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.

Add & Format Tables

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One of the most powerful data representation techniques is the use of tables. Table allows information to be segregated making it easy to read. PowerPoint has features that let you add tables in slides and also format them to enhance their visual effects. What's more, these tables are also compatible with Microsoft Excel, so you can basically take a spreadsheet or a section of a spreadsheet and paste it into a slide as a table.

The following steps will help you add a table in PowerPoint.

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

Step 2 − Click on the dropdown and select your table dimension from the matrix.

Step 3 − If you require more than 10 columns or 8 rows click on "Insert Table" to open the Insert Table dialog where you can specify the column and row count.

PowerPoint table is a simple table that does not support the mathematical features of an Excel spreadsheet. If you want to carry out some calculations, you can insert an Excel spreadsheet instead of a regular table.

This will insert the spreadsheet in the slide and as long as the spreadsheet is selected, the ribbon at the top will be changed to an Excel ribbon instead of a PowerPoint one.

The PowerPoint table 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 table first.

Table Design Features

We will now understand the table design features in PowerPoint.

The following table shows the different table design features −

Feature	Sub Features	Description
Table Style Options	Header Row	Adds a different shade to the first row to distinguish it.
	Total Row	Adds a different shade to the last row to distinguish it.
	Banded Rows	Shades alternate rows in the table with the same color.
	First Column	Adds a different shade to the first column to distinguish it.
	Last Column	Adds a different shade to the last row to distinguish it.
	Banded Columns	Shades alternate columns in the table with the same color.
Table Styles	Shading	Offers different shades to be added to selected table/ row/ column/ cell. You can pick from solid shade, texture, image or gradient shading.
	Border	Offers different border options for the table. You can edit the border color, thickness and style
	Effects	Offers the ability to create table shadow or reflection. You can also create bevels for individual cells.
Word Art Styles	Text Fill	Allows you to change the color of the text within the table.
	Text Outline	Allows you to add an outline to the text within the table 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 table.
	Quick Styles	Contains a list of pre-defined Word Art styles that can be applied to the selected text within the table with a single click.
Draw Borders	Pen Style	Defines the style of the table border when you draw it.
	Pen Weight	Defines the thickness of the table border when you draw it.
	Pen Color	Defines the color of the table border when you draw it.
	Draw Table	Allows you to append new rows, columns, cells to existing table, split existing rows, columns or cells and draw brand new tables.
	Eraser	Allows you to delete table borders and merge cells, rows or columns.

Table Format Features

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

The following table shows the various table format features −

Feature	Sub Features	Description
Table	Select	Allows you to select the entire table or the row(s) or column(s) depending on the position of your cursor.
	View Gridlines	Toggles the gridline display within the table.
Rows & Columns	Delete	Allows you to delete selected row(s) or column(s) or the entire table.
	Insert Above	Inserts a row above the row where the cursor is currently. If you haven't placed the cursor within the table, it adds a new row at the top of the table.
	Insert Below	Inserts a row below the row where the cursor is currently. If you haven't placed the cursor within the table, it adds a new row at the bottom of the table.
	Insert Left	Inserts a column to the left of the column where the cursor is currently. If you haven't placed the cursor within the table, it adds a new column to the left of the table.
	Insert Right	Inserts a column to the right of the column where the cursor is currently. If you haven't placed the cursor within the table, it adds a new column to the right of the table.
Merge	Merge	Allows you to merge cells, rows or columns. This is enabled only if you have selected more than one cell, row or column.
	Split Cells	Allows you to specify the number of rows and columns into which the current section of cell(s) need to be split.
Cell Size	Height/ Width	Defines the height and width of the selected cell. Usually if you change these aspects for a single cell, the change affects the entire row or column too.
	Distribute Rows	Equalizes the height of all the rows to fit the current table height.
	Distribute Columns	Equalizes the width of all the columns to fit the current table width.
Alignment	Horizontal Alignment	Allows you to align the selected text to the left, right or center of the cell.
	Vertical Alignment	Allows you to align the selected text to the top, bottom or middle of the cell.
	Text Direction	Allows you to change the direction of the selected text within the cells.
	Cell Margins	Allows you to define the margins within the cell.
Table Size	Height	Allows you to adjust the table height - it retains the relative heights of the individual rows while changing the overall table height.
	Width	Allows you to adjust the table width - it retains the relative widths of the individual columns while changing the overall table width.
	Lock Aspect Ratio	Checking this box will ensure the ratio between the table height and width is maintained when one of these is changed.
Arrange	Bring Forward	Allows you to move the table up by one layer or right to the top.
	Send Backward	Allows you to move the table 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 table with reference to the slide.

Adding Audio & Video

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PowerPoint supports multimedia in the slides. You can add audio or video clips to the slides which can be played during the presentation.

The following steps will help you add audio or video file to the slides.

Step 1 − Go to the Media group under the Insert ribbon

Step 2 − To insert video file select Video as media type and Video from Fileto insert a video from your computer or hard drive.

Step 3 − In the Insert Video dialog, browse for a video file and click Insert.

Step 4 − You will now see that a Video file is added to the slide.

Step 5 − To insert audio file select Audio as media type and Audio from Fileto insert an Audio from your computer or hard drive.

Step 6 − In the Insert Audio dialog, browse for an audio file and click Insert.

Step 7 − You will now see that an Audio file is added to the slide.