MS Excel and PowerPoint Long Answer Type Questions Part 5

MS Excel and PowerPoint Long Answer Type Questions Part 5

MS Excel and PowerPoint Long Answer Type Questions Part 5

Question 1.
Explain the procedure to Create a Presentation. (OR) Explain different ways to Create Presentation.
Answer:
When the PowerPoint window first displays, a gallery of presentation templates will display. This gallery is used to create a new presentation. This document explains how to create a new presentation when another presentation has already been displayed. New slides can be added using the Slide Pane, the Outline Pane, or by inserting slides from other presentations.

Create New Presentation:

  • Click the File Tab.
  • The Backstage View window will display.
  • Click the New button in the left pane of Backstage View.

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  • Available templates and presentations will appear.
  • Click the Blank Presentation icon in the window.
  • A new blank presentation will appear in the PowerPoint window.
  • Click the Click to add title text in the first placeholder.
  • Input the text for the title of the presentation.
  • Click the Click to add subtitle text for the subtitle of the presentation.
  • The first slide of the presentation is completed.

Create a New Slide in Slide View:

  • Click the New Slide button in the Slides Group under the Home Tab.
  • The Slide Layout will automatically default to the Title and Content layout.
  • Input information for the Next slide (Slide 2) in the Presentation window by clicking on the Placeholder for each item.

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  • Hit Enter after inputting the first bulleted item and then input the second one.
  • Continue this process until all the bullet items have been added.
  • Click the New Slide list arrow.
  • Select one of the layouts from the gallery of Slide Layouts.
  • Another new slide will be inserted into the presentation.
  • Continue this process until all slides have been added.

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Create a Slide in Outline View:

  • Click the View Tab.
  • In the Presentations View Group, click the Outline View button.

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  • Click to the right of the New Slide Number.
  • Input a Title for the slide.
  • Press the Enter key on the keyboard.
  • Press the Tab key on the keyboard or click the Decrease List Level button in the Paragraph Group.

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  • Input the text for the first bullet.
  • Press Enter to add another bullet.
  • Continue this process until all the bullets have been entered.
  • Press Enter.
  • Press Shift + Tab or the Decrease List Level button in the Paragraph Group to create a new slide.
  • Input the information as described above.
  • Continue this process until all slides have been added.

Insert Slides From Another Presentation:
When this option is chosen, the slides from the other presentation will be inserted after the slide where the insertion point is located. To insert the slides at the end of the presentation, select the last slide in the presentation.

  • In the Slides Group, click the New Slide list arrow.
  • Click the Reuse Slides option.
  • The Reuse Slides Task Pane will display.
  • Do one of the following:
    • Click the Browse button and then select Browse File.
    • Click the Open a PowerPoint File link.
  • The Browse dialog box will display.
  • Scroll to the folder where the presentation is stored.
  • Select the presentation and then click the Open button.
  • The slides in this presentation will appear in the Reuse Slides Task Pane.

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  • Move the mouse pointer over one of the slides.
  • A larger view of the slide will appear in the window.
  • To add all the slides to the presentation:
    • Right-click one of the slides.
    • Click Insert All Slides.
  • To add only selected slides to the presentation, click each slide.
  • The slides will be inserted into the current presentation.
  • To keep the design of the presentation when it is inserted into the New Presentation, click the Apply Theme to All Slides option.
  • To keep the design of the presentation for selected slides, select the option Apply Theme to Selected Slides.
  • A blank slide may appear at the end of the presentation.
  • That slide can be removed by clicking on the slide in the Slide Pane and then clicking the Delete key.

Question 2.
What is Slide? Discuss in detail Working with Slides.
Answer:
A slide is a single page or image shown in a slideshow. Understanding slides and slide layouts:
When you insert a new slide, it will usually have placeholders to show you where content will be placed. Slides have different layouts for placeholders, depending on the type of information you want to include. Whenever you create a new slide, you’ll need to choose a slide layout that fits your content.

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Placeholders can contain different types of content, including text, images, and videos. Many placeholders have thumbnail icons you can click to add specific types of content.

To insert a new slide:
Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You can insert as many slides as you need from a variety of layouts.

  • From the Home tab, click the bottom half of the New Slide command.
  • Choose the desired slide layout from the menu that appears.

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  • The new slide will appear. Click any placeholder and begin typing to add text. You can also click an icon to add other types of content, such as a picture or a chart.
    • To change the layout of an existing slide, click the Layout command, then choose the desired layout.
    • To quickly add a slide that uses the same layout as the selected slide, click the top half of the New Slide command.

Organizing slides:
PowerPoint presentations can contain as many slides as you need. The Slide Navigation pane on the left side of the screen makes it easy to organize your slides. From there, you can duplicate, rearrange, and delete slides in your presentation.

Duplicate slides:

  • If you want to copy and paste a slide quickly, you can

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  • To duplicate slides, select the slide you want to duplicate,
  • right-click the mouse,
  • choose Duplicate Slide from the menu that appears.
  • You can also duplicate multiple slides at once by selecting them first.

Move slides:
It’s easy to change the order of your slides. Just click and drag the desired slide in the Slide Navigation pane to the desired position.

Delete slides:
If you want to remove a slide from your presentation, you can delete it. Simply select the slide you want to delete, then press the Delete or Backspace key on your keyboard.

  • To delete slides, select the slide you want to delete
  • right-click the mouse,
  • choose Delete Slide from the menu that appears.
  • You can also delete multiple slides at once by selecting them first.

To copy and paste slides:
If you want to create several slides with the same layout, you may find it easier to copy and paste a slide you’ve already created instead of starting with an empty slide.

  • Select the slide you want to copy in the Slide Navigation pane, then click the Copy command on the Home tab. Alternatively-, you can press Ctrl+C on your keyboard.
  • In the Slide Navigation pane, click just below a slide (or between two slides) to choose a paste location. A horizontal insertion point will appear.
  • Click the Paste command on the Home tab. Alternatively, you can press Ctrl+V on your keyboard.

The slide will appear in the selected location.

Question 3.
Explain the following (a) Slide Numbering (b) Saving – Presentation (c) Printing a Presentation (d) Closing Presentation.
Answer:
(a) Slide Numbering:
To Insert Slide numbers to PowerPoint Slides, do the following.

  • Choose Header and Footer command from View menu, Following Header and Footer dialog box will appear.
  • In Header and Footer Dialog box. Select the appropriate options for your presentation.
  • Check the box for Slide Number
  • Most presentations do not show a number on the title slide. Check the option Don’t show on title slide if that is appropriate.
  • Click the apply to all button.

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Slide numbers will now automatically appear on all PowerPoint slides in the bottom right comer. One nice feature about letting PowerPoint number your slides is that if you rearrange the slides into a different order, PowerPoint renumbers the slides to display the new correct slide number

(b) Saving Presentation:
When saving your PowerPoint files, using the Save command versus Save As is an important distinction. The Save As command allows you to name your PowerPoint file every time it is chosen while the Save command saves the PowerPoint file under the existing name.

However, many users become confused because the first time a file is saved, both commands prompt you to name the file by opening the Save As Dialog Box.

The usual save as dialogue box will appear, prompting you to supply a name and location for the presentation Here is that dialogue box, for those who haven’t seen it before:

Think of a meaningful name for your presentation and type it into the File name input box. Try to avoid names like Presentation as you will soon forget what the purpose of the presentation is. It’s better to use names like “Introducing Science” etc. Once you have named your presentation, navigate to allocation on your computer’s hard drive and save it there.

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There is a quicker way of saving presentations using keyboard shortcuts. You can also perform a file save by pressing Ctrl-S. If this is the first time you have saved your presentation, you will again be prompted to name it and find a place for it to be stored. Thereafter, you can periodically press ctrl-s and your changes will be saved immediately.

(c) Printing a Presentation
In PowerPoint you can print notes pages, slides (one slide per page) and handouts of your presentation. A presentation that has been printed out allows your audience to follow along as you give your presentation and to gives them a record to refer to after the presentation. Before you print anything, you need to prepare your presentation by setting the slide size, page orientation, and starting slide number. Click File → Page Setup, and in the Page Setup dialogue we can change things like the slide orientation (portrait or landscape) and also the dimensions of the printable area.

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The Slides sized for drop down list allows you to select some commonly used sizes for printouts, but you can also change the width and height manually using their respective input boxes. If you want to print an overhead transparency, select overhead from the Slides sized for list. The Number slides from box allows you to change what page number prints on the very first slide or handout.

By default, PowerPoint slide layouts appear in landscape orientation but you can change this using the Page Setup or Slide Orientation button.

Printing the Presentation:
Once you have made all the preliminary preparations outlined above, you are ready to print. Click File > Print

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On this dialog you can specify how many copies you want to print and using what printer. If you want to print only a selection of slides in the presentation, you can use the Print Range select one of:

  • All
  • Current Slide
  • Print Selection (only prints the slides you have selected)
  • Custom Range (then use the Slides input box below to type in the page numbers you want to print)

The remaining selections allow you to choose whether to collate your printouts and whether to print in colour, grayscale or in black and white. There is also a sneaky little link at the bottom for editing header and footer details. Once all the settings have been addressed, click the big Print button at the top.

(d) Closing Presentation.
After you have finished working on a presentation and saved it, you can close it and open another file or you can exit the program. To close a presentation and exit PowerPoint, you can:

  • Use the File menu and choose to close or exit.
  • Use keyboard shortcuts. [Ctrl]+[W] closes a presentation and [Alt]+[F4] exits PowerPoint.
  • Use the Close button in the upper-right comer of the window.

Question 4.
How to Insert Picture/Clipart to a Power Point Presentation.
Answer:
Photo graphic images add impact to a presentation. It also helps the audience to visualize the message you are trying to convey.

  • Click where the picture is to be inserted.
  • Click the Insert Tab.

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  • In the Images Group click the Pictures button.
  • The Insert Picture dialog box will display with the Pictures Library folder selected.

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  • If the Picture is not in this folder, scroll to the folder where the image is located.
  • Do one of the following:
    • Double-click the image that is to be used.
    • Click the image and then click Insert.
  • Format the picture as desired.

Add Online Pictures:
Online pictures are copyright-free images of ClipArt, Photographs, Audio, and Video clips. Clips may be used to enhance any Office document. They may be inserted from the Bing Image Search.

Insert Pictures:

  • Click the slide in the presentation where the clip will be inserted.
  • Click the Insert Tab.
  • In the Illustrations Group, click the Online Pictures button.

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  • The Online Pictures window will display.

Bing Image Search:

  • In the Insert Pictures window, click the Bing Image Search box.

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  • Input the type of image to search for.
  • Click the Search button.
  • The Bing Image Search page will display.
  • Click an image to select it. A check mark will display at the top of the image.
  • Continue this process to select additional images.
  • Click the Insert button to add the image(s) in the slide.

Question 5.
How to Insert Other Objects, audio and Video in Power Point Presentation.
Answer:
You can import content from other programs into your presentation. This includes files created by other Microsoft Office programs, as well as files from other programs that support Object Linking and Embedding (OLE).

There are two ways to insert content objects into a PowerPoint presentation:
1. Linked objects: A linked object is updated if its source file is changed. For example, a linked chart built from data in Microsoft Excel is changed if the source Excel .data changes. The source file must be available on your computer or network to maintain the link between the inserted object and the source data. Inserting a linked object is recommended if the source data set is large or complex.

2. Embedded objects: The source data is embedded in the presentation. You can view the embedded object on another computer, because the source data is part of the presentation file. Embedded objects typically require more disk space than linked objects.

Inserting Audio Clip into Presentation:
PowerPoint presentations can be enhanced by adding Audio files. An Audio file can be set to play one time and then stop. A file can be set to loop, which means it will play continuously until a new slide is displayed. The audio can also be set to play across all slides in a presentation. Two, options are available for inserting Audio into a presentation.

Audio on My PC:

  • This option enables audio dim such as music, narration, or audio bites to be inserted into the presentation.
  • Compatible audio file formats include .mid or .midi, mp3, and .wav.
  • Sounds from CDs can be played by “ripping” the sound using Windows Media Player and saving it to your PC.

Record Audio:

  • This option is used to record a message for your audience.
  • A headset with a microphone is needed to insert this type of sound.

Audio on my PC:

  • This option is used to insert Audio clips such as narration, music, sounds taken from a CD, or audio bites into a presentation.

Insert the Audio File:

  • Go to the slide in the presentation where the sound is to be inserted.
  • Click the Insert Tab.
  • In the Media Group, click the Audio button.

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  • Select Audio on My PC.
  • The Insert Audio window will display.
  • Look for the folder where the audio clip is stored.
  • Select the Audio Clip.
  • Click the Insert button.
  • The Audio icon will appear in the window.

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  • Click the Audio Tools, Playback Tab to display the Playback Ribbon.

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  • Select the options on this ribbon that should be applied to this Audio Clip.

Inserting Video into Presentation :
With PowerPoint, it is possible to insert, size, and move videos. Videos can be formatted by applying styles and effects. With the video editing features in PowerPoint 2016, you can trim parts of a video and have the video fade in and out during a presentation.

Insert a Video from File:

  • Insert a new slide or go to the slide where the video is to be inserted.
  • Change the Layout for the slide to Blank or Title and Content.
  • Click the Insert Tab.
  • In the Media Group, click the Video button.
  • From the list that appears, select Video on my PC.
  • The Insert Video window will display.

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  • On the left side of the window, click the folder where the video is stored.
  • Select the Video.
  • Click Insert.
  • The video will display in the center of the slide.
  • Playback and volume controls will display below the video.

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  • Video formatting and editing tools display on the Video Tools, Format Ribbon.
  • Click the Play/Pause button below the video (This is the button on the far left side, the larger triangle shape).
  • On the Format Tab in the Size Group, click the Video Height box, input the size.
  • Press Enter to adjust the height and width of the video proportionally.
  • Click the Align button in the Arrange Group.

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  • Select Align Center from the list of options.
  • The video should appear centered on the slide.