ARRANGE SHAPES/IMAGE Power point

 

ARRANGE SHAPES/IMAGE

Power point supports multiple content types and invariably different contents will coexist in  a slide while it would be ideal to have each content stand out separately there are times when you cannot do that or when overlapping of content is desirable. In such cases it is important on top of which are,

Power point has arrangement features to help archive this goal. While working with arrangement features you must think of each content as a separate layer and that these layers are laid over one another. To arrange the content you must basically play with these layers.

Given below are the steps to arrange contents on a presentation slide,

Step 1)Select one of the contents and go the arrange group under format ribbon

Step 2) Click on selection pane to open the selection and visibility side bar.

Step 3)Select of the rows in the side bar to highlight the corresponding content in the slide.

Step 4) Use the reordering arrows in the side bar to move the content layer up or down. ward

Step 5) Click on the eye next to each content in the side bar to goggle it’s visibility on the slide.

Instead of using the selection pane option you can also right click on the content to cover it up or down. When you right click besides moving the layers by one step at a time using bring forward or send backward you can also move the content directly to the top or bottom using bring to front or send to back respectively.

x) GROUP/UNGROUP OBJECTS

While working with PowerPoint there could be a need to carry out set of actions ona bunch of objects. Power point allows you to group objects within a slide and apply the same action on all of the simultaneously This feature in power point is called grouping.

Given below are the steps to group and un group objects

1) Select a set of shapes or objects together. To select them press the ctrl key and select each object individually. If they are together you can also click and drag the cursor to select them, however with the click and drag everything that falls within the selected are will be selected..

Step 2) Go to arrange Group under format ribbon

Step 3) Click on Group under Group menu item this will group the objects and shape into a single objects.

Step 4) Apply the common change you want to make to these objects.

Step 5)Even thou the objects are grouped you can still edit them individually if you need to

Step 6)If you want to know edit the shape or objects individually go back Group menu item and select ungroup.

Step 7)After making changes, if you want to regroup the objects as per original grouping you select one of the objects and use the regroup option under the Group Menu.

xi) ADDING AUDIO AND VIDEO

Power point supports multimedia in the slides you can add audio or video clips to the  slides which can be played during presentation.

Given below are the steps to adding audio or video file to the slides

Step 1)Go to the media group under the insert ribbon

Step 2)To insert video file select Video as media type and video from file to insert a video from your computer or hard drive.

Step 3)In the insert video dialog ,browse for a video file and click insert.

Step 4)Video file is added to the slide

Step 5)To insert audio file select Audio as media type and audio from file to insert and audio from your computer or hard drive.

Step 6)In the insert Audio dialog browse for an audio file click insert

Step 7)Audio file is added to the slide.

xii)ADD AND FORMAT TABLES

One of the most powerful data representation techniques is the use of table. Tables allow information to be segregated making them easy to read. PowerPoint has features that let you add tables in slides and also format them to enhance their visual effects. What is more these tables are also compatible with Microsoft excel so you can basically take a spreadsheet or section of spreadsheet and paste it into a slide as table.

Given below are the steps to add a table in power point

Step 1) Go to tables group under insert ribbon

Step 2) Click on the drop down and select your table dimension from matrix

Step 5)If you require more than columns or 8 rows click on insert table to open table the insert table dialog where you can specify the column and row count.

Power point table is a simple table that does not support the mathematical features of an excel spread sheet. If you want to carry out some calculations you can insert an excel spread sheet instead of a regular table by choosing the power point.

This will insert the spread sheet in the slide and as long as the spreadsheet is selected the ribbon at the top would be changed to ribbon instead of power point one.

The PowerPoint table formatting features have been grouped under two ribbons, designs and format. The sections below discuss the features under each ribbon. To access these ribbons you must select the table first.

TABLE DESIGN FEATURES

Features	Sub features	Description
Table style options	Header row	Add a different shed to the first row to distinguish
	Total row	Add different shades to last row to distinguish it
	Banded row	Shades alternate rows in the table with  the same color
	First column	Add a different shade to the first column to distinguish it.
	Last column	Add a different shade to the last row distinguish it.
	Banded column	Shades alternate columns in the table with the same color.
Table styles	Shading	Offers different shades to be added to selected table, row/column/cell
		You can pick from solid shade texture, Image or gradient
Word Art style	Text effect	Allows you to add special effects(like reflection shadow etc)to the within the table
Draw borders	Draw table	Allows you to add  up to the end rows columns or existing table, split existing rows columns or cells and draw brand new tables

 

TABLE FORMAT FEATURES

The table below describes various table format features in the power point

 

 

 

FEATURE TABLE                           select

                                                        View

                                                      Delete

                                             Insert above

                                                    Insert below

                                           Insert right

                                              Inset left

 

Cell size                                            distribute rows

                                                        Distribute column

                                                      Height

Arrange                                          send backward

                                                        Selection pane

                                                    Align

                                                      Bring forward

 

Table size                                           Width

                                                        Lock aspect ration

 

Table size                                           Vertical alignment

                                                        Horizontal alignment

                   Merge                            Merge

                                                        Split cells

XII) ADD/FORMAT CHARTS

Charts are effective way of representing data. Long list of confusing numbers can instantly become trends which can be spotted when they are captured as charts. Power point supports additional and formatting of charts.

Given below are the steps to add a chart of power point.

Step 1)Go to illustration group  under insert ribbon.

Step 2) Click on the chart option to open insert chart dialog. You can choose the chart category and pick individual charts types from the list.

Step 3)Select the chart  type  and click Ok  or double on the chart type to insert the chart in the slide.

Step 4)Along with the chart  an Excel spread sheet is also launched. This spread sheet is the source for your chart. You can change the category names scenes names and individual values to suit your needs.

 

As you edit the values and the table in Excel the chart gets modified accordingly.

The power point chart formatting features have been  grouped under the three ribbons. Design layout and Format. The section below discuss the features under each ribbon. To acess these ribbons you must select the chart first.

 

 

CHART DESIGNS FEATURES

The table below describes various chart design features in power point

Features	Sub type	Description
Type	Change chart type	Change the chart type retaining the same date.
	Save as template	Save current chart type as a template
	Switch power/column	Transpose current excel data, this is enable when  you have the source data excel sheet open.
Data	Select data	Change the data range covered in the chart.
	Edit data	Change the chart source data
	Refresh data	Refresh the chart to show the latest data
Chart Layouts	Chart layout	Offers list of pre defined layouts which can be instantly applied to current charts with a single click
Charts styles	Charts styles	Offers list of pre defined styles which can be instantly applied to current chart with a single click

 

CHART LAYOUT FEATURES

The table below describes various chart of layout features in power point

Features	Sub features	Description
Current selection	Drop down	Shows the currently selected chart element
Insert	Format selection	Show the selection format dialog to up date the selection
	Picture shape, text box chart title and axis title	Adds shape ,text box chart title axis title the slide of power point
Labels	Legends, data labels, data table.	Define the visibility, position add format of the date table.
Axes	Axes gridlines plot area	Define the visibility and the scale axes.
Background	Chart wall, chart floor	Toggle the chart wall available on 3D charts Toggle the floor wall available on 3D chart and toggle to chart 3D rotation available on 3D

 

CHART FORMAT FEATURES

The table describes various format features in power point

Features	Sub features	Description
Current selection	Drop down format selection Reset match style shape fill	Show the currently selected chart elements
Word art styles	Text effects, quick styles bring forward  send backward	Allow you to add special effects like reflection shadows etc.
Shape styles	Border, effects text fill text outline	Offers different options for the selected chart series items.
Arrange	Pane selection, align Group	Toggle the selection and visibility side back
Size	Height and width	Allow you to adjust the chart height and chart width

 

 

 

Xiv) ADD AND FORMAT SMART ART

Power point offers unique features called Smart Art which allows users to add text to predefined art designs. The advantage which smart Art although each component of the smart Art can be edited individually you can also modify the smart Art as a whole retaining the settings on each individual component.

Given below are the steps to add a Smart Art to power point.

Step 1)Go to illustrations group under insert ribbon

Step 2) Click on the  Smart common to open choose a smart Art graphic dialog. You can choose the smart AA category and pick individual smart types from the list. You get also a preview and a short description of the graphic in the preview section

Step 3)Select smart type and click Ok or double click on the smart Art type to insert the graphic in the slide.

Step 4) The graphic inserted in the slide along with a text pane where you can enter/modify the smart Art text.

Step 5) Add the necessary details and close the text pane to complete the Smart insertion.

The power point Smart formatting features have been grouped under two ribbons. Design an format the sections below discuss the features under each ribbon. To access these ribbons you must select the smart Art first.

Smart Art design features diagram showing the smart design features.

Smart format features diagram showing the smart Art Format features.

ADD AND PREVIEW ANIMATIONS

PowerPoint offers animation support which h can used effectively add some motion a monotous presentation and make  it more interesting. Animation can be applied to any object  on the slide and the motion can be automated timed or rtigger.

Given below are the steps to add  and view animations in the slide

Step 1)Go to the animation ribbon and click on animation pane to  display the animation sidebar.

Step 2)Select one of the objects in the slide and click on add animation Menu option.

Step 3) Choose from one of the animation options

Entrance will cause the object to appear in the screen.

Emphasis will cause the object to emphasis without appearing or leaving the screen

Exit will cause the object to disappear from the screen.

Step 4)Once you add the animation for an  object it would show up in the animation pane.

Step 5)By default all the animation initiated by click but you  change this .To change the trigger right on the animation object on the pane an choose an altenate trigger.

Step 6)From the timing section you can also manipulate the animation timing.

Step 70To preview the animation setting just click play on the animation pane.

xvi)ADD PREVIEW TRANSTIONS

Power point supports transition features which allow you to specify how should the slides transition during the slide show.

Given are the steps to add and preview slide transitions.

Step 1) Select  the slide to which you want to apply the transition

Step 2) Go to Transition scheme under transitions ribbons.

Step3) Select one of the transition scheme from the list available. PowerPoint will instantly show you a preview of the scheme. If you are not satisfied you can pick an alienate scheme. The last selected scheme will apply to the slide.

Step 4)You change the effects on the selected transition scheme from the effect options menu.Every scheme has a unique set of effect options.

Step 50You can also modify the transition timing setting section.

Step 6)To preview the slide  transition click on the preview

SHARING PRESENTAION

i)CREATE A PAF FILE

Although PowerPoint is used to create  presentations it supports various file type when it comes to saving the content. With a host of operating system  and office versions  available in the market,using a pdf file type can be a great way of ensuring everyone see slide

Given below are the steps to save a presentation as a pdf file.

Step 4)Go to the backstage view under the file tab

Step 2)Click on save to open the save as dialog

Step 3)Select the file type as PDF from the list of supported file type.

Step 4)Add a proper name to the file and click save.

Step 5)The Pdf file is created in the specified

ii)CREATE A VIDEO FILE

PowerPoint allows presentations to saved as video files that  can be posted on Video sharing platform like you tube or just played on any other media.

Step 1)Go to backstage view under the file Tab

Step 2)Click on save as to open save as dialog

Step 3)Select the file types as WMV from the list of supported file types

Step 4)Add a proper name to the  file and click save

Step 5)The video creation is not an instant like other file type as power point needs create the video file. You can track the progress of video creation at the bottom of your presentation window.

Step 6)Once the creation is complete the video is created in  the s[pecified location

iii)CREATE IMAGE FILE POWERPOINT

Among the many file types powerpoint supports are  a set extensions for image files.The image file extensions supported by powerpoint include JPEG(jpg)Gif (GIF) TIFF(tiff)  and bitmap (bmp)

Given below are the steps to save a presentation as an image file

Step 1)Go to the backstage view under the file tab

Step 2)Click  As to open the Save As dialog

Step 3)Select one the image file types  from the list of supported file type.

Step 4) Add a proper name to the file and click Save.

Step 5) Microsoft PowerPoint dialog will pop up asking if you need just the selected slide entire presentations make your selection.

The respective image file is created in the specified.

If you select a single image the image file is created at the specified location, if you select  the entire presentation then PowerPoint will create a folder with the same name as presentation file at the specified location. Every slide in the presentation will be converted into individual image files and stored under this folder.

Iv) PRINTING PRESENTATION IN POWERPOINT

It is sometimes necessary that you share your slide with your audience in printed format before you begin presenting them so they can take notes these are other times when you want to give your audience handouts with additional notes. To do this PowerPoint supports various kinds of printing options

To print slides you must go to the back stage view under file tab click on print menu.

The table below describes various printing options available in PowerPoint

 

Main settings	Options	Descriptions
Printing slides	Print all slides	Print all slide in  the presentations
	Print selection	Print just the selected object
	Print current slide	Print just the selected slide
	Custom range	Define the slide you want printed
	Slide	Thus is the same as a custom range.
	Full  page slide	One slide per page
	Notes page	Slide and roles for  every slide printed one below another one slide per page
Print Layout	Outline	Print slide outline OR 2 OR 3 or 4 or 6 or 9 slides per page Align vertically or horizontally
	Handouts	When you  print handouts with  3slides you get  the slide and the notes printed next to each other.
Collocation	Collating options	Print slides  in sequence or multiple copies of each slide one after another
Printing color		Select  color, grayscale or black and white printing options. Although you can select any color settings, the output would depend on the kind of printer you use. Anon color [printed cannot print color slides.

 

V) BROAD CAST SLIDE SHOW IN POWER POINT

Power point offers users to broad cast their presentations on the internet to worldwide audience ,Microsoft offers the free broadcast slideshow service all you need to do is share the link with your audience and they can watch the presentation from anywhere. There is no special setup or charges required to do this all you need is window live account.

Given below are the steps to broadcast your presentation

Step 1)Go to the backstage view under the file tab

Step 2)Click on save and send select broadcast slideshow option and click on the broadcast slideshow button

Step 3)In the Broadcast slideshow dialog click on start broadcast.

Step 4)Log on to your windows live account in the Log dialog

Step 5)Once log in is successfully ,power point will prepare the presentation for the broad cast

Step 6)Power pint will provide the broadcast service link which you can show with your audience. If you are not using outlook service click on copy link to paste the link in your emails. If you are using Microsoft outlook service click send email and list the names of your audience.

Step 7) Click on the start slide show to begin the presentation.

Step 8) when you are done you can click on the end broadcast to stop the outline.

Vi) PACKGING PRESENTATION IN POWER POINT

Certain presentations are better suited for distribution as CD to audience, In such case you can create a CD packaging which can be burned into CD and distributed

Given below are the steps to package your presentation for CD.

Step 1)Go to the backstage view under the file tab

Step 2)Click on save send select package presentation for CD option and click on package for CD BUTTON

Step 3)On the package for CD dialog select the package or CD name.Use the file management options of Add and emove to add  or remove more filles to the package.

Step 4)Use the Add files to the package. The default file type filter set to presentations and shows but you can change it search any file type.

Once  you have  all the files ready for the package click on “copy  to folder  or copy to CD” and follow the steps to create the final package.

vii)SETTING DOCUMENT PASSWORD IN THE POWERPOINT

Sometimes it is important  to protect the  presentation and ensure unauthorized audience does not get to view the slides powerpoint offers users the ability to protect the presentations.

Given below are the steps  for the password to protect the presentation,

Step 1)Go to the backstage  view under the file tab

Step 2)On the info section click on permissions drop down.

Step 3) Select “encrypt with password to enable password protection

 

Step 4) Enter the password in the encrypt document dialog

Step 5)Re enter the password in the confirm password dialog

Step 6) Presentation is now password protected.

 

Step 7)Readers would have to enter the password dialog to open the file

Step 8)To unprotect the file ,follow  the steps up to step (3) and delete password in the encrypt document dialog

viii)EMAIL SLIDE IN POWERPOINT

Power point allows users to share the  presentation as an email attachment too although you can attach the presentation from outside the program the ability  to end the emails directly from power is quite convenient, this is because you need to leave the power point program send he email.

Given  below are the steps to send an email from PowerPoint

Step 1)Go to the backstage view under the file tab

Step 2)Click on save send select, send using E-mail option and click on send as attachment.

Step 3) This launches the outlooks send the emails window with the presentation added attachment. you can add the emails of recipients and send the emails

Step 4)Instead of send “Send as attachment  you select” send as PDF “You will get a PDF attachment instead of pptx attachment