lOMoARcPSD|9420379

DEPARTMENT OF EDUCATION
Schools Division of Laoag City
Gabu National High School
Laoag City, Ilocos Norte

PRODUCTIVITY TOOLS

I. Preface/ Foreword

This course presents an overview of Information Technology Tools used in business

environments. This includes computer terminology, hardware, software, operating systems
and information & application systems. This course also explores business applications of
software including spreadsheets, databases, presentation graphics, word processing and
businessoriented utilization of the internet.

II. Content

Learning Outcomes:

At the end of the discussions, the student will be able to:

• Build Basic Presentations

• Interact with Microsoft PowerPoint
• Work with Text, Shapes and WordArt
• Customize Tables
• Familiarize with the Design Ribbon and Animations Ribbon
• Deliver and Print Presentations

MS PowerPoint
What is PowerPoint?
PowerPoint is a graphical presentation program used to organize and present information. PowerPoint
presentations consist of a number of individual pages or "slides.” Slides may contain text, graphics,
sound, movies, and other objects that can be freely arranged.
Presentations can be printed, displayed live on a computer, or navigated through at the command of the
presenter. For larger audiences, the presentation is often projected onto a large screen. Handouts,
speaker notes, or outlines can also be produced from the slides.
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Interacting with PowerPoint

The Normal View in PowerPoint features several commonly used Tabs, Panes, and Tools.

The View Toolbar

This toolbar is found at the bottom right corner of the PowerPoint window.

Default (Normal) view

• is the main editing view which lets you view individual slides and edit its content as well as its
position. It divides the screen into: Outline tab, Slides tab, Slide pane and Notes pane.

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Slide Sorter view

• uses thumbnails of the slides. This lets you see the content of each slide, makes it easy to reorder,
add, or delete slides and preview your transition and animation effects. To move a slide, to a new
position, just click and drag. Slide Show view
• presents slides in a full screen mode. This helps you to preview the slides as the actual
presentation slideshow with its settings (e.g. graphics, audio/video, timings, animated effects,
slide transitions)
Reading View
• Use reading view to deliver your presentation not to an audience (via a large screen, for example),
but instead to someone viewing your presentation on their own computer. Or, use Reading view
on your own computer when you want to view a presentation not in full-screen Slide Show
view, but in a window with simple controls that make the presentation easy to review

Using the Slides Panel

The Slides tab vertically displays thumbnail sized images of the slides in the
presentation.
Using the Outline View
The Outline view is an all text view showing the content of your presentation. As
such, the Outline pane helps you edit your presentation's content.

To view Outlines from the View ribbon and Presentations View group select
Outline.

Closing PowerPoint
Click the X in the upper right corner of the PowerPoint screen or press key
combination ALT + F4 on your keyboard.

Closing Presentation
Click the File Ribbon and select Close or press key combination CTRL + W on your keyboard.
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Minimize Ribbon
You can minimize the Ribbon across the top of the screen by
clicking the Ribbon Display Options button in the top right of
the screen.

Getting Help in PowerPoint

Microsoft PowerPoint provides a help screen where you can
access online and offline help for any PowerPoint feature.
Click on the question mark at the top right-hand corner of the
window:
Click inside the Search box and type a search word or short phrase, and then press Enter:

After a moment of searching, you will see a list of relevant results listed. Click the title of any result to
be shown its contents.

Creating a New Presentation

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To open a PowerPoint 2016 presentation, click on the File tab in the upper left corner.

The most common choices for opening a presentation are:

• New ‐ allows you to open a Blank presentation or you may choose from a selection of
Templates and Themes.
• Open ‐ lets you navigate to an existing file to view and/or modify a presentation that has already
been created.
• Recent – displays a list of your most recently created presentations and their file locations.
Click on File Ribbon and Select New.

From the Screen displayed, Choose Blank Presentation.

You can also create a new workbook by using the shortcut keys Ctrl + N
PowerPoint Slides
When you choose to create a blank presentation, PowerPoint will open a presentation with a Title Slide.
Once the Title Slide is open, you’ll see a slide with two placeholder text boxes for a title and a subtitle.
Click inside the placeholder box and type to add the title. If you want a subtitle, click and type inside the
smaller placeholder. If you don’t want a subtitle, you can just ignore its placeholder box.
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Adding a New Slide

To add a new slide, just click the New Slide command in the
Home ribbon
You may choose a specific slide layout as the list of choices
descends from the New Slide button.

The New Slide button has two parts:

Clicking on the top part will automatically insert a new slide. If you have just reated a Title
slide, the new default layout will be a Title and Content slide (for details, see the section on
slide layouts).

Clicking on the bottom will give you a choice of layouts. You can choose which layout you
want for your next slide. Select a slide layout by clicking on its image in the Office Theme
gallery.

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Slide Layouts

There are several standard slide layouts to choose

from when adding new slides.

A unique layout can be chosen by clicking on the

bottom half of the New Slide button in the Home
tab. When the layout gallery opens, click on the style
you want and a new slide with that layout will
appear in your presentation.

Each layout caption describes the layout type.

Content can be text, tables, charts,
graphics, pictures, clip art, or video.

If you decide later that the layout you chose doesn’t

work well for a particular slide, select the slide by
clicking on it in the Thumbnail pane. Next, click on
the Layout button in the Slides group of the Home
tab. Click on a new layout and it will change the
layout of the slide.
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Deleting a Slide
Simply click inside a textbox/
placeholder then start typing.

Adding Content
Text is the default content of the slide below. The format for the default text is a bulleted list. To add
text, click and begin typing. To add other content, click on the icon within the content group on the new
slide. Each icon will open the appropriate dialog box or task pane in the Drawing Tools contextual tab.

Drawing Tools

The icons represent the six standard graphical elements that you might want to insert.

Table Chart SmartArt

Online Picture Video

Picture

Clicking on an icon will open the associated dialog box. Note that these icons, as well as several other
insertion options, are also displayed in the Insert tab on the Ribbon.

Editing a Slide

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Cutting, Copying and Pasting Text

Select text to edit then, from the HOME ribbon, click on the cut or copy
button.
Pasting text will place the item in a new desired location
Remember you can right-click selected text and click cut or copy, just like you can
with slides. The Ctrl + X, Ctrl + C, and Ctrl + V keyboard shortcuts work the same
as cut, copy, and paste, respectively.

Using the Format Painter

The Format Painter allows you to copy the formatting of text or shapes.

Select the original text / shape → click on Format Painter → Highlight the destination text/shape.

You can use the Format Painter more than once.

Select the original text / shape → double-click on Format Painter → apply onto destination text / shape
→click on Format Painter once more to disengage.

Text AutoFit
PowerPoint resizes text as you type to fit in a placeholder. Both
font size and line spacing will be adjusted until all the text fits
(to a minimum font size of 8 points).

You may see click to switch on the options of the

AutoFit to adjust text appearance on the slide.

Clipboard
The Clipboard is the first group, or “chunk,” on the Home ribbon. The
Clipboard is associated with cut, copy, paste and the Format Painter. Cut
and copied items are stored in the Clipboard, a UNIT of the computer’s
memory.
You will notice a small icon in the lower right-hand corner of the
Clipboard chunk. Click this button to open the Clipboard task pane, a
listing on the left side of the screen that shows the last 24 cut/copied items
from any Microsoft Office 2013 program that is open:
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Cutting, Copying and Pasting Slides

Select the slide in the Slide Pane and then click Cut icon to cut the slide
completely out of the presentation or Copy icon to duplicate the slide.
After you have chosen to cut or copy, click in the Slide Pane where you
want the slide to go and click Paste.

To move a slide’s position, just simply drag it in between two slides in the
Slide Pane.
There are two shortcuts you can use to perform cut, copy, and paste
operations. You can right-click on a slide in the Slide Pane to see these
commands:

You can also use keyboard shortcuts.

• To cut something, highlight it and press Ctrl + X.

• To copy, Ctrl + C.

• And to paste, Ctrl + V.

Reusing Slides
You may reuse slides from existing files to save time in duplicating
slides
In the Home ribbon, click on New Slide → Reuse Slides (last option)
Then in the Task Pane (right side of Window) → select Browse File
→choose the file and slides to be inserted

Slide Outline
Use the outline view to organise the text content in each slide. As
you right click on the selection of text, a list of outline options
appears.
Promote raises the item level of a list. For a level one item, it
will be promoted as a new slide.
Demote descends the item level of a list.

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Saving a Presentation
Save
This allows you to update any
changes within the presentation file.
Click on the Save icon on the Quick
Access toolbar or press Ctrl + S to
save any file updates. You may also
find Save Command in the File
Ribbon.
Save As
This allows you to save an extra copy
of the file with the changes on file
name, folder location and file type.
Click File Ribbon, select Save As. The Save dialog will display.
Select a location and name.

Formatting

The term, formatting, refers to the appearance of text or objects on a slide. Most of PowerPoint’s tools
are devoted to formatting the various parts of your slides. All PowerPoint presentations are formatted
with specific fonts, font sizes, and font attributes such as style and color. You can change the way
characters look on a slide by using commands in the Font group on the Home tab or the Mini toolbar.
The Format Painter can save you time by allowing you to copy formats from selected text to other text
items.

Font
Fonts (sometimes called typefaces) are sets of characters, numbers,
and symbols in a specific style or design. You can change the font
and font size at any time on your slides.
Select text then select the formatting tools from the HOME ribbon, or
right click on your selection to bring up the toolbar.

Font Click the pull-down arrow to choose a new font.

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Font size Choose from a number of specified sizes, or click in the text box and enter
your owndesired size.

Font larger Incrementally increases font size.

Fond smaller Incrementally decreases font size.

Clear formatting Removes any formatting applied to a font.

Bold Makes text bold.

Strikethrough Draws a line through text.

Text shadow Draws a shadow underneath the text.

Italic Makes text italic.

Underline Underlines text.

Change case Make a selected block of text all upper or lowercase.

Font color Change the color of the font.

Character spacing Adjusts space between each character.

Paragraph
The Paragraph group on the Home ribbon displays the common paragraph commands such as bullets
and numbering, indenting, justification, line spacing, etc.

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Bullets Inserts a bulleted list.

Numbered list Inserts a numbered list.

Decrease indent level Decreases the indent of a paragraph by one tab space.

Increase indent level

Line spacing Increases the indent of a paragraph by one tab space

Text direction
Specify the space between lines of text.

Align text
Turn the text a degree of rotation.

Change how text is aligned in the text box.

Convert to SmartArt Change a list of information into a SmartArt diagram

Center Centers text in the page.

Left justify Aligns text to the left margin.

Right justify Aligns text to the right margin.

Justify Aligns text to the left and right margins, equally spacing
out text.

Columns Split a text area into two or more columns.

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Bullets and Numbering

Items in a list may be highlighted with either bullets (i.e. small symbols or pictures) or numbers (i.e.
numbers or alphabets).

Adding Bullets/Numbers
Most content slide layouts are formatted with standard bullets. You
may change the bullet style from the Home ribbon.

Select the bullet icon and pick your choice from the bullet
gallery; or

Select the bullet icon and pick your choice from the number
gallery.

Customizing Bullets and Numbers

Bullets and numbers can be customized in regards to
size, style and color.

Click at the bottom of the

gallery to open the bullets and numbering dialogue box.

Removing Bullets and Numbers

Select your item list and click on the bullet / numbering icon once to remove the
bullet/number.
Alignment
Text can be aligned within a text box or placeholder. There are three standard alignments (Left, Right
and Centre) and other text arrangements including justification, columns, and changing text direction.
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Using Justification
Justification aligns text to the left and right, applying the right amount of space between words.

Using Columns
Using columns will give the presentation a newsletter appeal, and
decrease the amount of slides you would have to use.

Highlight the text, from the Column icon, select the number of columns
required. Click on More Columns to more options.

Changing Text Direction

Using text direction will let you rotate text 270°, 90°, or Stacked (which is vertical). Click on More
Options (at the bottom) to opens the Format Text Effects dialogue box.
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Proofing
Proofing tools can be found in the Review ribbon.
You can also use a thesaurus, and research
information.

Spell Check
Although you shouldn’t rely on the spell check to
correct all of your typing errors, it does help with
difficult spellings and some typo

When PowerPoint doesn’t recognize a word it

suggests several that are close in spelling.

Using AutoCorrect
The AutoCorrect feature fixes capitalization and
spelling or typing errors that occur as you type
any type of text except for WordArt.

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AutoCorrect options are available in the application settings under Spelling and AutoCorrection.
To display the AutoCorrect, File Ribbon, Options (near the bottom).
The Options dialog appears, Select the Proofing category (left side).
AutoCorrect Options is at top on right hand side.

Using Drawing Tools

Insert Shapes
From the Insert Ribbon, you will find the Shapes Gallery in the illustration group. Select one shape and
drag over to the middle of slide.

The Drawing Tools Ribbon

This ribbon only becomes available when the shape is selected. You may edit the shape, change its size /
colour / outline / shape effects, add text and apply WordArt styles to the text.
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The Format Pane

The Format Pane appears when contains more more formatting options than the Drawing Tools Ribbon

Customize Shapes
When the shape is drawn, you may select the shape and rotate it by
dragging the green circle above the shape, while the yellow diamond is
used for reshaping its outline.
You may duplicate the shape by pressing CTRL + D.
After selecting a few shapes, you may group the selection as one
object for further formatting. Right click the
selection will bring up the menu, choose
GROUP. Simply choose UNGROUP after

editing to separate the shapes.

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Working with WordArt and ClipArt

Adding and Formatting WordArt
WordArt Styles can be found under Drawing Tools Ribbon.
You may choose the colour style, text colour, text outline and text
effects from the WordArt Styles.

Adding and Formatting ClipArt

ClipArt can be added to any slide in PowerPoint. ClipArt ranges from clips and graphics to movies and
sound. All items can be found through the ClipArt task pane.
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Insert and Formatting ClipArt

From the Insert ribbon and Images group, select Online Pictures which opens the Insert Pictures
window.

Enter a keyword for the kind of ClipArt you want, press . Click on the picture you wish to insert
then customize the ClipArt by right clicking to bring up the menu.
Using Tables and Charts Insert a Table
To create simple tables, use the Insert Table command on the Insert
ribbon.

Inserting a basic table is easy, just open the slide you want to add the table
to and click the table command. Hover over the size of table you want (like
the 2x3 table below) and then click the bottom-right corner of the table to
insert it.

Format a Table
When you select the table, Design Ribbon will switch on under Table Tools.

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You can apply different Table Designs as well as WordArt Styles onto the text.

You may also manipulate with the table structure by using the tools in Layout Ribbon of Table Tools.
Again, it is only available if you select the table.

Changing the Shade of a Fill

Most fills used for tables are solid or gradient fills, but other shades can also
be used. A shape is the actual cell of the table, therefore when applying fills
the entire table (or particular cells) must be selected.

Under the Shape Fill command, you will find all of the gradient, texture, and
picture options for table backgrounds.

Applying Borders
Select cells or the whole table then choose one of the border style from the Borders Gallery.
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Working with Charts

Creating and Linking Worksheet Charts and Graphs
To create a chart or graph, click Insert ribbon → Chart → choose a chart type.

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It then opens a window where you can enter your chart’s information.

Chart Tools Ribbon

You will see that PowerPoint has specific ribbons for the creation of charts. The Chart Tools Ribbon has
three sub-ribbons: Design, Layout and Format.

Design Ribbon

Format Ribbon

Legends and Labels

When working with charts, a legend will automatically be created for you. However, you are not
required to use that particular legend. You can change the legend using the Add Chart Element
options of the Chart Layout → Design ribbon → Chart Layouts group → Add Chart Element
button. Each function provides standard and advanced legend and label options.

Legends are the column headings you use in the Excel worksheet, and can be hidden or customized
using the Legends and Labels command on the Layout ribbon.

Data labels are the subject titles used in the chart and can be hidden or customized using the Legends
and Labels command on the Options ribbon.

Axis Labels are the labels applied to the X and Y axes.

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Working with SmartArt

SmartArt is a new type of organization chart. Organization charts are different from a regular
chart/graph because they show a hierarchal relationship. They can be used to display the chain of
command at a corporation or the line of descent in a family tree.

Creating SmartArt
PowerPoint provides users with various styles of SmartArt so that you can decide which one will work
best with your presentation and data.
The first step in creating SmartArt is clicking Insert. Then, click SmartArt and choose your graphic type
and click OK:

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SmartArt Tools
The SmartArt tools ribbons provide commands to design and format each elements of the SmartArt.

Design Ribbon

Layouts Choose a layout style to apply to your graphic. The basic

structure will be kept the same, though the diagram will look like
different physical effects have been applied.
SmartArt Styles Choose a different look and feel as well as colour scheme.

Reset Returns your SmartArt to the default style when the

diagram was first inserted.
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Format Ribbon

Shapes You can physically edit the shape of each

SmartArt shape with these commands.

Resizing Diagrams
Once you have decided on the look of the SmartArt you
want to use, you can modify the size of the chart as a
whole. In order to resize your chart you must first select
the chart by clicking the border surrounding the entire
graphic. Then, you must click and drag the outside
border of the chart to the new size.
Enhancing Presentations The
Design Ribbon
The Design ribbon is all about themes and styles; the overall look of the slides. In this lesson we will
look at the various designing options available to you through the Design ribbon.

Themes
Slide themes are built-in designs for presentations. Colors, fonts, effects, background color and graphics
are already created in attractive color schemes to fit nearly every presentation.

On the right side of the Theme thumbnails, there’s a scroll bar and an Arrow Down button, which will
offer more designs, as seen below. If you’re online, you can get more themes from Microsoft Office
Online. (Your office program must be a genuine Office product to get online templates).

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Variants
Once you’ve chosen a theme you can then choose a variation of it. For the individuals who enjoy taking
risks, each theme/variation can be altered using the Colors, Fonts, and Effects commands:

Background
You can choose from an existing background by selecting Background
Styles from the Variants group.
Applying a custom background is done using the Format Background
pane that opens when you select the Format Background button in the
ribbon. Simply choose the relevant Fill option then take it from there.

The Animations Ribbon

When you reach the Intermediate and Advanced levels of PowerPoint, you will start working with
animations. Animations are effects that happen when one slide changes to the next.
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Preview
Preview serves a useful and simple purpose – to show you what your animated slideshow
will look like! Just click the Preview command to see, from a black screen, how your slide
will appear during your actual presentation.

Slide Transition
Aside from the Animation schemes, you can also apply entrance effects to slides as a whole using
Transition to This Slide command UNIT. PowerPoint has created a diverse gallery of slide transitions
and offers tools for you to run an automated presentation. These tools consist of transition speed, sound,
and timing options.

The last two commands on the right provide you with timing options one slide is to go to the other.
Slides can go from one to the other automatically after (timing), or by a mouse click.

After you have applied an animation to a slide, you will see a small
star appear beside the slide number in the Slide Pane:

Headers and Footers

You can apply headers and footers to your presentation. These can be applied to the slide show or the
handouts.
To add either Header and/or Footer click the Insert Ribbon, Header & Footer Button.

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The following dialog appears:

Select from the tabs across the top either Slide or Notes and Handouts.
You can apply Dates (Fixed or Updated), Slide Number, or Footer text.
Note: If you do not want the Header/Footer on any Title Slides tick the checkbox at the bottom (as
indicated).
While setting the Header/Footer you can see on the small preview, bottom right of dialog box, where
things will appear.

Delivering Presentations
Slide Show Ribbon
The Slide Show ribbon is for more advanced PowerPoint users. It allows you to start from different
slides and create customs shows that link to two separate presentations simultaneously. You can also run
self-maintained presentations with your voice narrating the entire piece and set up multiple monitors.
Full usage of these commands requires a greater understanding of PowerPoint itself, so we will cover
only the basics of these commands.

Start Slide Show

The Start Slide Show group has three commands: From
Beginning, From Current Slide and Custom Slide
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Show. Custom Slide Show is where we create linked slide shows.

To start the slide show, click the Slide Show view button on the bottom right of the screen or select From
Beginning from the Slide Show Ribbon. The first slide in the
presentation appears in full screen, and will not proceed to the next
slide until you choose to do so, or set timings for automatic navigation.

Setup
The Setup group allows you to run automatic
presentations by using the Setup Slide
dialogue, hide slides, rehearse timings, and
include voice narrations.

For example, you can set up a presentation to run unattended in a booth or kiosk at a trade show or
convention. A self-running presentation can restart when it's finished and also when it's been idle on a
manually advanced slide for longer than five minutes.

When you run a presentation, you want to ensure that each slide is displayed for an appropriate amount
of time. A slide that is displayed too long will quickly lose the viewers’ interest and if it is too brief there
may not be time to read it all. These problems can be avoided by rehearsing slide timings.

Print Preview
When you are delivering a presentation, you may want to have printed copies of the slides to give to
your audience. Previewing your presentation before you print handouts is a good habit to develop. This
gives you an opportunity to fix any errors you may find and give the slides a final run-through. The
Print Preview window has quite a few options to help you make your printed presentation as appealing
as the slide show.

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Opening Print Preview

From the File Ribbon Select the Print Option

The following dialog will appear where a Preview is shown on the right pane and options on the left.
Select from Settings: Which slides you want to print, What type of Print out, such as handouts or slides.
Collated or printed in colour.

Specify the number of copies required from the top, and which printer you want to send to.

When all settings are completed, Click the Print Button as indicated above

Using the Print What Option

As stated above the Print What menu displays all the possible handouts and
notes pages you can print off. Print Preview will let you view each one
before printing. Notes and handouts are great to use if your presentation is a
lecture where the viewers are required to take notes.
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Web Features
You may add hyperlinks to your presentation; email the file to a colleague and save the presentation as a
Webpage.

Hyperlinks
Use the Insert Hyperlink dialog box to set up links between slides or from slides to other targets. (The
target is the page, file, or slide that opens when you click a link.) If you select text before inserting the
hyperlink, that text will become the link that can be clicked. If you select a graphic before inserting the
hyperlink, the hyperlink will be attached to the graphic, so that clicking it activates the hyperlink.
Selecting a string of text or a picture,
click Insert tab → Hyperlink. It brings up
the hyperlink dialogue box for
customizing the destination.
You can create links to a number of
different types of targets using the Insert
Hyperlink dialog box.
• Choose Existing File or Web Page to
link to any web page or any file on
your system or network. Use the Look in box, the Browse the Web button, the Browse for File button
to locate the desired page or file, or type the URL or path in the Address box.

• Choose Place in This Document to display a list of the current presentation’s slides and custom
shows. Click the slide or custom show that you want to display when the link is clicked.
• Choose Create New Document to create a link to a new document. You supply the path and the name
for the new document and then choose whether to add content to the document now or later.
• Choose E-mail Address to type an email address to which you want to link.
You can add hyperlinks to a slide in Normal view, but the links will work only in Slide Show view.

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-end-