PowerPoint 2016 Chapter Notes | Computer Studies Class 4 ICSE PDF Download

Introduction

PowerPoint 2016

• Microsoft PowerPoint 2016 is software for creating presentations.
• It is used with a projector to display slides to a group of people.
• It helps share ideas through slides containing text, images, and other elements.

Presentation

• A presentation is a set of slides, each like a page on the screen.
• Slides can include text, pictures, graphics, tables, audio, and video.
• Slides can run automatically or be controlled by the presenter.
• They are arranged in order to present ideas logically.

Advantages of a Presentation

• Serves as an effective tool to communicate ideas visually.
• Allows importing data from MS Word, MS Excel, Clip Art, or Paint.
• Enables creation of handouts and speaker notes.

Starting PowerPoint 2016

• Click on the Start button. 
• Click on PowerPoint. 
• Click on the Blank Presentation. 
• A new blank presentation named 'Presentation 1 ' will appear on the screen.

Components of PowerPoint 2016

Microsoft PowerPoint window has many components.

Let's discuss about the various components of MS PowerPoint:

• Title Bar: Shows the name of the open presentation at the top.

• File Tab: Opens a menu for creating, opening, saving, or printing presentations.

• Quick Access Toolbar: Located at the top-left, it provides quick access to common commands.

• Ribbon: A strip of buttons with tabs like File, Home, Insert, Design, etc., for various tasks.

• Tabs: Include File, Home, Insert, Design, Transitions, Animations, Slide Show, Review, View, and Help.

• Slides Navigation Pane: On the left, shows all slides and allows adding, deleting, or rearranging them.

• Slide Pane: The main area in the middle for editing slides.

• Status Bar: At the bottom, displays slide number, total slides, notes, comments, view options, and zoom controls.

• Note Pane:
  • Found just above the Status Bar.
  • Used to add notes for the slides.
  • Also called Speaker’s Notes.
  • User can click to write notes in this area.

• Comments:
  • Area where the reviewer can write comments after seeing the slide.
  • Shows a message if there are no comments in the presentation.
  • Encourages the user to be the first to add a comment.

• View Buttons: 
  • Located on the left side of the Zoom Control Slider on the Status Bar.
  • Used to see slides in different ways.
  • Formats include Normal, Slide Sorter, Reading View, and Slide Show.

• zoom Control Slider:
  • Helps the user to zoom in or zoom out the slide.
  • User can drag the slider to change the zoom.
  • Zoom percentage is shown on the right side of the slider.

Creating a New Presentation

• Click on Start -» PowerPoint -» Blank Presentation.

• When the PowerPoint application is running, and the user wants to create a new presentation.
• Follow these steps:
  • Click on the File tab and select the New option. 
  • Click on the Blank Presentation. 
  • A new blank presentation will appear.

• A new slide appears with two placeholders for text, images, or other objects.

Adding Text in a Placeholder

• Click the 'Click to add title' placeholder and type the desired title.
• Click the 'Click to add subtitle' placeholder and enter the subtitle.
• Click outside the placeholder to set the text in the slide.
• After typing the text, click outside the text box. The typed text will appear in the Slide Pane.

Adding a New Slide

• Go to the Home tab and click New Slide.
• A new slide will be added to the presentation.

Applying Layout to a Slide

• Slide layouts define how content and objects are arranged on a slide.
• Go to the Home tab, click Layout, and choose a layout from the list.

Types of Slide Layouts

• Title Slide: Used for adding a title and subtitle to the presentation.

• Title and Content: This is the default slide layout. This layout always appears on adding a new slide. It consists of two placeholders to add title and other content such as text, images and graphics.

• Comparison: This slide layout consists of the placeholder for Title slide and other two placeholders on left and right sides for inserting content in the form of text, graphics or both.

• Picture with Caption:  This slide layout provides a place for inserting a picture and the lower section contains a placeholder for inserting title or caption of the picture.

Some other slide layouts are Section Header, Two Content, Title Only and Content with Caption.

Adding Pictures to a Slide

• Insert a Title and Content slide to the presentation.

• Go to the Insert tab and select Pictures from the Images group.
• An Insert Picture dialog box appears.
• Choose the folder and select the desired picture file.

• Select the desiredpicture file and click on the Insert button.

• You will see the picture on the slide.

Saving a Presentation

Follow these steps to save a presentation:

• Click on the File tab and select the Save option. You can also click on the Save button on the 'Quick Access Toolbar'. 
• The 'Save As' window will appear. 
• Select the Browse option. You will see the 'Save As' dialog box. 

• Select the desired location to save the file. Type the name of the presentation in the 'File name' text box. 
• Click on the Save button. 
• Your presentation will be saved with .pptx extension

Opening a Presentation

• Click File > Open and select Browse.
• In the Open dialog box, locate and select the presentation file.
• Click Open to view the presentation.

Slide Show

• Slide Show view displays the presentation full-screen for the audience.
• Each slide appears one by one.

Use the following controls in Slide Show view:

• Esc: Exit the slide show and return to the previous view.
• Click: Move to the next slide; after the last slide, returns to the previous view.
• Right-click: Opens a menu to navigate slides, use a pointer, or mark the presentation.
• Enter: Go to the next slide.

To start a slide show:

• Go to the Slide Show tab.

• Choose From Beginning to start from the first slide.

• Choose From Current Slide to start from the selected slide.

• Present Online:The slide show is broadcasted online and the viewer* :an watch it through the web browser.

•  Custom Slide Show:The selected slides are displayed.

Closing and Exiting a Presentation

Follow the steps to close a presentation. 

• Click on the File tab.  
• Select the Close option.

• The presentation will be closed. However, the application window remains opened.

Follow the steps to exit a presentation.

• Click on the Close button on the T it le bar'.
• You can also press Alt + F4 key combination.

Did You Know?

• Create a presentation on 'Capital of India'.
• Click Start, then PowerPoint, then Blank Presentation.
• If PowerPoint is open, click File tab, select New, then Blank Presentation.
• A new blank presentation appears.
• Type text about the topic.
• To add a picture, click Insert tab, select Pictures from Images group.
• The Insert Picture dialog box opens.
• Choose the folder with the picture.
• Select the picture file and click Insert; the picture appears on the slide.
• After finishing, click File tab and select Save, or use the Save button on Quick Access Toolbar.
• The Save As window appears; select Browse.
• Choose the location, type the file name, and click Save.
• The presentation saves with a .pptx extension.

Glossary

• Slide: A single page in a PowerPoint presentation.

Points to Remember

• Microsoft PowerPoint 2016 is software for making presentations.
• A presentation has pages called slides with text, pictures, graphics, tables, audio, and video.
• Slides are arranged in order to explain a topic clearly.
• Data from MS Word, MS Excel, Clip Art, or Paint can be added to slides.
• Title Bar shows the name of the open presentation at the top.
• File Tab shows a menu for tasks like creating, opening, and saving.
• Quick Access Toolbar has commonly used commands.
• Ribbon is a strip of buttons with tabs at the top.
• Slides Navigation Pane shows an outline of all slides.
• Status Bar shows the current slide number, total slides, Notes, Comments, View buttons, and Zoom Control Slider.
• View Buttons help see slides in formats like Normal, Slide Sorter, Reading View, and Slide Show.
• A slide layout sets how content and objects are placed on a slide.
• Slide Show view shows the presentation to the audience.