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Presentation: Editing, Designing, Formatting and others.

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Notes, Exercises, Videos, Tests and Things to Remember on Presentation: Editing, Designing, Formatting and others.

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Editing a Presentation:
Fig: Editing of presentation

A presentation can be edited by using several menus likeView, Insert, Design or Animation, etc.. View menu contains other sub-menus too like slide sorter, notes page, handout master, slide master, etc. Slide sorter helps in creating and changing the order of slides. It can also add slides between slides.

Whereas, Animation menu is used for different custom and transition animations. There are different animation schemes to make slides even more attractive.

Designing and Formatting a Presentation:

Designing and formatting of a presentation are done by using format menu. There are several design slides from different options on the menu.

Text Section (to change font and its size, color and style of text):

  • Select the text of the slide to format.
  • Click the Font option you like from the Format
  • Choose the font, font style, color, size and effects that you prefer and click on OK

Font section
Font section

The font which is associated with the text is the way your words will look when they are typed. You can format your text with indentation, alignment and line spacing.

Paragraph Section (using bullets and numbering):

If your content needs to break its flow, use bulletin. It can be used for listing or prioritizing items of your document.

For example:

  • Pen
  • Cell phone
  • Laptop

Whereas, numbering can be used to create instructions, to do list, outlines, etc.

For example:

  1. Run a grocery errand.
  2. Make brunch.
  3. Pick Sam from school.

Paragraph section
Paragraph section

To use bullets and numbering:

  • Click on Bullets and Numbering in the Format. Select the bullets designs or click on the Numbers to insert numbers and select the style.
  • Use Line spacing, Alignment and Change case.
  • Line spacing is used to specify the spaces between the lines of text. Click on Line spacing in Format menu to use line spacing. Set the Line spacing, Before paragraph and After paragraph and click OK.
  • Alignment is for formatting the text; as to define the format for the display of text. Alignment can be Align Left, Center, Align Right and Justify. Select any one alignment from the Format
  • Change case is used to change the case of the text like from lower case to upper case. For this, click on Change Case from the Format menu and select to your preference.

To use Slide Design:

Slide design allows using pre-designed backgrounds for your slides. To use slide designs:

  • Go to the Format menu and click on Slide Design. A task pane displays different designs. Click on the design you want to select.
  • To use different designs for different slides, select the slides and right click on the slide design preview. Then, click on Apply to selected slides.

To use Slide Layout:

Slide Layout provides with different formats for creating slides.

  • Click on the Slide layout on Format menu and select the one you like among different layouts displayed.
  • To use a different layout for different slides, select the slides and right click on the slide layout preview. Click on Apply to selected slides.

To change Background:

By using Slide Design, background of the text can be changed or you can also design your own design. For that:

  • Click on Design in the Format menu and choose your own color schemes and effects for patterns. Go to Background and open the Fill option to design more with solid fill, gradient fill and picture or texture fill in the background.

Transition of Presentation:

Slide transitions are animation effects appearing between slides. These transitions look fancy if not distracting when overused. So, it is better to keep it at a minimum.

Create a Slide Transition:



  • Click on animation tabs >>Animations>>Transition to This Slide.
  • Move the cursor over the transition buttons to preview the effects.
  • Click on theTransition effectbutton,Transition Soundbutton and theTransition Speedbutton to apply the slide transition effect, sound effect, and speed adjustment respectively.
  • Click onApply to Allbutton to apply the same transition effect to all the slides.

For even more advanced transition, you can useAdvance slide.

  • On Mouse Click.
  • Automatically After,for each slide transition, the time can be set.

(Rokka & Bhusal, 2013)

Animation and Custom Animation:

Adding Animation: In PowerPoint, there are 2 types of animations.

  • Animation from a slide to another i.e. transition.
  • Animation of particular elements within a slide.

For transitions, go to Animation tab and choose the icon which represents the transitions.


Fig. Custom Animation

Custom Animation:
Steps :

  • Go to Animation tab and click on Custom Animation.
  • Now, select the object you prefer from the Custom Animation Panel that appears on the right-hand side of the slide.
  • For the animation effect, go to Add Effect and choose.
  • You can find some frequently used effects in Entrance.
  • Click Play for a preview of the animation.

Modify Animation effects and order of animated objects:

You can customize the animation effects under the Modify in Custom Animation Panel:

  • Start - how to start the animation.
  • Direction – direction of the animation.
  • Speed – speed of the animation.

Also, change animated objects’ orders:

  • Select objects from the list under Modify.
  • Hold the mouse and bring up or down for order change of the objects.

Working with Tables, Graphics and Word Art:


Add a table:

  • Select your preference of slide to add a table too.
  • Go to Insert tab and click Table in the Tables.


  • Do one of the following:
    - select the number of rows and columns you want.
    - click Insert Table and enter the number in the Number of rows and Number of columns lists.

    Select the number of rows and columns
    Select the number of rows and columns

  • To add text, click on the cell and write down your text.
  • After that, click outside the table.

Draw a table:

  • Select your preference of slide to add a table too.
  • Go to Insert tab and click Table in the Tables group and click Draw Table.
    The pointer changes into a pencil and you can draw rows and columns.


A Smart Art Graphic represents your information and ideas visually. With this, designer quality presentations can be created.

To insert a Smart Art graphic:

  • Select the slide you wish to use the Smart Art.
  • Click on the Insert
  • Select Smart Art command and a dialog box appear.

    Fig: Insert a Smart Art graphic

  • Now, select a category from the dialog box on the left and review the Smart Art graphics that has appeared in the center.

    Fig: Choose a SmartArt Graphic

  • Select a graphic you like and click OK.
  • You can switch to different graphic layouts by clicking on the Design tab below the Smart Art Tools that appears in the Ribbon while selecting graphics.


FIG: SmartArt Tools

With the Design tab, there is a Format tab too in the ribbon and by it, you can format the graphic in several ways.

Working with graphs and Organization charts:

By clicking on the Chart icon on any slide in PowerPoint opens the Insert Chart dialog box. To add a graph or a chart in your presentation, you can either embed and insert it after editing in Office Excel 2007 as the worksheet is saved with the PowerPoint file or you can paste an Excel chart and link the data in Office Excel 2007.

Organization chart:

For a quick and easy creation of organization chart, type or paste text in your organization chart and have it automatically positioned and arranged for you. For Organization chart, you can use Smart Art as above.

Working with Multimedia:

Add sound to an animation:

  • Select the animation effect from the slide you want to add sound to.
  • Click Custom Animation on the Animations tab from the Animations.
  • Click the right side arrow of the animation effect in the list and select Effect Options.
  • Click the arrow on the Sound list and do one of the following:
    - click a sound.
    - click Other Sound and then locate your own sound file you want to use.

Add sound from Insert menu:

  • Select the hyperlink.
  • Click Action in the Links group on the Insert tab and do one of the following:
    - click the Mouse Click tab.
    - click the Mouse over tab when the pointer is resting on the hyperlink.

To insert a movie from your computer file:

Fig. Insert a movie from your computer file

Select the slide you want your movie to be inserted to.

  • Click on the Insert tab.
  • In the Media Clips group, click the drop-down arrow on the Movie command.

(Pudasaini, Koirala, & Rimal, 2015)


Bhusal, R., & Rokka, P. (2013). Computer Essentials I. Putalisadak, Kathmandu: Asmita's Publication.

Pudasaini, D., Koirala, H., & Rimal, R. (2015). Computer Science I. Anamnagar, Kathmandu: Buddha Publication.

Editing a Presentation.

Design and Formatting Presentation.

  • Text section.
  • Paragraph section.
  • To use slide design.

Transition of Presentation.

Animation and Custom Animation.

  • Adding Animation.
  • Custom Animation.
  • Modify animation effects & order of animated objects.

Working with tables, Graphs & Word Art.

  • Table
  • Graphics
  • Formatting the graphic

Working with graphs and Organization charts.

Working with Multimedia.

  • Add a sound to an Animation.
  • add a sound from Insert menu.

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