Microsoft Powerpoint Lesson: Essential Skills for Effective Presentations

Lesson Overview

• Learning Objectives
• Introduction
• What Is Microsoft Powerpoint?
• What Is the Purpose of Powerpoint?
• What Are the Main Features of Powerpoint?
• How Do You Create Interactive Slides
• What Are Some Useful Shortcuts and Advanced Tools?
• How Can You Troubleshoot Common Issues
• Conclusion

Learning Objectives

1. Identify what Microsoft PowerPoint is and its main purpose.
2. Learn how to create a new presentation and choose appropriate templates.
3. Master the skills to add, organize, and format slides effectively.
4. Discover how to insert and format text, images, videos, audio, charts, and graphs.
5. Explore advanced features, shortcuts, and troubleshooting common issues in PowerPoint.

Introduction

"Every great story starts with a single slide." That's the magic of Microsoft PowerPoint. Whether you're using Microsoft PowerPoint Online to collaborate in real-time, the powerful desktop application for creating detailed presentations, or the Microsoft PowerPoint Viewer to share your work with anyone, this tool transforms ideas into visual masterpieces. This magical tool turns one's simple ideas into stunning visual stories. The slides filled with images, videos, and animations, is a way to make one's voices heard. Microsoft PowerPoint isn't just software; it's your gateway to delivering impactful and unforgettable presentations.

What Is Microsoft Powerpoint?

Microsoft PowerPoint is a computer program that helps you create slideshows. A slideshow is a collection of slides that show information, pictures, videos, and more. You can use PowerPoint to make presentations for school projects, business meetings, or any event where you want to share ideas with a group of people. PowerPoint makes it easy to put together your information in a clear and attractive way. You can add text, images, videos, and animations to your slides, making your presentation interesting and engaging.

What Is the Purpose of Powerpoint?

The purpose of PowerPoint is to help you create and deliver presentations. Here are some key purposes

1. Share Information
   PowerPoint helps you organize your information so that it's easy to understand. You can use bullet points, charts, and diagrams to make your ideas clear.
   
2. Engage Your Audience
   With PowerPoint, you can add pictures, videos, and animations to keep your audience interested. This makes your presentation more enjoyable to watch.
   
3. Support Your Speech
   When you are speaking in front of people, PowerPoint slides can help you stay on track. They remind you of the main points you want to talk about and help your audience follow along.
   
4. Collaborate with Others
   PowerPoint Online allows you to work with other people on the same presentation, even if you are in different places. This is great for group projects and teamwork.

What Are the Main Features of Powerpoint?

Microsoft PowerPoint has many features that make it a powerful tool for creating presentations. Here are some of the main features

1. Slides
   Each slide is like a page in your presentation. You can add text, images, and other content to each slide. You can also change the layout and design to make your slides look good.
   
2. Templates
   PowerPoint offers many pre-designed templates. Templates are ready-made designs that you can use to start your presentation quickly. They include different backgrounds, fonts, and layouts.
   
3. Text and Formatting Tools
   You can add text to your slides and format it using different fonts, colors, and sizes. You can also add effects like bold, italics, and underlining to make your text stand out.
   
4. Images and Videos
   You can insert images and videos into your slides to make them more interesting. PowerPoint allows you to resize and move these images and videos wherever you want on the slide.
   
5. Animations and Transitions
   Animations are effects that make objects move on your slide. Transitions are effects that happen when you move from one slide to the next. Both of these features make your presentation more dynamic and engaging.
   
6. Charts and Graphs
   You can add charts and graphs to your slides to present data clearly. PowerPoint provides different types of charts like bar charts, pie charts, and line graphs.
   
7. Notes
   You can add notes to each slide to help you remember what to say during your presentation. These notes are not visible to your audience, but they can be very helpful for you.
   
8. Collaboration Tools
   With PowerPoint Online, multiple people can work on the same presentation at the same time. You can see changes made by others in real-time and leave comments.

How Do You Create a New Presentation

Creating a new presentation in Microsoft PowerPoint is simple and fun. Here are the steps to get you started

1. Open PowerPoint
   First, open Microsoft PowerPoint on your computer. If you are using PowerPoint Online, go to the weblink (https://www.microsoft.com/en-in/microsoft-365/powerpoint) and sign in with your account.
   
2. Start a New Presentation
   When you open PowerPoint, you will see an option to start a new presentation. Click on "Blank Presentation" to create a new presentation from scratch. This gives you a blank slide to start with.
   
3. Add a Title
   On the first slide, you can add a title for your presentation. Click on the text box that says "Click to add title" and type your title. You can also add a subtitle if you like by clicking on the "Click to add subtitle" box.

How Do You Choose a Template

Templates make your presentation look professional and save you time. Here's how to choose one:

1. Open Template Options
   When you open PowerPoint, you will see different templates to choose from in the design section. Templates are pre-designed slides that give your presentation a specific look and feel.

2. Select a Template
   Click on a template that you like. When you click on it, you will see a preview of what the slides will look like. If you like the design then select it and start your presentation with that template.

3. Customize Your Template
   After selecting a template, you can still change the colors, fonts, and effects to fit your needs. To change the theme, go to the "Design" tab at the top of the screen. Here, you can select different colors and fonts to customize your presentation.

How Do You Add a New Slide

1. Open Your Presentation
   Start by opening your PowerPoint presentation where you want to add new slides.
   
2. Go to the Home Tab
   At the top of the screen, click on the "Home" tab. This tab contains many of the tools you will need to add and manage slides.

3. Click on New Slide
   In the "Slides" group, you will see a button labeled "New Slide." Click on this button to add a new slide to your presentation.

4. Choose a Layout
   When you click "New Slide," a menu will appear with different slide layouts. Layouts determine where text, images, and other content will go on the slide. Click on the layout that best fits your needs. If you just click "New Slide" without choosing a layout, PowerPoint will add a default slide.

5. Add Content
   Once your new slide is added, you can start adding content like text, images, and videos. Click on the text boxes or other placeholders to start typing or adding media.

How Do You Organize Slides

1. View Your Slides
   To see all your slides, click on the "View" tab at the top of the screen and select "Slide Sorter." This view shows all your slides in a grid, making it easy to see the order and flow of your presentation. 

2. Reorder Slides
   In the Slide Sorter view, you can click and drag slides to change their order. Simply click on a slide, hold down the mouse button, and drag it to the desired position. Let go of the mouse button to place the slide in its new position.

3. Group Related Slides
   If you have multiple slides on the same topic, you can group them together. This helps keep your presentation organized and easy to follow. Arrange these slides next to each other by dragging them into position. 

4. Delete Unwanted Slides
   If you have slides that you no longer need, you can delete them. In the Slide Sorter view or the normal view on the left-hand side, right-click on the slide you want to delete and select "Delete Slide."

5. Add Sections
   For longer presentations, you can add sections to organize your slides into different parts. To add a section, right-click between two slides in the Slide Sorter view and select "Add Section." You can name the section to help keep track of different parts of your presentation.
   
6. Use Slide Numbers
   Adding slide numbers can help you and your audience keep track of where you are in the presentation. To add slide numbers, go to the "Insert" tab and click on "Slide Number." Check the box for "Slide Number" and click "Apply to All" to add numbers to all your slides.

How Do You Add and Format Text

1. Add Text to Slides
   • Click on a Text Box: When you add a new slide, you will usually see text boxes that say "Click to add title" or "Click to add text." Click inside these boxes to start typing.
   • Insert a New Text Box: If your slide doesn't have a text box where you want one, you can add it. Go to the "Insert" tab at the top of the screen and click "Text Box." Click and drag on your slide to draw the text box where you want it.

2. Format Text
   • Select the Text: Click and drag to highlight the text you want to format.
   • Use the Home Tab: In the "Home" tab, you will find various tools to format your text. Here are some key options:
     • Font: Change the style of your text by selecting a different font from the drop-down menu.
     • Size: Adjust the size of your text by choosing a number from the font size menu.
     • Bold, Italics, and Underline: Make your text bold, italicized, or underlined by clicking the "B," "I," or "U" buttons.
     • Color: Change the color of your text by clicking the "Font Color" button and selecting a new color.
     • Alignment: Align your text to the left, center, or right of the text box by clicking the alignment buttons.
     • Bullet Points and Numbering: Organize your text with bullet points or numbers by clicking the bullet or numbering buttons.

Take This Quiz

Microsoft PowerPoint Exam Quiz!

How Do You Insert Images and Videos

1. Insert Images
   • Open Your Slide: Go to the slide where you want to add an image.
   • Go to the Insert Tab: Click on the "Insert" tab at the top of the screen.
   • Click on Pictures: In the "Images" group, click "Pictures." You have two main options:
     • This Device: Click this if you want to add a picture from your computer. A window will open, allowing you to browse and select the image you want.
     • Online Pictures: Click this if you want to search for pictures online. You can search for images using keywords and select the one you want to insert.
   • Insert the Image: Once you've selected your image, click "Insert." The image will appear on your slide. You can click and drag the corners of the image to resize it or drag it to move it around.
     
2. Insert Videos
   • Open Your Slide: Go to the slide where you want to add a video.
   • Go to the Insert Tab: Click on the "Insert" tab at the top of the screen.
   • Click on Video: In the "Media" group, click "Video." You have two main options:
     • This Device: Click this if you want to add a video from your computer. A window will open, allowing you to browse and select the video you want.
     • Online Video: Click this if you want to insert a video from the internet, like from YouTube. You can paste the video link or search for videos online.
   • Insert the Video: Once you've selected your video, click "Insert." The video will appear on your slide. You can resize and move it just like an image.

How Do You Add Audio, Transitions and Animations

1. Add Audio
   • Open Your Slide: Go to the slide where you want to add audio.
   • Go to the Insert Tab: Click on the "Insert" tab at the top of the screen.
   • Click on Audio: In the "Media" group, click "Audio." You have two main options:
     • Audio on My PC: Click this if you want to add an audio file from your computer. A window will open, allowing you to browse and select the audio file you want.
     • Record Audio: Click this if you want to record your own audio. A new window will open where you can name your audio and start recording by clicking the red "Record" button.
   • Insert the Audio: Once you've selected or recorded your audio, click "Insert." An audio icon will appear on your slide. You can move the icon to any place on the slide. Click on the icon to play the audio during your presentation.

2. Add Animations
   • Select the Object: Click on the text, image, or other object that you want to animate.
   • Go to the Animations Tab: Click on the "Animations" tab at the top of the screen.
   • Choose an Animation: In the "Animation" group, you will see various animation effects. Click on one to apply it to your selected object. Common animations include "Fade," "Appear," "Fly In," and "Zoom."
   • Customize the Animation: You can customize the animation by clicking on "Animation Pane" in the same tab. This opens a pane on the right side where you can adjust the timing, order, and other settings of your animations.
   • Add Multiple Animations: If you want to add more than one animation to the same object, select the object, go to the "Animations" tab, and click on "Add Animation." Choose another effect from the list.

3. Applying Transitions

• Select a Slide: Click on the slide where you want to add a transition.
• Go to the Transitions Tab: Click on the "Transitions" tab at the top of the screen.
• Choose a Transition: In the "Transition to This Slide" group, click on a transition effect to apply it. You can see a preview of the transition.

4. Customize the Transition
   • Effect Options: Click "Effect Options" to customize how the transition occurs. Options vary depending on the transition selected.
   • Duration: In the "Timing" group, adjust the "Duration" to make the transition faster or slower.
   • Advance Slide: Choose whether the slide advances On Mouse Click or After a specified number of seconds.

How Do You Insert Charts and Graphs

1. Open Your Slide
   Go to the slide where you want to insert a chart or graph.
   
2. Go to the Insert Tab
   Click on the "Insert" tab at the top of the screen.
   
3. Click on Chart
   In the "Illustrations" group, click on the "Chart" button. A new window will open with different chart types.

4. Choose a Chart Type
   In the window, you will see various types of charts such as Column, Line, Pie, Bar, Area, and more. Click on the type of chart you want to use.
   For example
   • Column Chart: Good for comparing values across categories.
   • Line Chart: Useful for showing trends over time.
   • Pie Chart: Best for showing proportions of a whole.
   • Bar Chart: Similar to column charts but horizontal.
   • Area Chart: Shows quantities over time, similar to line charts but filled with color.
   • Scatter Chart: Great for showing relationships between two variables.

5. Insert the Chart
   After selecting the chart type, click "OK." A default chart will be inserted into your slide along with an Excel spreadsheet window where you can input your data.

6. Input Your Data
   In the Excel window, you can replace the default data with your own.
   • Enter Data: Click on a cell in the spreadsheet to enter your data. For example, if you are making a column chart, you can enter different categories in the first row and the corresponding values in the second row.
   • Resize the Data Range: If you need more rows or columns, click and drag the blue outline in the Excel window to include more cells.
   • Close the Excel Window: Once you've entered your data, close the Excel window by clicking the "X" at the top right corner. Your chart in PowerPoint will automatically update to reflect the new data.

7. Format the Chart
   After inserting the chart, you can customize its appearance.
   • Chart Tools: Click on the chart to see the "Chart tools" tab at the top of the screen, which includes "Design" and "Format" tabs.
   • Change Colors and Styles: In the "Design" tab, you can change the chart style and colors. Click on "Change Colors" to select different color schemes. You can also choose from various chart styles in the "Chart Styles" group.
   • Edit Data: If you need to edit the data later, click on "Edit Data" in the "Design" tab to reopen the Excel window.

8. Resize and Move the Chart
   Click and drag the corners of the chart to resize it. You can also click and drag the chart to move it to a different position on the slide.

How Do You Review Your Presentation

Reviewing Your Presentation

1. Check Content
   Go through each slide to ensure that all content is correct, complete, and logically ordered.
2. Proofread
   Check for spelling and grammar errors by clicking on the "Review" tab and selecting "Spelling."

3. View Slide Show
   Click on the "Slide Show" tab and select "From Beginning" or "From Current Slide" to run through your presentation from start to finish. This helps you see how your slides and transitions work together.

How Do You Save and Share Your Presentation

1. Saving Your Presentation
   • File Tab: Click on the "File" tab at the top of the screen.
   • Save or Save As:
     • Save: Click "Save" to save your presentation with its current name and location.
     • Save As: Click "Save As" to save your presentation with a new name or location. Choose where you want to save your file, such as on your computer or OneDrive.
   • File Format: Choose the format for saving your file. The default is PowerPoint Presentation (.pptx), but you can choose other formats like PDF or older PowerPoint formats (.ppt).
     
2. Sharing Your Presentation
   • Email
     • File Tab: Click on the "File" tab.
     • Share: Select "save and share" from the menu.
     • Email: Click "Email" to send your presentation as an attachment. Choose "Send as Attachment" or "Send as PDF."
   • OneDrive
     • Save to OneDrive: Save your presentation to OneDrive for easy sharing.
     • Share Link: After saving, click "Share" and choose "Get a Link" to copy a sharing link.
   • Export as PDF
     • File Tab: Click on the "File" tab.
     • Export: Select "Export" from the menu.
     • Create PDF: Choose "Create PDF/XPS Document" and click "Create PDF/XPS." Follow the prompts to save your presentation as a PDF.
   • Present Online
     • File Tab: Click on the "File" tab.
     • Share: Select "Share" from the menu.
     • Present Online: Click "Present Online" to share your presentation live over the internet. Follow the instructions to start the online presentation.

What Are Advanced Features in Powerpoint?

PowerPoint offers a range of advanced features to enhance your presentations:

1. SmartArt
   • Visual Diagrams: Use SmartArt from the "Insert" tab to create diagrams and charts that visually represent information and concepts.

2. Slide Master
   • Consistent Formatting: Use the Slide Master to create a consistent look and feel across all slides. Customize layouts, fonts, and colors in one place.
3. Custom Animations
   • Advanced Animations: Create custom animation paths and sequences to add complex movements and effects to slide elements.
4. Advanced Chart Tools
   • Data Visualization: Use advanced chart tools to create detailed and interactive charts, such as PivotCharts and linked Excel charts.
5. Morph Transition
   • Smooth Transitions: The Morph transition allows for seamless movement and transformation of elements between slides, creating a dynamic effect.
6. Hyperlinks and Action Buttons
   • Interactive Slides: Add hyperlinks to navigate to other slides, websites, or documents. Use action buttons to trigger specific actions during the presentation.

7. Recording and Narration
   • Voiceover and Timings: Record voiceover narration and slide timings to create self-running presentations or for sharing recorded slideshows.
8. Collaborative Tools
   • Real-Time Collaboration: Work on presentations with others simultaneously using co-authoring features. Comments and changes are updated in real-time.
9. Embedding Media
   • Interactive Media: Embed videos, audio files, and other media directly into your slides for a more engaging presentation.
10. Add-ins and Extensions
    • Enhanced Functionality: Use PowerPoint add-ins and extensions to enhance functionality, such as Poll Everywhere for audience interaction or Grammarly for spelling and grammar checks.

How Do You Create Interactive Slides

Creating interactive slides in PowerPoint can make your presentation more engaging. Here are some ways to add interactivity:

1. Hyperlinks
   • Link to Slides: Highlight text or an object, right-click, and choose "Hyperlink." Select "Place in This Document" to link to another slide within your presentation.
   • Link to Websites: Follow the same steps and choose "Existing File or Web Page" to link to a website.
     
2. Action Buttons
   • Insert Action Buttons: Go to the "Insert" tab, click on "Shapes," and select an action button from the "Action Buttons" section.
   • Set Actions: After placing the button on your slide, a dialog box will appear where you can set what the button does, such as going to a specific slide, playing a sound, or running a program.
     
3. Triggers
   • Set Triggers: Click on an object, go to the "Animations" tab, and click on "Trigger." Set the trigger to start an animation or action when you click on an object.
     
4. Interactive Forms
   • Add Forms: Use text boxes, check boxes, and buttons to create forms within your slides. These can be linked with macros for advanced interactions (requires some VBA knowledge).
     
5. Quizzes and Polls
   • Create Quizzes: Use shapes, text boxes, and hyperlinks to create quiz questions with clickable answers that navigate to "Correct" or "Incorrect" slides.
   • Poll Everywhere: Use add-ins like Poll Everywhere to insert live polls and quizzes into your slides.
     
6. Zoom for PowerPoint
   • Create Summary Zoom: Go to the "Insert" tab, click "Zoom," and select "Summary Zoom" to create a clickable summary slide that navigates to different sections.
   • Section Zoom: Use "Section Zoom" to create a link to a specific section of your presentation.

What Are Some Useful Shortcuts and Advanced Tools?

1. Useful Shortcuts
   • Ctrl + N: Create a new presentation.
   • Ctrl + O: Open an existing presentation.
   • Ctrl + S: Save the current presentation.
   • F5: Start the slideshow from the beginning.
   • Shift + F5: Start the slideshow from the current slide.
   • Ctrl + M: Insert a new slide.
   • Ctrl + D: Duplicate the selected slide.
   • Ctrl + Shift + > / <: Increase or decrease the font size.
   • Ctrl + G: Group selected objects.
   • Ctrl + Shift + G: Ungroup selected objects.
   • Ctrl + K: Insert a hyperlink.
   • Ctrl + P: Start drawing with the pen tool during a slideshow.
   • Ctrl + E: Align text center.
   • Ctrl + L: Align text left.
   • Ctrl + R: Align text right.
     
2. Advanced Tools
   • Design Ideas: Use the "Design Ideas" feature under the "Design" tab to automatically generate layout suggestions for your slides.
   • Slide Master: Access the Slide Master from the "View" tab to create and edit templates for consistent slide design.
   • Animation Pane: Use the Animation Pane under the "Animations" tab to control the timing and order of animations.
   • Merge Shapes: Combine shapes into complex designs using the "Merge Shapes" tool under the "Format" tab.
   • Dictate: Use the "Dictate" feature under the "Home" tab to convert your speech to text.

How Can You Troubleshoot Common Issues

1. File Won't Open
   • Check Compatibility: Ensure you are using a compatible version of PowerPoint. Older versions may not open newer file formats.
   • Repair File: Go to "File" > "Open" > "Browse," select the file, click the arrow next to "Open," and choose "Open and Repair."
     
2. Corrupted File
   • Recover Unsaved File: Go to "File" > "Open" > "Recover Unsaved Presentations."
   • Insert Slides into a New File: Create a new presentation and try inserting slides from the corrupted file by going to "Home" > "New Slide" > "Reuse Slides."
     
3. Slow Performance
   • Reduce File Size: Compress images, delete unnecessary slides, and remove unused master slides.
   • Disable Add-ins: Go to "File" > "Options" > "Add-ins" and disable unnecessary add-ins.
     
4. Missing Fonts
   • Embed Fonts: Go to "File" > "Options" > "Save," and check "Embed fonts in the file."
   • Install Fonts: Ensure all necessary fonts are installed on your computer.
     
5. Audio/Video Issues
   • Compatibility: Ensure audio and video files are in a compatible format (e.g., .mp4, .mp3).
   • Link vs. Embed: Embed media files directly into the presentation rather than linking to avoid broken links.
     
6. Slides Don't Advance Automatically
   • Set Timings: Go to the "Transitions" tab and set the timing for each slide.
   • Check Animations: Ensure animations are set to "After Previous" or "With Previous" rather than "On Click."

Take This Quiz

PowerPoint Quiz: How Much You Know About MS PowerPoint?

Conclusion

Congratulations on completing this lesson on Microsoft PowerPoint! You've learned how to use Microsoft PowerPoint Online, the Microsoft PowerPoint Viewer, and the full Microsoft PowerPoint application to create stunning presentations. From adding and organizing slides to inserting multimedia and using advanced features, you now have the tools to make your ideas stand out.

Think of PowerPoint as your creative canvas. Whether you're presenting a school project, a business plan, or a fun slideshow for friends and family, PowerPoint helps you communicate your ideas clearly and effectively. Remember, "Creativity is intelligence having fun." Use your new skills to explore and experiment with different features.

As you continue to practice, you'll discover even more ways to make your presentations engaging and interactive. Keep exploring, keep creating, and remember that the power to share your ideas is now at your fingertips with Microsoft PowerPoint.