Microsoft Powerpoint (part 3)

Working with Graphics

The Drawing toolbar
The Drawing toolbar provides many commands for creating
and editing graphics. The toolbar is located at the bottom of
the PowerPoint screen or it can be activated by selecting
View > Toolbars > Drawing from the menu bar.


Images can be grouped together so they become one image
and can be moved together or the same formatting changes
can be applied to both at once. Select all the images that will
be grouped by holding down the key and clicking once on each
image. Then select Group from the Draw menu. The images
can be ungrouped by selecting Ungroup from the same menu.
The rectangles in the image to the left are separate images with
their own sets of handles and they are grouped together in the
image to the right:

The order of overlapping images can be changed using this
feature. In the example of two rectangles below, the green
is selected and the Send Backward command was
used to move the image below the blue rectangle. Send
Backward and Bring Forward will move elements by one
layer. Send to Back and Bring to Front move the elements to
the back or top of a series of several overlapping graphics.

Use the nudge actions to move an object slightly in one direction.

Align or Distribute
Select a group of objects and choose one of the the commands
from the Align or Distribute menu to change the position of the
objects in relation to one another.

Rotate or Flip
Rotate an object 90 degrees or flip the object over its x- or

Select objects
Deactivate all drawing functions.

Free rotate
This button will place green handles on certain objects so they
can be arbitrarily rotated. Click and drag the handles to rotate
the objects.

AutoShapes menu
Click the small down arrow to the right of the "AutoShapes"
text to select a shape.

Line and Arrow
Click and drag the mouse on the slide to add lines. Hold down
the key to draw a straight line. Use the end points of the
line to stretch and reposition the line.

Rectangle and Oval
Click and drag the mouse on the slide to add rectangles
and ovals. Hold down the key to add squares and circles.

Text box
Click to draw a text box on the slide.

Click to add WordArt.

Click to add a clip art image to the slide.

Fill color
Choose a fill color for rectangles, ovals, and clip art.

Line color
Select a border color for shapes and pictures.

Font color
Highlight text on the slide and click the small down arrow
next to the Font color icon to select a color.

Line style
Highlight a line or arrow that has been drawn and click this
button to select a thickness or style for the line.

Dash style
Highlight a line or arrow and select a dash style.

Arrow style
Change the arrow head style for an existing arrow or change a
line to an arrow.

Select a text box to add shadow to text or choose any other object on the slide to add a drop shadow.

a three-dimensional effect to text and other objects.

Adding image
Select Insert > Picture > Clip Art from the menu bar or click the Picture button on the Drawing toolbar .

Insert image from Clipart
1. To find an image, click in the Search for clips field and enter keywords describing the image you want to find.
Click one of the category icons.

2. Click once on the image to want to add to the slide and a selection bar will appear.

3. Click once on the image you want to add to the slide and the following popup menu will appear:

Insert Clip to add the image to the slide.

Preview Clip to view the image full-size before adding it to the slide. Drag the bottom, right corner of the preview window to resize the image and click the "x" close button to end the preview.

Add Clip to Favorites will add the selected image to your favorites directory that can be chosen from the Insert ClipArt dialog box.

Similar Clips will retrieve images similar to the one you have chosen.

4. Click the Close button in the top, right-hand corner of the Insert Clip window to stop adding clip art to the slide.

Insert image from File
Select Insert > Picture > From File from the menu bar.

Click the down arrow button on the right side of the Look in: window to find the image on your computer

Select the file name from the list and click the Insert button.

Setting of Image

1. Insert Picture from File: Browses your computer and inserts a saved image.

2. Color: The drop-down menu here contains functions for changing the look of your image. You can keep the colors of the image the same, make it grayscale, turn it into black and white, or make it a watermark image.

3. More Contrast: Increases the intensity of color in an image.

4. Less Contrast: Decreases the intensity of color in an image.

5. More Brightness: Adds white to an image to make it lighter.

6. Less Brightness: Adds black to an image to make it darker.

7. Crop: Using the Crop tool trims a portion of an image.

8. Rotate Left 90?: Spins the image around in 90 degree intervals.

9. Line Style: Adds a border around an image. Decide on a line width using the drop down menu.

10. Compress Picture: Lowers the visual quality (dpi) of an image. This will make images appear faster in your presentation, but they may not look as nice.

11. Recolor Picture: Opens up a window that allows you to change colors in your picture. If your image is a bitmap file, then you can only recolor an image if you have an image editing program on your computer, such as Adobe Photoshop.

12. Format Picture: Clicking this button brings up a more complex and detailed menu for editing your image. Contains options that would not normally be available using the main "Picture" toolbar.

13. Set Transparent Color: When you make a color of an image transparent, you make it appear to be "invisible" in a picture. Use this tool to click on a color in an image that you want to make transparent. The color will then become somewhat "see-through".

14. Reset Picture: By clicking on the "Reset Picture" button, you can remove all of the formatting you added to your picture and revert the image back to its original state.

Organization chart
Organization charts commonly are included in slide presentations. An organizational chart can convey information about new management, a group or departmental reorganization, or people to contact for specific types of information.

If you have tried to create an organizational chart in a word processing or drawing program, you probably have discovered what a difficult task it can be. PowerPoint uses a special application called Microsoft Organization Chart for creating organization al charts.

To insert an organizational chart into a PowerPoint slide, you can use a slide layout that includes a placeholder for an organizational chart. You can also choose Insert Object command and select Microsoft Organization Chart.

You can enter the appropriate information in the organizational chart using Microsoft Organization Chart commands. When you have entered all of the desired content, you should select exit to insert the chart into the slide. Deselect the object by clicking in a blank area of the slide.

Select Here diagram type

Auto Shapes
The AutoShapes toolbar allows you to draw a number of geometrical shapes, arrows, flow chart elements, stars, and other graphics on a slide. Activate the AutoShapes toolbar by selecting Insert > Picture > AutoShapes or View > Toolbars > AutoShapes from the menu bar. Click the buttons on the toolbar to view the options for drawing each shape.

After clicking the Lines button on the AutoShapes toolbar, draw a straight line, arrow, or double-ended arrow from the first row of options by clicking the respective button. Click in the slide where you would like the line to begin and click again where it should end. To draw a curved line or freeform shape, select curved lines from the menu (first and second buttons of second row), click in the slide where the line should appear, and click the mouse every time a curve should begin. End creating the graphic by clicking on the starting end or pressing the key. To scribble, click the last button in the second row, click the mouse in the slide and hold down the left button while you draw the design. Let go of the mouse button to stop drawing.

These lines to connect flow chart elements.

Basic Shapes
Click the Basic Shapes button on the AutoShapes toolbar to select from many two- and three-dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method to draw the shape in the slide. When the shape has been made, it can be resized using the open box handles and other adjustments specific to each shape can be modified using the yellow diamond handles.

Block Arrows
Select Block Arrows to choose from many types of two- and three-dimensional arrows. Drag-and-drop the arrow in the slide and use the open box and yellow diamond handles to adjust the arrowheads. Each AutoShape can also be rotated by first clicking the Free Rotate button on the Dawing toolbar . Click and drag the green handles around the image to rotate it. The tree image below was created from an arrow rotated 90 degrees.

Flow Chart
Choose from the flow chart menu to add flow chart elements to the slide and use the line menu to draw connections between the elements.

Stars and Banners
Click the button to select stars, bursts, banners, and scrolls.

Call Outs
Select from the speech and thought bubbles, and line call outs. Enter the call out text in the text box that is made.

More AutoShapes
Click the More button to choose from a list of clip art categories.

Each of the submenus on the AutoShapes toolbar can become a separate toolbar. Just click and drag the gray bar across the top of the submenus off of the toolbar and it will become a separate floating toolbar.

Add headlines in striking colors and shapes to your presentation using WordArt.
• Select Insert > Picture > WordArt from the menu bar or click the WordArt button on the Drawing toolbar.

• Choose a WordArt style from the listing and click OK.

• Enter the text in the Edit WordArt Text box and choose the font, size, and style for the text. Click OK.

• Use the white box handles around the word art to resize it on the slide.

Drag the yellow diamond handle to change the shape of the text. To revert back to the default shape, double-click the diamond.

Insert Chart
By going to the menu bar and selecting Insert >> Chart, a spreadsheet will pop up into PowerPoint. You can manipulate data in order to create your own charts and graphs.

Select Insert button & click chart

Fill data according Requirement

Look the Chart

Insert Table
Go to the menu bar and select Insert >> Table to insert a number of rows and columns to create a table. When the table is inserted, a new table menu window will pop up with various formatting features. Here, you can add borders, change the border sizes of the table, and manage the cells in the table.

Sound & Movie

Audio & video presentation
For a media-rich slideshow, you may decide to display some movie or sound files that you can play during your presentation. You must first have the movie or sound file saved on your computer.

Insert sound from clip organization
. Go to Insert and select

. Select option

. Choose Category of Sound.

You can also add sound from your file so you have to select option You can use recorded sound during Presentation time.

Steps to Insert Sound

1. Sound may be part of the slide transition or it may be inserted as part of the animation sequence.

2. From the main menu, click Insert\Movies and Sounds.

3. The Movies and Sounds submenu appears. Click Sound from Clip Organizer.

4. The Insert ClipArt screen appears.

5. Each sound wave clip may be tried until you find one you like. Click the down arrow on the face of the sound and choose Preview/Properties.

6. This is the same set of sounds you saw above in the sound file.

7. Insert the sound you want.

8. You may also download sounds from the web or from CDs to add to your slide show.

9. Load a CD into your cd-rom player and choose a cut to insert as a background.

10. When the box asks if you want it to play automatically in the background say yes.

11. If you just embed the sound, but don't tell it to play automatically, you'll need to click on the sound icon to start it.

Animating Sound

1. Click the sound icon using the right mouse button. A shortcut menu should appear.

2. Edit sound options and loop until stopped.

3. Action Settings will change whether the sound plays automatically or on mouse click.

4. Click Custom Animation and check out the settings and animation.

5. Change the order of animation and sound.

Insert Movie
You can insert movie in your Presentation, and also you can also make video & audio album in home presentation. You must first have the movie or sound file saved on your computer.

You can add movie clips from two ways
1. You can add movie from clip organization.

2. You can add movie from file like below class room movie clips added through file.

3. You can also add more than one clips add in you presentation.

Video: Inserting Video

1. Click Insert\Movies and Sounds on the submenu click Movie from File.

2. The Insert Movie screen appears. If you are not already in the My Documents folder, click it from the side bar and double click the media folder.

3. Double-click a movie file. Not all movie files will work in PowerPoint.

4. Decide whether the movie should start on its own or on a click.

5. Play the movie to see how it works.

Animating Video

1. Right click the video icon. A shortcut menu appears. Click Custom Animation.

2. Check the settings in animation order.

3. Choose the option that will allow your sound to begin immediately after the words appear. Check how the other objects are animated.

4. Click the down arrow next to your video and check out the features. * Start when? * Look at Effect Options * Check out Timing. * You may want to check the advanced timeline.

5. Play the slide to check settings.

6. Run the entire slide show to see how things flow together.

Finishing up

Spell Check
Correct the spelling in the presentation by selecting Tools > Spelling from the menu bar or by pressing the F7 key on the keyboard.

1. The spell checker will prompt you to make corrections of the first word that is spelled wrong.

2. If the word is spelled correctly, click Ignore or Ignore All if the same word appears several times during the presentation. If this word will appear in many presentations (such as your name), click Add to add the word to the dictionary and you won't be prompted by a misspelling again.

3. If the word is spelled wrong, highlight one of the the Suggestions or type your own revision in the Change to box. Click Change to correct this occurrence of the word or Change All to correct all occurrences of the word in the presentation.

4. Click Close to quit the spelling check early.

5. When the spell checker has read through the entire presentation, you will be prompted by a window telling you that the spelling check is complete. Click OK.

Spelling Options
Select Tools > Options from the menu bar and click the Spelling and Style tab.

1. Check spelling as you type - If this box is checked, PowerPoint will check the spelling of every word as you type. Misspelled words will be underlined with wavy red lines.

2. Hide spelling errors in this document - Check this box to remove the wavy red lines from words that are spelled wrong.

Saving Your Presentation
To save your presentation, choose Save As from the File menu. In the File Save dialog box, type the name you wish to give your presentation in the File name edit box, select the folder where you want it saved from the Save in drop down list, and click Save . If you're going to open the presentation in another computer and want to make sure that text displays properly, click the Embed TrueType check box.

Save as Web Page

Presentations can be saved by selecting File > Save from the menu bar. However, if you want to post PowerPoint presentations on the Internet, you may want to save them as Web pages so students and other visitors to your Web site can view the presentation even if they do not have PowerPoint installed on their computers. Select File > Save As Web Page from the menu bar. Choose your Web page directory on the network from the Look in: menu and name the file in the File name: box. Click Save to save the presentation in Web format.

Opening a Presentation

To begin working with PowerPoint by opening an existing presentation, select Open an Existing Presentation from the New Presentation Task Pane. You can open several presentations at a time. To switch between open presentations, select the file name from the Window menu.

Page Setup

Select File > Page Setup from the menu bar to access options for printing the presentation slides. Select the format the printed slides will be used for from the Slides sized for menu or enter a specific print size using the Width and Height controls. Select the page orientation for the slides and for other print material from the presentation in the Orientation section.

Select File > Print from the menu bar to print the presentation.

Print range

Select All to print all the slides in the presentation, Current slide to print only the current slide, or enter slide numbers in the Slides field to print only certain slides.


Enter the number of copies of each slide specified in Print range and check the Collate box if necessary.

Print What
Slides prints a full-page slide on each page.

Handouts prints as many slides as you designate on each page.

Notes Page prints one slide with that slide's notes on each page.

Outline view prints the outline of the presentation.

Click OK to print.

Keyboard Shortcut Keys

Action Keyboard Shortcut Action Keyboard Shortcut

Document Actions Formatting
Open a presentation O Select all A
New presentation N Copy C
Save As F12 Cut X
Save S Paste V
Print P Undo Z
Help F1 Redo Y

Bold B
Presentation Actions Italics I
Begin slide show F5 Underline U
Next slide or
Down Arrow
Center justified E
Previous slide or
Up Arrow
Right justified R
Activate pen tool P Promote list item Left Arrow
Erase pen strokes E Demote list item Right Arrow or
Deactivate pen tool A
Show/Hide black screen B Editing
Show/Hide white screen W Find F
Show/Hide pointer & button A Replace H
End slide show
Insert hyperlink K

New slide M

Spell checker F7

Macros F8


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