A

PRACTICAL FILE
ON

INFORMATION TECHNOLOGY

Submitted to: Submitted by:

Mr.Rebhava Raj Chirag Malhotra
42496701716
Kamal Institute Of Higher Education and Advanced
Technology
Affiliated to Guru Gobind Singh Indraprastha University
K-1 Extension, Mohan Garden,
New Delhi 110059
 DECLARATION
I hereby declare that the following documented file is an authentic
work done by me. I under took the practical file as a part of the course
curriculum of BACHELOR OF Business Administration (BBA)of
GURU GOBIND SINGH INDRAPRASTHA UNIVERSITY, DELHI.

Chirag Malhotra
42496701716
ACKNOWLEDGEMENT
In the name of almighty I would like to extend my sincere gratitude and
heart full respect to my faculty MR. Rebhava sir for valuable guidance
and inspiration that helped to complete my practical file successfully. I
feel thankful to him for his innovative ideas, which led to successful
completion of this practice file. He have always welcomed my problems
and helped us to clear our doubt.
 INDEX
S.NO. PARTICULARS FOLIO REMARKS TEACHER
SIGN.
1. INTRODUCTION TO 6
MS-WORD
i OBJECTIVES 7-8

ii IMPORTANCE AND FEATURES OF 9

MS-WORD
iii FUNCTIONS OF COMMONLY USE 10
BUTTONS
iv TOOLBARS 11-12
v HEADERS AND FOOTERS 13-14
vi MAIL MERGING 15-19

vii NEW PICTURES FEATURES 20

viii To design a TIME TABLE in MS Word 21

2007

ix ILLUSTRATETHE USAGE OF 22
HEADERSAND FOOTERS
x TO DESIGN A APPLICATION IN MS- 23
WORD 2007
xi TO DESIGN A POSTER IN MS-WORD 24
2007
xii CREATE AN STUDENT RECORDS IN 25
MS-WORD 2007
2. INTRODUCTION TO
MS-EXCEL
i FEATURES 26-28
ii FUNCTION OF MS-EXCEL AND AUTO 29-36
FILLING DATA
iii INTRODUCTION TO PIVOTE TABLE 37-48
,SORTING AND PIE CHARTS
3. INTRDUCTION TO
MICROSOFT POWERPOINT
i FEATURES 49-50
ii STARTING POWERPOINT 51-53
iii CREATING A BASIC SLIDE SHOW 54-59
iv ANIMATION 60-61
INTRODUCTION TO
MICROSOFT WORD

MS-WORD is a port of the bigger package called MS OFFICE, which can do much more
than word processing. In fact when you open up MS OFFICE you will find four main components
in it. They are MS-WORD (for word processing), MS EXCEL (for sheet), MS ACCESS (for
database management) and MS POWERPOINT (for processing purposes). However, we will
limit ourselves to MS-WORD only in this lesson.

Microsoft Word 2007 is a powerful word processing program that allows you to enter text
make changes to it, format it, record and print it. You can use it to produce professional business
letters, reports, job applications, personal resumes, curriculum vitae, essays class projects, etc.
OBJECTIVES
After going through this lesson you should be in a position to

Start the MS-WORD package

Be familiar with MS-WORD screen
Advantages and features of word processing
Some common word processing packages
How to invoke MS-WORD
Learn the capabilities of MS-WORD

.Word Processing
The primary objective of MS Word is to enable you, the user, to create and edit documents. This is
the word processing component, and it allows you to type whatever you want and save it to view or edit
later. These saved files can also be sent to another person, who can view it with her own word
processing software.

. Editing
Word features numerous editing tools for your documents. You can change margins, font, text size and
other features. The size of the line breaks can be adjusted, as can the color of the text. The text can
also be cut and pasted anywhere in the document by manipulating the many editing options in Word.

.Compatibility
Microsoft Word features compatibility with many different types of text documents. The main format
used by Word is the ".doc" format, with ".docx" used in newer versions of Word. Word can also read
text documents in many other formats, with newer versions of Word able to download compatibility
patches to enable it to read formats it isn't natively designed to read.

. Ubiquity
By bundling Word with new PCs and providing free and discounted copies to schools, students and
offices, Microsoft is seeking the ubiquitous presence of their software. Microsoft Office products are
even available on Apple Macintosh computers .
. Track Changes
A popular editing tool in literary and print circles, "Track Changes" is an option that can be turned on
in many word processors, including most versions of Word. This tool marks any changes made to the
document and allows the original document to be viewed simultaneously. These changes can later be
viewed and accepted by the document's original author.

. Protecting Your Documents

Word allows "Read Only" documents to be produced that cannot be edited later or can only be edited
in certain spaces. This is useful when creating official documents that need to be reviewed and digitally
signed.

. Easy to Use
Word is designed for ease of use. When opening the program, you are presented with a blank
document upon which you can immediately begin placing text. All of the most basic editing options,
like bold, italics, underlining and font size, are readily available in the default toolbar, with the more
advanced options inside sub-menus and various other toolbars.

. Styles
Word offers several options designed to be more stylistic than a plain text document. Word allows the
addition of text borders, as well as clip art and other images. Styles you like can even be saved in the
"Quick Styles" section for easier use.

. Printing
Of course, a word processor wouldn't be very useful if it weren't able to print documents. Word
enables the printing of any document it can open. These include the quality of the printing job and
orientation of the paper. Multiple Word pages can even be printed on a single sheet of paper.
IMPORTANT FEATURES OF MS-WORD
MS-WORD not only supports word processing features but also DTP features. Some of the
important features of MS-WORD are listed below:

Using word you can create the document and edit them later, as and when required, by
adding more text, modifying the exiting text, deleting/moving some part of it.

Changing the size of the margins can reformat complete document or part of text.

Font size and type of fonts can also be changed. Page numbers and Header and Footer
can be included.

Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.

Text can be formatted in column style as we see in the newspaper. Text boxes can be
made.

Tables can be made and included in the text.

Word also allows the user to mix the graphical pictures with the text. Graphical pictures
can either be created in word itself or can be imported from outside like from Clip Art
Gallery.

Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu
Function of commonly used buttons
Select the style to apply to
paragraphs
Changes the size of selected
text and numbers
Makes selected text and
numbers italic
Aligns to the left with a ragged
right margin
Aligns to the right with a
ragged left margin
Makes a numbered list or
reverts back to normal
Decreases the indent to the
previous tab stop
Adds or removes a border
around selected text or objects
Formats the selected text with
the color you click
Changes the font of the
selected text
Makes selected text and
numbers bold
Underlines selected text and
numbers
Centers the selected text
Aligns the selected text to both
the left and right margins
Add, or remove, bullets in a
selected paragraph
Indents the selected paragraph
to the next tab stop
Marks text so that it is
highlighted and stands out
Toolbars
The Standard toolbar
This entire toolbar could become a floating window by double-clicking on the control
bar at the far left end of this toolbar. That gives the following window, which can be
placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top
and dragging it back to the top of the screen. Push the top of the window up to the
bottom of the menu bar.

The Formatting toolbar

This entire toolbar could become a floating window by double-clicking on the control
bar at the far left end of this toolbar. That gives the following window, which can be
placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top
and dragging it back to the top of the screen. Push the top of the window up to the
bottom of the menu bar.
The Drawing toolbar
Learn about each of the the Microsoft Word Drawing Toolbar Icons. There is a practice
quiz to test your learning.

This entire toolbar could become a floating window by double-clicking on the control
bar at the far left end of this toolbar. That gives the following window, which can be
placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top
and dragging it back to the top of the screen. Push the top of the window up to the
bottom of the menu bar.
HEADERS AND FOOTERS
To set of change page margins, go the INSERT, click on PAGE NUMBER in HEADER & FOOTER,
then click on PAGE MARGINS.

1. To insert numbers ,steps that are to be follows

click on the start button

2.Click where you want to insert numbers.

3. Left click , a dialog box appears .select numbering option.

Mail Merging

Mail merge is a software function describing the production of multiple (and

potentially large numbers of) documents from a single template form and a structured data
source. The letter may be sent out to many "recipients" with small changes, such as a change of
address or a change in the greeting line. MS Word Mail Merge allows a user to send letters or
documents to many people simultaneously; users simply create one document that contains the
information that will be the same in each version, and then add placeholders for the information
that will be unique to each version.

Modern usage
Now used generically, the term "mail merge" is a process to create personalized letters and pre-
addressed envelopes or mailing labels mass mailings from a form letter a word
processingdocument which contains fixed text, which will be the same in each output document,
and variables, which act as placeholders that are replaced by text from the data source.
The data source is typically a spreadsheet or a database which has a field or column for each
variable in the template. When the mail merge is run, the word processing system creates an
output document for each row in the database, using the fixed text exactly as it appears in the
template, but substituting the data variables in the template with the values from the matching
columns.
Mail merging is done in following simple steps:
Creating a Main document.
Creating a Data Source.
Adding the merge fields into main document.
A common usage is for creating "personalised" letters, where a template is created, with
a field for "Given Name", for example. The templated letter Merging the data with the
main document.
Common usage
says "Dear <Given Name>", and when executed, the mail merge creates a letter for each record
in the database, so it appears the letter is more personal. It is often used for Variable Data
Printing.
Another common usage is for creating address labels from a Customer Relationship
Management database, or for mass emails with pertinent information in them, perhaps a
username and password. `

Steps for mail merging:

1.select the Mailing
 2.select the start merge and then letters

3.select recipients then either make new list or select from the existing
4.To select address block and greeting line

Finish merging
 6.For merging go to mailing, select start merge then step by step mail
merge

7.Select next in step by step till it complete the merging

New Picture Features
Word 2007 offers new ways to format pictures. Turn ordinary into extraordinary.
We want to add pictures to the SmartArt health, dental and vision using Microsofts Online
Gallery. The insert picture in Word will open a dialog box expecting you insert pictures that have
been previously saved.
On the Insert tab, click the Clip Art button in the Illustrations group.
The Task Pane appears. In the Search for: box, type health.
In the Results should be: box, click the down arrow and select photographs and click the
Go button.
Locate and click on an appropriate health photograph and then click Copy.
Right-mouse click in the health photograph area of the SmartArt and click Paste.
Continue to do the same for a dental photograph and a vision photograph.
Click the Save button.
* To design a Time Table in MS Word 2007
Steps:
Create a blank document.

Take out the option of WORD ART select the font and write the heading.

Select Font from Format Menu to display the font dialog box.

From this dialog box, the font, font style, and text size can be specified. This dialog box
also allows us to apply underline, colors and others effects to be selected text. Once
formatting is completed, click OK to apply the formatting changes to the selected text.

Go to insert option and select create a table option.

Select the number of rows and columns required and select ok.

Write the time table.

Go to Table Tools option, select the color and design of the table.
* Illustrate the usage of header and
footer in MS Word 2007
Steps:
Create a blank document.

Select new from the File Menu to a display a new dialog box.

Now select blank document from the general tab and press OK.

A document is opened when OK button is pressed.

To insert a header and footer.

Go to insert option.

Select header and footer option.

Select the header and footer which you want to insert.

Adjust the margins of header and footer.

* To design an Application in MS Word
2007

Steps:
Open a new MS Word 2007document.

Give title of institute, Trinity institute of professional studies, then go to next line and write
profile of the student and make the text in centre.

Write the particulars of application from , particulars include:-

Text and lines.

Tables [go to insert menu >>choose table>> select number of rows and columns required
to insert desirable table].
* To design a poster in MS Word 2007
Steps:
Open a new MS Word 2007 document.

Insert clipart and word art to make your document look more attractive.

Document include:-

Word art [to apply word art go to insert > click on word art>> select desirable word
art>> enter >> click OK.]

TEXT

FRAME [to apply frame- go to page layout>> click on page border>> search your
preference>> click on frame you want to insert]

Write you matter.

Poster is ready.
* Create a students reCord in Ms Word
2007
Steps:
Open a new MS Word document.

Insert table as per the required rows and columns.

To insert table : Table [go to insert menu >> choose table>> select number of rows &
columns required to insert desirable table]

Write the required details of students in table.

Document is ready
Introduction To
Microsoft Excel
Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft
Windows and Mac OS. It features calculation, graphing tools, pivot tables, and a macro
programming language called Visual Basic for Applications. It has been a very widely applied
spreadsheet for these platforms, especially since version 5 in 1993, and it has replaced Lotus 1-
2-3 as the industry standard for spreadsheets. Excel forms part of Microsoft Office.

Features:-
Microsoft Excel has the basic features of all spreadsheets,
In any spreadsheet program such as Excel, each rectangular box in arowworksheet is
referred to as a cell.
A cell is the intersection point of a column and a row.
In the newest versions of Excel there are over 17 billion cells in each worksheet.
Using a grid of cells arranged in numbered rows and letter-named columns to organize
data manipulations like arithmetic operations. It has a battery of supplied functions to
answer statistical, engineering and financial needs. In addition, it can display data as line
graphs, histograms and charts, and with a very limited three-dimensional graphical
display.
It has a programming aspect, Visual Basic for Applications, allowing the user to employ
a wide variety of numerical methods, for example, for solving differential equations of
mathematical physics,
The reporting the results back to the spreadsheet. It also has a variety of interactive
features allowing user interfaces that can completely hide the spreadsheet from the
 user, so the spreadsheet presents itself as a so-called application, or decision support
system (DSS), via a custom-designed user interface, for example, a stock analyzer,[6]
In general, as a design tool that asks the user questions and provides answers and
reports.

In a more elaborate realization, an Excel application can automatically poll external

databases and measuring instruments using an update schedule, [10] analyze the results,
make a Word report or Power Point slide show, and e-mail these presentations on a
regular basis to a list of participants.

Use of a user-defined function sq(x) in Microsoft Excel. The named variables x & y are
identified in the Name Manager. The function sq is introduced using the Visual
Basic editor supplied with Excel.

Graph made using Microsoft Excel

Microsoft allows for a number of optional command-line switches to control the
manner in which Excel starts.
 select ms excel
Functions of MS Excel and auto filling of data.
Functions are prewritten formulas. Functions differ from regular formulas in that you supply the value but not the
operators, such as +, -, *, or /. For example, you can use the SUM function to add. When using a function, remember
the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses. Arguments are values on which you want to perform the calculation. For
example, arguments specify the numbers or cells you want to add.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)

Mathematical Functions
SUM - Adds up all the values in a range

Sum = a+b

Where a and b are numbers given by user to find sum .

AVERAGE - Calculates the average number from a range of values

A=(a+b)/2

Where by this a and b are numbers given by user to find average

MAX - Finds the maximum value in a range

MIN - Finds the minimum value in a range

Auto filling
By using auto filling we can enter the first value in series and rest of the values in series can be
completed by function till the user want o fill.
Steps:-
1.Enter the values

2..find the sum and average of numbers so firstly press Fx for selecting the function
3. Choose sum and then columns for which we want to calculate

4.Result of sum function

5.For average also choose Fx then average from the given function

6.Result of an average number

7. Minimum value from the entered value.

8. Result of minimum function

9. Maximum value from the entered value.

10. Result of the Maximum functions

Auto fill options:
11. Inserting the series number from 1 to 12

12.Select CTRL and then filled cells to complete the series

Introduction to pivot table ,sorting and pie
charts.
In data processing, a pivot table is a data summarization tool found in data visualization
programs such as spreadsheets or business intelligence software. Among other functions, a
pivot-table can automatically sort, count, total or give the average of the data stored in one
table or spreadsheet. It displays the results in a second table (called a "pivot table") showing
the summarized data. Pivot tables are also useful for quickly creating unweighted cross
tabulations. The user sets up and changes the summary's structure by dragging and dropping
fields graphically. This "rotation" or pivoting of the summary table gives the concept its name.

The term pivot table is a generic phrase used by multiple vendors. In the United States,
Microsoft Corporation has trademarked the specific form PivotTable.[1]

Pivot tables can be seen as a simplification of the more complete and complex OLAP concepts.

FEATURES
Report Filter
Column Labels
Row Labels
Summation Values

Report Filter
Report filter is used to apply an Excel filter to entire table. for instance if we drag the Field Color
of Item in this area then the table constructed will have a Report Filter inserted above the table.
This report filter will have drop down options - Black, Red and White (as in the table above). As
you choose one option from this drop down list, say for instance you choose "Black", then the
table that would be visible will contain only the data from those rows that have the "Color of
Item = Black"

Column Labels
Report filter is used to apply an Excel filter to one or more columns that have to be shown in
the pivot table. For instance if we drag the Field "Sales Person" in this area then the table
constructed will have a values from the column "Sales Person" i.e. we will have number of
columns equal to the number of "Sales Person". There will also be one added column of Total.
In the example above, this instruction will create 3 columns in the table - Harry, Larry, and
Grand Total. There will be a filter above the data - Column Labels, from which you can select or
deselect a particular sales person for the Pivot table.
This table will not have any numerical values as no numerical field is selected but when it is
selected, the values will automatically get updated in the column of "Grand Total"

Row Labels
Report filter is used to apply an Excel filter to one or more rows that have to be shown in the
pivot table. For instance if we drag the Field "Sales Person" in this area then the table
constructed will have a values from the column "Sales Person" i.e. we will have number of rows
equal to the number of "Sales Person". There will also be one added row of "Grand Total". In
the example above, this instruction will create 3 rows in the table - Harry, Larry, and Grand
Total. There will be a filter above the data - Row Labels, from which you can select or deselect a
particular sales person for the Pivot table.
This table will not have any numerical values as no numerical field is selected but when it is
selected, the values will automatically get updated in the Row of "Grand Total"

Summation values
This usually takes a field that has numerical values that can be used for different types of
calculations. However, using text values would also not be wrong and instead of Sum it will give
a count. So in the example above, if we drag "Units Sold" to this area then this will along with
Row label of "Sales Person" then the instruction will add a new column "Sum of Units Sold"
which will have values against each sales person
Row Labels Sum of Units Sold

Harry 14

Larry 18

Grand Total 32

Sorting

Excel's sort feature is a quick and easy way to sort data in a spreadsheet.
The options for sorting your data include:
Sort in ascending order - A to Z alphabetically or smallest to largest for
number data.Sort in descending order - Z to A alphabetically or largest to
smallest for number data
Introduction to Pie Charts

Pie charts, or circle graphs as they are sometimes known,

are used to show percentages.
The circle of pie charts represents 100%. The circle is
subdivided into slices representing data values. The size of
each slice shows what part of the 100% it represents

Steps:-
1.Enter the data (names and age)
2.Select insert and then the pivot table.

3.Now select the range .

4.Now choose the fields

5.After choosing the field result is

6.Move row labels to column label

7.After moving from row to column the result is

8. Move the column label to the value label for counting

9.After moving from column to values

10.Evaluation of ages

11.Move to filter field

12.Now sort the data

13.After sorting the result is

14.Insert the values.

15.sum of values
16. Average of values.

17. For pie charts and graphs

18. Choose pie charts and graphs press f11

Piechart:-

Graphs:-
INTRODUCTION TO
MICROSOFT POWERPOINT 2007
PowerPointis a simple yet flexible and powerful tool for creating professional-
looking slides. PowerPoint slides can be easily printed as handouts, and speakers'
notes can be added. When run from the computer, the slides can incorporate
sound, animation and video. Slides can be changed manually, or with pre-set
timings. They can even be set to run unaccompanied in a continuous loop. Different
effects can be used to merge one slide into another (transitions), and points on each
slide can be built up one at a time (builds/animations).

Features of MicrosoftPowerPoint2007
1.Overview of interface changes
General layout
Office button (new, open, print, save)
Ribbon instead of toolbars
Shortcuts (ALT-key)
old ones are still active
each command has now a shortcut

2. Layout, Formatting, Presentation

General formatting
Themes & Templates
Animations & Transitions
Rehearse & Monitors
Customizing
3. Creating Photo Album

Create a Simple Photo Album

Create a Photo Album from a Template
Publish a Photo Album to the Web

4. Incorporating Media Tables

1. Insert a Table
Way 1: Insert > Table > Select columns and rows
Way 2: choose insert table > enter number
Way 3: Insert > Table > Draw table > click and drag
Layout > Insert Above, Below, Right or Left
Way 4: Insert > Table > Choose Excel Spreadsheet
2. Copy and paste from word or Excel
STARTING POWERPOINT

1. Open PowerPoint by double-clicking the PowerPoint 2007 icon on the Desktop, or from
Start/Programs/Microsoft Office/Microsoft PowerPoint 2007.

The PowerPoint 2007 window appears displaying a blank present

2. Observe the different elements in the window. At the top in the centre is the presentation name.
An unsaved presentation has the name "Presentation" [number] - Microsoft PowerPoint, but once a
presentation is named and saved, the name and extension will appear. (PowerPoint 2007
presentations have the extension .pptx.)

The Ribbon
The most outstanding feature of PowerPoint 2007 is the Ribbon, which replaces the menus and
toolbars found in previous versions of Microsoft PowerPoint.

The ribbon consists of three areas: Tabs - these are at the top of the ribbon, eg Home, Design,
Animations, etc.
Groups - each tab has its own set of groups - eg the Home tab contains the Clipboard, Slides,
Font, Paragraph, Drawing and Editing groups. Some groups also have a small button in the lower
right-hand corner known as the Dialog Box Launcher from which further options are available.
When a different tab is selected, the groups change accordingly.

Commands these are the buttons, boxes or menus relative to each group, eg the alignment,
and bullets and numbering buttons are in the Paragraph group, while Find and Replace are in the
Editing group. (Note: resting the mouse pointer on a command will display a tip describing the
feature.)

The Status Bar

The status bar at the bottom of the window can display items such as the current slide number,
theme, language, etc. Right-click the bar, to select the options you require.

Zoom Slider
In the bottom-right hand corner of the window, on the status bar, is the Zoom slider. To view your
document at different percentages, click the plus or minus buttons.
Views
When you start PowerPoint, the default view is Normal View (see Figure 1). Normal View - divides
the window up into three working areas, allowing you to see three different views simultaneously:
Slide pane - gives you a detailed view of the layout of your current slide. You can build up the
slides one at a time in this pane, including text and graphics

Outline/Slide tabs Outline shows the text of all the slides in your presentation. You can type
in the text of your presentation directly into this pane instead of into individual slides and use it
to move text between slides. Slide displays the slides as thumbnails. You can only select, copy,
delete and change the order of slides in this pane.
CREATING A BASIC SLIDE SHOW
In this chapter you will create the first four slides of a six slide presentation entitled 'Presentation
Guidelines'. The text is taken from the Dale Carnegie Coach presentation template. Although
you will be shown how to edit individual slides, it is recommended that you edit slides using the
Slide Master. This will ensure that all slides have the same formatting and layout, which means it
looks professional and is easier to follow!

Adding Text to a Slide

If you have not already done so, start PowerPoint which will open a New Blank presentation. In
the Slide pane, you will notice that there are two placeholders where text can be added.

1. Click in the title placeholder.

2. Type: Presentation Guidelines

3. Click in the subtitle placeholder and type your name.
4. Save your Presentation as: Presentation Guidelines

Creating a New Slide

1. On the Home tab, in the Slides group, click on New Slide.
Notice the Layout gallery now displays thumbnails of different layouts to choose from.
2. Select the Title and Content option.
Note: There are two placeholders on this slide, title and content. The content placeholder can be
text, pictures, clip art, a SmartArt graphic, tables, charts etc.
3. Add the title: The Four Steps to a Presentation
4. In the content placeholder type: Plan
5. Press [Enter]. Notice that the text is formatted as a bulleted list.
6. Type the following pressing [Enter] at the end of each word: Prepare Practise Present
7. Save your presentation

Adding ClipArt

1. On the Home tab - Slides group - New Slide button select the Two Content Layout.
2. In the title placeholder type: Prepare:-
3. In the content placeholder on the left, type the following: An attention-getting opening Visuals to
support key points A memorable close
4. In the content placeholder on the right, click on the Clip Art icon. The Clip Art pane will
appear.
5. In the Search text: box type: ideas and then click on Go.
6. To select a picture, point to the picture of the man holding a light bulb in the Clip Art pane. An
arrow button will appear at the right of the picture.

7. Click on the arrow and select Insert.

Tip: To insert a graphic that you have on file, go to the Insert tab and in the Illustrations group,
and select Picture.

8. Save your presentation.

MOVING BETWEEN SLIDE

In PowerPoint there are various ways in which you can quickly move between slides. Try moving
between slides using the three methods mentioned below:
Click and hold your mouse button on the scroll bar slider, the number and title of the current
slide will appear. You can now drag the slider until the slide you want to view is indicated.
Click on the double-headed arrows below the vertical scroll bar to move to the next, or previous,
slide.
Select the Slide tab in the Outline View pane (see Figure 1 on page 2) and then click on the slide
to be displayed.

Running the Slide Show

To run your Presentation Guidelines slide show from the beginning, do one of the following:
On the Slide Show tab, in the Start Slide Show group, click on the From Beginning button.
Notice that each slide now takes up the whole screen.
Press the [F5] key on the keyboard.

To run your slide show from the current slide, either:

In the status bar, click on the Slide Show document view button.
On the Slide Show tab, in the Start Slide Show group, click on the From Current Slide button.
Moving Through the Slide Show
To move to the:
Next slide - press the [right arrow] key.
Previous slide - press the [left arrow] key.
To exit the slide show - press the [Esc] key
After the last slide, the slide show ends with a black screen. To exit from the Slide Show click
anywhere on the black screen or press any key on the keyboard.

Changing the Background

PowerPoint offers some interesting background effects, including textures, and two colour gradient
effect. To access these effects:

1. On the Design tab, in the Background group, click on the Background Styles button. A number
of background styles will be displayed.
2. Point to the different styles to see a Live Preview of the changes on your slides.
3. Select a background style of your choice.
Tip: Right click on a background style
for further options of how to apply.
For further background formatting
options:
4. Design tab Background group
Background Styles button select
Format Background
5. Explore the different options
available
Completing the Presentation
You are now going to add Slides 5 and 6 to the presentation. The text is given below.
Note: If you prefer to learn about Outline View first, do not add these slides as you will add them
in the section Working in the Outline Tab on page 16.
6. Create new slide with the Title and Content layout. In the title placeholder type: Practice
7. In the content placeholder type the following: Build confidence Build effectiveness Practise
presentation Get feedback
8. Create another new slide with the Title and Content layout. In the title placeholder type: Present
9. In the content placeholder type the following: Make a positive first impression Build a rapport
with the audience Hold the attention of the audience
10. Save your work.

OUTPUTING YOUR PRESENTATION

Printing onto Overhead Transparencies
If you have access to an overhead projector and don't want to project via the computer, this is the
most straightforward option.
Setting up the Page
On the Design tab, in the Page Setup group, click on the Page Setup button.

2. Click on the arrow to the right of the Slides sized for: box, and select Overhead.
3. Click on OK
Selecting the Print Options
1. From the Office Button select Print and then Printagain.
2. Click on the arrow to the right of the Printer Name: box, and select the printer you require.
3. Make sure that Slides is selected from the Print what: box at the bottom of the window. (If not,
click on the arrow to the right of the box, and then select Slides from the list.)

Greyscale - prints in black, white and shades of grey.

Pure black and white - changes the background to white, the text to black and shades of grey to
black or white.
Colour prints in colour.
Tip: A light-coloured background is recommended for Overhead
transparencies.
4. Click on the Preview button to see how the Overhead will print, and then
click on the Close Print Preview button on the toolbar.
Animation
Animation allows you to add a visual or sound effect to text or an object to emphasise it on your
slide. For example, you can build text so that it appears one line at a time (ensuring that your
audience doesn't read ahead during the presentation!), or you can hear a sound when a picture
appears.

Animation effects can be applied to individual objects (placeholders) in Normal view. To add the
same animation to all slides, apply it in Slide Master view.

Applying Animation
1. In Normal view, click on Slide 2.
2. Click anywhere in the bulleted text list to display the text placeholder.
3. On the Animations tab, in the Animations group, click on the Animate button .
4. Point to each of the animation options to see how it will look in your slide show.
5. Select Fade All At Once.
6. Apply different animations to slides 3 - 6, and then Saveyour presentation.
7. Now run your slide show.

Adding a Graphic
You may want to add a logo to all slides. For this example we
will use an AutoShape from the Insert tab.

1. On the View tab, in the Presentation Views group, click on

the Slide Master button. The Slide Masters will be displayed in
the pane on the left of the screen.
2. Make sure the top slide master (1) is selected
3. On the Insert tab, in the Illustrations group, click on the Shapes button and select the Smiley Face
shape
4. On the slide master, drag a shape about 1 cm ( inch) in diameter
5. Move the shape to the top right corner of the slide.
6. On the Slide Master tab, in the Close group, click on the Close Master View button. You will now
be able to see the effect on each of your slides.
7. In Slide Master view, select the Title Slide Layout master slide.
8. On the Slide Master tab, in the Background group, click on the Background Styles button and select
Format Background.
9. In the Fill option, select Hide Background Graphics and then click on Close.
10. Close Master View and see the effect on your presentation.
11. Save your work.