Gateway Education and Welfare Society (Regd.),  Reg. No. DIC/DRA/1218 of 2002--

PowerPoint 

Introduction : PowerPoint is a popular presentation design program that provides a complete easy way to create presentations to fit any need. Using Microsoft PowerPoint , you can visually appealing presentation quickly and easily. One can create and modify exciting business presentation and deliver those presentations  using a variety of methods.

Presentation is a form  of communication, where you get a change to project your thoughts  and ideas to a group of people. Thus, we can say that a Presentation is simply a way an idea or thought is communicated to another person. The basic basic element of the presentation is the slide, each in a presentation can contain text, graphics and other information. PowerPoint makes it easy to add slides by providing specialized slide template including charts, graphs and more.

Once you have selected a  slide template, you can begin to enter text or place a graphics. Later on you may decide to make some changes. With Power point you can edit just about any element of slide. In addition you can animate objects and text  and add narrations , videos or music to a presentation. When you want to present information to a large audience or even a small group of co-workers, power point is the tool for the job.

Starting Power Point           

The steps top Active Power Point are as follows:

Step 1: Click On Start Button

Step 2 : Click Programs Option

Step 3 : Click On Microsoft PowerPoint 

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PowerPoint views

Microsoft PowerPoint comes with different views to help you while you are creating a presentation. The two main views you use in PowerPoint are normal view and slide sorter view. To easily switch between views, you click the buttons at the lower left of the PowerPoint window.

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Normal view

Switches to normal view, where you can work on one slide at a time or organize the structure of all the slides in your presentation. Normal view contains three panes: the outline pane, the slide pane, and the notes pane. These panes let you work on all aspects of your presentation in one place. You can adjust the size of the different panes by dragging the pane borders.

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Outline pane   Use the outline pane to organize and develop the content of your presentation. You can type all of the text of your presentation and rearrange bullet points, paragraphs, and slides.

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Slide pane   In the slide pane, you can see how your text looks on each slide. You can add graphics, movies, and sounds, create hyperlinks, and add animations to individual slides.

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Notes pane   The notes pane lets you add your speaker notes or information you want to share with the audience. If you want to have graphics in your notes, you must add the notes in notes page view.

These three panes are also displayed when you save your presentation as a Web page. The only difference is that the outline pane displays a table of contents so that you can navigate through your presentation.

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Slide sorter view

In slide sorter view, you see all the slides in your presentation on screen at the same time, displayed in miniature. This makes it easy to add, delete, and move slides, add timings, and select animated transitions for moving from slide to slide. You can also preview animations on multiple slides by selecting the slides you want to preview and then clicking Animation Preview on the Slide Show menu.

At any time while you are creating your presentation, you can start your slide show and preview your presentation by clicking Slide Show .

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Working With Slides    slides             Top

 New | Copy | Duplicate | Delete | Goto | Next  | Previous | Zoom 

Create a new slide

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

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Copy a slide from one presentation to another

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

Duplicate slides within a presentation

1. Select the slide or slides you want to duplicate.
2. On the Insert menu, click Duplicate Slide.

Tip   You can also duplicate slides by using the keyboard shortcut CTRL+SHIFT+D.

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Delete a slide

1. Select the slide you want to delete.
2. On the Edit menu, click Delete Slide.

Tip   To delete multiple slides, switch to slide sorter view. Hold down CTRL while you click the slides, and then click Delete Slide.

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Go to a specific slide

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Look at the next slide

Do one of the following:

• Click Next Slide in the lower-right corner of the slide pane.
  In the outline pane, click the next slide number.

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Look at the previous slide

• Do one of the following: Click Previous Slide in the lower-right corner of the slide pane.

  In the outline pane, click the previous slide number.

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Zoom in or out on a slide

• On the Standard toolbar, click the arrow next to the Zoom box , and then click the magnification you want.

Tip   Click Fit to display the entire slide in the pane.

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Animation and Design Effects    ani

 Animations and transitions | Music, sounds, and videos
 Voice narration Pace and rehearsing

When you give a slide show on a computer, you can use special visual, sound, and animation effects. Moderation is the key when adding special effects to your presentation. You want the effects you use — such as animations and transitions — to emphasize your points, not draw the audience's attention to the effects themselves.

There are also many different ways you can give a computer-based presentation. For example, you can set it up at a kiosk, present it live in front of an audience, or broadcast or publish it on the Web. Learn more about the different ways to give a presentation.

Animations and transitions

Transitions are special effects that introduce a slide in a slide show. You can choose from a variety of transitions and vary their speed. You can change the transition effect to indicate a new section of a presentation or to emphasize a certain slide.

Animations are special sound or visual effects that you can add to text or other objects, such as a chart or picture. If your audience uses a language that reads from left to right, you might design your animated slides so that your points appear from the left. Then, to emphasize a particular point, bring it in from the right. The change will grab the audience's attention and reinforce your point. Learn more about animating text and objects.

Animate text and objects

1. In normal view, display the slide that has the text or objects you want to animate.
2. On the Slide Show menu, click Custom Animation, and then click the Effects tab. If you are animating a chart created in Microsoft Graph, click the Chart Effects tab.
3. Under Check to animate slide objects, select the check box next to the text or object you want to animate.
4. Under Entry animation and sound and Introduce text (if you are animating text), select the options you want.
5. Repeat steps 3 and 4 for every object you want to animate.
6. Click the Order and Timing tab.
7. To change the order of animation, select the object you want to change under Animation order, and then click one of the arrows to move the object up or down in the list.
8. To set the timing, select the object and then do one of the following: To start the animation by clicking the text or object, click On mouse click. To start the animation automatically, click Automatically, and then enter the number of seconds you want to have elapse between the previous animation and the current one.
9. To preview animations, click Preview.

Tip   A quick way to create basic animation is to select the object you want to animate (in normal view), click the Slide Show menu, point to Preset Animation, and then click the option you want.

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Music, sounds, and videos

An occasional burst of music or sound during a transition or animation can focus the audience on the slide show. You can also play videos that might include part of a company's commercial or training film. But remember not to overdo it — frequent use of special effects can draw attention away from the content of your presentation.

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Insert music or sound on a slide

1. Display the slide you want to add music or sound to.
2. On the Insert menu, point to Movies and Sounds.
3. Do one of the following: To insert a sound from the Clip Gallery, click Sound from Gallery, and then locate and insert the sound you want. To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want. A sound icon appears on the slide.
4. A message is displayed. If you want the sound to play automatically when you go to the slide, click Yes; if you want the sound to play only when you click the sound icon during a slide show, click No.
5. To preview the sound in normal view, double-click the sound icon.

Tip   You can also change play settings — for example, loop the sound or add an animation effect to your sound.

Insert a video on a slide

1. Display the slide you want to add the video to.
2. On the Insert menu, point to Movies and Sounds.
3. Do one of the following: To insert a video from the Clip Gallery, click Movie from Gallery, and then locate and insert the video you want. To insert a video from another location, click Movie from File, locate the folder that contains the video, and then double-click the video you want.
4. A message is displayed. If you want the movie to play automatically when you move to the slide, click Yes; if you want the movie to play only when you click the movie during a slide show, click No.
5. To preview the movie in normal view, double-click the movie.

Tip   You can also change play settings — for example, loop the movie or add an animation effect to your movie.

Insert a CD audio track on a slide

Note   You don't need to insert the CD in the CD-ROM drive for this procedure.

1. Display the slide you want to add a CD audio track to.
2. On the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.
3. Select the track and timing options you want, and then click OK. A CD icon appears on the slide.
4. A message is displayed. If you want the CD to play automatically when you move to the slide, click Yes; if you want the CD to play only when you click the CD icon during a slide show, click No.
5. To preview the music in normal view, double-click the CD icon.

Tip   You can also change play settings — for example, to change the tracks you want to play, or to add an animation effect to the CD icon.

Insert an animated GIF picture on a slide

1. Display the slide you want to add the animated GIF picture to.
2. Do one of the following: To insert an animated GIF picture from the Clip Gallery, click Insert Clip Art  on the Drawing toolbar and then click the Motion Clips tab. To insert an animated GIF picture from a file, on the Insert menu, point to Picture, and then click From File.
3. Do one of the following: If you clicked Insert Clip Art in step 2, click the animated GIF picture you want to add to your slide, and then click Insert Clip  on the menu that appears. If you clicked From File (Insert menu, Picture submenu) in step 2, locate the folder that contains the animated GIF picture you want to insert, and double-click the picture.
4. To preview how the animated GIF picture will appear in the slide show, click Slide Show  at the lower left of the Microsoft PowerPoint window.

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Voice narration

You might want to add narration to a slide show for individuals who can't attend a presentation, for self-running slide shows, for gaining access to a slide show on the Internet, or for archiving a meeting so that presenters can review it later and hear comments made during the presentation.

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Pace and rehearsing

The pace of your presentation affects audience response — going too fast exhausts audience members, and going too slow puts them to sleep. You can use PowerPoint features to fine-tune your pace before you give a presentation.While you rehearse, you can also check your slides' visual impact. Too many words or pictures on one slide can distract the audience. If you find yourself using too much text, try dividing one slide into two or three and then increasing the font size.

To see a presentation that incorporates the ideas above, take a look at our example on the Web.

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Hyperlinks and action buttons in a presentation        hyper

 Action Button | External Links             Top

Hyperlinks   You can add a hyperlink to your presentation and then use it to go to a variety of locations — for example, a custom show, a specific slide within your presentation, a different presentation altogether, a Microsoft Word document or Microsoft Excel spreadsheet, or an Internet, intranet, or e-mail address. You can create a hyperlink from any object — including text, shapes, tables, graphs, and pictures. You insert hyperlinks by clicking Insert Hyperlink .

Action buttons   PowerPoint also comes with some ready-made action buttons (Action Buttons command, Slide Show menu) that you can insert in your presentation and define hyperlinks for. Action buttons contain shapes, such as right and left arrows. Use them when you want to include commonly understood symbols for going to next, previous, first, and last slides. You can use these buttons for a self-running presentation at a kiosk or for a presentation that you plan to publish on your company intranet or the Internet. PowerPoint also has action buttons for playing movies or sounds.

Text that represents a hyperlink appears underlined and in a color that coordinates with the color scheme. The color changes after you click a hyperlink and go to a location, so you can tell which hyperlinks you've already viewed. Hyperlinks become active when you run your slide show, not while you're creating the show.

Tip   If you have text within a shape, you can set up separate hyperlinks for the shape and the text.

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Create a hyperlink to another presentation, file, or Web page

You can create a hyperlink to any type of existing file, such as a Word document, PowerPoint presentation, Microsoft Excel workbook, Microsoft Access database, or Web page. You can also create a hyperlink to a new file. After you've specified a name for the new file, you can choose to open the file for editing immediately, or come back to it later. Either way, the file is created for you.

1. Select the text or object you want to represent the hyperlink.
2. Click Insert Hyperlink .
3. Do one of the following: To link to an existing file or Web page, under Link to, click Existing File or Web Page. To link to a file that you haven't created yet, under Link to, click Create New Document.
4. Do one of the following: If you clicked Existing File or Web Page in step 3, locate and select the file you want to link to. If you clicked Create New Document in step 3, type a name for the new file. You can also specify the path to the new file, and choose whether you want to open the new file for editing now or later.
5. To assign a tip to be displayed when you rest the mouse pointer on the hyperlink, click Screen Tip and then type the text you want.

   If you do not specify a tip, the path or URL of the file is used.

6. Click OK.
7. To preview how the hyperlink will appear in the slide show, click Slide Show  at the lower left of the PowerPoint window.

   Tips

   • You can also create a hyperlink to an existing Web page by typing the URL on a slide or in the outline. For example, type www.gatewaysol.com on a slide, and the hyperlink is created automatically.
   • To quickly enter a URL in the Type the file or Web page name box if you use Internet Explorer 3.0 or later, or Netscape Navigator 2.0 or later, make sure the Type the file or Web page name box is empty, click Web Page to switch to or start your Web browser, open the World Wide Web page you want, and then switch back to PowerPoint

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Set up a program to open during a slide show

You can open any other program you have — for example, Microsoft Excel or Microsoft Paintbrush — during a slide show. The program only opens; it isn't embedded in the presentation.

1. On the slide, select the text or object you want to use to open the program.
2. On the Slide Show menu, click Action Settings.
3. Do one of the following: To open the program by clicking the selected object during the slide show, click the Mouse Click tab. To open the program by moving the mouse pointer over the object, click the Mouse Over tab.
4. Click Run program, and then type the path for the program you want to open. If you don't know the path, click Browse, locate the program, and then click OK.
5. Select any other options you want.
6. To preview how your program will open during the slide show, click Slide Show  at the lower left of the PowerPoint window.

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