Chapter 6: MS PowerPoint and Presentations

What to remember

• PowerPoint is presentation software. A file is a presentation made of slides, saved as .pptx (slide show file: .ppsx). The main views are Normal, Slide Sorter, Notes Page, Reading View and Slide Show.
• Transitions are effects when moving from one slide to the next; animations are effects on objects within a slide. Both are set from their own tabs on the Ribbon.
• Key shortcuts: F5 starts the show from the first slide, Shift+F5 starts from the current slide, Esc ends the show, Ctrl+M adds a new slide.

Presentation basics

A presentation is a set of slides used to show information to an audience, such as in a classroom, a meeting or a training. MS PowerPoint is the presentation program of the Microsoft Office suite. Each page of a presentation is a slide. Slides can hold text, pictures, tables, charts, shapes, audio, video and links.

Parts of the PowerPoint window:

• Title bar: shows the file name.
• Ribbon: tabs such as Home, Insert, Design, Transitions, Animations, Slide Show, Review and View.
• Slide pane: the large area where one slide is edited.
• Thumbnail pane: small pictures of all slides on the left side.
• Notes pane: space under the slide for speaker notes.
• Status bar: shows slide number and view buttons.

A placeholder is a dotted box on a slide that holds a title, text, picture or other content. A layout is the arrangement of placeholders on a slide, such as Title Slide, Title and Content, Two Content and Blank. The first slide is usually the Title Slide.

File types: .pptx is the normal presentation; .ppt is the older format; .ppsx or .pps opens directly in slide show mode; .potx is a template; a presentation can also be saved as PDF, video or pictures.

Design, themes and masters

• Theme: a set of colours, fonts and effects applied to the whole presentation. It is set from the Design tab.
• Template: a ready-made file with design and layouts. It has the extension .potx.
• Slide Master: a special slide that controls the design of all slides, such as the font, background and logo. A change in the master changes all slides that use it. It is opened from the View tab.
• Background: colour, gradient, picture or pattern behind the slide content.
• Header and Footer: text such as date, footer and slide number that can be shown on slides.
• SmartArt: ready-made diagrams for lists, processes and hierarchies.
• WordArt: styled text.
• Hyperlink and Action button: a link to another slide, file or web page. A button can jump to another slide when clicked.
• Hide Slide: keeps a slide in the file but skips it in the show.

Good presentation practice: keep text short, use bullets, use large fonts, use a high contrast between text and background, and avoid too many animations.

Views

Normal view is the default view. Handouts can be printed with 1, 2, 3, 4, 6 or 9 slides per page.

Transitions and animations

A transition is the effect shown when one slide changes to the next one. Examples are Fade, Push, Wipe, Split and Cut. In the Transitions tab you can set the effect, the sound, the duration and how the slide advances: on mouse click or automatically after a set time. Transitions can be applied to one slide or to all slides.

An animation is a movement or effect applied to an object (text, picture or shape) inside a slide. It is set in the Animations tab. The four kinds are:

• Entrance: how the object comes in (green icon), such as Appear and Fly In.
• Emphasis: draws attention to an object already on the slide (yellow icon), such as Pulse.
• Exit: how the object leaves (red icon), such as Disappear.
• Motion Path: the object moves along a drawn path.

The Animation Pane lists all animations of a slide and their order. Timing options are On Click, With Previous and After Previous. Rehearse Timings records the time spent on each slide, so the show can run automatically. A custom show is a chosen set of slides from a bigger presentation. Record Slide Show adds narration and timings. A presentation can be set to loop continuously, for example at a kiosk.

Working with slides and objects

New slides are added with the New Slide button or Ctrl+M. Slides can be duplicated, deleted, moved or reused from another file (Reuse Slides). Sections group slides under a name. Pictures, shapes, charts and tables are placed from the Insert tab. A chart in PowerPoint uses data from a small Excel-like sheet. Group joins shapes so that they move together. Align and Distribute arrange objects neatly. Format Painter copies formatting, as in Word. Audio and video can be inserted and set to play automatically or on click. Print options include full page slides, notes pages, outline and handouts.

Slide show tools and sharing

Before the show, use Set Up Slide Show to choose how it runs: presented by a speaker (full screen), browsed by an individual (in a window) or browsed at a kiosk (full screen, loops until Esc). During a show, a right-click opens a menu with options to go to a slide, change the pointer to a pen or highlighter, and end the show. The laser pointer is used with Ctrl and the left mouse button. Ink drawn with the pen can be kept or discarded at the end. The Zoom and Section Zoom features jump between slides in an order chosen by the presenter.

For sharing, a presentation can be sent by email, saved to cloud storage, exported as a PDF handout or exported as a video. Slides can also be saved as pictures (JPG or PNG). Compress Media reduces the file size when large pictures or videos are used. Password protection can be set under File, Info, Protect Presentation. The Review tab has spelling, comments and language tools, as in Word.

Shortcut keys

Exam traps

• Transition is between slides; animation is on objects within a slide.
• F5 starts from the beginning; Shift+F5 starts from the current slide.
• Slide Sorter view is for rearranging slides; Normal view is for editing.
• .pptx is the normal file; .ppsx opens directly as a show; .potx is a template.
• Slide Master changes the design of all slides together; a theme is applied from the Design tab.
• Entrance animations are green, emphasis yellow, exit red.
• Ctrl+M adds a slide; Ctrl+D duplicates; Ctrl+N makes a new presentation.
• Presenter View shows notes to the speaker only, not to the audience.
• Hide Slide does not delete the slide; it only skips it in the show.

One-liners

• 1. A PowerPoint file is a presentation made of slides.
• 2. The default file extension is .pptx.
• 3. Normal view is the default view.
• 4. A slide layout decides the arrangement of placeholders.
• 5. F5 starts the slide show from the beginning.
• 6. Esc ends a running slide show.
• 7. Ctrl+M inserts a new slide.
• 8. Slide Sorter view shows all slides as thumbnails.
• 9. Rehearse Timings records time for each slide.
• 10. The Transitions tab sets slide change effects.
• 11. The Animations tab sets object effects.
• 12. The Slide Master controls design that repeats on all slides.

Practice questions

1. MS PowerPoint is used to create

   1. web servers
   2. spreadsheets
   3. databases
   4. presentations
   Answer

   D. presentations

   PowerPoint makes slide presentations.

2. Each page of a PowerPoint presentation is called a

   1. cell
   2. slide
   3. sheet
   4. frame record
   Answer

   B. slide

   A presentation is a set of slides.

3. The default file extension of a PowerPoint 2016 file is

   1. pdf
   2. xlsx
   3. docx
   4. pptx
   Answer

   D. pptx

   PowerPoint 2007 and later use .pptx.

4. Which key starts the slide show from the first slide?

   1. F12
   2. F2
   3. F5
   4. F7
   Answer

   C. F5

   F5 starts from the beginning.

5. Which shortcut starts the slide show from the current slide?

   1. Alt+F5
   2. Ctrl+F5
   3. Shift+F5
   4. F5
   Answer

   C. Shift+F5

   Shift+F5 starts from the slide you are on.

6. Which key ends a running slide show?

   1. Enter
   2. Home
   3. Tab
   4. Esc
   Answer

   D. Esc

   Esc exits the show.

7. Which shortcut inserts a new slide?

   1. Ctrl+D
   2. Ctrl+M
   3. Ctrl+N
   4. Ctrl+L
   Answer

   B. Ctrl+M

   Ctrl+M adds a slide; Ctrl+N makes a new presentation.

8. Which view is the default view in PowerPoint?

   1. Normal view
   2. Reading view
   3. Slide Sorter view
   4. Notes Page view
   Answer

   A. Normal view

   Normal view opens first.

9. Which view displays all slides as small thumbnails and is best for rearranging them?

   1. Notes Page
   2. Slide Show
   3. Outline
   4. Slide Sorter
   Answer

   D. Slide Sorter

   Slide Sorter helps in moving and copying slides.

10. Effects shown when one slide changes to the next are called

    1. transitions
    2. themes
    3. layouts
    4. animations
    Answer

    A. transitions

    Transitions act between slides.

11. Effects applied to text or pictures inside a slide are called

    1. masters
    2. animations
    3. transitions
    4. placeholders
    Answer

    B. animations

    Animations act on objects inside a slide.

12. Which tab is used to set transitions?

    1. Design
    2. Insert
    3. Transitions
    4. Animations
    Answer

    C. Transitions

    The Transitions tab holds slide change effects.

13. Which tab is used to apply a theme?

    1. Slide Show
    2. Design
    3. Transitions
    4. Review
    Answer

    B. Design

    Themes are on the Design tab.

14. A dotted box on a slide that holds title or text is a

    1. placeholder
    2. theme
    3. macro
    4. hyperlink
    Answer

    A. placeholder

    Placeholders hold content in a layout.

15. The arrangement of placeholders on a slide is called its

    1. theme
    2. master
    3. layout
    4. template only
    Answer

    C. layout

    Layouts include Title Slide and Title and Content.

16. Which view helps the speaker see notes and a timer while the audience sees only the slide?

    1. Reading View
    2. Slide Sorter
    3. Normal view only
    4. Presenter View
    Answer

    D. Presenter View

    Presenter View is meant for the speaker.

17. Which special slide controls the design of all slides?

    1. Title Slide
    2. Slide Master
    3. Notes slide
    4. Hidden slide
    Answer

    B. Slide Master

    Changes in the Slide Master apply to all slides.

18. A ready-made design file for presentations has the extension

    1. pptx
    2. ppsx
    3. potx
    4. docx
    Answer

    C. potx

    .potx is a PowerPoint template.

19. A PowerPoint show file that opens directly in slide show mode has the extension

    1. pptx
    2. pdf
    3. potx
    4. ppsx
    Answer

    D. ppsx

    .ppsx opens as a show.

20. Which type of animation shows how an object enters the slide?

    1. Entrance
    2. Motion path
    3. Exit
    4. Emphasis
    Answer

    A. Entrance

    Entrance animations bring an object in.

21. Which animation type draws attention to an object already on the slide?

    1. Emphasis
    2. Entrance
    3. Exit
    4. Transition
    Answer

    A. Emphasis

    Emphasis animations include Pulse.

22. Rehearse Timings is used to

    1. spell check text
    2. record the time spent on each slide
    3. copy a slide
    4. insert sound only
    Answer

    B. record the time spent on each slide

    The timings can run the show automatically.

23. Which feature keeps a slide in the file but skips it in the show?

    1. Cut Slide
    2. Lock Slide
    3. Delete Slide
    4. Hide Slide
    Answer

    D. Hide Slide

    A hidden slide is not shown during the presentation.

24. Which shortcut duplicates the selected slide?

    1. Ctrl+K
    2. Ctrl+M
    3. Ctrl+D
    4. Ctrl+J
    Answer

    C. Ctrl+D

    Ctrl+D duplicates the selected item.

25. During a slide show, pressing B turns the screen

    1. off
    2. blue
    3. black
    4. white
    Answer

    C. black

    B or period gives a black screen; W or comma gives white.

26. Ready-made diagrams for lists and processes in Office are called

    1. WordArt
    2. SmartArt
    3. Clip box
    4. Charts only
    Answer

    B. SmartArt

    SmartArt creates quick graphic diagrams.

27. Slides in a presentation can be printed as handouts with

    1. only one slide per page
    2. only the notes
    3. several slides per page
    4. no pictures
    Answer

    C. several slides per page

    Handouts print 1, 2, 3, 4, 6 or 9 slides per page.

28. Which of the following allows moving to another slide or file by clicking an object?

    1. Theme
    2. Layout
    3. Animation
    4. Hyperlink
    Answer

    D. Hyperlink

    Hyperlinks and action buttons jump to a target.

29. Slide Show is the view used to

    1. present full screen to the audience
    2. edit text only
    3. print handouts
    4. check spelling
    Answer

    A. present full screen to the audience

    This view shows the slides one by one in full screen.

30. Which timing option starts an animation along with the previous one?

    1. On Click
    2. With Previous
    3. Repeat
    4. After Previous
    Answer

    B. With Previous

    With Previous starts together with the earlier effect.

31. Which tool lists all animations on a slide and their order?

    1. Notes Pane
    2. Slide Pane
    3. Thumbnail Pane
    4. Animation Pane
    Answer

    D. Animation Pane

    The Animation Pane shows the animation order.

32. Which tab contains the Slide Master command?

    1. View
    2. Review
    3. Transitions
    4. Home
    Answer

    A. View

    Slide Master is opened from the View tab.

33. Notes added below the slide for the speaker appear in the

    1. Slide pane
    2. Notes pane
    3. Thumbnail pane
    4. Ribbon
    Answer

    B. Notes pane

    Speaker notes are written in the Notes pane.

34. A chosen set of slides from a bigger presentation, shown to a particular audience, is a

    1. custom show
    2. master
    3. section
    4. handout
    Answer

    A. custom show

    Custom Show picks selected slides.

35. Which key moves to the next slide in a slide show?

    1. Esc
    2. Delete
    3. Page Up
    4. Page Down
    Answer

    D. Page Down

    Page Down, right arrow or N moves to the next slide.

36. Statements: 1. Transitions apply between slides. 2. Animations apply to objects on a slide. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    C. Both 1 and 2

    Both are the correct definitions.

37. Statements: 1. F5 starts the show from the current slide. 2. Shift+F5 starts the show from the first slide. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    D. Neither 1 nor 2

    It is the other way round.

38. Statements: 1. Slide Sorter view is used to rearrange slides. 2. Normal view is the default view. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    C. Both 1 and 2

    Both are correct.

39. Statements: 1. Hide Slide deletes a slide permanently. 2. Ctrl+M inserts a new slide. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    B. 2 only

    Hide Slide only skips the slide in the show.

40. Statements: 1. A theme sets colours, fonts and effects. 2. A template has the extension .potx. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    C. Both 1 and 2

    Both are correct.

41. Statements: 1. Presentation files can be saved as PDF. 2. Slide Master changes only one slide. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    A. 1 only

    The master changes all slides that use it.

42. Statements: 1. Entrance effects bring objects in. 2. Exit effects bring objects in. Which is/are correct?

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    A. 1 only

    Exit effects take objects out.

43. Match the pair: which pair is correct?

    1. Ctrl+M - new presentation
    2. Ctrl+N - new presentation
    3. Ctrl+D - end show
    4. Esc - insert slide
    Answer

    B. Ctrl+N - new presentation

    Ctrl+M adds a slide; Ctrl+D duplicates; Esc ends the show.

44. The tab used to start a slide show and set up timings is

    1. Home
    2. Insert
    3. Design
    4. Slide Show
    Answer

    D. Slide Show

    The Slide Show tab has Start, Rehearse Timings and Set Up Show.