Work Smart with Microsoft Office and the Internet

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Objectives

In this session, you will learn to:

Explore PowerPoint 2013

Identify the features

available in the Ribbon
interface

Work with PowerPoint

2013 presentations

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Exploring PowerPoint 2013

You have been asked to create a business

presentation, which details the product ranges
and services offered by Acme Inc.

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Exploring PowerPoint 2013 (Contd.)

You can achieve this by creating a

presentation in PowerPoint.
Let’s see how.

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Exploring PowerPoint 2013 (Contd.)

► PowerPoint 2013:
► Is one of the most powerful products of Microsoft Office 2013.
► Enables you to create professional presentations.
► Allows you to include formatted text, graphics, pictures, sounds, and
animations in presentations.
► The following figure shows the PowerPoint 2013 window.

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Introducing the PowerPoint 2013 Interface

► The PowerPoint 2013 window consists of the following main elements:

Quick Access
File Tab Toolbar Status Bar Ribbon

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Introducing the PowerPoint 2013 Interface (Contd.)

► The File tab is placed at the top-left corner of the PowerPoint window.
► The Backstage view appears when the File tab is clicked, as shown in
the following figure.

To access the
File tab, press
Alt+F.

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Introducing the PowerPoint 2013 Interface (Contd.)

► Quick Access Toolbar:

► Provides access to the frequently used commands.
► Displays the save, undo, start from beginning, and redo commands, as shown
in the following figure.

► Can be customized by clicking the Customize Quick Access Toolbar

drop-down arrow.

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Introducing the PowerPoint 2013 Interface (Contd.)

► The Status bar:

► Is placed at the bottom of the PowerPoint 2013 window.
► Displays the following pieces of information or controls:

Fit Slide to
Slide Presentation Zoom
Current Notes Comments
Number Views Controls
Window

► The Ribbon panel:

► Is placed at the top of the PowerPoint 2013 window.
► Contains the following tabs:

Home Insert Design Transitions

Animations Slide Show Review View

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Just a Minute

► The _______ is placed at the top of the PowerPoint 2013 window.

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Creating a New Presentation

► You can create presentations using various templates available in

PowerPoint 2013.
► A template:
► Is a predesigned presentation that includes backgrounds and color schemes.
► Can be used to give a uniform structure to presentations.
► Can also be customized for individual use.
► The following figure shows the template preview window.

To create a new
blank
presentation,
press Ctrl+N.

Let us see how to create presentations

in PowerPoint.
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Saving a Presentation

► You can save a PowerPoint 2013 presentation in various formats.

► Some of the commonly used formats are:

.pptx

.ppt

.pdf

.pps

.xps
► You can save presentations using following options:
► Save
► Save As

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Saving a Presentation (Contd.)

► The Save As option:

► Helps to save a presentation for the first time.
► Allows you to save an existing presentation with a new file name or at a new
location.
► The Save option:
► Helps in saving an existing presentation.
► Helps in saving the presentation for the first time.

Let us see how to save a presentation by using

the Save As and Save options.

To save your
presentation,
press Ctrl+S.

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Saving a Presentation (Contd.)

► The Save AutoRecover option ensures that your work is saved

automatically after a specified interval.
► The specified interval is given in minutes.

Let us see how to specify the number of

minutes between automatic saves.

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Opening a PowerPoint Presentation

► Once you have saved and closed a presentation, you may require to
open it again.
► To open a file, you need to select the Open option from the Backstage
view of the File tab.

Let us see how to open an existing

presentation.

To open a file,
press Ctrl+O.

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Closing a PowerPoint Presentation

► You can close a presentation:

► By selecting the Close option from the left pane of the Backstage view.
► By pressing the Ctrl+F4 keys.
► If you make some changes to a presentation, and then try to close it
without saving, PowerPoint 2013 will ask you to save the presentation.

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Exploring the Ribbon

► Ribbon has several tabs that enable users to interact with PowerPoint
2013.
► Each tab is divided into various groups depending on the functions they
contain.
► The various tabs that are present on a Ribbon are:

Home

View Insert

Review Design

Slide Show Transitions

Animations

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The Home Tab

► The Home tab:

► Enables editing and formatting of text.
► Contains the following groups:

Clipboard Slides Font Paragraph

Drawing Editing

To access the
Home tab,
press Alt+H.

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The Insert Tab

► The Insert tab:

► Enables quick access to different object types that can be embedded in a
presentation.
► Contains the following groups:

Apps for
Tables Images Illustrations
Office

Links Text Symbols Media

To access the
Insert tab,
press Alt+N.

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The Design Tab

► The Design tab:

► Helps you enhance the visual appeal of a presentation.
► Contains the following groups:

Themes Variants Customize

To access the
Design tab,
press Alt+G.

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The Transitions Tab

► The Transitions tab:

► Provides various functional groups to add transitions to the slides.
► Contains the following various groups:

Transition to
Preview Timing
This Slide

To access the
Transitions
tab, press
Alt+K.

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The Animations Tab

► The Animations tab:

► Helps you to add animation effects to slides or individual components.
► Contains the following groups:

Advanced
Preview Animation Timing
Animation

To access the
Animations
tab, press
Alt+A.

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The Slide Show Tab

► The Slide Show tab:

► Enables you to set up your presentation and create custom presentations.
► Contains the following groups:

Start Slide
Set Up Monitors
Show

To access the
Slide Show
tab, press
Alt+S.

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The Review Tab

► The Review tab:

► Enables you to review and edit the contents in a presentation.
► Contains the following groups:

Proofing Language Comments Compare Share

To access the
Review tab,
press Alt+R.

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The View Tab

► The View tab:

► Enables you to switch between different presentation views.
► Contains the following groups:

Presentation Master
Show Zoom
Views Views

Color/ Macros
Window
Grayscale

To access the
View tab,
press Alt+W.

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Just a Minute

► The _______ tab allows you to set up your presentation and create
custom presentations.
► View
► Animations
► Slide Show
► Design

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► Answer:
Customizing the Ribbon

► You can customize a ribbon by creation a new tab or a group that

contains some of the frequently used commands.
► While customizing, you can:
► Rename the default tabs.
► Change the order of the default tabs and groups.
► Cannot rename the default commands.

Let us see how to customize the Ribbon.

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Dialog Box Launchers

► Dialog box launchers are buttons that are visible along with names of
some of the groups in a tab.
► When you click a dialog box launcher, a dialog box is displayed that
provides additional commands and tools associated with the group.
► The following figure shows the dialog box launchers.

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Contextual Tabs

► The Contextual tabs:

► Are additional tabs that appear when a user selects a specific type of object,
such as texts, tables, charts, or pictures.
► Contain special commands that help you manipulate, edit, and format the
selected object.
► The three types of contextual tabs are:

Format Design Layout

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Working with PowerPoint 2013 Presentations

► PowerPoint enables you to perform several operations, such as:

► Inserting text
► Inserting images
► Changing slide background
► Adding footers

Let us see how to insert text.

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Working with PowerPoint 2013 Presentations (Contd.)

► PowerPoint also enables you to:

► Add more slides to a presentation.
► Delete slides from a presentation.
► Move or copy text and objects, such as images, from one slide to another or
from one presentation to another.

Let us see how to add new slides and delete

slides from the presentation.

Let us see how to copy text from one slide to

another and move text between slides.

To add a new
slide to a
presentation,
press Ctrl+M.

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Inserting Pictures

► PowerPoint enables you to insert pictures in slides.

► You can insert a picture either from any local location or from any
online source.

Let us see how to insert a picture in a

presentation.

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Inserting Pictures (Contd.)

► You can also edit the image to modify its properties.

► The following figure shows the Format Picture pane to edit images.

Let us see how to edit an image.

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Adding Headers and Footers

► The header:
► Is a text element shown at the top of a slide.
► Is different from the title as title contains a descriptive text, which is specific
to a particular slide.
► The footer is a text element shown at the bottom margin of a slide.
► Headers and footers can be added to slides, presentation notes, and
audience handouts.

Let us see how to add headers and footers

in a presentation.

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Changing the Slide Background

► You can customize the appearance of slides in PowerPoint 2013.

► You can use the Format Background pane in the Customize group of the
Design tab to change the background of a slide.
► The following figure shows the Format Background pane.

Let us see how to change the

background of a slide.

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Using the Spell Check Utility

► PowerPoint automatically checks the spelling of each word in the text,

as and when it is typed.
► PowerPoint checks the words in a presentation against the dictionary
provided by Microsoft Office.
► You can use the Spelling dialog box to correct the spelling errors, as
shown in the following figure.

Let us see how to run a spell check

utility.

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Printing a Presentation

Now that you have created a

presentation, let’s see how the
presentation looks.
In addition, we will learn how to print it.

AcmeInc.

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Printing a Presentation (Contd.)

► You can print your PowerPoint presentation in the form of full pages
slides, handouts, notes pages, or outlines.
► Handouts are defined as the supporting material that your audience
can use to follow the presentation along with you.
► Notes pages:
► Are defined as supporting material that the presenter can use while making a
presentation.
► Contain notes that are included with every slide while creating the
presentation.
► Outlines:
► Contain the slide title, the text in each slide, and the slide numbers.
► Do not provide view for Graphics and other objects.

To print a
presentation,
press Ctrl+P.

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Students Speak

► In this session, I learned that:

► …...

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