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Types of Presentation Tools in MS Office

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Presentations are a crucial aspect of communicating ideas and information, whether it be in the classroom, the boardroom, or any other setting. With the growing reliance on technology, finding the right presentation tool has become increasingly important. As a computer science student, you have a unique understanding of the capabilities and limitations of these tools. In this article, we explore [specific presentation tool], delving into its features, usability, and potential drawbacks to help you make an informed decision.

What are the Office Tools?

Office tools are some application software that is used to create presentations, documents, and databases. Here are some topics related to office tools:

  • Word Processor
  • Presentation Tool
  • Spreadsheet Package
  • Database Management System

Here only, we are going to learn about the Presentation tool.

Presentation Tool

A presentation tool is a software package that is used to show some data and information in the form of slides. In a simple way, if I would like to define a Slide then “Slide is a page of a Notebook.” or “Slide is a page of a document.”

Now if I ask what is Presentation then “A presentation is a group of slides.”

Here are some presentations tools:

  1. Microsoft PowerPoint
  2. Google Slides
  3. Lotus
  4. LibreOffice Impress

Normally, we are using only and only MS PowerPoint for this article, even MS PowerPoint and LO Impress have a lot of similarities.

How to open MS Powerpoint on Windows?

Method1 

Press Windows logo Key+R (open run command). Type powerpnt and then click OK.

Run Command

Run Command

Method 2

Start>PowerPoint (its Windows 11) ([other windows are also same but it’s a bit different follow this syntax: start>MS Office>PowerPoint])

Start > PowerPoint” srcset=”https://media.geeksforgeeks.org/wp-content/uploads/20230122131047/start.png 640w, https://media.geeksforgeeks.org/wp-content/uploads/20230122131047/start-100.png 100w, https://media.geeksforgeeks.org/wp-content/uploads/20230122131047/start-200.png 200w, https://media.geeksforgeeks.org/wp-content/uploads/20230122131047/start-300.png 300w, ” sizes=”100vw” width=”640″><figcaption>Start > PowerPoint</figcaption></figure>
<h3>Steps to use PowerPoint</h3>
<p><strong>After opening the PowerPoint,</strong> you will be able to see the page given below and just click on <strong>Blank Presentation.</strong></p>
<div style=Open powerpoint

 

Now you can see our PPT(PowerPoint) is open. (This PPT’s interface or working page)

POWERPOINT WORKING PAGE

POWERPOINT WORKING PAGE

Identify all the different parts of is showing in the screenshot which are given below:

PPT working page with named different parts of page

PPT working page with named different parts of page

NOW, see here 12 tabs are available:

  1. File tab is used to open a new Presentation or close the existing Presentation and there are many other options available such as Save, Save as, Export, and Print.
  2. Home tab is carrying some font and paragraph-related settings and Clipboard also and by using these options you can modify the data in your slide.
  3. Insert tab is used to insert the data like pictures, tables, and shapes, and this tab has some other users also.
  4. Draw tab is used to draw some of the shapes using a pen and pencil in your slide.
  5. Design tab is used to change the color and graphics of the slide.
  6. Transitions tab is used to set the transitions on your slide. Basically, transitions are the methods of changing the slide. You can use only one transition on a slide.
  7. Animations tab is used to add the animations on your objects and texts and if you want to use many animations on one object you can.
  8. Slide-Show tab is related to showing and representing of your slides.
  9. Record tab is used to record the voice and time that is given to each and every slide.
  10. Review tab is used to check for spelling and grammar errors and add comments and delete comments and some comparing options are also available.
  11. View tab is given for adjusting the slide, how you want to see the slide.
  12. Help tab is given for your help.

How to Insert an image in your slide?

  1. Click on the Insert tab.
  2. There is an option name Pictures (Click Pictures), then Click This Device.
Insert Image

Insert Image

     3. Then the file dialogue box will be opened, just choose your image and click Open.

Choose your image and click Open.

Choose your image and click Open.

     4. Now, your Image is inserted into your slide. See:

Image is inserted

 

 How to create Animations?

  1. First, Click on the Animation tab.
  2. Then select your image or text and choose an animation.
Click on Bottom arrow for animation list.

Click on Bottom arrow for animation list.

     3. Click on the Bottom arrow for the animation list, which is highlighted in the above image. Then choose an animation effect.

     4. Click on the preview to see the animation preview.

     5. If you want to add more than one animation on a single data, then choose an animation from the list and then click on Add Animation for adding more than one animation.

    6. Animation Pane option is used to set the order of animations in a slide.

    7. If you want to copy an animation and apply the same animation to another object, use Animation Painter.

How to insert an audio file in your slide and how to use it?

  1. First, click on the Insert tab, and then (on the right side) there is an option Audio click on that. (then click on Audio on My PC
  2. Then select your audio file and then you can see your audio file is inserted.
Select audio on my PC

Insert an audio file.

3. After successfully inserting the audio file you can see it will look like this.

inserted Audio.

inserted Audio.

4. Now, you can see there two more tabs are added automatically, the first is Audio Format and the second one is Playback. Now, for sound effects click on the Playback tab.

Playback TAB.

Playback TAB.

5. See the working of all the options:

  • Play is used to play the audio.
  • Add bookmark is used to add a bookmark in your audio.
  • remove bookmark is used to remove the bookmark which is added.
  • Trim Audio is used to trim the audio (cut a part of the audio that you want).
  • Fade In is used to increase your audio’s sound at a specific time (in starting of the audio) and Fade out to decrease the sound at a specific time (in ending of the audio).
  • Volume is used to set the strength of the audio’s sound (Low, High, Medium, or Mute). The image is given below.
  • Start have three options:
    • in click sequence 
    • Automatically
    • when clicked on
  • Play across slides (play across all the slides).
  • loop until stopped (play until that is not removed).
  • hide during the show (hide the logo of audio when audio is playing).
  • rewind after playing (rewind the audio clip after playing is done).
Volume option.

Volume option.

Rehearse Timings

Rehearse timings are the time which is taken by the presenter while he is practicing for his presentation. This time is being recorded by PowerPoint (automatically). All apply this in your presentation will play automatically without any mouse click or keyboard. (According to your practice timing all the animation and transitions of slides will be displayed as you have done at practice time)

This option is available in the Slide Show tab.

How to use Rehearse timings?

  • Click on Rehearse timing and practice for your presentation properly.
  • It will ask you whether you want to apply this rehearsal timing or not.
  • Then click yes I want, if your practice was better.
Rehearse timings.

Rehearse timings.



Last Updated : 12 Mar, 2023
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