Create Presentation

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PowerPoint offers a host of tools that will aid you in creating a presentation. These tools are organized logically into various ribbons in PowerPoint. The table below describes the various commands you can access from the different menus.

Menu Category	Ribbon Commands
Home	Clipboard functions, manipulating slides, fonts, paragraph settings, drawing objects and editing functions.
Insert	Insert tables, pictures, images, shapes, charts, special texts, multimedia and symbols.
Design	Slide setup, slide orientation, presentation themes and background.
Transitions	Commands related to slide transitions.
Animations	Commands related to animation within the individual slides.
Slide Show	Commands related to slideshow set up and previews.
Review	Proofing content, language selection, comments and comparing presentations.
View	Commands related to presentation views, Master slides, color settings and window arrangements.

Besides these depending on the objects selected in the slide, there are other menu tabs that get enabled.

BackStage View in Excel 2010

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The Backstage view has been introduced in Excel 2010 and acts as the central place for managing your sheets. The backstage view helps in creating new sheets, saving and opening sheets, printing and sharing sheets, and so on.

Getting to the Backstage View is easy. Just click the File tab located in the upper-left corner of the Excel Ribbon. If you already do not have any opened sheet then you will see a window listing down all the recently opened sheets as follows −

If you already have an opened sheet then it will display a window showing the details about the opened sheet as shown below. Backstage view shows three columns when you select most of the available options in the first column.

First column of the backstage view will have the following options −

S.No.	Option & Description
1	Save If an existing sheet is opened, it would be saved as is, otherwise it will display a dialogue box asking for the sheet name.
2	Save As A dialogue box will be displayed asking for sheet name and sheet type. By default, it will save in sheet 2010 format with extension .xlsx.
3	Open This option is used to open an existing excel sheet.
4	Close This option is used to close an opened sheet.
5	Info This option displays the information about the opened sheet.
6	Recent This option lists down all the recently opened sheets.
7	New This option is used to open a new sheet.
8	Print This option is used to print an opened sheet.
9	Save & Send This option saves an opened sheet and displays options to send the sheet using email etc.
10	Help You can use this option to get the required help about excel 2010.
11	Options Use this option to set various option related to excel 2010.
12	Exit Use this option to close the sheet and exit.

Sheet Information

When you click Info option available in the first column, it displays the following information in the second column of the backstage view −

• Compatibility Mode − If the sheet is not a native excel 2007/2010 sheet, a Convert button appears here, enabling you to easily update its format. Otherwise, this category does not appear.

• Permissions − You can use this option to protect the excel sheet. You can set a password so that nobody can open your sheet, or you can lock the sheet so that nobody can edit your sheet.

• Prepare for Sharing − This section highlights important information you should know about your sheet before you send it to others, such as a record of the edits you made as you developed the sheet.

• Versions − If the sheet has been saved several times, you may be able to access previous versions of it from this section.

Sheet Properties

When you click Info option available in the first column, it displays various properties in the third column of the backstage view. These properties include sheet size, title, tags, categories etc.

You can also edit various properties. Just try to click on the property value and if property is editable, then it will display a text box where you can add your text like title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc button on the keyboard to go back to excel working mode.

Explore Window in Excel 2010

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The following basic window appears when you start the excel application. Let us now understand the various important parts of this window.

File Tab

The File tab replaces the Office button from Excel 2007. You can click it to check the Backstage view, where you come when you need to open or save files, create new sheets, print a sheet, and do other file-related operations.

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to provide a convenient resting place for the Excel's most frequently used commands. You can customize this toolbar based on your comfort.

Ribbon

Ribbon contains commands organized in three components −

• Tabs − They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are the examples of ribbon tabs.

• Groups − They organize related commands; each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment etc.

• Commands − Commands appear within each group as mentioned above.

Title Bar

This lies in the middle and at the top of the window. Title bar shows the program and the sheet titles.

Help

The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial on various subjects related to excel.

Zoom Control

Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out. The + buttons can be clicked to increase or decrease the zoom factor.

View Buttons

The group of three buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch among excel's various sheet views.

• Normal Layout view − This displays the page in normal view.

• Page Layout view − This displays pages exactly as they will appear when printed. This gives a full screen look of the document.

• Page Break view − This shows a preview of where pages will break when printed.

Sheet Area

The area where you enter data. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type.

Row Bar

Rows are numbered from 1 onwards and keeps on increasing as you keep entering data. Maximum limit is 1,048,576 rows.

Column Bar

Columns are numbered from A onwards and keeps on increasing as you keep entering data. After Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.

Status Bar

This displays the sheet information as well as the insertion point location. From left to right, this bar can contain the total number of pages and words in the document, language etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group.

 

Getting Started with Excel 2010

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This chapter teaches you how to start an excel 2010 application in simple steps. Assuming you have Microsoft Office 2010 installed in your PC, start the excel application following the below mentioned steps in your PC.

Step 1 − Click on the Start button.

Step 2 − Click on All Programs option from the menu.

Step 3 − Search for Microsoft Office from the sub menu and click it.

Step 4 − Search for Microsoft Excel 2010 from the submenu and click it.

This will launch the Microsoft Excel 2010 application and you will see the following excel window.

Email Slide Show

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PowerPoint allows users to share the presentation as an email attachment too. Although you can attach the presentation from outside the program, the ability to send the emails directly from PowerPoint is quite convenient; this is because you need not leave the PowerPoint program to send the email.

Given below are the steps to send an email from PowerPoint.

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

Step 2 − Click on Save & Send, select Send Using E-mail option and click on Send as Attachment button.

Step 3 − This launches the Outlook Send Email window with the presentation added as attachment. You can add the emails of recipients and send the email.

Step 4 − Instead of "Send as Attachment" you select "Send as PDF", you will get a pdf attachment instead of a .pptx attachment.

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.