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MS POWERPOINT THEORY NOTES
Detailed notes and objectives
Purpose
- Whenever you want to use Microsoft PowerPoint to create or run a presentation.
- Microsoft PowerPoint is a graphic presentation software packages/it can be used for designing a presentation quickly.
- The presentation can be used in certain situation to convey information, Are effective.
Examples of such situations - Marketing or internal company presentation
- Deliver company results to the shareholder meeting
- Report sales figures
- To launch a new product into the market
- Advertisement in the media, trade fairs or exhibitions, etc
PowerPoint has a powerful wizard’s o help you create and organize your presentation step
by step.
Using the Different PowerPoint views
Purpose
PowerPoint has five views that help you to view or work on layout presentation in different
ways. The view buttons are usually located at the bottom of the [presentation windows.
The different views are:
a) Slide view
b) Outline view
c) Slide sorter view
d) Notes pages view
e) Slide show
To switch between the different views, click on the view button at the button of the screen.
Or
Select one of the options from the view menu
Slide view
You can work with the txt in your presentation in slide view; through you can only work with
one slide at a time. When you open or create a presentation this is usually the default view.
Outline view
When you change to outline view you will see all the titles, text, etc, in the outline view, the text
appears exactly the way it appears when you work with Microsoft word. You can type in, view
or edit the text for all your slides at once. To type in a text, position the cursor in the text and
simply then press the enter key.
Slide sorter view:
Changing to this view allows you to:
– Preview the entire presentation
– Organize or rearrange the order of the slides in your presentation.
Notes page view
From this view, one can create speakers notes. These are the notes that presenter users with ‘cue
cards’ or reminders for the presenter. A miniature slide appears above e the speaker notes.
Slide show
Display slides, as you would see them in slide view using the entire screen it is in this form that
the audience will view the final presentation.
Creating a blank presentation
You can create a new presentation by Clicking file then New, in the new presentation dialog box click Blank Presentation then Create.
Adding slides to a presentation
You may want to create or add anew slides to your presentation. This is because you may usually
have more than one slide
Applying a different design to presentation
When you want to use or apply a different design to the slide in a presentation.
QUIZ
1) What type of software is Microsoft PowerPoint?
2) Give examples of a situation where you can use PowerPoint presentation?
3) Give two ways in which you can create a PowerPoint presentation.
4) Explain the difference between slide view and slide show.
Inserting a chart
2.1.1 Purpose
A chart lets you graphically display data that is contained in a table or spreadsheet
Chart help in summarizing information in graphical form and thereby make the
information easier to comprehend.
PowerPoint launches Microsoft Excel Datasheet Which is the application that is used
to create and edit charts.
A datasheet and chart windows will appear and they contain default data. These will
have to be replaced with your own data.
Using the datasheet, enter the data for the chart and then close the datasheet.
Working with the datasheet
The datasheet is made up of rows and columns. A group of related data representing one row or
column forms the table is called the data series.
In a datasheet, you can select an individual cell, a range of cells, or an entire row or columns
when you want to work with selected data.
Selecting items in a datasheet:
- To select a cell Position the pointer over any cell and click
- To select a range of cells Hold down the shift key and click the first
and last cells of the range that you want to select. - To select a row or column Click on the row or column name
- To enter data into the datasheet you can type the data accordingly in the datasheet the way you use Ms Excel or Copy and paste a specified range of data already typed on a table or worksheet
Import data from Microsoft excel. This is especially useful when the data is already in excel and you want to avoid retyping it.(we call this linking data between different programs. NB/ (copy a certain document in excel program and bring to PowerPoint program)
To close the datasheet
When you finish entering your data, click the view datasheet button
2.2 Changing and formatting the chart
2.2.1 Purpose
After creating a chart you can select a new type of chart that will better suit the data; or
format your chart type to achieve the results you want.
A chart gallery lets you change your chart type and then automatically format the chart
Excluding data from a chart
In some cases, you may want to create a chart that leaves out some data or text that is contained
in the datasheet or table. You can exclude data from your chart without deleting it from the
datasheet by clicking the exclude row/ column command
Inserting Clip Art Pictures
When you incorporate the appropriate clip art image, your presentation will look much better,
and also easy to understand.
Clip art images are contained in the Microsoft clipart gallery. This is where we choose the images to
use in the presentations
Scaling the object
Scaling means resizing an entire object by a certain percentage. You can resize an object
by dragging its side handles
- Select the object you want to resize
- Using the handles, resize your object or picture
- Click a blank area to deselect
- Cropping the picture
This option is used when you need only a portion of a picture in your presentation. You can trim portions of a picture so that you don’t see all of it. Basically, the original picture is not altered in any way
Photos are often cropped to focus attention on a particular area of the photo
Steps:
- Clip-on the picture that you want to crop
- From the picture toolbar, select the crop button
- The pointer changes to a cropping tool
- Position the cropping tool on any of the to resize handles and drag to achieve the required
size - To restore the proportions of a cropped picture
- From the picture toolbar, select the crop button
- The pointer changes to a cropping tool
- Position the cropping tool on any of them to resize handles and drag back to the outside of the picture achieve the original size
Insert Drawing Objects
To add drawing and modify them in order to enhance the look and content of the presentation.
You can draw objects such as squares, rectangles, polygons, lines and ellipses, text boxes or even combine different shapes.
NB; to draw a proportional object, hold down the Shift or CTRL key while you draw. For
example,
To draw a perfect Square or Circle the Rectangle or Oval tools respectively and hold down the Shift key as you drag.
To draw an object from the center hold the CTRL key while you draw
Editing a Drawing Object:
To edit a drawing object, click on the drawing object to select it
Click the relevant command from a menu or toolbar
Editing an object may involve moving it, Copying, Cutting and Pasting
Resizing the drawing object
Drag the resize handles (the fill handles)
A dotted outline of the drawing or shape appears as you drag showing you the new size.
Rotating a drawing
You can rotate an object 90 degrees to the left or right or to any other angle.
It is possible to rotate one object or a group of objects. If you rotate an AutoShape that has attached text, the text rotates with the shape.
Grouping or Ungrouping Objects
Grouping objects means combining them so you can work with them as one single object.
You can then rotate, and size or scale all objects in a group as a single unit.
You can also change the attributes of all objects in a group at one time. For example, you might change the fill color or add a shadow to all objects in a group.
You can ‘ungroup’ a group of objects at any time, and you can easily ‘regroup’ them by
selecting any one of the objects that were previously grouped.
To group objects
Select the objects you want to group. To do this, click on each of the objects while
holding down the Shift Key (Shift key lets you select multiple objects)
Right-click the selected objects
Click Grouping then Group
To ungroup objects
Select the objects you want to ungroup. To do this, click on the grouped object
Right-click the selected object
Click Grouping then Ungroup
Questions
1. What are the reasons for grouping objects?
2. What do you understand by the term scaling a picture?
3. You have imported a table from Excel and you would like to create a chart using the
data. However, not all the data in the table is required in the chart. How can you make
sure that this data is not included in the chart?
Detailed Notes on objectives
About organization chart
An organization chart is constructed along as similar lines to a family tree. In most organization,
it is construed to show lines of authority and all the workers and their titles.
Like a family tree, it needs to be reviewed from time to time since changes like expansions or mergers may take place.
There are different types of organization charts but most common are vertical and horizontal organization charts.
Organization charts may also be used to illustrate processes or procedures in an organization, or to draw flow charts, etc.
Create an Organization Chart
The reasons for creating an organization chart may vary depending on individuals or the type of presentation, but in most cases the reasons are:
- Show relationships between staff and departments
- Define lines of authority and responsibility in an organization etc.
- Add a chart box to an organization chart
In most cases, a typical organization will have more than just four employees and so the number of chart boxes displayed will not be enough to include all their names and titles.
There is a need, therefore, to add more chart boxes.
Edit Organization Charts
Purpose
– To change the style or structure of an organization chart
– The current chart appears in the traditional style i.e. with one manager at the top and subordinate below. – However, some companies may have managers at the top, and so the chart style would have to reflect this. Other people and companies favor a horizontal chart as opposed to a vertical one.
– Editing may involve rearranging the chart boxes. This can be achieved by moving some chart boxes to different locations or deleting some chart boxes.
– This action may be necessitated when for example, someone changes job or leaves the organization; or when new people join the organization.
– You can also edit the text in the chart title, chart boxes, and text labels.
Editing the chart title and chart boxes
To edit or format a chart box or chart title, the chart title or chart box must be selected first.
Detailed Notes on objectives
Animating slide text and objects
Purpose
Animation effects are usually added to slides so as to add interest to the presentation
To assist the presenter to control the flow of information and to focus on important points
Notes;
- Slide text refers to any text that appears on the slides
- Slide object refers to all other objects like drawings, clip art pictures, charts, tables
and so on that are included in the slides. - Animating slide text and objects means adding special visual effects or even sound
effects to text or an object on a slide. For example, you can have the text appear one
word or letter at a time from the top of the screen.
Animating slide text
– Open the presentation file and switch to slide sorter view
– Click once to the slide you want to apply an animation effect to
– To quickly build slide text or objects you must be able to view the animation effect toolbar or under view menu custom animation
– Position the mouse pointer inside the toolbars and click the right mouse button. Then select the animation effects toolbar.
– Using the above toolbar you can quickly apply preset animation effects to your slides or Slide Show
Menu choose Custom Animation
- Some of the effects include the typewriter effect, drive-in effect, etc.
- Click on the effect that you would like to apply to the text on the slide.
- Microsoft PowerPoint places an animation symbol below the selected slide. This
shows you that the text there is animated. - To apply other animation effects that are not shown on the animation effects toolbar, click the text preset animation box on the slide sorter toolbar.
- From the drop-down list, choose the effect that you want to apply e.g. Fly from the top.
- To view the animation applied, click the Slide Show button
Animating Slide Objects
- The Slide timing begins running as soon as the first slide appears
- Click the advance button as soon as you are ready to go to the next slide.
- When you reach the end of the slide show, dialog box appears showing you the total time for the slide show.
- Click yes to accept the timing or try again.
- As with animation and transition, you can see the slide timing for the slide timing when in slide sorter view.
- You can click the repeat button to restart the process if the slides are not appropriate for your purposes.
- If you know the timing you want for a slide, you can enter it directly in the rehearsal dialog box.
Creating a slide show
Purpose
There are two ways to advance your slide show automatically or manually.
- Clicking the mouse manually moves your slide through the slide show.
- The automatics advance timing feature moves slides through the slide show automatically it keeps the slide for the time you specified in the advance box.
Step by step
- On the slide show menu, click set up the show
Select the loop continuously until ESC checkbox. - In the slide area, select the slide you want to show if you want all the slides, choose All
if you just to view particular slides, in the appropriate section.
Animating Slide Objects
The Slide timing begins running as soon as the first slide appears
- Click the advance button as soon as you are ready to go to the next slide.
- When you reach the end of the slide show, the dialog box appears showing you the total time for the
slide show. - Click yes to accept the timing or try again.
As with animation and transition, you can see the slide timing for the slide timing when in slide
sorter view.
- You can click the repeat button to restart the process if the slides are not appropriate for
your purposes. - If you know the timing you want for a slide, you can enter it directly in the rehearsal
dialog box.
Creating a slide show
There are two ways to advance your slide show automatically or manually.
Clicking the mouse manually moves your slide through the slide show.
The automatics advance timing feature moves slides through the slide show automatically
it keeps the slide for the time you specified in the advance box.
Questions
1. What is the difference between Animation effects and Transition effects on a slide
2. A slide show can only proceed if you click on the mouse button. True/False.
3. What is a slide master?
4. What kind of information is usually included on a Slide Master?
5. What are Speaker Notes?
6. In what view can you type in Speaker Notes?
Using the Slide Master
Purpose
A slide mater is a special slide or page on which you define formatting for all slides or pages in your presentation.
Inserting header and footer
You can use headers and footers to add information such as the date and time of the
presentation, the slide or page number.
Executing the presentation
- The following areas have to be looked at Equipment
- Before the actual presentation, ensure that audiovisual equipment like projectors are functioning properly.
- Ensure that there is proper focus e.g. the overhead projector screen being used is well positioned and in full view for all the audience.
- Practice using the machines or equipment in advance at the venue to familiarize yourself with the Light and sound
- Reduce external noise if possible. These can be loud voices from the corridors, noisy printers and machines, etc. This is to avoid unnecessary distractions to your audience.
- Ensure that there is enough light at the room to avoid eye strain.
Involve the audience in the presentation. This can be done by.
· Asking questions and inviting question from the audience
· Timing the presentation and pausing at appropriate stops to allow for discussion etc.
Invite and set on feedback from the audience can be verbal or nonverbal.
Visit here: Ms Access – Discussed Notes and Practicals
Voice /mannerisms
- Make effective use of voice. Use a moderate voice; do not use a voice that is too loud or too soft.
- Also, raise the tone in your voice to capture interest.
- Avoid distracting mannerism like twiddling finger, picking your nose or talking in public
throwing hands about etc. these can actually end up offending or putting off the audience instead, - Rehearse the presentation with yourself as the audience.
Presentation tips
Purpose
An effective presentation is well prepared and carefully planned. if often combines text, shapes, charts, color, sometimes sound to produce a successful communication tool.
Notes
Effective presentation has some common characteristics which should improve communication
between the speaker and the audience.
Simplicity
A good presentation is simple and the point they are not long winded and boring or complicated.
They are easy for the speaker to present and easy for the audience to grasp.
Along with winded and complex presentation usually ends up confusing the audience contrary to
expectations.
Visual
Good presentation makes use of a lot of visual, graphics, pictures, clipart, charts and so on.
These generally serve the purpose of attracting attention to the pertinent points of a presentation helping relieve stress and eye fatigue from too much reading.
A visual can tell the audience much more about the subject than a slide full of text. This is in line with the old age “a picture says more than a thousand words”
Colour
A good presentation usually has a lot of colors. Compared to a black and white presentation,
colour must be judicious otherwise the presentation will end up being over colorful and too
flashy.
The three steps to an effective presentation are.
- Plan
- Prepare
- Execute
Planning a presentation
You need to develop an overall plan for your presentation before you begin writing it down.
Organize the entire presentation in your mind and sketch the outline of your presentation on
paper.
At this stage of planning the following aspects of the presentation need to be considered
- Message
- Style
- Length
- Output
Message
This is the most important part of your presentation. It is important for the presenter to know the subject well, Therefore, define the purpose of the presentation and plan your main points carefully Also, set the goals you want to achieve by the end of the presentation.
In PowerPoint, you can create an outline from scratch using outline view or you can choose a sample outline using the auto content wizard.
Some of the samples include a financial report, business plan, launching a product etc
Style
The style can be formal or informal. This depends on the intended audience. It is a good idea to study the background of the makeup of your audience before you decide on the style.
Also, choose a style that compliments your audience. Generally, the style conveys the tone of the presentation.
Also Read: MS Excel – Theory and Practicals
Length
Determine the amount of time or duration you have to present your presentation upon this is so
as to develop or create the number of the slide.
The recommended length for a presentation is 30 minutes or less. if your presentation is going to
last more than that, provide a break halfway through for the audience.
Output
This should reflect on the presentation style
Some recommendations and preferences are:
- Black and white overheads for informal presentations
- Colour overheads for a formal meeting.
- 35 mm slides for the professional meeting where computers are not available.
Related materials
They are an important part of the presentation. These include material like audience handouts, notes
pages, and speakers notes.
Designing visuals
The typestyle and placement of the visual should complement the content.
For example, use bulleted lists, charts, drawing table and worksheets.
Clip art or pictures where appropriate.
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