4. Click and drag your curser on the slide to draw the shape.
If you hold down the Shift key when drawing the shape, it will draw proportionately,
so that the horizontal and vertical dimensions are equal.
5. Modify the shape to your liking.
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2
Working with Sounds and Music
Sound effects and music can greatly enhance your content and
presentation. It helps to set a particular mood or relay certain ideas which might
otherwise be dull if presented the normal way. The sounds include
recorded voiceover, preloaded sounds for slide transitions and sound clip or songs.
Sound File Formats in PowerPoint
PowerPoint allows you to use most of the well-known file types available in the market
today. Among the file types include:
Activity
• Inserting a Sound or Music
• Adding a Sound Clip from an Audio CD
• Adding Slide Narration
Step By Step Guide
Inserting a Sound or Music
You may already have a collection of sound clips relevant to your content that you
want to include in the presentation. To insert a sound clip from your computer:
1. Select the slide that you want to put the sound clip on.
2. From the toolbar, choose Insert Movies and Sounds Sounds from file…
The Insert Sound dialog box will appear.
3. Navigate to the folder containing your sound clip, select it and click OK.
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A prompt as shown below will appear.
4. In the prompt, choose whether you want the sound to play automatically when the
slide appears, or only when someone clicks it.
Your options are:
• Automatically. This tells PowerPoint to begin playing the sound clip as soon
as the slide appears, but after any other media clips you’ve already added to
your slide because media clips work on a first-added, first-played basis.
• When Clicked. This tells PowerPoint to add a bullhorn icon to your slide. If
you choose this option, your sound clip will only be played once you click the
bullhorn.
5. Double-click the bullhorn icon to preview your sound.
6. You can customize how your clip sounds and how PowerPoint shows it on your
slide. To customize these features right-click on the bullhorn icon.
The Sound Options dialog box will appear.
Modify these options according to your needs and click OK once your are done.
• Loop Until Stopped. This is useful for short sound clips. By turning on the
checkbox next to this option tells PowerPoint to play the sound clip repeatedly
until you advance to the next slide or the slideshow ends.
• Sound Volume. Clicking this icon lets you adjust the playback volume of your
sound clip.
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• Hide sound Icon during slide show. By turning on this option, the bullhorn
icon will be hidden when you run the slideshow. To turn on this option, you
must make sure that you set the sound clip to run automatically. Otherwise,
whoever is running the slideshow might have a difficult time trying to play the
sound clip.
Adding a Sound Clip from an Audio CD
To add a sound clip from an audio CD:
1. Insert and audio CD into your computer’s CD/DVD drive. Then, choose Insert
Movies and Sounds Play CD Audio Track…
The Insert CD Audio dialog box will appear.
2. Choose the portion of the CD you want to play and how to play it by setting one or
more of the displayed options.
Adding Slide Narration
You can add your own recording of voiceovers or sounds in your slide presentation.
Adding a narration is particularly useful if you plan to use your presentation as
a courseware or for it to be run at a kiosk. To record your
own sounds and narration in PowerPoint, you will need:
• Microphone
• Sound cards
• Speakers
To record narration in PowerPoint:
1. Make sure a microphone is installed or plugged-in to your PC.
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2. Select the slide that you want to put the narration on. Choose Insert Movies
and Sounds Record Sound.
The Record Sound dialog box will appear.
3. Type a meaningful name in the Name text box. To begin recording your voiceover,
click the Record button . The recording will begin and the total sound length
will be displayed.
4. Click OK once you are done.
The bullhorn icon will appear on your slide.
Working with Movies
Video File Formats in PowerPoint
PowerPoint accepts a number of movie formats to be inserted in your slides:
Activity
In this topic, we are going to perform the following activities:
• Inserting Movies
• Adding Flash Objects
Step By Step Guide
Inserting Movies
You may already have a collection videos relevant to your content that you want to
include in the presentation. To insert a movie from your computer:
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1. Select the slide that you want to put the sound clip on.
2. From the toolbar, choose Insert Movies and Sounds Sounds from file…
The Insert Sound dialog box will appear.
3. Navigate to the folder containing your sound clip, select it and click OK.
A prompt as shown below will appear.
4.Choose the appropriate playback option for your video.
A rectangular placeholder for the movie will appear on your slide. Modify the
position of your movie as needed.
5.Double-click the bullhorn icon to preview your movie. If you double-click the movie
on the slide, it will start playing; click it again to pause it.
6.You can customize how your movie plays and how PowerPoint shows it on your
slide. To customize these features right-click on the movie placeholder.
The Movie Options dialog box will appear.
0
Modify these options according to your needs and click OK when your are done.
• Loop Until Stopped. This is useful for short movie clips. By turning on the
checkbox next to this option tells PowerPoint to play your movie repeatedly
until you advance to the next slide or the slideshow ends.
• Rewind the movie when done playing. This setting tells PowerPoint to play
the movie from the beginning every time you redisplay the slide.
• Sound Volume. Clicking this icon lets you adjust the playback volume of your
sound clip.
• Hide while not playing. By turning on this option, the movie placeholder will
be hidden when the movie is not playing. To turn on this option, you must
make sure that you set the movie to run automatically. Otherwise, whoever is
running the slideshow might have a difficult time trying to play the movie.
• Zoom to full screen. By turning on this option, PowerPoint will enlarge the
movie placeholder the size of the entire slide. This is suitable if you are
running your presentation on a wall screen.
As a guideline, keep these tips for inserting movies in mind:
• Make sure the clips you use are relevant
• Keep clips short and position them strategically
• Make sure you have permission to use the movie
Adding Flash Objects
Besides adding movie files, Adobe Flash objects or animations might also prove useful
for your content. To insert a Flash animation to your slide:
1
1. Select the slide that you want to put the sound clip on.
2. From the toolbar, choose View Toolbars Control Toolbox.
The Control Toolbox will appear.
3. Click More Controls and select Shockwave Flash Object.
Your cursor will turn to a crosshair.
4. Drag on your slide to draw a rectangle large enough to play your animation.
5. Right-click the rectangle and choose Properties.
A Properties dialog box will appear.
6. Find the movie column and type the full path to the Flash animation file on your
computer.
2
When you run your slideshow, your Flash animation file will begin playing
automatically.
Adding Hyperlinks
In PowerPoint you can use hyperlinks to whisk your
audience from one slide to another slide in the same or different
slideshow, a Web page, to a different document or even to an email address.
Activity
In this topic, we are going to perform the following activities:
• Linking to a Web Page
• Linking to another slide in the same presentation
• Linking to another slide in a different presentation
Step By Step Guide
Linking to a Web Page
You can create a text link on your slide to link to a particular web page. To insert the
link to a web page:
1. Select the graphic or text you want to use as hyperlink.
2. From the toolbar, choose Insert Hyperlink.
The Insert Hyperlink dialog box will appear.
3. In the Link To: option, select Exiting File or Web.
4. Type in the address or navigate to the web page that you want your slide to link to
and click OK.
Linking to Another Slide in the Same Presentation
You can also create a link on your slide to link to a particular slide in the same presen-
tation. To do this, repeat steps 1 and 2 in the previous section and:
1. In the Link To: option, select Place in This Document.
The Insert Hyperlink dialog box will change to reflect your choice.
2. In the scrolling list, choose the slide that you want to jump to.
A preview will appear on the right side of the dialog.
3. Click OK when you are done.
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Linking to Another Slide in Another Presentation
Besides linking to a slide in the same presentation, you can also create a link to
another slide in a different presentation. To do this, repeat steps 1 and 2 in the previous
section and:
1. In the Link To: option, select Exiting File or Web.
The Insert Hyperlink dialog box will appear.
2. Navigate and select the PowerPoint file that you want to link to.
3. Click the Bookmark button.
The Select Place in Document dialog box will appear.
4. Select the slide you want to link to and click OK.
TOPIC 4: CHARTS, DIAGRAMS AND TABLES
Working with Charts
Charts can help viewers of your presentation better understand quantitative content.
Using a chart, you can present complex data that can be understood at a glance. Pow-
erPoint provides the feature to include a wide variety of charts in your presentation and
you can manipulate the charts in different ways to deliver your point.
About Chart Types
The chart type you select affects how PowerPoint interprets your information and
consequently your audience’s conclusions about the information. PowerPoint provides
fourteen Standard types of charts. They are:
Activity
In this topic, we are going to perform the following activities:
• Inserting a Chart
• Changing Chart Types
• Importing Files for Your Chart
Step By Step Guide
Inserting a Chart
To insert a chart to your slide:
1. Select the slide that you want to put the chart on.
2. From the toolbar, choose Insert Chart.
By default, PowerPoint inserts a Line chart in your slide. The Standard toolbar will
be changed to include features for modifying your chart. The Datasheet dialog box
with sample data will also appear.
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3. Replace the sample data you see in the Datasheet dialog box with the real data
that you want to include in the chart.
4. Once you are done, click anywhere on your PowerPoint slide.
Changing Chart Types
To change the chart type in your slide:
1. Double-click the chart that you want to change.
2. From the toolbar, choose Chart Chart Type.
The Chart Type dialog box will appear with two tabs: the Standard Types and
Custom Types tabs. Select the tab that you want.
3. Choose the chart type that you want in the Chart Sub-type area.
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4. If you feel that you will often use a particular chart type, click the Set as default
chart button.
5. Click OK once you are done.
Importing Files for Your Chart
PowerPoint enables you to import existing data from other files so that they can
be used to create charts in your slide. PowerPoint allows importing of files in the
following formats:
To import files to your chart:
1. Double-click the chart that you want to import data into.
2. From the toolbar, choose Edit Import File.
The Import File dialog box will appear.
3. Select the file that you want to import and click Open.
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The data from the file that you imported will be displayed in the Datasheet dialog box.
Working with Diagrams
Activity
In this topic, we are going to perform the following activity:
• Inserting a Diagram
Step By Step Guide
Inserting a Diagram
To insert a diagram in your slide:
1. Select the slide that you want to put the diagram on.
2. From the toolbar, choose Insert Diagram.
The Diagram Gallery dialog box will appear.
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3. Select the diagram that you want and click OK.
The diagram that you have selected will appear on your slide along with the
Diagram toolbar. You can use the toolbar to modify your diagram accordingly.
Working with Tables
Another good method for presenting comparison of figures would be by using tables.
PowerPoint enables users to create and manipulate tables easily for your content.
Activity
In this topic, we are going to perform the following activities:
• Inserting a Table
• Inserting Columns and Rows in your table
• Formatting a Table
• Adding Cell Backgrounds and Graphics
Step By Step Guide
Inserting a Table
To insert a basic table in your slide presentation:
1. Select the slide that you want to put the table on.
2. From the toolbar, choose Insert Table.
The Insert Table dialog box will appear.
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3. Enter the number of columns and rows that you want to create for the table and
click OK.
The table will be inserted in your slide.
4. You can start to enter data in your table or put headings for your rows and
columns.
Inserting Columns and Rows in Your Table
To insert additional rows and columns in your table:
1. To insert rows in a table, select the last row and right-click your mouse.
A pop-up menu will appear.
2. Select Insert Rows and an additional row will be added below the row that you
have selected.
3. To insert columns in a table, select the last column and right-click your mouse.
A pop-up menu similar to the one before will appear.
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4. Select Insert Columns and an additional column will be added after the column
that you have selected.
Formatting a Table
Every time PowerPoint inserts a table in your selected slide, a Tables and Borders
menu will appear in your workspace.
Use this menu to modify the formatting of your table. The features that you can modify
include:
• Border style
• Border color
• Border type
• Fill color
• Cell alignment
• Text direction
• Even distribution of columns and rows
Adding Cell Backgrounds and Graphics
Besides inserting data or figures in your table, you can also manipulate its background
to make the table more attractive. To modify the table background:
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1. Select the table (or rows, or columns) that you want to modify.
2. Using the Tables and Borders menu, click the drop-down arrow next to the Fill
Color icon and select Fill Effects.
A Fill Effects dialog box will appear.
3. There are basically four categories of backgrounds that you can manipulate for
your table:
• Gradient
• Texture
• Pattern
• Picture
Select one of the tabs in the dialog box to choose the feature that you want to add
as background.
4. Modify the configuration settings for your selected feature as needed and click OK
once you are done.
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TOPIC 5: SLIDE TRANSITIONS AND ANIMATIONS
Slide Transitions
Slide transitions are an excellent way to add visual interest to your content when you
change slides. Also, if you are presenting the content, the transitions serve as a cue to
your audience that you are changing slides and might help them refocus their attention
to your content.
Activity
In this topic, we are going to perform the following activities:
• Adding Transitions Between Slides
Step By Step Guide
Adding Transitions Between Slides
To add a transition between your slides:
1. Select the slide you want to add your transition to.
2. From the toolbar, choose Slide Show Slide Transition.
Slide Transition pane will be displayed in the right-hand side of your workspace.
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3. Scroll through the transitions and choose the type of transition that you want.
If the AutoPreview option is checked, PowerPoint will provide a preview of the
transition you selected in your slide.
4. You can also modify the following features for your slide transition:
• Speed. This is to modify the speed at which your transition takes place.
Choose from Fast, Medium and Slow.
• Sound. This is to modify the accompanying sound for your slide transition.
PowerPoint has preloaded some system sounds for you such as Applause and
Camera.
• Advance on Mouse Click. You can choose either to activate the slide
transition on Mouse Click or after a specified period of time.
5. Once you are satisfied with your slide transition, you can choose for it to be
applied to all your slides by clicking the Apply to All Slides button.
Custom Animations
PowerPoint allows you to animate the individual objects that you add
to your slides. These animations affect how the elements in your
presentation enter and exit the screen. These animations are generally divided into
• Entrance effects
• Emphasis effects
• Exit effects
• Motion path effects
Activity
In this topic, we are going to perform the following activities:
• Applying Entrance and Exit Effects
• Applying Emphasis Effects
• Applying Motion Path Effects
Step By Step Guide
Applying Entrance and Exit Effects
Entrance and exit effects to an object determine how that object first ap-
pears onscreen and how it disappears from the screen. By default, all of
the objects on your slide will appear as soon as your slide appears and vice
versa. To apply an entrance or exit effect to a particular object on your slide:
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1. Select the object that you want to add an entrance effect to.
2. From the toolbar, choose Slide Show Custom Animations.
The Custom Animation pane will appear in the right-hand side or your workspace.
3. Click the Add Effect button and select Entrance or Exit.
PowerPoint associates the same effects for both the Entrance and Exit effects.
There are more than a dozen effects that you can choose from. To view all of the
effects click More Effects.
4. Select the Entrance or Exit effects that you want and click OK once you are done.
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Applying Emphasis Effects
The Emphasis Effects will make the objects on your slide change their features. To
apply an entrance or exit effect to a particular object on your slide:
1. Select the object that you want to add an emphasis effect to.
2. From the toolbar, choose Slide Show Custom Animations.
The Custom Animation pane will appear in the right-hand side or your workspace.
3. Click the Add Effect button and select Emphasis.
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There are more than a dozen effects that you can choose from for the Emphasis
effect. To view all of the effects click More Effects.
4. Select the Emphasis effect that you want and click OK once you are done.
Applying Motion Path Effects
A motion path tells PowerPoint how you want a particular object to move and in what
direction. To insert a motion path to a particular object on your slide:
1. Select the object that you want to add a motion path to.
2. From the toolbar, choose Slide Show Custom Animations.
The Custom Animation pane will appear in the right-hand side or your workspace.
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3. Click the Add Effect button and select Motion Paths.
There are more than a dozen effects that you can choose from for the Motion Path
effect. To view all of the effects click More Effects.
4. Alternatively, you may choose to draw your own custom path by selecting Draw
Custom Path. This option allows you to freely draw with a line, curve, scribble or
by freeform.
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5. If you select to draw a custom path, the cursor will change to a crosshair. Draw
your motion path by clicking and dragging your mouse on the slide. Double-click
once you are done.
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TOPIC 6: PREPARING YOUR PRESENTATION
Once you have completed the overall content of your presentation, it is now time
to deliver this content to your intended audience. Besides delivering it to a live
audience, for example your students, you can also deliver your content using other
options that PowerPoint offers:
• Email the presentation to your audience
• Package your presentation for delivery on CD
• Publish your presentation as a collection of Web pages
Activity
In this topic, we are going to perform the following activities:
• Creating PowerPoint Shows
• Emailing Your Presentation
• Packaging Presentations for CD
Step By Step Guide
Creating PowerPoint Shows
A PowerPoint Show is a version of your slideshow saved in a special format so that the
members of your audience that do not have PowerPoint installed on their computers
can run your presentation. When you save your presentation as a PowerPoint show, the
presentation will be run using the PowerPoint viewer, a freely downloadable Microsoft
program that lets users run and print slideshows, but not edit them. To create a Power-
Point show:
1. From the toolbar, click File Save As.
The Save As dialog box will appear.
2. From the “Save as type” drop-down menu, choose “PowerPoint Show (*.pps)”.
Emailing Your Presentation
PowerPoint enables you to share your content easily with either your audience or your
colleagues via email. There are a number of options for you to send your slide presen-
tation via email:
• Mail recipient (for Review)
• Mail recipient (as Attachment)
• Mail recipient as Adobe PDF
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To send your slide presentation via email:
1. Make sure that you have finalized all modifications and saved your file.
2. From the toolbar, choose File Send To.
A pop-up menu will appear with options for you to send the email.
3. Select any of the options according to your need. To select Mail Recipient as
Adobe PDF, you have to make sure that your computer is installed with Adobe
PDFMaker.
PowerPoint will create a new message in your default mail program.
4. Enter the details for your email recipient and send the email.
Packaging Presentations for CD
When you have a multimedia presentation containing fonts, audio and clips,
images and linked content it might be disconcerting to organize all these files should
you move them from your computer to another computer or a CD. PowerPoint can
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help automate this process by
automatically collecting all the need files and grouping them in one folder. To package
a presentation for a CD:
1. Make sure that you have finalized all modifications and saved your file.
2. From the toolbar, click File Package for CD.
A Package for CD dialog box will appear.
3. In the Name the CD box, type the name you want to give your CD.
Since your audience will be able to see this name, make sure you give a
meaningful and appropriate name.
4. If you have supporting files you’d like to add to your CD, click Add Files. In the
“File Name” box, type the name of the file you want to add or navigate to the folder
containing the file. Then, click Add.
Presentations over the Web
You can find a larger audience via the web. Therefore, PowerPoint provides
the feature for you to convert your slide presentation into a web page and you
may place it on a web server.
Activity
In this topic, we are going to perform the following activities:
• Converting Your Presentation as Web Pages
Step By Step Guide
Converting Your Presentation as Web Pages
To convert your slide presentation as a web page:
1. Make sure that you have finalized all modifications and saved your file.
2. From the toolbar, choose File Save As Web Page.
The Save As dialog box will appear.
PowerPoint automatically fills in the file name and the web page’s title with the
name of the presentation. You can edit the file name and title.
3. To adjust PowerPoint’s default settings for web pages, click Publish.
The Publish as Web Page dialog box will appear.
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In this dialog, you can choose whether to publish the complete presentation or
select certain slides. You can also choose whether to display your speaker notes.
4. To adjust more options for your web page click the Web Options button.
The Web Options dialog box will appear.
Modify the options as needed and click OK once you are done to leave the Web
Options dialog box and return to the Publish as Web Page dialog box.
5. Click Publish. PowerPoint will convert your presentation to a web page. You will
need to copy the web page and its related folders (if any) to a web server for it to
be viewable by your audience.
Enforcing Security in Your Presentation
PowerPoint lets you enforce security for your presentation by protecting it with
a password. You can set up a single password to control who opens and edits
your presentation or two separate passwords to differentiate between the people
who can open and edit your presentation.
Activity
In this topic, we are going to perform the following activities:
• Setting Up a Password
Step By Step Guide
Setting Up a Password
To set up a password to control opening and editing of your presentation:
1. Make sure that you have finalized all modifications and saved your file.
2. From the toolbar, choose Tools Options.
The Options dialog box will appear.
3. Select the Security tab. In the “Password to open” box type in the password you
want to use to control the opening of your file. In the “Password to modify” box
type in the password you want to use to control the editing of your file.
Two dialog boxes will appear for you to confirm the password that you have given.
4. Retype the requested passwords and click OK. The next time your document is
opened, PowerPoint will request for the password that you have set up.
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