Presentation "Part 2"

by sumit kumar

Features of Computer - At Computer Knowledge

Presentations often contain slides with bulleted lists. By using features of Microsoft PowerPoint, you can convert the text in a bulleted list to a Smart Art graphic that illustrates your message visually.

Features of MS PowerPoint

Convert Text to Smart Art

Presentations often contain slides with bulleted lists. By using Microsoft PowerPoint, you can convert the text in a bulleted list to a Smart Art graphic that illustrates your message visually. A Smart Art graphic is a visual representation of your information that you can fully customize. Converting your text to a Smart Art graphic is a quick way to convert existing slides to professionally designed illustrations.

Here are the steps to do so...

Select the text or paragraph in the Slides; and.
Goto Home tab and click Convert to Smart Art tool in the paragraph group; and.
Select a Smart Art graphics option Whatever you feel suitable from the drop down list; or.
Click to More Smart Art Graphics to launch the Smart Art graphics dialog; and.
Choose a specific kind of Smart Art graphics from the dialog window; and.
Click OK.

Checking Spelling Mistakes

Spelling & Grammar is the vital tool of Microsoft Office programs which is used to check and correct spellings as well as grammatical mistakes. Microsoft PowerPoint enriches this facility in the application to be used by a user during typing words while preparation of presentation.

Here are the steps to check Spelling & grammar in the presentation....

Goto Tools menu and choose Spelling & Grammar ( MS PowerPoint 2003 ); or.
Goto Review tab and click spelling & Grammar in the Proofing group ( MS PowerPoint 2007/2010 ); or.
Press F7.
This will start checking the Spellings s well as Grammar in the Presentation.

Check Spellings while you type

It is the automatic feature of Microsoft PowerPoint Application where the spelling and grammatical mistakes are fetched and corrected while you type automatically. It is a feature of the application you need to turn on and that after it will be working while you type so far.

Here are the steps to turn on this feature....

Goto File tab/Office button and click Options/powerPoint Options (MS PowerPoint 2010/20070; and.
In the Options/PowerPoint Options, stay at proofing option in the Left pane; and.
Click to check"Check spelling as you type" under "when correcting spelling in powerpoint heading; and.
Click OK.

Notes Pages

You can create Notes Pages as notes to yourself while you give your presentation, or you can give them to your audience. You can use the Notes pane in Normal view to write notes about your slides.

Creating Notes Pages

You can type and format your notes as you work in Normal view, but to see how your notes pages will be printed and to see the full effect of any text formatting, such as font colors, switch to Notes Page View. You can also check and change the headers and footers of your notes in Notes Page View.

Each notes page shows an image of a slide, along with the notes that go with that slide. In Notes Page View, you can embellish your notes with charts, pictures, tables, or other illustrations.

A Picture or object that you add in Notes Page view will appear on your printed notes page, but not on your screen in Normal vie. If you save your presentation as a Web page, the picture or object does not appear when you display your presentation in the Web browser although your notes do.

The changes, additions, and deletions that you make on a notes page apply only to that notes page and to the note text in Normal view.

If you want to enlarge, reposition, or format the slide image area or notes area, go to Notes Page view and make the changes.

You can't draw or place pictures in the notes pane in Normal view. Switch to Notes Page view and draw or add the picture there.

Print the Notes Pages

Open the presentation for which you want to print note.

click the Office Button, click the arrow next to Print, and then click Print Preview.

In the Page Setup group, Click the arow under the print what box, and then click notes pages.

To specify the page orientation, click the arrow under Orientation, and then click Portrait or Landscape.

Click Print.

To set headers and footers, click Options, and then click Header and Footer.

NOTE :- If you want to print your notes in colour, select a colour printer, Click the Office Button ,click the arrow next to print, and then click print preview, Under print, click Options, point to colour/Grayscale, and then click colour.

Handouts

You can print your presentation in the form of handouts - with one, two, three, four, six, or nine slides on a page- that your audience can use to follow along as you give your presentation or keep for future reference. You can select a layout for your handouts in print preview.

Arrange the Content in Handouts

In print preview, you can arrange the content in your handout and then preview it to see exactly what the printed version will look like. You can specify that the page be set to landscape or portrait orientation, and you can specify the number of slides that you want shown per page. Instructions for selecting these options are included in the following section.

You can add, preview, and edit headers and footers, such as page numbers. In the one- slide, per- page layout, you can apply headers and footers to the handout only and not to the slides, if you don't want header and footer text, date, or slide numbers appearing on the slides.

Print Handouts-

Open the presentation for which you want to print handouts.
Click the Office Button, click the arrow next to Print, and then click Print Preview.
In the page setup group, click the arrow under 'print what' and then select the handout layout option that you want from the list.

TIP- The Handouts (3 slide per page) format provides line for the audience to take notes.

To specify the page orientation, click the arrow under Orientation, and then click Landscape or Portrait.
Click Print.

NOTE - If you want to print handouts in colour, select a colour printer. Click the Office Button, click the arrow next to print preview. Under Print, click Options, point to colour/Grayscale, and then click Colour.

Drawing and Working with Objects

You can draw and work upon various kind of objects inserted in Microsoft PowerPoint Application. Microsoft Office PowerPoint enriches with various rich tools to do so.

Insert Objects

You can insert an object into the slide of the presentation. Here we facilitated to insert them so far. We can insert various kind of objects like Microsoft Word, Excel, PowerPoint, Bitmap, Corel Graphics, Acrobat document, WordPad file etc.

Inserting & Drawing Bitmap

You can insert a bitmap object into the slide of the presentation. While inserting an Bitmap object you will be directed to Microsoft paint application where you can draw and object using various tools of Paint Application and the drawn image is redirected directly to Slides of the presentation.

Here comes the steps inserting and drawing and Bitmap object into the PowerPoint presentation....

Here are the steps to insert a new Bitmap file into the slide...

On the Insert menu, click Object. (MS PowerPoint 2003)
Goto Insert tab; and click Object tool in the text group (MS PowerPoint 2007/2010); and
In the Insert Object dialog box, click to check Create New.
In the Object type box, click Bitmap, and then click OK.

Insert Excel Sheet

We can insert a word table or excel sheet to the slide in the presentation. These are the objects we can use inside the slide with some rich feature of Microsoft PowerPoint.

Here are the steps to insert a new file excel sheet into the slide...

On the Insert menu, click Object. (MS PowerPoint 2003).
Goto Insert tab; and click Object tool in the Text group (MS powerPoint 2007/2010); and
In the Inert Object dialog box, click to check Created New.
In the Object type box, click Microsoft Excel Worksheet, and then click OK.

NOTE - When you work on a Microsoft Word table, a Word and word buttons appear, integrated with the Microsoft PowerPoint menus so that you can modify the table.

Here are the steps to insert an existing excel sheet file into the slide...

On the Insert menu, click Object. (MS PowerPoint 2003)
Goto Insert tab; and click Object tool in the Text group (MS powerPoint 20077/2010); and
In the Insert Object dialog box, click to check Create from file radio button; and click to Browser button; and

In the Open file dialog browser and locate the file and click OK.

Insert Word document

You can insert a word document by creating a new one or an exiting one to the slide in the presentation. These are the object we can use inside the slides with some rich feature of Microsoft PowerPoint.

Here are the steps to insert a new file Word document into the slide...

On the Insert menu, Click Object. (MS PowerPoint2003)
Goto Insert tab; and click Object tool in the Text group (MS PowerPoint 2007/2010); and
In the Insert Object dialog box, click to check Create New.
In the Object type box, click Microsoft Word document, and then click OK.

Here re the steps to insert an existing word document file into the slide.....

On the Insert menu, click Object.(MS Powerpoint 2003)
Goto Insert tab; and click Object tool in the Text group (MS Powerpoint 2007/2010); and
In the Insert Object dialog box, click to check Create from file radio dutton; and click to browse button; and

In the Open file dialog browser and located the file and click OK.

Insert Shapes

You can insert Auto Shapes into the slides of the presentation. Whenever we need to make architecture of anything to make easy to understand, we Auto Shapes.

Here are the steps to insert Shapes/Auto Shapes into the slides...

Click Insert menu and click Auto Shapes (MS PowerPoint 2003)
Goto Insert tab; and click shapes tool in illustration group (MS PowerPoint 2007/2010); then
Choose a type of Auto Shapes/Shape
Drag the Shape into the Slide as you want; whereas
Resize and scale the Shape you choose on the slide.

Drawing a line

You can draw line on the slides in the presentation according to the need. The Auto Shape/Shapes tool facilitates you to do so. Here are the teps to draw a line on the slides...

Select the line tool from the Shape drop down list; and

Draw it to the place where you need to located; and resize and scale the

Length of line according to the need.

Drawing a Rectangle

You can draw rectangle on the slides in the presentation according to the need. The Auto Shapes/Shapes tool facilitates you to do so. Here are the steps to draw a rectangle on the slides...

Select the rectangle tool from the Shape drop down list; and

Draw it to the place where you need to locate; and resize and scale the size of rectangle according to the need.

Drawing an Oval

You can draw an oval on the slides in the presentation according to the need. The Auto Shapes/Shapes tool facilitates you to do so. Here are the steps to draw as oval on the slides...

Select the oval tool from the Shape drop list; and

Draw it to the place where you need to located; and resize and scale the size of the oval according to the need.

Configuring the property of Shapes drawn

We may configure the property of the shapes drawn on the document surface like Scalling, Filling colour, Rotating, Stading outlined and many more.

Fill colour

You can use the Fill colour tool to add a fill to any shape except picture. On the Drawing toolbar click the arrow next to Fill colour.

To fill a certain colour, do the following.....

To change to a colour scheme, click one of the colours below Theme Colour; or.
Choose a standard colour under standerd Colors, click the colour you want.
To change to a colour that isn't in the colour scheme, click More Fill colours; and
In the More Colours dialog, on the Standard tab, click the colour you want, or click the Custom tab to mix your own colour,

To Remove a Fill colour:

Select the text content in the slide and;

click No Fill.

Fill Gradient and Texture

You can fill the gradient and texture in the shape drawn on the slides of the presentation. This is a different filling pattern, yields a different look of the shape.

Here are the steps to fill gradient and texture in the shapes...

Select the shapes and goto drawing tools format tab and click shape fill tool in the shape style group; and
Highlight Gradient or Texture to choose a fill pattern to fill in the shape.

Fill the Outline

Using the you can fill the outline colour of the line shape.

Here are the steps...

Select a shape and goto Design tab; and
Click the Shape Outline tool from the Drawing group; and
Select a colour or choose the value for Weight, Dashes & Arrows.
To remove the outline colour, click No Outline.

Adding Sounds to Slides

In Microsoft powerPoint We can add a certain sound or video in the slides of the presentation file.This makes a complete presentation like whenever we need to narrate the content of the slide then we do attach a sound file and we need to put some video as to make this as a documentary of some certain subject we attach video.

Here are the steps to insert a sound clip from file in slides of the Presentation....

Goto the slide to which you want to add music or sound effects.
On the Insert menu, point to Movies and Sounds, and then click to Sound and then Sound from file (MS PowerPoint 2003)
Goto Insert tab and click Sound tool and select sound from file (MS PowerPoint2007/2010)
Click Sound from file & located the folder that contains the file, and then double-click the file you want; or

Click OK button.
A message dialog will be displayed in which choose one in between..

Click Automatically.
click when Clicked.

Here are the steps to insert Sounds from Clip Organizer in slides off the Presentation...

Goto the slide to which you want to add music or sound effects.
On the Insert munu, point to Movies and Sounds, and then click to Sound and then Sound from Click Organizer (MS PowerPoint)
Goto Inert tab and click Sound tool and select Sound from Clip Organizer (MS Powerpoint 2007/2010)
A Clip Art task pane along with Sound clips is displayed to the right of the application window, and click to choose a Sound clip from the list; the after
A message dialog will be displayed in which choose one in between...

Click Automatically.
Click When Clicked.

Here are the steps to insert Sound from 'Play Audio Track' option in Slides of the presentation...

Goto the slide to which you want to dd music or sound effects.
Goto Insert tb and click Sound tool and select Play CD Audio Track (MS PowerPoint 2007/2010)
A dialog named Inert CD Audio i displayed; duing tht make sure to insert CD Audio in the CD. ROM Drive and do these as follows....

Describe the Clip Selection
Describe Play Options; and
Describe Options

After the dialog setting, a message dialog will be displayed in which choose on in between...

Click Automatically.
Click when Clicked.

Add a Movie

Movie are desktop video files with formats such as AVI, Quick Time, and MPEG, and file extensions such as .avi, mov, qt, .mpg, and .mpeg.

You are facilitated to add a video file in the slide of the presentation browsing through your computer system and from clip Art.

Here are the steps to add a Movie from File...

Goto the slide to which you want to add a movie.
On the Insert menu, point to Movies and Sounds, click Movie from File, located the folder that contains the file you want, and then double-click the files. (MS PowerPoint 2003)
Goto Insert tab; and click Movies and select Movies from File. (MS PowerPoint 2007/2010)
And then located the folder that contains the file, and then double- click the file you want through Open file dialog; and

Click OK button.
A message dialog will b displayed in which choose one in between....

Click Automatically
Click When Clicked.

NOTE - When clicked Automatically it will play the video file automatically while you run the slide whereas if it is clicked When Clicked then it will play the video file after clicking to its icon after run.

Here are the steps to add a Movie from Clip Organizer...

Goto the slide to which you want to add a movie.
On the Insert menu, point to Movies and Sounds, click Movie from Clip Organizer, locate the folder that contains the file yu want, and then double- click the file. (MS powerPoint 2003)
Goto Insert tab; and click Movies and select Movies from Clip Organizer. (MS PowerPoint 2007/2010)
A Clip Art Task Pane is displayed along with the movie clips; click to choose a movie clip from the list.

Adding Clip Art and other pictures

Clip Arts are the some small graphical contents can be used in slide of the presentation. There are various kinds of clip arts in Microsoft Office suite to be used in the application.

Here are the steps to insert a new clip art into the slides....

On the Insert menu, point to Picture, and then click Clip Art. (MS PowerPoint2003); or

Goto Insert tab and click clip Art tool in the illustrations group (MS PowerPoint 2007/2010); and

In the clip Art task pane, in the Search for box, type a word or phrase that describes the clip art.

Click Go.

Select a clip Art by clicking from the Clip Art task Pane; and

Place and resize the shape in the slide are and use it.