Presentation System | Computer Operator Loksewa Preparation

Computer Operator Loksewa Preparation

Presentation System

Microsoft PowerPoint — Features, Tools & Operations

What is a presentation application?

A presentation application is a software tool used to create, edit, and display visual presentations. It allows users to combine text, images, graphics, animations, and multimedia to convey information effectively.

☷

Slide-based structure

Content organized in individual slides

Ｔ

Text & formatting

Fonts, colors, styles & effects

📷

Multimedia support

Images, videos, and audio

✨

Animations

Movement effects on objects

🖌

Templates & themes

Pre-designed professional layouts

👥

Collaboration

Real-time editing & sharing

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Popular presentation applications

Application	Platform	Key highlight
Microsoft PowerPoint	Windows / macOS	Advanced design and animation features
Google Slides	Web (Cloud)	Real-time collaboration
Apple Keynote	macOS / iOS	Stylish templates for Apple users
LibreOffice Impress	Cross-platform	Free, open-source alternative
Canva	Web	Drag-and-drop design tool

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Creating, opening & saving a presentation

Creating a new presentation

Method 1 — Start screen: Open PowerPoint → click Blank Presentation or choose a template.

Method 2 — File menu:

1. Click File → New
2. Select Blank Presentation or a pre-designed template
3. Click Create

Opening an existing presentation

Method 1 — File menu: File → Open → Browse → navigate to file → click Open.

Method 2 — Recent files: File → Open → Under Recent, select the file.

Saving a presentation

Method	Steps
Save new file	File → Save As → choose location → enter name → select format → Save
Save existing file	File → Save (or Ctrl+S)
Save in different format	File → Save As → choose .ppt, .pdf, .mp4, .wmv, or .ppsx

Keyboard shortcuts

Shortcut	Action
Ctrl + N	Create a new presentation
Ctrl + O	Open an existing presentation
Ctrl + S	Save the current presentation
F12 / Ctrl + Shift + S	Save As (new name or location)

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Formatting slides

Applying a theme

A theme is a predefined set of colors, fonts, and effects applied to slides.

1

Go to the Design tab

2

Select a theme from the Themes group

3

Click the dropdown arrow for more theme options

4

Click a theme to apply it to all slides

Changing the slide background

Go to Design → Format Background → choose from:

• Solid fill (single color)
• Gradient fill (color transition)
• Picture or texture fill
• Pattern fill (predefined patterns)

Click Apply to All to use the same background on every slide.

Formatting text

Select text → go to Home tab → use the Font group to change font style, size, bold/italic/underline, font color, and text effects (shadow, glow).

Bullet points & numbering

Select text → Home tab → click the Bullets or Numbering icon in the Paragraph group → choose a style.

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Slide show

Starting a slide show

Action	Method	Shortcut
Start from beginning	Slide Show tab → From Beginning	F5
Start from current slide	Slide Show tab → From Current Slide	Shift + F5
Start from status bar	Click Slide Show icon (bottom-right)	—

Navigating through slides

• → or Spacebar — next slide
• ← or Backspace — previous slide
• Esc — exit slide show

Presenter view

Allows the presenter to see speaker notes and upcoming slides while the audience only sees the current slide. Enable via Slide Show → Use Presenter View.

Transitions

Effects applied when switching from one slide to another: Transitions tab → select an effect → adjust Duration → click Apply to All if needed.

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Animations

Animations add movement to text, images, and objects within a slide. PowerPoint provides four types:

↓

Entrance

Fade, Fly In

↻

Emphasis

Spin, Pulse

↑

Exit

Fade Out, Fly Out

→

Motion paths

Move left to right

Adding animation to an object

1

Select the text, image, or object

2

Go to the Animations tab

3

Click an effect from the Animation Gallery

4

Adjust Effect Options, Duration, and Delay

Managing animations

Open the Animation Pane → rearrange animations with up/down arrows → set start option:

• On Click — starts when you click
• With Previous — starts with the previous animation
• After Previous — starts after the previous animation ends

💡 To preview, click Preview in the Animations tab or press F5 / Shift+F5 to run the slide show.

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Inserting elements

Pictures & images

Insert → Pictures → choose from This Device, Stock Images, or Online Pictures → select the image → Insert → resize and reposition as needed.

Tables

Insert → Table → drag to select rows & columns (or click Insert Table to specify manually) → enter data → customize via Table Design and Layout tabs.

Charts & graphs

1

Go to Insert → Chart

2

Choose a chart type: Column, Line, Pie, Bar, etc.

3

Click OK → enter data in the Excel spreadsheet that appears

4

Close the spreadsheet when done

Organization chart (SmartArt)

Insert → SmartArt → Hierarchy → choose a layout → click OK → enter names/titles in the text boxes. Used to show hierarchy and relationships within an organization.