Unit 3 : Power Point

What is PPT?
 MS PowerPoint is a software application included in the MS Office package that allows us to create
presentations. It provides a GUI with the help of which we can create attractive presentations quickly and
easily. A slide in PowerPoint is a combination of images, text, graphics, charts, etc that is used to convey
some meaning information. PowerPoint presentations are commonly used in business, schools, colleges,
training programmes, etc.
 The presentations in MS PowerPoint are usually saved with the extension .ppt.
 In layman sense we can say that it is a presentation tool that helps you create effective, audio-visual-
graphical presentations which consist of a number of slides that are arranged in a sequential manner.
PowerPoint has provided the user with lots of predesigned slide formats, clip art graphic libraries, auto
content wizards and design templates so, the user can use any of the available options and design the
presentation depending upon the time and the requirement and can also put the animation effects to give
the presentation a different and impressive look.
 The different parts of the PowerPoint screen are:-
✦ File tab: The tab you visit to create, open, and save PowerPoint presentations, as well as do other file-
management tasks.
✦ Quick Access toolbar: A toolbar with four buttons — Save, Undo, Repeat, and Start From Beginning. You
see this toolbar wherever you go in PowerPoint.
✦ Ribbon: The place where the tabs are located. Click a tab — Home, Insert, Design, Transitions, Animations,
Slide Show, Review, or View — to start a task.
✦ Slides pane: In Normal view, the place on the left side of the screen where you can see the slides or the
text on the slides in your presentation. Scroll in the Slides pane to move backward and forward in a
presentation.
✦ Slide window: Where a slide (in Normal view) or slides (in Slide Sorter view) are displayed. Scroll to move
backward or forward in your presentation.
✦ Notes pane: Where you type notes (in Normal view) that you can refer to when giving your presentation.
The audience can’t see these notes — they’re for you and you alone. See Chapter 5 of this mini-book for
details.
✦ View buttons: Buttons you can click to switch to (from left to right) Normal, Slide Sorter, Reading View, and
Slide Show. See “Getting a Better View of Your Work,” later in this chapter.
✦ Zoom controls: Tools for enlarging or shrinking a slide (in Normal and Slide Sorter view).

What is business presentation and its advantages:-

 Business presentation can be defined as formal information about the business products or practices. It is
typically carried out by using audio and visual presentation material such as statistical documents,
projectors, flip charts, whiteboards, and much more. The most common examples of business presentations
are intra-organization and sales presentations.
 These are usually made using a presentation software such as Microsoft PowerPoint.
 A business presentation is a purpose-led summary of key information about your company’s plans, products,
or practices, designed for either internal or external audiences. Project proposals, HR policy presentations,
investors briefings are among the few common types of presentations.
 Business presentations are often done with the aim to educate or train the audience, sell a product or an
idea to them or simply convey or share your vision with them. A business presentation is a great tool that
 will help you attract new investors and customers, or let people know about your business. This slideshow or
demonstration showcases your services, products, and even history. This is usually carried out through
audio/visual material such as televisions, laptops, projectors, and statistical documents.
 Types of business presentation:-
a) Informative presentations: The goal of this business presentation is to provide information and educate the
audience. It may cover the following topics:
Marketing plan; Status reports; Monthly reports; Training.
b) Persuasive presentations: This type of business presentation is commonly presented in the middle and upper
management of companies. The goal of this presentation is to convince people to support a side. Usually,
this presentation begins with a problem and a proposed solution. Then, it is followed by a situation analysis.
This way, you can persuade your audience to favour your solution.
c) Group presentations: The purpose of this type of presentation is to communicate the findings of a team or
group. This presentation may be informal, but as with other types of presentations, it seeks to convince
people to accept new business strategies and findings. These presentations are commonly used in corporate
meetings where senior executives present their desired corporate direction, followed by team members
discussing the topic in detail.
d) Presentation aids: Giving presentations made with programs such as PowerPoint has become the new norm
in business. However, you can still use blackboards, whiteboards, and other channels to capture the
attention of your audience. You can even use both to ensure that your audience remembers the details of
your presentation more.

 Advantages of business presentation:-

a) Flexibility: Flexibility is an important benefit of presentations. You can change content quickly and easily to
incorporate new information or to modify a presentation for different audiences. One can also hold them
fully online if the need arises.
b) Encouraging Consistency: Creating a standard presentation helps to ensure that different people in a
company communicate information in a consistent way. A presentation provides a framework for
communicating information about products, services or companies in a structured way. The presentation
should include bullet points or prompts to remind the presenter to emphasize the most important points.
c) Versatility for Reaching the Audience: Presentations are a versatile communication tool. You can use them in
one-to-one meetings, viewing the content on a laptop or tablet computer. The same presentation can
feature as a core element in a large meeting, using a projector and screen. You can also make presentations
available online for downloading from the Internet or viewing during a Web conference.
d) Helps Create Connections: A business presentation focuses on communication, interaction, and bonding
between you and your audience. It allows you to build a good impression and brand image. This not only
helps you convey messages and convince your audience but also establishes relationships and creates better
connections.
e) Provides Information: A good presentation is highly informative and eye-opening. It’s a great opportunity to
give out nuggets of details, facts, trivia, and statistics-backed data. It provides the listener with information in
the most engaging way, which means that they walk out a better-informed and educated person.
f) Offers Inspiration: The impact a good business presentation can have on an individual is far more than you
can imagine. Since most business presentations involve the use of audio-visual materials, stories or
anecdotes, handouts/pamphlets, or demonstrations, it tends to stick in the minds of the listeners. It keeps
them engaged, offers inspiration, and helps influence their decisions.
• Dis-advantages of business presentation:-
a) May not always engage users: Although you can make engaging PowerPoint presentations that use
multimedia effectively, not all presentations end up that way. Sometimes, the presentations hinder learning
when the slides contain distracting elements or contain only text and narration that viewers tune out.
b) Technical issues: Using PowerPoint can create some headaches when you face compatibility issues,
corrupted files or internet problems. You might also face hard drive problems that cause you to lose your
presentation file if you haven't backed it up, and internet outages make it impossible for users to see your
presentation when you share it online.
c) Potential cost: While Microsoft offers a free basic version of PowerPoint online, you likely need to pay for an
annual subscription if you want to use the desktop and mobile apps and gain access to all features.
d) Lack of flexibility during slideshow presentations: Once you start a slide show, you can't easily make changes
or annotate any slides during the presentation. Instead, you control moving through slides or ending the
presentation. So, you need to ensure your presentation is ready to go beforehand.

Steps to create a presentation:-

Part 1:- Creating a New PowerPoint
1. Open PowerPoint. Click or double-click the PowerPoint app icon, which resembles an orange box with a
white "P" on it. This will open the PowerPoint templates page.
2. Select a template. Click the template that you want to use. Its window will open. If you don't want to use a
template, just click the Blank option in the upper-left side of the page and skip to the next part.
3. Select a theme if possible. Many templates have different colour schemes or themes indicated by coloured
boxes in the lower-right side of the window; clicking one of these boxes will change the colour scheme
and/or theme for your template. Skip this step if your selected template has no themes available.
4. Click Create. It's in the bottom-right corner of the window. Doing so selects your template and creates
your PowerPoint presentation.
Part 2:- Creating the Title Slide
1. Understand how your title slide should appear. Contrary to the rest of your PowerPoint presentation, your
title slide should be completely devoid of content other than the title and subtitle. This is considered a
professional must when creating a PowerPoint.
2. Add a title. Click the large text box in the middle of the first slide, then type in your title. You can change
the font and size of text used from the Home tab that's in the orange ribbon at the top of the window.
3. Add the subtitle. Click the smaller text box below the title box, then type in the subtitle you want to use.
You can also just leave this box blank if you like.
4. Rearrange the title text boxes. Place your mouse cursor over one of the edges of a title box, then click and
drag the box around the slide to reposition it. You can also click and drag in or out one of a text box's corners
to shrink or enlarge the text box.
Part 3:- Adding a New Slide
1. Click the Insert tab. It's at the top of the PowerPoint window. A new toolbar will open near the top of the
window.
2. Click New Slide ▼. It's on the far-left side of the toolbar. Doing so prompts a drop-down menu to appear.
Clicking the white slide-shaped box above this option will result in a new text slide being inserted.
3. Select a type of slide. In the drop-down menu, click one of the following to add it to your presentation:
Title Slide; Title and Content; Section Header; Two Content; Comparison; Title Only; Blank; Content with
Caption; Picture with Caption.
4. Add any other slides that you think you'll need. You can certainly add slides as you go, but adding a few
slides up-front will give you an idea of the layout of the presentation as you progress through it.
5. Reposition your slides as needed. Once you have more than one slide in your PowerPoint presentation,
you can move the slides around by clicking and dragging a slide's preview box up or down on the left-hand
column of the PowerPoint window.
Part 4:- Adding Content to Slides
1. Select a slide. In the left-hand column of slide previews, click the slide that you want to edit. This will open
the slide in the main presentation window.
2. Look for a text box. If you selected a slide that has a text box, you can add text to the slide.
3. Add text to the slide. Click the text box, then type as needed. Text boxes in PowerPoint will automatically
format the bulk of your text for you (e.g., adding bullet points) based on the context of the content itself.
4. Format the slide's text. If necessary, select the text that you want to change, then click the Home tab and
review your text formatting options in the "Font" section of the toolbar.
5. Add photos to the slide. If you want to add a photo to your slide, click the Insert tab, then click Pictures in
the toolbar and select a picture.
6. Rearrange the slide's content. Just like your title slide, you can move items around the slide by clicking and
dragging them. Photos in particular can be enlarged or shrunk by clicking and dragging out or in one of their
corners.
7. Repeat this for each slide in your presentation. Once you've created each of your presentation's slides, you
can proceed to the next part.
Part 5:- Adding Transitions
1. Select a slide. In the left-hand column of the PowerPoint window, click the slide to which you want to
apply a transition.
2. Click the Transitions tab. It's at the top of the PowerPoint window. This will open the Transitions toolbar
near the top of the window.
3. Review the available transitions. Transitions make your slide pop up in an exciting, eye-drawing manner
during your actual presentation; you can see the list of available transitions at the top of the window.
4. Preview a transition. Click a transition at the top of the window to watch it run on your slide.
5. Select a transition to use. Once you decide on a transition, click it to ensure that it is selected. The current
slide will use the selected transition.
6. Add a transition to slide content. You can apply transitions to specific pieces of slide content (e.g., a photo
or a bullet point) by selecting the content, clicking the Animations tab at the top of the window, and
selecting the transition that you want to use there. Slide content will animate in the order in which you
assign transitions. For example, if you animate a photo on the slide and then animate the title, the photo will
appear before the title.
 Part 6:- Testing and Saving Your Presentation
1. Review your PowerPoint. Once you've finished adding the bulk of your PowerPoint presentation's content,
skim through it slide-by-slide to ensure that you haven't left anything out.
2. Click the Slide Show tab. This tab is at the top of the window. Doing so opens the Slide Show toolbar.
3. Click from Beginning. It's in the far-left corner of the toolbar. Your PowerPoint presentation will open in
slide show view.
4. Page through the slide show. You can use the left and right arrow keys to move back and forward through
the presentation. If you need to exit the presentation, press Esc.
5. Make any necessary changes before proceeding. When you're done scrolling through the presentation,
add any details that you forgot, delete any content that you want to remove, and so on.
6. Save your PowerPoint. This will save your presentation as a file which can be opened on any Windows or
Mac computer that has PowerPoint installed:
 Windows - Click File, click Save, double-click This PC, select a save location, enter a name for your
presentation, and click Save.
 Mac - Click File, click Save As..., enter the presentation's name in the "Save As" field, select a save location by
clicking the "Where" box and clicking a folder, and click Save.

How to enhance a presentation:-

i. Start by writing the text in Word: Start in Microsoft Word, not PowerPoint, so you can focus on the words.
In Word, you can clearly see how a presentation develops. You can make sure that your presentation builds
to its rightful conclusion. PowerPoint has a special command for getting headings from a Word file.
ii. When choosing a design, consider the audience: Select a slide design that sets the tone for your
presentation and wins the sympathy of the audience.
iii. Keep it simple: To make sure that PowerPoint doesn’t upstage you, keep it simple. Make use of the
PowerPoint features cautiously. An animation in the right place at the right time can serve a valuable
purpose and grab the audience’s attention. But stuffing a presentation with too many things turns a
presentation into a carnival sideshow and distracts from your message.
iv. Follow the one-slide-per-minute rule: At the very minimum, a slide should stay on-screen for at least one
minute. If you have 15 minutes to speak, you’re allotted no more than 15 slides for your presentation,
according to the rule.
v. Take control from the start: Spend the first minute introducing yourself to the audience without running
PowerPoint (or, if you do run PowerPoint, put a simple slide with your company name or logo onscreen).
Make eye contact with the audience. This way, you establish your credibility.
vi. Make clear what you’re about: In the early going, state very clearly what your presentation is about and
what you intend to prove with your presentation. In other words, state the conclusion at the beginning as
well as the end. This way, your audience knows exactly what you’re driving at and can judge your
presentation according to how well you build your case.
vii. Personalize the presentation: Make the presentation a personal one. Tell the audience what your personal
reason for being there is or why you work for the company you work for. Knowing that you have a personal
stake in the presentation, the audience is more likely to trust you.
viii. Tell a story. Include a story in the presentation. Everybody loves a pertinent and well-delivered story.
Typically, a story illustrates a problem for people and how people solve the problem. Even if your
presentation concerns technology or an abstract subject, make it about people.
ix. Rehearse and then rehearse some more. The better you know your material, the less nervous you will be.
To keep from getting nervous, rehearse your presentation until you know it backward and forward.
Rehearse it out loud. Rehearse it while imagining you’re in the presence of an audience.
x. Use visuals, not only words, to make your point. You really owe it to your audience to take advantage of the
table, chart, diagram, and picture capabilities of PowerPoint. People understand more from words and
pictures than they do from words alone. It’s up to you —not the slides — as the speaker to describe topics
in detail with words.

Transition and its types:-

A transition is a visual effect that happens between each photo, slide, or video clip. For example, a fade
transition can fade in or out of each picture in a slide show. Transitions are basically visual effects that can be
applied to a complete slide rather than individual elements on a slide.
Transitions in PowerPoint refer to the visual effects that are applied when moving from one slide to the next
and can be applied to individual slides, to all slides in a presentation, or to selected slides. Transitions can be
used to add visual interest, highlight key points, or simply to add a professional touch to your presentation
which makes the presentation look and feel better. It does this by allowing you to add transitions to every
single slide or to multiple slides at once.

 Types of Transitions in PowerPoint:-

a) Fade: The fade transition is a simple and subtle effect that gradually fades out the current slide and fades in
the next one. It is a popular transition used for business presentations and can create a professional and
polished look.
b) Push: The push transition is a more dramatic effect that pushes the current slide off-screen while the next
slide is pushed onto the screen from the opposite direction. This transition can add energy and movement to
a presentation, making it ideal for more creative or dynamic presentations.
c) Wipe: The wipe transition is a unique effect that wipes away the current slide to reveal the next slide
underneath. This transition can be used to create a sense of anticipation or to highlight a specific point in the
presentation.
d) Zoom: The zoom transition is a popular effect that zooms in or out of the current slide to reveal the next
slide. This transition can create a dynamic and engaging effect, especially when used with high-quality
images or graphics.
e) Split: The split transition is a modern effect that splits the screen into two parts, with the current slide on
one side and the next slide on the other. This transition can add a unique and creative touch to a
presentation, making it ideal for more artistic or experimental presentations.
f) Cover: The cover transition is a simple effect that covers the current slide with a solid colour or image, which
is then removed to reveal the next slide. This transition can create a sense of continuity or to signal the start
of a new section in the presentation.
g) Uncover: The uncover transition is the opposite of the cover transition, where the next slide is first covered
with a solid colour or image and then revealed by removing the covering layer. This transition can be used to
create a sense of surprise or to highlight a specific point in the presentation.

Animation:-
 The Animation pane allows you to look at and manage all the effects that are on the present slide. You can
modify and reorder effects directly from the Animation pane, which is particularly useful once you have
several effects. It provides smooth visual transitions between different states of your presentation by moving
objects in place or around the slide canvas.
 The main idea of using animations is not just to make content interactive and entertaining, but also to draw
viewers’ attention to the key points and therefore express ideas in a more memorable way. PowerPoint has a
toolbar called Animation Pane that gives you total control over the animations on a slide. This makes creating
sophisticated effects very easy with only a few clicks.
 Steps:-
Step 1: From the Animations tab, click the Animation Pane command.
Step 2: The Animation pane will open on the proper side of the window. It will show all the effects for the
present slide in the order they will appear.

 Steps for preview effects from the Animation pane:-

Step 1: From the Animation pane, click the Play button.
Step 2: The effects for the present slide will play. On the side of the Animation pane, you’ll be able to see a
timeline that shows the progress through each effect.

 Effect options dialog box: From the Animation pane, you’ll access the Effect Options dialog box, which
contains more advanced options you’ll use to fine-tune your animations. Steps to open the Effect Options
dialog box:
Step 1: Click on the Animation pane then, select an effect. A drop-down arrow will appear next to the effect.
Step 2: Click the drop-down arrow, and choose Effect Options. The Effect Options dialog box will appear.
Step 3: From here, we can add various enhancements to the effect.
Sound: This will add a sound effect to the animation.
After animation: This changes the colour after the animation is over.
Animate text: If you’re animating text, you’ll prefer to animate it all at once, one word at a time, or one letter
at a time.

 To change the effect timing:-

Step 1: From the Effect Options dialog box, select the Timing tab.
Step 2: From here, you’ll add a delay before the effect starts, change the duration of the effect, and control
whether the effect repeats.