ICT2 - BUSINESS SOFTWARE NOTES

WEEK 10
March 16 – 21, 2020

PowerPoint 2013 training Create your first PowerPoint 2013 presentation

Start using PowerPoint

https://support.office.com/en-us/article/video-create-your-first-powerpoint-2013-presentation-
42229250-6c66-44cd-adf8-2f5802c63f74

Video Transcript:

Let's create a PowerPoint presentation.

This is what you see when you first open PowerPoint 2013.

You can open an existing presentation over here, or create a new one from a template.
Since this is our first time, let's start with a Blank Presentation.

This area over here is the slide pane, where you choose the slide you want to work on.

And this is where you work on it.

By default, PowerPoint adds a blank title slide when you first start.

This area, up here, is called the ribbon, which contains the tools for creating your slides and slide
show.

Where do we start? Well, how about here, where it says, "Click to add title".

PowerPoint uses placeholders like this to suggest what to do.

That is it. The first slide is finished.

Now to add the next slide, we'll come up here to the ribbon.

These buttons at the top are called tabs.

When you click a tab, you see the commands and options that are associated with that tab.

And on the HOME tab, there's a group of commands related to slides, including New Slide.

This time, PowerPoint adds a slide with a different layout of placeholders.

Type your slide title at the top. Then, type a list of the things you want to talk about.

PowerPoint automatically formats the text as bullets.

Before we add more slides, let's move down to the status bar, and click this button to open the
NOTES pane.

Here you can add notes to use during your presentation.

If you need more room, hold the mouse over the border, until you see a double-headed arrow.
Then, drag the border up.

It's usually considered a best practice to keep the amount of text on your slide to a minimum, and
fill in all the details with your talk.

Don't worry. The audience can't see the notes. These are just for your reference.
PowerPoint 2013 training Apply and change a theme

Apply and change a theme

Themes provide a complete slide design for your presentation, including background designs,
font styles, colors, and layouts. To find themes, click DESIGN, point to a theme, and see how it
previews on the slide.

Remove the current slide design

To change the current theme to another theme:

1. On the DESIGN tab, in the Themes group, click More.

2. Do one of the following:
3. Under Custom, choose a custom theme to apply.
4. Under Office, click a built-in theme to apply. If your goal is to display little to no color in
your presentation, (something plain with a white background), apply the Office Theme
5. Click Browse for Themes, and locate and click a theme.

Change theme fonts

1. Click VIEW > Slide Master > Fonts > Customize Fonts.
2. In the Create New Theme Fonts dialog box, under the Heading font and Body font
boxes, select the fonts that you want to use.
3. In the Name box, type an appropriate name for the new theme fonts, and click Save.

https://support.office.com/en-us/article/video-apply-and-change-a-theme-de44b332-00db-4424-
8957-00c70646e000#ID0EAABAAA=Transcript

Video Transcript

Imagine you have created slides for your presentation, and now you are thinking about slide
design -- the look of the slides: the background design, font styles, colors, and layouts.

You want the slides to have a bit more visual pop. How do you get that?

Now is the time to explore themes.

A theme provides a complete slide design for your presentation.

Let's look at some examples.

To find themes, click DESIGN. The different themes are shown by these thumbnails here.

When I point to a theme, it previews on the slide.

To see more themes, click this middle arrow, which shows the themes, row by row.

I'll point to some to show their previews.

To see the full Themes gallery, click this bottom arrow, called the More arrow.

To apply a theme, click one of the thumbnails.

The theme is applied to all the slides.

Some details of this theme include a colorful background, an artful design for the slide number,
and font styles.

You see a color scheme applied throughout and a range of layouts.

The aim of a theme is to give your presentation a designer-quality look, with all the slide
elements coordinated.

Another way to apply a theme is when you first open PowerPoint to start working on a
presentation.

In this opening view, you are shown all the themes from the Themes gallery.

You'll notice that one of the choices is this very basic design, labeled Blank Presentation.

This also has a theme applied, just a more plain one.

A helpful aspect of this view is when I click a theme, I see a larger example of it, and I can click
More Images to see more examples of its color scheme and layouts.

I also see three additional choices of background designs and color schemes for the theme.

When I click one of these, I see its preview.

This is one way that PowerPoint offers alternatives, to help you get the theme you want.

I'll try this blue version of the theme, which is called Ion.

When I click Create, PowerPoint applies the theme to the new presentation, starting with the
first slide.
When I click New Slide, the new slide takes on the theme.

An advantage of starting out with the theme in place is that I see how it looks with my slide
content as I work.

If I want to try a different theme, I click DESIGN, and apply another one from the gallery.

Now, may be, you are someone who prefers a more plain slide design.

To start with that, apply the most simple theme: the Office Theme.

This is the theme PowerPoint applies when you choose Blank Presentation from the opening
screen.

Fun is when you start with this basic theme and customize it.

PowerPoint gives you several ways to change any theme's design.

To start with, you have the three alternative backgrounds and color schemes over here, in
Variants.

And when you click the More arrow, on the lower-right here, you have more options for altering
the theme.

Within Colors, there is a range of other color schemes available.

Within Fonts, you'll find other font combinations for the title and body text.

When I point to fonts in the list, notice how they preview on the slide.

Effects offer subtle style differences for graphics, like shapes.

And Background Styles include more background colors - some light, some dark - that go with
the current color scheme.

If you alter some aspect of your theme and you want to save it for future use, open the Themes
gallery and click Save Current Theme at the bottom of the gallery. Then, save the theme with a
new name.

The customized theme now appears with all the other themes in the gallery, available for use
with other presentations.
PowerPoint 2013 training Create your first PowerPoint 2013 presentation

Save a PowerPoint presentation

Probably the most important part of creating a presentation, other than writing it is, of course,
saving it.

For example, if the power were to go out right now, all of our hard work would be gone, unless
we'd saved it to a file.

Here is an easy way to do that. Move up here to this set of commands called the Quick Access
Toolbar, and click Save.

The first time you save a presentation, you come to this area, called the backstage.

You won’t find any formatting commands here.

The backstage is all about opening, saving, printing, sharing, exporting, and modifying
PowerPoint options.

In other words, all that behind-the-scene stuff.

Save As is selected when you first save a presentation.

Here, you choose whether you want to save it to your Computer, or to the cloud using Office
365 or OneDrive.

I have already signed in to my online account, so now I can click here, and browse for a location
on my OneDrive.

Enter a filename and click Save.

It is just like saving to a computer, except that now I can access the file on any computer
connected to the Internet.

Or, I can share it with others by sending an email message containing a link to the online file.

After you save your presentation, you can keep working on it, if you want.

But, remember to save it often, so you don’t lose any new work.

If you want to print your presentation, click the FILE tab to go to the backstage, and click Print.
You can see a preview of how it will look after it is printed. Select a printer here. Then, click
Print.

However, before we do any printing, we need to finish the slides.

Up next, we’ll insert some things in the presentation.

PowerPoint 2013 training Highlight text and change fonts

Highlight text
Highlight text and use your mouse as a laser pointer – two good ways to draw your audience’s
attention to something on a slide. Watch this video to learn more.

Highlight your text

The typical method for highlighting text with color is not available in PowerPoint 2013.
However, there is another great way to accomplish this using the Glow text effect.

1. Select the text on the slide.

2. Under DRAWING TOOLS, click the FORMAT tab.
3. Click Text Effects > Glow, and choose a Glow Variation.
4. To increase the glow, click Text Effects > Glow > Glow Options, and increase the
number in the Size box in the Format Shape pane on the right.

https://support.office.com/en-us/article/video-highlight-text-and-change-fonts-7b9a9009-
b11a-4462-9f13-adc142a2b798#ID0EAABAAA=Transcrip

Video Transcript

In a slide show, sometimes, you want to highlight or point to a word or paragraph for emphasis.

For example, here, we have highlighted our company’s mission statement with a yellow glow.

Another thing you might do to call out text is turn the mouse pointer into a laser pointer and
underscore important points as you speak.

Let’s look at how to use both methods for text, starting with a glow color.

Unlike in Word, in PowerPoint, there is no Text Highlight Color button. Instead, you highlight
the text by adding a glow color.
Here is the text that we want to highlight. To add the glow color, first I’ll select the text by
dragging with the mouse.

When I select the text, the DRAWING TOOLS FORMAT tab appears. I’ll click it.

The FORMAT tab has a group called WordArt Styles for formatting text with colors, glows,
and other effects.

Look for Text Effects here, and click it.

The effect we want is Glow. When I point to it, a gallery of glow effects appears.

And when I point to an effect, it previews on the text.

For the strongest yellow glow, I’ll choose this one, called Gold, 18 pt. glow.

The text now has a yellow glow as a highlight.

I can increase the glow, if I want. I’ll select the text again, click Text Effects, point to Glow, and
click Glow Options.

Next to Size, I’ll click the up arrow and increase the glow to 50 points.

The increased glow creates a more blended highlight, and the glow is easier to see.

We are finished with the Format Shape pane, so I’ll click the X to close it.

And now, let’s click Slide Show to see the glow highlight in that view.

Now, to use the laser pointer to call out the text while you present it, press and hold Ctrl and also
press and hold the left mouse button. That activates the Laser Pointer.

As I mention each company value, such as 'Medicine for all', I can emphasize it with the pointer.

When I let up the mouse button, the mouse pointer returns.

But, the laser pointer reappears when I press and hold the mouse button, as long as I press Ctrl.

Up next: Change the font style for a presentation.

PowerPoint 2013 training Highlight text and change fonts

Change the font style

In PowerPoint 2013, you can change the fonts on a single slide, or throughout your entire
presentation at once.

https://support.office.com/en-us/article/video-change-the-font-style-for-a-presentation-
609d81d8-b3b2-4e32-9e39-d02e2d6f6510?ui=en-US&rs=en-US&ad=US

Video Transcript

To use a different font style for the text in your presentation, you don’t need to change the text of
one paragraph at a time.

Instead, click the DESIGN tab, and go to the Variants group. Click More, and point to Fonts.

In the Fonts gallery, you can select a new font style, and it will apply to the whole presentation.

We’ll step through this process, but first, let’s look at the fonts that are currently applied, and see
how they are used on the slides.

For this slide show, we chose a Blank Presentation, on the New screen, and that came with a
certain font style.

To see what fonts have been applied, click the text, such as this slide title.

Then click the HOME tab, and look at the Font box.

The Font box shows that this title has the font Calibri Light.

To see more about the font, click the arrow in the Font box.

Calibri Light is selected and we see that it is applied to headings, meaning the presentation title,
section titles, and all slide titles.

Now, I’ll click the subtitle text on the slide and look in the Font box. I see that the Calibri font is
applied.

In the Font list, Calibri is selected, and we see that it is applied to the body text that means the
subtitles as well as body text on the slides.
If we click Slide 2 and click its title, we see the title text is Calibri Light, and when we click the
body text, we see it is Calibri.

So, the same fonts are applied throughout.

Now, to apply different fonts to the presentation, we click DESIGN, and in the Variants group,
click the More arrow. Then, we point to Fonts.

The Fonts gallery includes other font styles, combinations of fonts for headings and body text.

The current style — Calibri Light and Calibri — is selected.

Now, let’s preview some of the others.

When I point to the Style, I see the preview.

This one uses Arial for both headings and body text; this one applies Candara; and this one
applies Century Gothic.

Scroll down for more choices. Here’s Cambria and Garamond.

Let’s apply Candara.

Now I’ll click the HOME tab, click the title text, and look in the Font box.

Candara is applied. When I click the subtitle, Candara is also applied there.

The Candara font is applied to the other slides, also, for the title text and body text.

There is nothing more we need to do.

So, we have changed the Font Style everywhere, just as we wanted.

PowerPoint 2013 training Print slides, notes, or handouts

Print slides, notes, or handouts

Minimize slide text and put notes in the notes section, out of your audience’s site. And print them with
or without slide thumbnail images.

https://support.office.com/en-us/article/video-print-slides-notes-or-handouts-ebbe36f4-5849-
4f0c-89b9-a3ee728befa7

Video Transcript

You finished creating your presentation, and now you want to print it as a handout for your
audience.

PowerPoint gives you several choices for handouts. To start, you click FILE, Print to open print
view.

In print view, your options for page layout and printing are on the left, and a preview of the
handout is on the right.

To see the page layout choices, click the Page Layout button.

These are the layouts. They include Full Page Slides, shown in the preview, here as well as
layouts with multiple slides per page.

Let's look at the 3 Slides layout. It has three slides on the page as well as lines for audience
notes.

Another type of handout is the Notes Pages.

The notes page includes not only the slide, but also your speaker notes.

When you plan to use the notes page as a handout, you'll type the notes you intend for the
handout in the notes pane, below the slide.

This approach is a great way to keep from overloading the slide with information.

If you put details in the notes pane, your audience can get those in the handout.

Another thing to consider when you print handouts is page orientation.

With a Portrait Orientation, the page is laid out vertically.

With a Landscape Orientation, the page is laid out horizontally.

You'll also decide whether to print the handouts in color, or in one of the black and white
formats–Grayscale or Pure Black and White.

And, you'll choose headers and footers for the handout, things like date and page number.

You click Edit Header & Footer to do that.

Another option for handouts is to print them in Microsoft Word. To do that, you would click
Export, Create Handouts.

When you click Create Handouts again, you get these layout choices for printing and
formatting the handouts in Word.

PowerPoint 2013 training Print slides, notes, or handouts

Prepare a basic handout

Walk through the printing options for slides, handouts, or notes, so your printouts are the way
you want them.

https://support.office.com/en-us/article/video-prepare-a-basic-handout-55097d89-2858-4aac-
a7d5-fa8c5d9b9d23?ui=en-US&rs=en-US&ad=US

Video Transcript

To prepare my handout, I'll click FILE, Print to open the print view, where I'll choose a layout
and other settings.

I'll start with the page layout button, which shows all the layouts.

Until I choose a different layout, the one that is selected is Full Page Slides. This prints the slide
full page in a landscape, or horizontal page orientation.

You might want this layout for a slide that has very detailed information, like this process
diagram.

If you didn't want the full page layout for all your slides, you could print just one slide, such as
this one, using the Print Current Slide option.

Then, you'd choose another layout for the rest of the slides.

Let's look at the layouts in the Handouts section. These look more like handouts. I'll compare
the 1 Slide layout here with the Full Page Slides layout.
In the 1 Slide layout, the slide is smaller, and the page now has a Portrait, or vertical
orientation.

It also has headers and footers, a date and page number, which emphasize the handout format.

Looking again at the full page slide, there are no headers and footers, and these are the slide
details, like the Slide number, that are emphasized.

Let’s see some other Handout examples. This is the 2 Slides layout and this is 3 Slides. This one
is popular because it includes lines for audience notes.

The other layouts in the Handouts section have 4 slides, 6 slides, or 9 slides on a page.

The numbers of slides per page are set, and you can't change those.

However, there are different slide arrangements.

These three are horizontal meaning that the slides read left to right on the page.

These three are vertical. I'll click 9 Slides Vertical. Here, the slides read top to bottom, left to
right, as if in columns.

For this handout, I'll go with the 3 Slides layout. The slides will be readable, and I like the lines
for notes.

Regarding Page Orientation, this layout automatically uses Portrait.

So, the slides are laid out vertically, top to bottom.

I'll compare the Landscape Orientation. This turns the page. So, it is horizontal and arranges
the slides left to right.

I am going to keep the Portrait Orientation setting because I like the way that orientation uses
the space.

Now let's think about color options for the handout. My printer is set to print in color, so that is
what we see in the Preview.

It looks great, but I'd rather save the color ink and print in black and white. I'll see how
Grayscale looks.

I'll zoom way in, so we can see the details better.

Grayscale renders all the slide colors using gray shading. So, the wild grass detail is now gray.

Grayscale also preserves color fills, such as in these chevrons, where the slide number appears.
I'll compare Pure Black and White.

This removes color fills. Notice, how the chevron is pure white, so the slide numbers aren't
visible now.

There is no gray, so the grass detail is solid black.

The simplicity of this can be good.

For these handouts, I like Grayscale better because it shows the slide numbers.

So, I have picked a layout, page orientation, and color setting for the handout.

PowerPoint 2013 training Print slides, notes, or handouts

Print Notes Pages as handouts

You can print your whole presentation as Notes Pages and give your audience the slides plus all the
details in the notes.

https://support.office.com/en-us/article/video-print-notes-pages-as-handouts-da57fa9c-5d72-42e6-
9794-66130914a7de?ui=en-US&rs=en-US&ad=US

Video Transcript

You may find, when you create your slides, you have a lot of information for your audience.

Too much, in fact, to squeeze onto the slides. That is, if you want them to be readable and
effective.

Here's an alternative that your audience will appreciate: Open the notes pane for the slide and put
the additional details there.

You'll still cover the information when you present, and you can include it in your audience
handout using Notes Pages.

This is how we do that. Let's click FILE, Print to open the print view and look at the Handout
options.

The layout called Notes Pages is one of the options.

I'll click it to see a preview.

The Notes Pages include the slide plus all the notes that you have put in the notes pane for that
slide.

You can print the whole presentation as Notes Pages and give your audience the slides plus all
the details in the notes.

Another attractive thing about Notes Pages is that you can format them. Let's go back to Normal
view to see how.

As you create your slides and notes, click VIEW, Notes Page at any time to see your notes in a
Notes Page format.

I'll Zoom In for a closer look.

In this view, organize and format the notes, as if you were working in a document.

For instance, I'll select this text and click HOME, Bullets to make this a bulleted list.

I could do this type of formatting in the notes pane, but I find the view here easier to work with.

A great thing is that the view allows you to paste graphics.

To move to another Notes Page, use these double arrows, on the lower-right.

Here, I am pasting a SmartArt org chart.

I'll Zoom Out again.

And I'll click the Next Slide arrows to switch pages again.

Notes Page view also shows you whether your notes will fit on the page when you print.

To return to the normal view, click the Normal button.

To work in the notes pane as you create your slides, either drag the double-arrow cursor to open
and close the pane. Or, click NOTES, down here to open and close it.

When you are finished with your slides and notes, and ready to print, click FILE and Print.

Be sure, you have selected the Notes Pages layout.

And choose the other options you want for the handout.
PowerPoint 2013 training Use Presenter view

Use Presenter view

With Presenter view, the audience views your slides on a main screen, while you control the show on
another screen that only you can see.

https://support.office.com/en-us/article/video-use-presenter-view-798dcb21-603c-43c3-
a782-9a2d7720ab33?ui=en-US&rs=en-US&ad=US

Video Transcript

PowerPoint is all about helping you give great presentations; and the Presenter view is all about
helping you use PowerPoint.

Traditionally, the audience faces a screen showing your PowerPoint slides, and you stand in
between the audience and screen, and change slides on a computer.

Unless you are a professional presenter, you may also have to juggle paper notes, or attempt to
wing it by reading off your slides.

Presenter view lets you take advantage of the dual monitor capability of a computer to separate
what the audience sees from the mechanics of running a slideshow.

The audience views your slides on the main screen, while you control the show with the
Presenter view on another screen that only you can see.

The Presenter view is like a dashboard that contains in one window everything that you need to
run your show.

You have your notes over here.

This monitor shows you what the audience sees minus transitions, effects, and videos.

And this monitor shows you what is coming up next.

You have all your tools here, which you can select out of view of the audience.

And you click here to move forward or back.

There is even a timer that starts when you begin your presentation, and a clock.
By running the Presenter view on a laptop, just below eye level, you can face the audience and
never have to look back at the screen.

You can do things like select a Laser Pointer or drawing tool, or use the Slide Navigator to
select a different slide.

And only you can see all this behind-the-scenes stuff, so the audience can stay focused on your
message.

Presenter view also helps you stay focused.

All the controls are easy to get to in one window with big icons, and a simple design.

So, if you are interested, let's give the Presenter view a try.

Apply and change a theme, transistion,create speaker notes

Imagine you have created slides for your presentation, and now you are
thinking about slide design -- the look of the slides: the background design,
font styles, colors, and layouts.

You want the slides to have a bit more visual pop. How do you get that?

Now is the time to explore themes.

A theme provides a complete slide design for your presentation.

Let's look at some examples.

To find themes, click DESIGN. The different themes are shown by these
thumbnails here.

When I point to a theme, it previews on the slide.

To see more themes, click this middle arrow, which shows the themes, row
by row.

I'll point to some to show their previews.

To see the full Themes gallery, click this bottom arrow, called the More
arrow.

To apply a theme, click one of the thumbnails.

The theme is applied to all the slides.

Some details of this theme include a colorful background, an artful design for
the slide number, and font styles.

You see a color scheme applied throughout and a range of layouts.

The aim of a theme is to give your presentation a designer-quality look, with

all the slide elements coordinated.

Another way to apply a theme is when you first open PowerPoint to start
working on a presentation.
In this opening view, you are shown all the themes from the Themes gallery.

You'll notice that one of the choices is this very basic design, labeled Blank
Presentation.

This also has a theme applied, just a more plain one.

A helpful aspect of this view is when I click a theme, I see a larger example
of it, and I can click More Images to see more examples of its color scheme
and layouts.

I also see three additional choices of background designs and color schemes
for the theme.

When I click one of these, I see its preview.

This is one way that PowerPoint offers alternatives, to help you get the
theme you want.

I'll try this blue version of the theme, which is called Ion.

When I click Create, PowerPoint applies the theme to the new presentation,
starting with the first slide.

When I click New Slide, the new slide takes on the theme.

An advantage of starting out with the theme in place is that I see how it
looks with my slide content as I work.

If I want to try a different theme, I click DESIGN, and apply another one from
the gallery.

Now, may be, you are someone who prefers a more plain slide design.

To start with that, apply the most simple theme: the Office Theme.

This is the theme PowerPoint applies when you choose Blank Presentation
from the opening screen.