Friday, April 17, 2020
Microsoft Office Training Home and Student 2020 for 1 Windows
Microsoft Office is a collection of office-related applications. Each application serves a unique purpose and offers a specific service to its users. For example, Microsoft Word is used to create documents. Microsoft PowerPoint is used to create presentations.
The Office suite includes Word, a word-processing program; Excel, a financial spreadsheet program; Access, a database program; Publisher, for desktop publishing; PowerPoint, a program for creating presentations; Outlook, a program for email and scheduling; OneNote, to keep your notes organized; and InfoPath, an .
Microsoft Office is available in 35 different languages and is supported by Windows, Mac and most Linux variants. It mainly consists of Word, Excel, PowerPoint, Access, OneNote, Outlook and Publisher applications.
Learn Microsoft Office
- Word.
- Excel.
- PowerPoint.
- OneNote.
- Outlook.
- Access.
- Publisher.
- SharePoint.
Microsoft Office suite is application software's packaged with one bundle. It means you can use Microsoft Word, Excel, PowerPoint, MS-Access, Publisher etc. to create professional looking documents, charts, calculation, reports, and presentations in high speed and accuracy
Friday, April 3, 2020
How to create presentations in PowerPoint? (Step by step) Chapter 1
In this chapter, we will understand how to get started with PowerPoint 2010. We will understand how to start PowerPoint 2010 application in simple steps. To access PowerPoint 2010, you must have Microsoft Office 2010 installed in your PC. Only Office 2010 Home and Student, Home and Business, Standard, Professional and Professional Plus packages have PowerPoint included in them. Other packages may have a viewer, but you cannot create presentations with them.
Step 1 − Click the Start button.
Step 2 − Click All Programs option from the menu.
Step 3 − Search for Microsoft Office from the sub menu and click it.
Step 4 − Search for Microsoft PowerPoint 2010 from the submenu and click it.
This will launch the Microsoft PowerPoint 2010 application and you will see the following presentation window.
The following screenshot shows the various areas in a standard PowerPoint file. It is important to familiarize yourself with these areas as it makes learning and using PowerPoint easier.
File Tab
This tab opens the Backstage view which basically allows you to manage the file and settings in PowerPoint. You can save presentations, open existing ones and create new presentations based on blank or predefined templates. The other file related operations can also be executed from this view.
Ribbon
The ribbon contains three components −
- Tabs − They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are examples of ribbon tabs.
- Groups − They organize related commands; each group name appears below the group on the Ribbon. For example, a group of commands related to fonts or a group of commands related to alignment, etc.
- Commands − Commands appear within each group as mentioned above.
Title Bar
This is the top section of the window. It shows the name of the file followed by the name of the program which in this case is Microsoft PowerPoint.
Slide Area
This is the area where the actual slide is created and edited. You can add, edit and delete text, images, shapes and multimedia in this section.
Help
The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on the "?" opens the PowerPoint Help window where you have a list of common topics to browse from. You can also search for specific topics from the search bar at the top.
Zoom Options
The zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out, you can click on the - and + buttons to increase or decrease the zoom factor. The maximum zoom supported by PowerPoint is 400% and the 100% is indicated by the mark in the middle.
Slide Views
The group of four buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch between PowerPoint views.
- Normal Layout view − This displays page in normal view with the slide on the right and a list of thumbnails to the left. This view allows you to edit individual slides and also rearrange them.
- Slide Sorter view − This displays all the slides as a matrix. This view only allows you to rearrange the slides but not edit the contents of each slide.
- Reading View − This view is like a slideshow with access to the Windows task bar in case you need to switch windows. However, like the slideshow you cannot edit anything in this view.
Notes Section
This sections allows you to add notes for the presentation. These notes will not be displayed on the screen during the presentation; these are just quick reference for the presenter.
Quick Access Toolbar
The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient place to group the most commonly used commands in PowerPoint. You can customize this toolbar to suit your needs.
Slide Tab
This section is available only in the Normal view. It displays all the slides in sequence. You can add, delete and reorder slides from this section.
In Office 2010, Microsoft replaced the traditional file menu with the new Backstage view. This view not only offers all the menu items under the file menu, but additional details which makes management of your files a lot easier.
Accessing Backstage View
You can access the Backstage view simply by clicking on the File tab. You can exit this view by clicking on any tab (including the File tab again). You can also press the 'Esc' button on the keyboard.
Organization of Backstage View
The backstage view has three sections or panes.
- First Pane − This is the commands pane which consists of all the commands you would typically find in the file menu of older versions. You also have the Options menu which lets you edit the options on the program like customizing the ribbon.
Various commands under the first pane are described in the table below −
| S.No | Command & Description |
|---|---|
| 1 |
Save
This allows you to save a new file or an existing file in standard format. If you are working on a previously saved file this will save the new changes in the same file format. If you are working on a new file, this command would be similar to the Save As command.
|
| 2 |
Save As
Allows you to specify the file name and the file type before saving the file.
|
| 3 |
Open
Allows you to open new PowerPoint files.
|
| 4 |
Close
Allows you to close an existing file.
|
| 5 |
Info
Displays the information about the current file.
|
| 6 |
Recent
Lists series of recently viewed or edited PowerPoint files.
|
| 7 |
New
Allows you to create a new file using blank or pre-defined templates.
|
| 8 |
Print
Allows you to select the printer settings and print the presentation.
|
| 9 |
Save & Send
Allows you to share your presentation with larger audience via emails, web, cloud services, etc.
|
| 10 |
Help
Provides access to PowerPoint Help.
|
| 11 |
Options
Allows you to set various options related to PowerPoint program.
|
| 12 |
Exit
Closes the presentation and exits the program.
|
- Second Pane − This is the subcommands pane. This will list all the commands related to the main command you choose in the first pane. For example, if you select Print in the first pane, you get to choose the printer and adjust the print settings in the second pane.
- Third Pane − This is the preview or file information page. Depending on the command and the subcommand you select, this pane will either display the properties of the file or give you a preview of the file.
PowerPoint offers a host of tools that will aid you in creating a presentation. These tools are organized logically into various ribbons in PowerPoint. The table below describes the various commands you can access from the different menus.
| Menu Category | Ribbon Commands |
|---|---|
| Home | Clipboard functions, manipulating slides, fonts, paragraph settings, drawing objects and editing functions. |
| Insert | Insert tables, pictures, images, shapes, charts, special texts, multimedia and symbols. |
| Design | Slide setup, slide orientation, presentation themes and background. |
| Transitions | Commands related to slide transitions. |
| Animations | Commands related to animation within the individual slides. |
| Slide Show | Commands related to slideshow set up and previews. |
| Review | Proofing content, language selection, comments and comparing presentations. |
| View | Commands related to presentation views, Master slides, color settings and window arrangements. |
Besides these depending on the objects selected in the slide, there are other menu tabs that get enabled.
How to create presentations in PowerPoint? (Step by step) Chapter 2
In this chapter, we will understand how to add new slides in an existing presentation. Here are the steps that allow you to insert a new slide in the deck −
Step 1 − Right-click in the Navigation Pane under any existing slide and click on the New Slide option.
Step 2 − The new slide is inserted. You can now change the layout of this slide to suit your design requirements.
Step 3 − To change the slide layout, right-click on the newly inserted slide and go to the Layout option where you can choose from the existing layout styles available to you.
You can follow the same steps to insert a new slide in between existing slides or at the end on the slide list.
When we insert a new slide, it inherits the layout of its previous slide with one exception. If you are inserting a new slide after the first slide (Title slide), the subsequent slide will have the Title and Content layout.
You will also notice that if you right-click in the first step without selecting any slide the menu options you get are different, although you can insert a new slide from this menu too.
PowerPoint allows users to add text to the slide in a well-defined manner to ensure the content is well distributed and easy to read. The procedure to add the text in a PowerPoint slide is always the same - just click in the text box and start typing. The text will follow the default formatting set for the text box, although this formatting can be changed later as required. What changes is the different kinds of content boxes that support text in a PowerPoint slide.
Given below are some of the most common content blocks you will see in PowerPoint.
Title Box
This is typically found on slides with the title layout and in all the slides that have a title box in them. This box is indicated by "Click to add title".
Subtitle Box
This is found only in slides with the Title layout. This is indicated by "Click to add subtitle"
Content Box
This is found in most of the slides that have a placeholder for adding content. This is indicated by "Click to add text". As you can see, this box allows you to add text as well as non-text content. To add text to such a box, click anywhere on the box, except on one of the content icons in the center and start typing.
Text Only Box
This is not a default content box available in PowerPoint, but you can create it using Slide Master, if required. This is also indicated by "Click to add text". The only difference between the Text Only Box and the Content Box is that the former only supports text in the content area.
This chapter will teach you how to add new text boxes in a slide. Most of the standard layouts come with the text box option. As mentioned in the previous chapter, text boxes will have "Click to add text" as the default text. Here are the steps to add new text boxes in slide.
Step 1 − Click on the Text Box icon in the Home ribbon under the Drawingsection.
Step 2 − You will get the insert text box cursor that looks like an inverted cross.
Step 3 − Click to insert a text box. You can now start typing directly into the text box.
Step 4 − Alternately, you can click and drag the cursor without releasing the click to create a text box.
The size of the text box can be adjusted by selecting one of the edges marked by squares or corners marked by circles.
How to create presentations in PowerPoint? (Step by step) Chapter 3
There are times while building a slide deck, you may need to delete some slides. This can be done easily from PowerPoint. You can delete the slides from the Normal view as well as the Slide Sorter view. In each view, you can delete the slides in two ways.
Deleting from Normal View
Step 1 − Go to the Normal view.
Step 2 − Right-click on the slide to be deleted and select the Delete Slideoption.
Alternately, you can select the slide and press the Delete button on your key board.
Deleting from Slide Sorter View
Let us now understand how to deleted slides from the Slide Sorter View.
Step 1 − Go to the Slide Sorter view.
Step 2 − Right-click on the slide to be deleted and select the Delete Slideoption.
Alternately, you can select the slide and press the Delete button on your key board.
How to create presentations in PowerPoint? (Step by step) Chapter 4 Rearranging Slides and Adding Slides Notes
Rearranging slides is important when it comes to organizing the overall presentation flow. While it is vital that you get the right content in every slide, it is equally important that you are able to present them in a format that makes it easier for the audience to understand the content too; most times this will require rearranging the slides.
You can rearrange slides from two views in PowerPoint - Normal View and Slide Sorter View. Given below are the steps to rearrange slides from different views.
Normal View
Step 1 − Select the slide to be moved.
Step 2 − Left click on the slide and drag it to the position in the sequence where you want to place it. PowerPoint will indicate the insert position with a line in-between existing slides.
Step 3 − When you get to the right position release the left click button to insert the slide. Alternately you can also cut the selected slide and paste it back in the sequence as shown below.
Slide Sorter View
Let us now understand how the Slide Sorter View works.
Step 1 − Select the slide to be moved.
Step 2 − Left click on the slide and drag it to the position in the sequence where you want to place it. PowerPoint will indicate the insert position with a line in-between existing slides.
Step 3 − When you get to the right position release the left click button to insert the slide. Alternately you can also cut the selected slide and paste it back in the sequence as shown below.
Slide notes can be very useful tools for presentation. These notes are not displayed on the screen in the Slideshow mode, but the presenter can see them so they can prepare well to present the slides. Depending on your Print settings, you can also print the slide notes along with the slides.
This chapter will show you how to add slide notes to an existing presentation.
Step 1 − To locate the slide notes, set the view in Normal mode.
Step 2 − The Slide Notes section is indicated by "Click to add notes".
Step 3 − You can click on the top border and drag the section to increase its size to make it easier to type.
Step 4 − Type your text in this section as slide notes.
You can only use bullets, numbering and alignment functions in the Slide Notes section. All other functions can be selected, but can be applied only to the selected slide, not the notes.
Slide notes can be printed from the print menu under the Backstage view. From the Print Layout option, select Notes Pages or 3 Slides. Notes Pages will print a single slide with the slide notes below it. The 3 Slides will print all three slides with notes on the right side.
How to create presentations in PowerPoint? (Step by step) Chapter 5 | ecourse | Adding Slides | Notes Managing Sections | Rearranging Sections | Powerpoint Sidebar | Working with Outlines.
Slide notes can be very useful tools for presentation. These notes are not displayed on the screen in the Slideshow mode, but the presenter can see them so they can prepare well to present the slides. Depending on your Print settings, you can also print the slide notes along with the slides.
This chapter will show you how to add slide notes to an existing presentation.
Step 1 − To locate the slide notes, set the view in Normal mode.
Step 2 − The Slide Notes section is indicated by "Click to add notes".
Step 3 − You can click on the top border and drag the section to increase its size to make it easier to type.
Step 4 − Type your text in this section as slide notes.
You can only use bullets, numbering and alignment functions in the Slide Notes section. All other functions can be selected, but can be applied only to the selected slide, not the notes.
Slide notes can be printed from the print menu under the Backstage view. From the Print Layout option, select Notes Pages or 3 Slides. Notes Pages will print a single slide with the slide notes below it. The 3 Slides will print all three slides with notes on the right side.
Given the popularity of PowerPoint and its versatility, there are situations when you are dealing with very large slide decks or just collaborating with different people to build the slides. In such cases, it is always helpful to be able to segregate the slides into smaller groups and work with these groups. PowerPoint 2010 introduces the concept of sections to achieve this. Here are the main functions you can execute with sections.
Creating Sections
The steps to create a new section are as follows. You can execute these steps from the Normal view or the Slide Sorter view.
Step 1 − In the Normal view or the Slide Sorter view, right-click at the position where you want to add the section and select add section.
Step 2 − The new section gets added to the presentation with all the subsequent slides being included in this section.
Step 3 − By default, the new section is named "Untitled Section" but you can change the section name. Right-click on the section and select "Rename Section".
Step 4 − In the Rename Section dialog box, enter the new section name. This accepts all the characters including alphabets, numbers, special characters, punctuations, etc.
Step 5 − Click on the "Rename" button on the dialog to rename the section.
Rearranging Sections
One of the advantages of sections is that you can not only group slides together, but also rearrange them as one set. Instead of having to move each slide individually, you can move the entire section. Just like rearranging slides you can drag and move the sections. Alternately, you can right-click on the section and move it up or down as shown below.
If there are many slides to work with, you can collapse them so you view just the sections. This makes rearranging them less confusing too.
Deleting Sections
PowerPoint 2010 provides three options to delete sections. The table below explains the function of each option.
| S.No | Delete Option & Description |
|---|---|
| 1 | Remove Section Deletes the selected section and merges slides with the previous section. |
| 2 | Remove Section & Slide Deletes the selected section and all the slides in the section. |
| 3 | Remove All Sections Deletes all the sections and merges all the slides into a presentation without sections. |
PowerPoint is a great program that allows you to bring together text, images, shapes and multimedia. However, sometimes you may just want to review the text without focusing on the non-text aspects of the slide deck. This is where the Outline view in PowerPoint is quite useful. The Outline view can be accessed from the tab adjacent to the Slide tab in the Normal view.
The outline view shows just the text content from various slides. This view does not show the text entered in the non-text box like SmartArt, WordArt or any other shapes.
By default, the outline pane size is the same as the slide tab pane; hence it is small. However, you can drag the pane out to increase the size to improve readability.
PowerPoint slides have a left-hand side bar which offers two invaluable views. These views are great to review the slides and edit them. The side bar is available in the Normal view and by default, it is set to the Slides tab.
Slides Tab
This tab shows all the slides stacked vertically in a sequential manner. You can select individual slides from this tab and also perform some tasks like changing slide layouts, reordering slides, inserting new slides, deleting slides, etc. Although you cannot edit the slide contents from this tab, you can select the slide and make edits from the slide displayed to the right.
Outline Tab
This is the tab right next to the Slides tab and as the name suggests, this provides the outline for the slide. This section just displays all the textual content from every slide - this can be very useful if there is a lot of non-text content in the slide and reviewing just the written part gets difficult. Unlike in the slides tab, you can edit the text from this section.
If you need greater viewing space, you can close the sidebar by click on the X on the top right of this bar.
To recover the sidebar, just click on the Normal view icon again.
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How to create presentations in PowerPoint? Step by step Part 1 Getting Started In this chapter, we will understand how to get sta...
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How to create presentations? step by step Chapter 2 Add New Slides In this chapter, we will understand how to add new slides in an existing...
