Basic Office Technologies

Beginners level

Unit 2: Present your work: Use PowerPoint slides


1)The purpose of the presentation is to enhance migrants’ ICT skills, by offering them the opportunity to explore the use of PowerPoint slides for presentation of information. Learners will be able to prepare their work presentation in Slides.

2)The presentation covers basics of work with PowerPoint program and  enables understanding of variety of possibilities PowerPoint contains, and will get acquainted with the rules and requirements for appropriate PowerPoint presentation. 


LOut1: understand basic features of PowerPoint

 LOut2: create your own PPT  with notes for yourselves

LOut4: present properly your slides for audience on live meeting and online


  • PowerPoint
  • Presentation
  • Slides
  • Speaker notes

2.1: Basic Tasks For Creating A PowerPoint Presentation

PowerPoint presentations work like slide shows. To convey a message or a story, you break it down into slides. Think of each slide as a blank canvas for the pictures and words that help you tell your story.

Choose a theme

When you open PowerPoint, you’ll see some built-in themes and templates. A theme is a slide design that contains matching colors, fonts, and special effects like shadows, reflections, and more.

1.On the File tab of the Ribbon, select New, and then choose a theme.

2. PowerPoint shows you a preview of the theme, with four color variations to choose from on the right side. Click Create, or pick a color variation and then click Create.

Insert a new slide

On the Home tab, click the bottom half of New Slide, and pick a slide layout.

Save your presentation

1.On the File tab, choose Save.

2.Pick or browse to a folder.

3. In the File name box, type a name for your presentation, and then choose Save

* Note: If you frequently save files to a certain folder, you can ‘pin’ the path so that it is always available (as shown on the picture on the right).

*Tip: Tip: Save your work as you go. Press Ctrl+S often

Add text

Select a text placeholder, and begin typing.

For Formating

1.Select the text.

2.UnderDrawing Tools, choose Format.

3.Do one of the following:

To change the color of your text, choose Text Fill, and then choose a color.

To change the outline color of your text, choose Text Outline, and then choose a color.

To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text Effects, and then choose the effect you want.

Add pictures

On the Insert tab, do one of the following:

  • To insert a picture that is saved on your local drive or an internal server, choose Pictures, browse for the picture, and then choose Insert.
  • To insert a picture from the web, choose Online Pictures, and use the search box to find a picture.
  • Choose a picture, and then click Insert

2.2:Giving presentation

By default, PowerPoint is set to use Presenter view when you run a slide show. You can change this setting on the Slide Show tab of the PowerPoint ribbon:

On the Slide Show tab, do one of the following:

To start the presentation at the first slide, in the Start Slide Show group, click From Beginning.

If you’re not at the first slide and want to start from where you are, click From Current Slide.

If you need to present to people who are not where you are, click Present Online to set up a presentation on the web, and then choose one of the following options:

1.Broadcast your PowerPoint presentation online to a remote audience

2.View your speaker notes as you deliver your slide show

*Tip: To get out of Slide Show view at any time, on the keyboard, press Esc.

2.3 Tips For Creating An Effective Presentation

1.Minimize the number of slides

To maintain a clear message and to keep your audience attentive and interested, keep the number of slides in your presentation to a minimum.

2.Choose an audience-friendly font size

The audience must be able to read your slides from a distance. Generally speaking, a font size smaller than 30 might be too difficult for the audience to see.

3.Keep your slide text simple

You want your audience to listen to you present your information, instead of reading the screen. Use bullets or short sentences, and try to keep each item to one line.

Some projectors crop slides at the edges, so that long sentences might be cropped.

4.Use visuals to help express your message

Pictures, charts, graphs, and SmartArt graphics provide visual cues for your audience to remember. Add meaningful art to complement the text and messaging on your slides.

As with text, however, avoid including too many visual aids on your slide.

5.Make labels for charts and graphs understandable

Use only enough text to make label elements in a chart or graph comprehensible.

6.Apply subtle, consistent slide backgrounds

Choose an appealing, consistent template or theme that is not too eye-catching. You don’t want the background or design to detract from your message.

However, you also want to provide a contrast between the background color and text color. The built-in themes in PowerPoint set the contrast between a light background with dark colored text or dark background with light colored text.

7.Check the spelling and grammar

To earn and maintain the respect of your audience, always check the spelling and grammar in your presentation.

To start a check of the spelling and grammar in your file just press F7 or follow these steps:

Open most Office programs, click the Review tab on the ribbon. In Access or InfoPath you can skip this step.

1.In Project you’ll go to the Project tab.

2.ClickSpelling or Spelling & Grammar.

3. If the program finds spelling mistakes, a dialog box appears with the first misspelled word found by the spelling checker.

4.After you decide how to resolve the misspelling (ignoring it, adding it to the program’s dictionary, or changing it), the program moves to the next misspelled word.

Check the at any time by clicking Review > Spelling & Grammar.


Microsoft PowerPoint is a presentation tool that supports text, shapes, graphics, pictures and multimedia along with integration with other Microsoft Office products like Excel.

This presentation designed for computer users who are willing to learn Microsoft PowerPoint basics in simple steps and they do not have much knowledge about computer usage and Microsoft applications.