NOTA ICT1061

Columns are cells that run vertically down the document. You can insert an extra column of cells
like this:

a) Drag select along the column of cells where you want your new column to appear.

b) Go to Home Tab > Insert > Insert Sheet Column. The column will automatically be place
on the spreadsheet and any data to the right of the new column will be moved more to
the right. (Figure 5.6.2)

Figure 5.6.2 – Inserting column

4.4.7. Working with Chart
Charts are an important part to being able to create a visual for spreadsheet data.
In order to create a chart within Excel the data that is going to be used for it needs to be entered
already into the spreadsheet document. Once the data is entered, the cells that are going to be
used for the chart need to be highlighted so that the software knows what to include. Next, click
on the Insert Tab that is located at the top of the screen. (Figure 5.7.1)

Figure 5.7.1- Chart Tab

You may choose the chart that is desired by clicking the category of the chart you will use. Once
the category is chosen the charts will appear as small graphics within a drop down menu. To
choose a particular chart just click on its icon and it will be placed within the spreadsheet you are
working on.

IT106-01-LA4-IS WIM/IT1061/12007/S01/P2 (22016) 94

To move the chart to a page of its own, select the border of the chart and Right Click.This will
bring up a drop down menu, navigate to the option that says Move Chart.This will bring up a
dialog box that says Chart Location. From here you will need to select the circle next to As A New
Sheet and name the sheet that will hold your chart.The chart will pop up larger in a separate
sheet but in the same workbook as your entered data. (Figure 5.7.3)

Figure 5.7.3 – Chart in New Sheet

4.4.8. Chart Design
There are features that you can change to make your chart more appealing. To be able to make
these changes you will need to have the chart selected or be viewing the chart page that is
within your workbook. Once you have done that the Design Tab will appear highlighted with
various different options to format your graphic. (Figure 5.8)

Figure 5.8 - Design Tab for chart design.

IT106-01-LA4-IS WIM/IT1061/12007/S01/P2 (22016) 95

4.4.9. Chart Options
a) Titles: Within the new chart Design tab, click the Add Chart Element icon. Here, you
will see the option to title the chart as well as various components of the chart.
b) Change Chart Type: You can change your chart easily by selecting this icon and
navigating to a more desirable chart.This feature is very convenient for someone
who chose the wrong chart and doesn’t wish to reselect all their data and go through
the process a second time.
c) Format Chart Area:This allows for changes to be made to the chards border, style,
fill, shadows, and more.To get this option you will need to right click on the charts
border and navigate to the FormatChart Area option. Once this is clicked a dialog box
will appear.

4.5 INSERTING AND ADDING OBJECTS
To insert Pictures:

a) Go to the Insert Tab> Picture, a dialog box will appear and then you can select the desired
picture from the location that is it stored. The picture will be inserted directly onto your
document, where you can change the size of it as desired.

Inserting Clipart:
a) To insert Clip Art you will need to go to the Insert Tab > Online Pictures. A window will

appear giving you the options to either pull clip art from the Microsoft Office website or
search for more options using a Bing image search engine. (Figure 6.1.2)

IT106-01-LA4-IS Figure 6.1.2 – Inserting ClipArt 96

WIM/IT1061/12007/S01/P2 (22016)

Creating Functions
When creating a function in Excel you must first have the data that you wish to perform the
function with selected.
Select the cell that you wish for the calculation to be entered in (i.e.: if I want to know the sum of
B1:B5 I will highlight cell B6 for my sum to be entered into). (Figure 6.2.1)

Figure 6.2.1 – Choosing Calculation Cell

Once you have done this you will need to select the Formulas Tab located at the top of the
screen.
A list of Most Recently Used, Financial, Logical, Text, Date and Time, Math and Trig formulas will
appear. To choose one of the formulas click the icon that holds the formula you are looking for.
Once you have clicked your formula this will display a dialog box on your screen. (Figure 6.2.4)

IT106-01-LA4-IS Figure 6.2.4 First calculation display 97

WIM/IT1061/12007/S01/P2 (22016)

In this screen it lists the cells that are being calculated, the values within the cells, and the end
result.
To accept that calculation you can press OK and the result will show up in the selected cell.

4.6 PRINTING

To print your document, go to File Tab > Print, select your desired settings, and then click
OK.You can also do this by using the shortcut CTRL + P
To be able to change the orientation of your page for printing you can click on the Portrait
Orientation button under the option under Print then click the change the layout. (Figure 7.2)

Figure 7.2 Page Setup button and printing

IT106-01-LA4-IS WIM/IT1061/12007/S01/P2 (22016) 98

4.7 OTHER HELPFUL FUNCTIONS

Undo and Redo
 In order to undo an action, you can click on the blue arrow icon that is pointing to
the left at the top of the screen. To redo an action, you can click on the blue arrow
icon pointing to the right. It is important to note that not all actions are undoable,
thus it is important to save before you make any major changes in your document so
you can revert back to your saved document. (Figure 8.1)

Figure 8.1 Undo/Redo buttons
Quitting

 Before you quit, it’s a good idea to save your document one final time. You will need
to double click the Excel icon in the upper lefthand corner. This is better than just
closing the window, as it insures your document quits correctly.

IT106-01-LA4-IS WIM/IT1061/12007/S01/P2 (22016) 99

4.8 SHORCUT KEYS FOR MICROSOFT OFFICE

The shortcut keys listed below can be a great help when using Microsoft Office products. Not
only are they quick and easy, they are also amazing time savers.

CTRL+K Create a hyperlink
CTRL+/ Display HTML tags
CTRL+T Create an Auto Thumbnail of the selected picture
CTRL+SHIFT+B Preview a page in a Web browser
SHIFT+ALT+F11 Display the Microsoft Script Editor
CTRL+N Create a new page
CTRL+B Bold
CTRL+I Italic
CTRL+U Underline
CTRL+C Copy
CTRL+V Paste
CTRL+Z Undo
CTRL+S Save
CTRL+P Print
CTRL+O Open

IT106-01-LA4-IS WIM/IT1061/12007/S01/P2 (22016) 100

INSTITUSI LATIHAN
JABATAN TENAGA MANUSIA
KEMENTERIAN SUMBER MANUSIA
MALAYSIA

INFORMATION SHEET

COURSE CODE AND GENERAL SUBJECT - SEMESTER 1

NAME

MODULE CODE AND IT 1061 – COMPUTER APPLICATION

NAME

LEARNING LA5 – APPLY PRESENTATION SOFTWARE
ACTIVITES NO AND
STATEMENT

WORK ACTIVITIES 5.1 GETTING STARTED
NO AND STATEMENT 5.2 SAVING THE DOCUMENTS
5.3 TOOLBARS AND TABS
5.4 FORMATTING
5.5 INSERTING AND ADDING OBJECTS
5.6 PRINTING
5.7 OTHER HELPFUL FUNCTIONS
5.8 SHORTCUT KEYS FOR MICROSOFT OFFICE

TERMINAL APPLY PRESENTATION APPLICATION USING MENU, TOOLS AND
PERFORMANCE FEATURES SO THAT PRESENTATION DOCUMENT FILE CREATED
OBJECTIVE IN ACCORDANCE WITH JOB REQUIREMENTS.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 101

5.1 GETTING STARTED PRESENTATION APPLICATION

5.1.1. Presentation Application Software
A presentation program is a software package used to display information in the form of a slide
show. It has three major functions: an editor that allows text to be inserted and formatted, a
method for inserting and manipulating graphic images, and a slide-show system to display the
content.

PowerPoint 2013 is a presentation software that allows you to create dynamic slide
presentations. Slideshows can include animation, narration, images, videos, and much more.

PowerPoint 2013 is similar to PowerPoint 2010. If you have previously used PowerPoint 2010,
PowerPoint 2013 should feel familiar. However, if you are new to PowerPoint or have more
experience with older versions, you should first take some time to become familiar with the
PowerPoint 2013 interface.

Picture 5.1 (a) – PowerPoint 2013 Interface

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 102

5.1.2. SAVING NEW PRESENTATION CREATION
When you open PowerPoint 2013 for the first time, the Start Screen will appear. From here, you
will be able to create a new presentation, choose a template, and access your recently edited
presentations.

A. From the Start Screen, locate and select Blank Presentation.

Picture 5.2 (a) – Blank Presentation
B. A new presentation will appear.

Picture 5.2 (b) – New Presentation

5.1.3. Slides
PowerPoint presentations are made up of a series of slides. Slides contain the information

you will present to your audience. This might include text, pictures, and charts. Before you start
creating presentations, you will need to know the basics of working with slides and slide layouts.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 103

A. Understanding slides and slide layouts
When you insert a new slide, it will usually have placeholders.
Placeholders can contain different types of content, including text and
images. Some placeholders have placeholder text, which you can
replace with your own text. Others have thumbnail icons that allow you
to insert pictures, charts, and videos.

Picture 5.2.1 (a) – Placeholders
Slides have different layouts for placeholders, depending on the type of
information you want to include. Whenever you create a new slide, you
will need to choose a slide layout that fits your content.

IT106-01-LA5-IS Picture 5.2.1 (b) – Slide Layout 104

WIM/IT1061/12007/S01/P2 (22016)

B. Insert a new slide
Whenever you start a new presentation, it will contain one slide with the
Title Slide layout. You can insert as many slides as you need from a
variety of layouts.
1. From the Home tab, click the bottom half of the New Slide
command.

Picture 5.2.1 (c) – New Slide Command
2. Choose the desired slide layout from the menu that appears.

Picture 5.2.1 (d) – Choose New Slide Command

2. The new slide will appear. Click any placeholder and begin typing
to add text. You can also click an icon to add other types of content,
such as a picture or a chart.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 105

Picture 5.2.1 (e) – Add Text

5.1.4. Themes
A theme is a predefined combination of colors, fonts, and effects. Different themes also

use different slide layouts. You have already been using a theme, even if you did not know it is
the default Office theme. You can choose from a variety of new themes at any time, giving your
entire presentation a consistent, professional look.

A. Theme elements
Every PowerPoint theme including the default Office theme has its own
theme elements. Those elements are:

 Theme Colors: There are 10 theme colors, along with darker and
lighter variations, available from every Color menu.

Picture 5.2.2 (a) – Theme Colors

 Theme Fonts: There are two theme fonts available at the top of
the Font menu under Theme Fonts.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 106

Picture 5.2.2 (b) – Theme Fonts
 Theme Effects: These affect the preset shape styles. You can

find shape styles on the Format tab whenever you select a shape
or SmartArt graphic.

Picture 5.2.2 (c) – Theme Effects
B. Why use themes?

If you are using a theme, you will probably find that your presentation
looks good. All of the colors will work well together, which means you will
not have to spend as much time formatting your presentation. However,
there is another great reason to use theme elements: When you switch
to a different theme, all of these elements will update to reflect the new
theme. You can drastically change the look of your presentation in a few
clicks.

IT106-01-LA5-IS Picture 5.2.2 (d) – Theme Examples 107

WIM/IT1061/12007/S01/P2 (22016)

In the examples above, you can see the effect of applying different
themes to the same slide—each theme uses its own fonts and colors.
However, you may have also noticed that the font and colors of the logo
in the bottom-right remained unchanged: This is because they are
Standard Colors and Fonts rather than theme elements. Colors and
fonts will only update if you are using Theme Fonts or Theme Colors.

C. Themes and slide layouts
As you can see from the two different Title Slides above, themes can
also change various slide layouts. Some themes, like the Wisp theme in
the example below, even include additional layouts.

Picture 5.2.2 (e) – Theme and Slides Layout

D. Applying themes
All themes included in PowerPoint are located in the Themes group on
the Design tab. Themes can be apply or change at any time.

To apply a theme:

i. Select the Design tab on the Ribbon, and then locate the
Themes group. Each image represents a theme.

ii. Click the More drop-down arrow to see all available themes.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 108

Picture 5.2.2 (f) – Applying Theme
iii. Select the desired theme.

Picture 5.2.2 (g) – Choosing Desired Themes

iv. The theme will be applied to the entire presentation. To apply a
different theme, simply select it from the Design tab.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 109

Picture 5.2.2 (h) – Theme Applied

5.2 SAVING THE DOCUMENTS
Whenever you create a new presentation in PowerPoint, you will need to know how to
save in order to access and edit it later. As with previous versions of PowerPoint, you can
save files to your computer. You can even export and share presentations directly from
PowerPoint.

A. Save and Save As
PowerPoint offers two ways to save a file: Save and Save As. These
options work in similar ways, with a few important differences:
i. Save
When you create or edit a presentation, you will use the Save
command to save your changes. You will use this command
most of the time. When you save a file, you will only need to
choose a file name and location the first time. After that, you can
just click the Save command to save it with the same name and
location.
ii. Save As
You will use this command to create a copy of a presentation
while keeping the original. When you use Save As, you will need
to choose a different name and/or location for the copied version.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 110

B. To Save a Presentation
It is important to save your presentation whenever you start a new
project or make changes to an existing one. Saving early and often can
prevent your work from being lost. You will also need to pay close
attention to where you save the presentation so it will be easy to find
later.
i. Locate and select the Save command on the Quick Access
toolbar.

Picture 5.2.3 (a) – Quick Access Toolbar

ii. If you are saving the file for the first time, the Save As pane will
appear in Backstage view.

iii. You will then need to choose where to save the file and give it a
file name. To save the presentation to your computer, select
Computer, and then click Browse.

Picture 5.2.3 (b) – Save As

iv. The Save As dialog box will appear. Select the location where
you want to save the presentation.

v. Enter a file name for the presentation, then click Save.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 111

Picture 5.2.3 (c) – Choose Location and File Name

vi. The presentation will be save. You can click the Save command
again to save your changes as you modify the presentation.

5.3 TOOLBARS AND TABS
The menus and toolbars in all Office 2013 programs use the ribbon, just as in Office 2010. The
ribbon contains all commands used in the program.
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert,
Design, Transitions, Animations, Slide Show, Review and View. Each tab is divided into
groups. The groups are logical collections of features designed to perform function that you will
utilize in developing or editing your PowerPoint slides.

Picture 5.3 (a) – The Ribbon

The Ribbon is designed to help you quickly find the commands that you need to completed a

task. Commands are organize in logical groups, which are collected together under tabs. Each

tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 112

tabs are shown only when needed. For example, the Picture Tools tab is shown only when a
picture is selected.
Commonly utilized features are displayed on the Ribbon. To view additional features within each
group, click the arrow at the bottom right corner of each group.

Picture 5.3 (b) – View Additional Features

Picture 5.3 (c) - Microsoft Office 2013 Ribbon Tabs.

5.4 FORMATTING

5.1.1. Formatting Presentation
A. Formatting Text
 Change Font Typeface and Size

To change the font typeface:

i. Click the arrow next to the font name and choose a font.

ii. Remember that you can preview how the new font will

look by highlighting the text, and hovering over the new

font typeface.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 113

Picture 5.4 (a) – Change Font

To change the font size:
i. Click the arrow next to the font size and choose the
appropriate size, or
ii. Click the increase or decrease font size buttons.

Picture 5.4 (b) – Change Font Size

 Font Styles and Effects
Font styles are predefined formatting options that are used to
emphasize text. They including bold, italic, and underline.

To apply these to text:
i. Select the text and click the Font Styles included on the
Font group of the Home tab or
ii. Select the text and right click to display the font tools.

IT106-01-LA5-IS Picture 5.4 (c) – Change Font Styles 114

WIM/IT1061/12007/S01/P2 (22016)

 Change Text Color

To change the text color:

i. Select the text and click the Colors button included on the
Font Group of the Ribbon, or

ii. Highlight the text and right-click and choose the Colors
tool.

iii. Select the color by clicking the down arrow next to the
font color button.

Picture 5.4 (d) – Change Font Color

 WordArt
WordArt are styles that can be applied to text to create a visual
effect. To apply WordArt:
i. Select the text
ii. Click the Insert tab
iii. Click the WordArt button
iv. Choose the WordArt

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 115

Picture 5.4 (e) – Styles WordArt

To modify the styles of WordArt:
i. Select the WordArt
ii. Click the Format tab for the Drawing Tools
iii. Click the WordArt Fill button, the WordArt Outline button,
or the Text Effects button.

Picture 5.4 (f) – Change Styles of WordArt

 Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to
flow relative to other content. To change the alignment:

i. Click the Home Tab

ii. Choose the appropriate button for alignment on the

Paragraph Group.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 116

 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin
 Justify: aligns text to both the left and right margins.

Picture 5.4 (g) – Paragraph Alignment

 Indent Paragraphs
To indent entire paragraphs, you can do the following:
i. Click the Indent buttons to control the indent, and
ii. Click an Indent button repeated times to increase or
decrease the amount of indentation.

Picture 5.4 (h) – Indent Paragraphs

5.1.2. Slide Layout
A. Organizing slides
PowerPoint presentations can contain as many slides as you need. The
Slide Navigation pane makes it easy to organize your slides. From there,
you can duplicate, rearrange, and delete slides in your presentation.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 117

Picture 5.4.2 (a) – Slide Navigation

B. Working with slides
Duplicate slides: If you want to copy and paste a slide quickly, you can
duplicate it. To duplicate slides, select the slide you want to duplicate,
right-click the mouse, and choose Duplicate Slide from the menu that
appears. You can also duplicate multiple slides at once by selecting
them first.

IT106-01-LA5-IS Picture 5.4.2 (b) – Duplicate Slides 118

WIM/IT1061/12007/S01/P2 (22016)

Move slides: It is easy to change the order of your slides. Just click,
hold, and drag the desired slide in the Slide Navigation pane to the
desired position.

Picture 5.4.2 (c) – Move Slides

Delete slides: If you want to remove a slide from your presentation, you can
delete it. Simply select the slide you want to delete, then press the Delete or
Backspace key on your keyboard.

C. To copy and paste slides:
If you want to create several slides with the same layout, you may find it
easier to copy and paste a slide you have already created instead of
starting with an empty slide.
i. Select the slide you want to copy in the Slide Navigation pane,
then click the Copy command on the Home tab.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 119

Picture 5.4.2 (d) – Copy Paste Slides

ii. In the Slide Navigation pane, click just below a slide (or between
two slides) to choose a paste location. A horizontal insertion
point will appear.

Picture 5.4.2 (e) – Appearance of Horizontal Insertion

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 120

iii. Click the Paste command on the Home tab.

Picture 5.4.2 (f) –Click Paste Command
iv. The slide will appear in the selected location.

Picture 5.4.2 (g) – Slide Appear

D. To format the slide background
By default, all slides in your presentation use a white background. It's
easy to change the background style for some or all of your slides.
Backgrounds can have a solid, gradient, pattern, or picture fill.

i. Select the Design tab, and then click the Format Background
command.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 121

Picture 5.4.2 (h) – Design Tab

ii. The Format Background pane will appear on the right. Select the
desired fill options. In our example, we will use a Solid fill with a
light gold color.

Picture 5.4.2 (i) – Format Background

iii. The background style of the selected slide will update.
iv. If you want, you can click Apply to All to apply the same

background style to all slides in your presentation.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 122

Picture 5.4.2 (j) – Apply to All Format Background

5.5 INSERTING AND ADDING OBJECTS

Adding pictures can make your presentations more interesting and engaging. You can insert a
picture from a file on your computer onto any slide. PowerPoint even includes tools for finding
online pictures and adding screenshots to your presentation.

5.1.3. Online Picture
If you do not have the picture you want on your computer, you can find a picture
online to add to your presentation. PowerPoint offers two options for finding online
pictures:

 OneDrive: You can insert an image stored on your OneDrive (previously
called SkyDrive). You can also link other online accounts with your
Microsoft account, such as Facebook or Flickr.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 123

Picture 5.5.1 (a) – OneDrive

 Bing Image Search: You can use this option to search the Internet for
images. By default, Bing only shows images that are licensed under
Creative Commons, which means you can use them for your own
projects. However, you should go to the image's website to see if there
are any restrictions on how it can be used.

Picture 5.5.1 (b) – Bing Image Search

To insert an online picture:
i. Select the Insert tab, and then click the Online Pictures
command.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 124

Picture 5.5.1 (c) - Picture Online Command

ii. The Insert Pictures dialog box will appear.
iii. Choose Bing Image Search or your OneDrive. In our example,

we will use Bing Image Search.

Picture 5.5.1 (d) – Image Search

v. Press the Enter key. Your search results will appear in the dialog
box.

vi. Select the desired image, and then click Insert.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 125

Picture 5.5.1 (e) – Picture Online Insert
vii. The image will appear on the currently selected slide.

Picture 5.5.1 (f) – Picture Online Insert

5.1.4. Word Art
PowerPoint allows you to add effects to the text inside of a text box, which is known as
WordArt. For the most part, the types of affects you can add are the same as the ones
you can add to shapes and text boxes (shadow, bevel, etc.). However, with WordArt, you
can also transform the text to give it a wavy, slanted, or inflated look.

To apply a WordArt style to text:
A WordArt Style will automatically apply several effects to your text at once. You can then
refine the look of your text by adding or modifying text effects.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 126

i. Select a text box, or select some text inside of the text box.
ii. On the Format tab, click the More drop-down arrow in the WordArt

Styles group.

Picture 5.5.2 (a) – More Selection
iii. A drop-down menu of WordArt Styles will appear. Select the style you
want to use.

Picture 5.5.2 (b) – Styles Select

iv. The text will appear in the selected style. If desired, you can change
the font or font color from the Home tab.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 127

To add or modify text effects:
i. Select a text box, or select some text inside of the text box. The Format
tab will appear.
ii. On the Format tab, click the Text Effects command in the WordArt
Styles group.

Picture 5.5.2 (c) – Text Effects
iii. A drop-down menu will appear showing the different effect categories.
Hover the mouse over an effect category, then select the desired effect
from the menu that appears.

Picture 5.5.2 (d) – Select Text Effects

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 128

iv. The effect will be applied to your text. If you want, you can combine
several different effects.

Picture 5.5.2 (e) – Text Effects Applied
5.1.5. Pictures
To insert a picture from a file:

i. Select the Insert tab, then click the Pictures command in the Images
group.

Picture 5.5.3 (a) – Pictures Command
ii. A dialog box will appear. Locate and select the desired image file, then
click Insert.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 129

Picture 5.5.3 (b) – Pictures Command Dialog Box
iii. The picture will appear on the currently selected slide.

Picture 5.5.3 (c) – Pictures Appear in Slide

5.1.6. Creating a Table
Tables are another tool you can use to display information in PowerPoint. A table is a grid
of cells arranged in rows and columns. Tables are useful for various tasks, such as
presenting text information and numerical data. You can even customize tables to fit your
presentation.

To insert a table:
i. From the Insert tab, click the Table command.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 130

ii. A drop-down menu containing a grid of squares will appear. Hover the
mouse over the grid to select the number of columns and rows in the
table.

Picture 5.5.4 (a) – Insert Table Grid

iii. Click the slide where you want to place the table. The table will appear.
iv. Click anywhere in the table, and begin typing to add text.

Picture 5.5.4 (b) – Table

Modifying tables
It is easy to modify the look and feel of any table after adding it to a slide. PowerPoint
includes several options for customizing a table, including adding rows or columns and
changing the table style.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 131

To resize a table:

 Click and drag the sizing handles until the table is the desired
size.

Picture 5.5.4 (c) – Resize Table
Customizing tables
To apply a table style:

i. Select any cell in your table, then click the Design tab on the right side
of the Ribbon.

ii. Locate the Table Styles group, then click the More drop-down arrow to
see available table styles.

Picture 5.5.4 (d) – Table Styles

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 132

iii. Select the desired style.

Picture 5.5.4 (e) – Select Table Styles

iv. The selected table style will be applied.
5.1.7. Charts
A chart is a tool you can use to communicate data graphically. Including a chart in a
presentation allows your audience to see the meaning behind the numbers, which makes
it easy to visualize comparisons and trends.

A. Types of charts

PowerPoint has many different types of charts, allowing you to choose the one that best
fits your data. In order to use charts effectively, you will need to understand how different
charts are used.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 133

Picture 5.5.5 (a) – Types of Charts
PowerPoint has a variety of chart types, each with its own advantages.

Picture 5.5.5 (b) – Column Chart

 Column charts use vertical bars to represent data. They can work
with many different types of data, but they are the most
frequently used for comparing information.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 134

Picture 5.5.5 (c) – Line Chart

 Line charts are ideal for showing trends. The data points are
connected with lines, making it easy to see whether values are
increasing or decreasing over time.

Picture 5.5.5 (d) – Pie Chart

 Pie charts make it easy to compare proportions. Each value is
shown as a slice of the pie, so it is easy to see which values
make up the percentage of a whole.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 135

Picture 5.5.5 (e) – Bar Chart

 Bar charts work just like column charts, but they use horizontal
bars instead of vertical bars.

Picture 5.5.5 (f) – Area Chart

 Area charts are similar to line charts, except that the areas under
the lines are filled in.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 136

Picture 5.5.5 (g) – Surface Chart

 Surface charts allow you to display data across a 3D landscape.
They work best with large data sets, allowing you to see a variety
of information at the same time.

B. Identifying the parts of a chart

Picture 5.5.5 (h) – Chart Example

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 137

Picture 5.5.5 (i) – Chart Title

Picture 5.5.5 (j) – Chart Vertical Axis

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 138

Picture 5.5.5 (k) – Chart Horizontal Axis

Picture 5.5.5 (l) – Chart Data Series

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 139

Picture 5.5.5 (m) – Chart Legend

C. Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like
Excel. The process of entering data is fairly simple, but if you are unfamiliar with
Excel you might want to review our Excel 2013 Cell Basics lesson.

5.6 PRINTING
Even though PowerPoint presentations are designed to be viewed on a computer, there
may be times when you want to print them. You can even print custom versions of a
presentation, which can be especially helpful when presenting your slide show. The Print
pane makes it easy to preview and print your presentation.

Print layouts

PowerPoint includes several layouts when printing a presentation. The layout you choose
will mostly depend on why you are printing the slide show. There are four different print
layouts:

 Full-page slides: This prints a full page for each slide in your presentation. This
layout would be most useful if you needed to review or edit a printed copy of
your presentation.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 140

 Notes: This prints each slide, along with any speaker notes for the slide. If you
have included a lot of notes for each slide, you could keep a printed copy of
the notes with you while presenting.

 Outline: This prints an overall outline of the slide show. You could use this
layout to review the organization of your slide show and prepare to deliver
your presentation.

 Handouts: This prints thumbnail versions of each slide, with optional space for
notes. This layout is especially useful if you want to give your audience a
physical copy of the presentation. The optional space allows them to take
notes on each slide.

To print a presentation

i. Select the File tab. Backstage view will appear.

Picture 5.6 (a) – Backstage View
ii. Select Print. The Print pane will appear.

IT106-01-LA5-IS Picture 5.6 (b) – Print View 141

WIM/IT1061/12007/S01/P2 (22016)

iii. Choose the desired printer and print range.
iv. Chose the desired print layout and color settings.

Picture 5.6 (c) – Choose Printers and Layout
v. When you are done modifying the settings, click Print.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 142

5.7 HELPFUL FUNCTIONS
5.1.8. Saving As PDF

By default, PowerPoint presentations are saved in the .pptx file type. However, there may
be times when you need to use another file type, such as a PDF or PowerPoint 97-2003
presentation. It's easy to export your presentation from PowerPoint in a variety of file
types:

 PDF: Saves the presentation as a PDF document instead of a PowerPoint
file

 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the Microsoft

PowerPoint Viewer, a special slide show player anyone can download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types, including PNG and PowerPoint 97-

2003

To export a presentation:
In our example, we will save the presentation as a PowerPoint 97-2003 file.

i. Click the File tab to access Backstage view.
ii. Click Export, then choose the desired option. In our example, we will select

Change File Type.

IT106-01-LA5-IS WIM/IT1061/12007/S01/P2 (22016) 143