Chapter - 5 : MS PowerPoint Notes PDF – Complete Notes for Class 6 Computer

 

Chapter -5 | MS PowerPoint | Free Notes/eBook 

Microsoft PowerPoint is one of the most widely used presentation programs for creating attractive and informative presentations. Students can use PowerPoint to prepare school projects, classroom presentations, charts, diagrams and multimedia-based learning materials.

If you are looking for MS PowerPoint notes, MS PowerPoint notes PDF, or PowerPoint notes for Class 6 Computer, this guide covers the important concepts in a simple and easy-to-understand format.

What is MS PowerPoint?

Microsoft PowerPoint is presentation software developed by Microsoft. It allows users to create information in the form of slides.

A PowerPoint presentation can contain:

• Text
• Pictures
• Tables
• Charts
• Shapes
• Audio
• Video
• Animations
• Transitions

PowerPoint is commonly used in schools, offices, seminars, meetings and businesses.

Important PowerPoint Terms

Presentation: A collection of slides arranged in a particular order.

Slide: A single page or screen of a presentation.

Slide Show: A mode used to display a presentation on the screen.

Placeholder: A box on a slide where text or other objects can be inserted.

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PowerPoint Views

PowerPoint provides different views for creating, editing, organising and displaying presentations.

1. Normal View

Normal View is the main working view of PowerPoint. It is used to create and edit slides.

It allows us to:

• Type and format text.
• Insert pictures and shapes.
• Add notes.
• Edit slide contents.
• Apply animations and transitions.

Normal View → Create and Edit Slides

2. Slide Sorter View

Slide Sorter View displays all the slides as small thumbnails.

It is useful for:

• Rearranging slides.
• Copying or duplicating slides.
• Deleting slides.
• Checking the order of slides.
• Managing multiple slides.

Slide Sorter View → Organise Slides

3. Outline View

Outline View displays the textual content of a presentation in an outline format.

It is useful for:

• Organising headings and subheadings.
• Editing presentation text.
• Checking the structure of a presentation.
• Reviewing the flow of information.

Outline View → Organise and Edit Text

4. Reading View

Reading View allows us to view a presentation inside a PowerPoint window.

It can be used to:

• Preview a presentation.
• Read through slides.
• Check animations and transitions.

Reading View → Read and Preview

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How to Insert a Picture in PowerPoint

Pictures can make a presentation more attractive and easier to understand.

Steps to Insert a Picture

1. Open the PowerPoint presentation.
2. Select the required slide.
3. Click the Insert tab.
4. Click Pictures.
5. Select the appropriate picture source.
6. Browse and select the required picture.
7. Click Insert.
8. Resize or move the picture as required.

Pictures can be resized using the corner handles.

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Using Media Clips in PowerPoint

PowerPoint allows us to add multimedia elements such as audio, recorded sound and video.

Inserting Audio

Audio can be used for background music, narration, sound effects and explanations.

Steps to Insert Audio

1. Select the required slide.
2. Click Insert.
3. Click Audio.
4. Select the appropriate audio option.
5. Select the audio file.
6. Click Insert.
7. Adjust the audio settings if required.

Recording Sound

PowerPoint can also be used to record our own voice.

Steps to Record Sound

1. Select the required slide.
2. Click Insert.
3. Click Audio.
4. Select Record Audio.
5. Enter a name for the recording.
6. Click Record.
7. Speak clearly into the microphone.
8. Click Stop.
9. Click OK.

The recorded sound will be added to the slide.

Inserting a Video

Videos can be used to demonstrate processes, experiments or concepts.

Steps to Insert a Video

1. Select the required slide.
2. Click Insert.
3. Click Video.
4. Select the appropriate video source.
5. Select the video file.
6. Click Insert.
7. Resize and position the video.
8. Test the video in Slide Show mode.

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Action Buttons in PowerPoint

Action Buttons are special buttons that perform an action when clicked. They are useful for creating interactive presentations.

Action Buttons can be used to:

1. Go to the next slide.
2. Go to the previous slide.
3. Go to the first slide.
4. Go to the last slide.
5. Go to a particular slide.
6. Open another presentation.
7. Open a webpage.
8. Play a sound.

Where are Action Buttons Found?

Action Buttons are generally available through:

Insert → Shapes → Action Buttons

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Steps to Insert an Action Button

1. Open the PowerPoint presentation.
2. Select the required slide.
3. Click Insert.
4. Click Shapes.
5. Select an Action Button.
6. Draw the button on the slide.
7. The Action Settings dialog box appears.
8. Select the required action.
9. Choose the destination if necessary.
10. Click OK.

Example

A Home button can be configured to take the user back to the first slide.

Action Buttons are particularly useful when creating menu-based or interactive presentations.

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Slide Master in PowerPoint

A Slide Master is a special slide that controls common design and formatting elements across multiple slides.

It can be used to control:

1. Fonts
2. Colours
3. Backgrounds
4. Logos
5. Headers
6. Footers
7. Common layouts

Steps to Create or Edit a Slide Master

1. Open the PowerPoint presentation.
2. Click the View tab.
3. Click Slide Master.
4. Select the main Slide Master or required layout.
5. Make the required design changes.
6. Add or modify common elements.
7. Click Close Master View.

Example

If a school logo needs to appear on several slides, it can be placed on the Slide Master rather than being inserted separately on every slide.

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Advantages of Slide Master

Using Slide Master provides several benefits.

1. Saves Time

Common formatting can be applied without editing every slide separately.

2. Maintains Consistency

It keeps fonts, colours and other design elements consistent.

3. Gives a Professional Appearance

A uniform design can make a presentation look neat and organised.

4. Reduces Repetitive Work

Common elements do not have to be inserted repeatedly.

5. Easy to Modify

Common design elements can be changed from the Slide Master.

6. Useful for Large Presentations

Slide Master is especially useful when a presentation contains many slides.

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Custom Animation in PowerPoint

Custom Animation allows us to apply visual effects to objects such as text, pictures and shapes.

Animation can control how an object appears, moves or disappears.

Types of Animation

Entrance

Controls how an object enters the slide.

Emphasis

Highlights an object already present on the slide.

Exit

Controls how an object leaves the slide.

Motion Path

Makes an object move along a specified path.

Steps to Apply Animation

1. Select the text or object.

2. Click the Animations tab.

3. Select an animation effect.

4. Adjust the effect options if required.

5. Set the timing if necessary.

6. Preview the animation.

Important Point

Animation is applied to objects on a slide, whereas a transition is applied to the slide itself.

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Slide Transition

A Slide Transition is the visual effect that occurs when one slide changes to another during a Slide Show.

Some examples include:

• Fade
• Push
• Wipe
• Split
• Reveal

Steps to Apply a Slide Transition

1. Select the required slide.

2. Click the Transitions tab.

3. Select a transition effect.

4. Set the duration if required.

5. Use Effect Options when available.

6. Click Apply to All if the same transition should be used for all slides.

7. Preview the transition.

Animation vs Slide Transition

Animation	Slide Transition
Applied to objects	Applied to slides
Affects text, pictures and shapes	Controls the change between slides
Example: Fly In	Example: Fade

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Importing Data from Other Applications

PowerPoint allows us to use information created in other applications.

Data can be brought from applications such as:

• Microsoft Word
• Microsoft Excel
• Other PowerPoint presentations
• Image files
• Other supported files

For example, an Excel table or chart can be used in a PowerPoint presentation.

Basic Steps to Import Data

1. Open the PowerPoint presentation.
2. Select the required slide.
3. Click the Insert tab.
4. Select the appropriate option.
5. Select the required file or object.
6. Insert the content.
7. Resize and position it on the slide.

Benefits of Importing Data

• Saves time.
• Avoids repeated typing.
• Allows information from different applications to be combined.

Makes presentations more informative.

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Quick Revision – MS PowerPoint

Before an examination, remember these important points:

• Normal View is used to create and edit slides.
• Slide Sorter View is used to organise slides.
• Outline View focuses on presentation text.
• Reading View is useful for reading and previewing slides.
• Pictures can make presentations more attractive.
• Audio and video are examples of multimedia elements.
• Action Buttons can make presentations interactive.
• Slide Master helps maintain a consistent design.
• Animation affects objects on a slide.
• Transition affects the change between slides.
• PowerPoint can use data from other applications.

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Frequently Asked Questions (FAQs)

1. What is MS PowerPoint?

MS PowerPoint is presentation software developed by Microsoft. It is used to create presentations using slides.

2. What is a PowerPoint presentation?

A PowerPoint presentation is a collection of slides arranged in a particular order.

3. What are the four main PowerPoint views?

The four views covered in these notes are:

1. Normal View
2. Slide Sorter View
3. Outline View
4. Reading View

4. What is Normal View in PowerPoint?

Normal View is the main working view used to create and edit slides.

5. What is Slide Sorter View?

Slide Sorter View displays all slides as thumbnails and helps users organise and rearrange them.

6. What is an Action Button?

An Action Button is a button that performs a predefined action when clicked, such as moving to another slide.

7. What is Slide Master?

Slide Master is a special slide used to control common design and formatting elements across multiple slides.

8. What are the advantages of Slide Master?

Slide Master saves time, maintains consistency, reduces repetitive work and helps create a uniform presentation design.

9. What is Custom Animation?

Custom Animation allows visual effects to be applied to objects such as text, pictures and shapes on a slide.

10. What is a Slide Transition?

A Slide Transition is an effect that occurs when one slide changes to another during a presentation.

11. What is the difference between animation and transition?

Animation is applied to objects on a slide, while a transition controls how one slide changes to another.

12. Can PowerPoint contain audio and video?

Yes. PowerPoint allows users to insert audio, recorded sound and video clips into presentations.

13. Can data from Excel be used in PowerPoint?

Yes. Information such as tables and charts from Excel can be inserted or copied into a PowerPoint presentation.