Setting Document Password

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Sometimes it is important to protect the presentation and ensure unauthorized audience does not get to view the slides. PowerPoint offers users the ability to protect the presentations.

Given below are the steps to password protect the presentation

Step 1 − Go to the Backstage view under the File tab.

Step 2 − On the Info section, click on the Permissions dropdown.

Step 3 − Select "Encrypt with Password" to enable password protection.

Step 4 − Enter the password in the Encrypt Document dialog.

Step 5 − Re-enter the password in the Confirm Password dialog.

Step 6 − Your presentation is now password protected.

Step 7 − Readers will now have to enter the password in the Passworddialog to open the file.

Step 8 − To unprotect the file, follow the steps up to Step 3 and delete the password in the Encrypt Document dialog.

Packaging Presentation

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Certain presentations are better suited for distribution as a CD to audience. In such cases, you can create a CD packaging which can be burned into a CD and distributed.

Given below are the steps to package your presentation for CD.

Step 1 − Go to the Backstage view under the File tab.

Step 2 − Click on Save & Send, select Package Presentation for CDoption and click on Package for CD button.

Step 3 − On the Package for CD dialog, select the package or CD name. Use the file management options of Add and Remove to add or remove more files to the package.

Step 4 − Use the Add Files to add files to the package. The default file type filter is set to presentations and shows, but you can change it to search any file type.

Step 5 − Once you have all the files ready for the package, click on "Copy to Folder" or "Copy to CD" and follow the steps to create the final package.

Broadcast Slide Show

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PowerPoint 2010 offers users to broadcast their presentations on the internet to worldwide audience. Microsoft offers the free broadcast Slide Show service; all you need to do is share the link with your audience and they can watch the presentation from anywhere. There is no special setup or charges required to do this; all you need is a Windows Live account.

Given below are the steps to broadcast your presentation.

Step 1 − Go to the Backstage view under the File tab.

Step 2 − Click on Save & Send, select Broadcast Slide Show option and click on Broadcast Slide Show button.

Step 3 − In the Broadcast Slide Show dialog, click on Start Broadcast.

Step 4 − Log on to your Windows Live account in the login dialog.

Step 5 − Once the login is successful, PowerPoint will prepare the presentation for broadcast.

Step 6 − PowerPoint will provide the broadcast service link which you can share with your audience. If you are not using Outlook service, click on "Copy Link" to paste the link in your emails. If you are using Microsoft Outlook service, click on "Send in Email" and list the names of your audience.

Step 7 − Click on Start Slideshow to begin the presentation.

Step 8 − When you are done, you can click on the End Broadcast to stop the online presentation.

Printing Presentation

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It is sometimes necessary that you share your slides with your audience in printed format before you begin presenting them so they can take notes. There are other times when you want to give your audience handouts with additional notes.

To print slides, you must go to the Backstage view under the File tab and click on the Print menu.

The following table describes the various printing options available in PowerPoint.

Main Settings	Options	Description
Printing Slides	Print All Slides	Prints all the slides in the presentation.
	Print Selection	Prints just the selected objects.
	Print Current Slide	Prints just the selected slide.
	Custom Range	Defines the slides you want printed.
	Slides	This is same as the Custom Range.
Print Layout	Full Page Slides	One slide per page.
	Notes Page	Slide and notes for every slide printed one below another - one slide per page.
	Outline	Print Slide outline.
	Handouts	Prints 1 or 2 or 3 or 4 or 6 or 9 slides per page - aligned vertically or horizontally. When you print handouts with 3 slides, you get the slide and the notes printed next to each other.
Collation	Collating Options	Prints slides in sequence or prints multiple copies of each slide one after another.
Printing Color	Color	Selects color, greyscale or black & white printing options. Although you can select any color settings, the output will depend on the kind of printer you use. A non-color printer cannot print color slides.

Create Image File

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Among the many file types that PowerPoint supports are a set of extensions for image files. The image file extensions supported by PowerPoint include JPEG (.jpg), GIF (.gif), TIFF (.tiff) and Bitmap (.bmp).

Given below are the steps to save a presentation as an image file.

Step 1 − Go to the Backstage view under the File tab.

Step 2 − Click on Save As to open the Save As dialog.

Step 3 − Select one of the image file types from the list of supported file types.

Step 4 − Add a proper name to the file and click Save.

Step 5 − Microsoft PowerPoint dialog will pop up asking if you need just the selected slide or the entire presentation, make your selection.

The respective image file is created in the specified location.

If you selected a single image, the image file is created at the specified location. If you selected entire presentation, then PowerPoint will create a folder with same name as the presentation file at the specified location. Every slide in the presentation will be converted into individual image files and stored under this folder.

Create a Video File

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PowerPoint allows presentations to be saved as video files that can be posted on video sharing platform like YouTube or just played on any other media.

Given below are the steps to save a presentation as a video file.

Step 1 − Go to the Backstage view under the File tab.

Step 2 − Click on Save As to open the Save As dialog.

Step 3 − Select the file type as .wmv from the list of supported file types.

Step 4 − Add a proper name to the file and click Save.

Step 5 − The video creation is not an instant process like other file types as PowerPoint needs to create the video file. You can track the progress of video creation at the bottom of your presentation window.

Step 6 − Once the creation is complete, the video file is created in the specified location.

Create a PDF File

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Although PowerPoint is used to create presentations, it supports various file types when it comes to saving the content. With a host of operating systems and Office versions available in the market, using a pdf file type can be a great way of ensuring everyone sees the same slides.

Given below are the steps to save a presentation as a pdf file.

Step 1 − Go to the Backstage view under the File tab.

Step 2 − Click on Save As to open the Save As dialog.

Step 3 − Select the file type as .pdf from the list of supported file types.

Step 4 − Add a proper name to the file and click Save.

Step 5 − The .pdf file is created in the specified location.

Add & Preview Transitions

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PowerPoint supports slide transition feature which allows you to specify how should the slides transition during the slide show.

Given below are the steps to add and preview slide transitions.

Step 1 − Select the slide to which you want to apply the transition.

Step 2 − Go to the Transition Scheme under the Transitions ribbon.

Step 3 − Select one of the transition schemes from the list available. PowerPoint will instantly show you a preview of the scheme. If you are not satisfied, you can pick an alternate scheme. The last selected scheme will apply to the slide.

Step 4 − You can change the effects on the selected transition scheme from the Effect Options menu. Every scheme has a unique set of effect options.

Step 5 − You can also modify the transition timing settings from the Timingsection.

Step 6 − To preview the slide transition, click on Preview.

Add & Preview Animations

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PowerPoint offers animation support which can be used effectively to add some motion in a monotonous presentation and make it more interesting. Animation can be applied to any object on the slide and the motions can the automated, timed or trigger.

The following steps will help you add and preview animations in the slide.

Step 1 − Go to the Animation ribbon and click on the Animation Pane to display the animation sidebar.

Step 2 − Select one of the objects in the slide and click on the Add Animation menu option.

Step 3 − Choose from one of the Animation options.

• Entrance will cause the object to appear in the screen.

• Emphasis will cause the object to emphasis without appearing or leaving the screen.

• Exit will cause the object to disappear from the screen.

Step 4 − Once you add the animation for an object, it will show up in the Animation pane.

Step 5 − By default, all the animations are initiated by a click, but you can change this. To change the trigger, right-click on the animation object on the pane and choose an alternate trigger.

• Start On Click will cause the animation to start when you click the mouse.

• Start With Previous will cause the animation to begin with the previous animation; if this is the first object, it will begin as soon as you reach the slide during the slide show.

• Start After Previous will cause the animation to begin after the previous animation ends.

Step 6 − From the timing section, you can also manipulate the animation timings.

Step 7 − To preview the animation settings, just click Play on the animation pane.

Add & Format SmartArt

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PowerPoint offers a unique feature called SmartArt which allows users to add text to predefined art designs. The advantage with SmartArt is that although each component of the SmartArt can be edited individually, you can also modify the SmartArt as a whole while retaining the settings on each individual component.

The following steps will help you add a SmartArt to PowerPoint.

Step 1 − Go to the Illustrations group under the Insert ribbon.

Step 2 − Click on the SmartArt command to open the Choose a SmartArt Graphic dialog. You can choose the SmartArt category and pick individual SmartArt types from the list. You also get a preview and a short description of the graphic in the preview section.

Step 3 − Select the SmartArt type and click OK or double-click on the SmartArt type to insert the graphic in the slide.

Step 4 − The graphic is inserted in the slide along with a text pane where you can enter/ modify the SmartArt text.

Step 5 − Add the necessary details and close the text pane to complete the SmartArt insertion.

The PowerPoint SmartArt formatting features have been grouped under two ribbons: Design and Format. The sections below discuss the features under each ribbon. To access these ribbons, you must select the SmartArt first.

SmartArt Design Features

We will now understand the various SmartArt design features in PowerPoint.

The following table describes the various SmartArt design features in PowerPoint.

Feature	Sub Features	Description
Create Graphic	Add Shape	Adds another shape to the current SmartArt graphic; this also adds another bullet in the text pane.
	Add Bullet	Adds another bullet in the text pane; this also adds another shape to the graphic.
	Text Pane	Toggles text pane visibility.
	Promote	Indents bullet to higher level in text pane - useful only in multi-level SmartArt.
	Demote	Indents bullet to lower level in text pane - useful only in multi-level SmartArt.
	Right to Left	Helps reverse the direction of the SmartArt flow.
	Move Up	Moves the bullet up in the text pane or the shape to the left in the graphics.
	Move Down	Moves the bullet down in the text pane or the shape to the right in the graphics.
Layouts	Layouts	Allows you to change the layout of SmartArt graphics to one from the list.
Smart Styles	Change Colors	Changes the color scheme for the SmartArt graphics.
	SmartArt Styles	Allows you to change the SmartArt graphics styles to one of the predefined ones from the list with one click.
Reset	Reset Graphic	Removes all the customization done on the SmartArt graphic.
	Convert	Converts SmartArt graphic to regular shapes or plain text.

SmartArt Format Features

We will now understand the various SmartArt format features in PowerPoint.

The following table describes the various SmartArt format features in PowerPoint.

Feature	Sub Features	Description
Shapes	Change Shape	Changes the selected shape in the SmartArt to one of those in the list.
	Larger	Increases the size of the selected shape.
	Smaller	Decreases the size of the selected shape.
Shape Styles	Shape Fill	Offers different shades to be added to selected SmartArt graphics item. You can pick from solid shade, texture, image or gradient shading.
	Border	Offers different border options for selected SmartArt graphics item. You can edit the border color, thickness and style.
	Effects	Offers the ability to add special effects to selected SmartArt graphics item.
Word Art Styles	Text Fill	Allows you to change the color of the text within the SmartArt.
	Text Outline	Allows you to add an outline to the text within the SmartArt and change the outline color, weight and style.
	Text Effects	Allows you to add special effects (like reflection, shadow etc.) to the text within the SmartArt.
	Quick Styles	Contains a list of pre-defined Word Art styles that can be applied to the selected text within the SmartArt with a single click.
Arrange	Bring Forward	Allows you to move the SmartArt up by one layer or right to the top.
	Send Backward	Allows you to move the SmartArt down by one layer or right to the bottom of the slide.
	Selection Pane	Toggles the Selection and Visibility sidebar.
	Align	Allows you to align the entire SmartArt with reference to the slide.
	Group	Allows you to group multiple SmartArt as one group object, or split a group object into individual SmartArt.
Size	Height	Allows you to adjust the SmartArt height.
	Width	Allows you to adjust the SmartArt width.

Add & Format Charts

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Charts are an effective way of representing data. Long list of confusing numbers can instantly become trends which can be spotted when they are captured as charts. PowerPoint supports the addition and formatting of charts.

Given below are the steps to add a chart to PowerPoint.

Step 1 − Go to the Illustrations group under the Insert ribbon.

Step 2 − Click on the Chart option to open the Insert Chart dialog. You can choose the chart category and pick individual chart types from the list.

Step 3 − Select the chart type and click OK or double-click on the chart type to insert the chart in the slide.

Step 4 − Along with the chart, an Excel spreadsheet is also launched. This spreadsheet is the source for your chart. You can change the category names, series names and individual values to suit your needs.

As you edit the values and the table in Excel the chart gets modified accordingly.

The PowerPoint chart formatting features have been grouped under three ribbons: Design, Layout and Format. The sections below discuss the features under each ribbon. To access these ribbons you must select the chart first.

Chart Design Features

We will now understand the various chart design features in PowerPoint.

The table given below describes the various chart design features −

Feature	Sub Features	Description
Type	Change Chart Type	Changes the chart type retaining the same data.
	Save As Template	Saves current chart type as a template.
Data	Switch Row/Column	Transposes current excel data - this is enabled when you have the source data excel sheet open.
	Select Data	Changes the data range covered in the chart.
	Edit Data	Changes the chart source data.
	Refresh Data	Refreshes the chart to show the latest data.
Chart Layouts	Chart Layouts	Offers a list of predefined layouts which can be instantly applied to current chart with a single click.
Chart Styles	Chart Styles	Offers a list of predefined styles which can be instantly applied to current chart with a single click.

Chart Layout Features

We will now understand the various chart layout features in PowerPoint.

The following table describes the various chart layout features in PowerPoint.

Feature	Sub Features	Description
Current Selection	Drop down	Shows the currently selected chart element.
	Format Selection	Shows the selection format dialog to update the selection.
	Reset to Match Style	Discards all the chart customizations and matches the chart with the overall presentation theme.
Insert	Picture	Superimposes an image on top of the chart.
	Shape	Adds a shape to the slide.
	Text Box	Adds a text box to the slide.
Labels	Chart Title	Defines the visibility, position and style of the chart title.
	Axis Titles	Defines the visibility, position and style of the axis titles.
	Legend	Defines the visibility and position of the chart legend.
	Data Labels	Defines the visibility and position of the data labels.
	Data Table	Defines the visibility, position and format of the data table.
Axes	Axes	Defines the position and scale of axes.
	Gridlines	Defines the visibility and scale of axes.
Background	Plot Area	Toggles chart plot area - available only for 2D charts.
	Chart Wall	Toggles the chart wall - available only for 3D charts.
	Chart Floor	Toggles the chart floor - available only for 3D charts.
	3-D Rotation	Toggles the chart 3D rotation- available only for 3D charts.

Chart Format Features

We will now understand the various chart format features in PowerPoint.

The following table describes the various chart format features in PowerPoint.

Feature	Sub Features	Description
Current Selection	Drop down	Shows the currently selected chart element.
	Format Selection	Shows the selection format dialog to update the selection.
	Reset to Match Style	Discards all the chart customizations and matches the chart with the overall presentation theme.
Shape Styles	Shape Fill	Offers different shades to be added to selected chart series item. You can pick from solid shade, texture, image or gradient shading.
	Border	Offers different border options for selected chart series item. You can edit the border color, thickness and style.
	Effects	Offers the ability to add special effects to selected chart series item.
Word Art Styles	Text Fill	Allows you to change the color of the text within the chart.
	Text Outline	Allows you to add an outline to the text within the chart and change the outline color, weight and style.
	Text Effects	Allows you to add special effects (like reflection, shadow etc.) to the text within the chart.
	Quick Styles	Contains a list of pre-defined Word Art styles that can be applied to the selected text within the chart with a single click.
Arrange	Bring Forward	Allows you to move the chart up by one layer or right to the top.
	Send Backward	Allows you to move the chart down by one layer or right to the bottom of the slide.
	Selection Pane	Toggles the Selection and Visibility sidebar.
	Align	Allows you to align the entire chart with reference to the slide.
	Group	Allows you to group multiple charts as one group object, or split a group object into individual charts.
Size	Height	Allows you to adjust the chart height.
	Width	Allows you to adjust the chart width.