LEARNING TO MICROSOFT SOFTWARE TIPS AND TRICKS

Microsoft Access MS Access Basics Tips and Trick-7

2022-08-13T23:25:00.003+05:30

Adding Data

An Access database is not a file in the same sense as a Microsoft Office Word document or a Microsoft Office PowerPoint are. Instead, an Access database is a collection of objects like tables, forms, reports, queries etc. that must work together for a database to function properly. We have now created two tables with all of the fields and field properties necessary in our database. To view, change, insert, or delete data in a table within Access, you can use the table’s Datasheet View.

A datasheet is a simple way to look at your data in rows and columns without any special formatting.
Whenever you create a new web table, Access automatically creates two views that you can start using immediately for data entry.
A table open in Datasheet View resembles an Excel worksheet, and you can type or paste data into one or more fields.
You do not need to explicitly save your data. Access commits your changes to the table when you move the cursor to a new field in the same row, or when you move the cursor to another row.
By default, the fields in an Access database are set to accept a specific type of data, such as text or numbers. You must enter the type of data that the field is set to accept. If you don't, Access displays an error message −

Let us add some data into your tables by opening the Access database we have created.

Select the Views → Datasheet View option in the ribbon and add some data as shown in the following screenshot.

Similarly, add some data in the second table as well as shown in the following screenshot.

You can now see that inserting a new data and updating the existing data is very simple in Datasheet View as working in spreadsheet. But if you want to delete any data you need to select the entire row first as shown in the following screenshot.

Now press the delete button. This will display the confirmation message.

Click Yes and you will see that the selected record is deleted now.

Microsoft Access MS Access Basics Tips and Trick-6B

2022-07-18T20:16:00.005+05:30

Table Design View

As we have already created one table using Datasheet View. We will now create another table using the Table Design View. We will be creating the following fields in this table. These tables will store some of the information for various book projects.

Field Name	Data Type
Project ID	AutoNumber
ProjectName	Short Text
ManagingEditor	Short Text
Author	Short Text
PStatus	Short Text
Contracts	Attachment
ProjectStart	Date/Time
ProjectEnd	Date/Time
Budget	Currency
ProjectNotes	Long Text

Let us now go to the Create tab.

In the tables group, click on Table and you can see this looks completely different from the Datasheet View. In this view, you can see the field name and data type side by side.

We now need to make ProjectID a primary key for this table, so let us select ProjectID and click on Primary Key option in the ribbon.

You can now see a little key icon that will show up next to that field. This shows that the field is part of the table’s primary key.

Let us save this table and give this table a name.

Click Ok and you can now see what this table looks like in the Datasheet View.

Let us click the datasheet view button on the top left corner of the ribbon.

If you ever want to make changes to this table or any specific field, you don't always have to go back to the Design View to change it. You can also change it from the Datasheet View. Let us update the PStatus field as shown in the following screenshot.

Click Ok and you will see the changes.

Microsoft Access MS Access Basics Tips and Trick-6A

2022-07-16T18:09:00.005+05:30

Create Tables

When you create a database, you store your data in tables. Because other database objects depend so heavily on tables, you should always start your design of a database by creating all of its tables and then creating any other object. Before you create tables, carefully consider your requirements and determine all the tables that you need.

Let us try and create the first table that will store the basic contact information concerning the employees as shown in the following table −

Field Name	Data Type
EmployeelD	AutoNumber
FirstName	Short Text
LastName	Short Text
Address1	Short Text
Address2	Short Text
City	Short Text
State	Short Text
Zip	Short Text
Phone	Short Text
Phone Type	Short Text

Let us now have short text as the data type for all these fields and open a blank database in Access.

This is where we left things off. We created the database and then Access automatically opened up this table-one-datasheet view for a table.

Let us now go to the Field tab and you will see that it is also automatically created. The ID which is an AutoNumber field acts as our unique identifier and is the primary key for this table.

The ID field has already been created and we now want to rename it to suit our conditions. This is an Employee table and this will be the unique identifier for our employees.

Click on the Name & Caption option in the Ribbon and you will see the following dialog box.

Change the name of this field to EmployeeID to make it more specific to this table. Enter the other optional information if you want and click Ok.

We now have our employee ID field with the caption Employee ID. This is automatically set to auto number so we don't really need to change the data type.

Let us now add some more fields by clicking on click to add.

Choose Short Text as the field. When you choose short text, Access will then highlight that field name automatically and all you have to do is type the field name.

Type FirstName as the field name. Similarly, add all the required fields as shown in the following screenshot.

Once all the fields are added, click the Save icon.

You will now see the Save As dialog box, where you can enter a table name for the table.

Enter the name of your table in the Table Name field. Here the tbl prefix stands for table. Let us click Ok and you will see your table in the navigation pane.

Microsoft Access MS Access Basics Tips and Trick-5

2022-07-03T21:24:00.003+05:30

Data Types

Every field in a table has properties and these properties define the field's characteristics and behavior. The most important property for a field is its data type. A field's data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose.

The data type determines the kind of the values that users can store in any given field.
Each field can store data consisting of only a single data type.

Here are some of the most common data types you will find used in a typical Microsoft Access database.

Type of DataDescriptionSize Short Text Text or combinations of text and numbers, including numbers that do not require calculating (e.g. phone numbers). Up to 255 characters. Long Text Lengthy text or combinations of text and numbers. Up to 63, 999 characters. Number Numeric data used in mathematical calculations. 1, 2, 4, or 8 bytes (16 bytes if set to Replication ID). Date/Time Date and time values for the years 100 through 9999. 8 bytes Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimal places. 8 bytes AutoNumber A unique sequential (incremented by 1) number or random number assigned by Microsoft Access whenever a new record is added to a table. 4 bytes (16 bytes if set to Replication ID). Yes/No Yes and No values and fields that contain only one of two values (Yes/No, True/False, or On/Off). 1 bit.

If you use previous versions of Access, you will notice a difference for two of those data types.
In Access 2013, we now have two data types — short text and long text. In previous versions of Access these data types were called text and memo.
The text field is referred to as short text and your memo field is now called long text.

Here are some of the other more specialized data types, you can choose from in Access.

Data Types	Description	Size
Attachment	Files, such as digital photos. Multiple files can be attached per record. This data type is not available in earlier versions of Access.	Up to about 2 GB.
OLE objects	OLE objects can store pictures, audio, video, or other BLOBs (Binary Large Objects)	Up to about 2 GB.
Hyperlink	Text or combinations of text and numbers stored as text and used as a hyperlink address.	Up to 8,192 (each part of a Hyperlink data type can contain up to 2048 characters).
Lookup Wizard	The Lookup Wizard entry in the Data Type column in the Design view is not actually a data type. When you choose this entry, a wizard starts to help you define either a simple or complex lookup field. A simple lookup field uses the contents of another table or a value list to validate the contents of a single value per row. A complex lookup field allows you to store multiple values of the same data type in each row.	Dependent on the data type of the lookup field.
Calculated	You can create an expression that uses data from one or more fields. You can designate different result data types from the expression.	You can create an expression that uses data from one or more fields. You can designate different result data types from the expression.

These are all the different data types that you can choose from when creating fields in a Microsoft Access table.

Microsoft Access MS Access Basics Tips and Trick-4

2022-06-06T16:39:00.000+05:30

Create Database

In this chapter, we will be covering the basic process of starting Access and creating a database. This chapter will also explain how to create a desktop database by using a template and how to build a database from scratch.

To create a database from a template, we first need to open MS Access and you will see the following screen in which different Access database templates are displayed.

To view the all the possible databases, you can scroll down or you can also use the search box.

Let us enter project in the search box and press Enter. You will see the database templates related to project management.

Select the first template. You will see more information related to this template.

After selecting a template related to your requirements, enter a name in the File name field and you can also specify another location for your file if you want.

Now, press the Create option. Access will download that database template and open a new blank database as shown in the following screenshot.

Now, click the Navigation pane on the left side and you will see all the other objects that come with this database.

Click the Projects Navigation and select the Object Type in the menu.

You will now see all the objects types — tables, queries, etc.

Create Blank Database

Sometimes database requirements can be so specific that using and modifying the existing templates requires more work than just creating a database from scratch. In such case, we make use of blank database.

Step 1 − Let us now start by opening MS Access.

Step 2 − Select Blank desktop database. Enter the name and click the Create button.

Step 3 − Access will create a new blank database and will open up the table which is also completely blank.

Microsoft Access MS Access Basics Tips and Trick-3

2022-05-21T09:13:00.001+05:30

Objects

MS Access uses “objects" to help the user list and organize information, as well as prepare specially designed reports. When you create a database, Access offers you Tables, Queries, Forms, Reports, Macros, and Modules. Databases in Access are composed of many objects but the following are the major objects:-

Tables
Queries
Forms
Reports

Together, these objects allow you to enter, store, analyze, and compile your data. Here is a summary of the major objects in an Access database;

Table

Table is an object that is used to define and store data. When you create a new table, Access asks you to define fields which is also known as column headings.

Each field must have a unique name, and data type.
Tables contain fields or columns that store different kinds of data, such as a name or an address, and records or rows that collect all the information about a particular instance of the subject, such as all the information about a customer or employee etc.
You can define a primary key, one or more fields that have a unique value for each record, and one or more indexes on each table to help retrieve your data more quickly.

Query

An object that provides a custom view of data from one or more tables. Queries are a way of searching for and compiling data from one or more tables.

Running a query is like asking a detailed question of your database.
When you build a query in Access, you are defining specific search conditions to find exactly the data you want.
In Access, you can use the graphical query by example facility or you can write Structured Query Language (SQL) statements to create your queries.
You can define queries to Select, Update, Insert, or Delete data.
You can also define queries that create new tables from data in one or more existing tables.

Form

Form is an object in a desktop database designed primarily for data input or display or for control of application execution. You use forms to customize the presentation of data that your application extracts from queries or tables.

Forms are used for entering, modifying, and viewing records.
The reason forms are used so often is that they are an easy way to guide people toward entering data correctly.
When you enter information into a form in Access, the data goes exactly where the database designer wants it to go in one or more related tables.

Report

Report is an object in desktop databases designed for formatting, calculating, printing, and summarizing selected data.

You can view a report on your screen before you print it.
If forms are for input purposes, then reports are for output.
Anything you plan to print deserves a report, whether it is a list of names and addresses, a financial summary for a period, or a set of mailing labels.
Reports are useful because they allow you to present components of your database in an easy-to-read format.
You can even customize a report's appearance to make it visually appealing.
Access offers you the ability to create a report from any table or query.

Other MS Access Objects

Let us now take a look at other MS Access objects.

Macro

This object is a structured definition of one or more actions that you want Access to perform in response to a defined event. An Access Macro is a script for doing some job. For example, to create a button which opens a report, you could use a macro which will fire OpenReport action.

You can include simple conditions in macros to specify when one or more actions in the macro should be performed or skipped.
You can use macros to open and execute queries, to open tables, or to print or view reports.
You can also run other macros or Visual Basic procedures from within a macro.
Data macros can be attached directly to table events such as inserting new records, editing existing records, or deleting records.
Data macros in web apps can also be stand-alone objects that can be called from other data macros or macro objects.

Module

Module is an object in desktop databases containing custom procedures that you code using Visual Basic. Modules provide a more discrete flow of actions and allow you to trap errors.

Everything that can be done in a macro can also be done in a module, but you don't get the macro interface that prompts you what is needed for each action.
Modules are far more powerful, and are essential if you plan to write code for a multi-user environment, because macros cannot include error handling.
Modules can be standalone objects containing functions that can be called from anywhere in your application, or they can be directly associated with a form or a report to respond to events on the associated form or report.

Microsoft Access MS Access Basics Tips and Trick-2

2022-04-25T17:20:00.003+05:30

RDBMS

Microsoft Access has the look and feel of other Microsoft Office products as far as its layout and navigational aspects are concerned, but MS Access is a database and, more specifically, a relational database.

Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the extension has been changed to *.accdb extension.
Early versions of Access cannot read accdb extensions but MS Access 2007 and later versions can read and change earlier versions of Access.
An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.
It provides all the data definition, data manipulation, and data control features that you need to manage large volumes of data.
You can use an Access desktop database (.accdb or .mdb) either as a standalone RDBMS on a single workstation or in a shared client/server mode across a network.
A desktop database can also act as the data source for data displayed on webpages on your company intranet.
When you build an application with an Access desktop database, Access is the RDBMS.

Data Definition

Let us now understand what Data Definition is −

In document or a spreadsheet, you generally have complete freedom to define the contents of the document or each cell in the spreadsheet.
In a document, you can include paragraphs of text, a table, a chart, or multiple columns of data displayed with multiple fonts.
In spreadsheet, you can have text data at the top to define a column header for printing or display, and you might have various numeric formats within the same column, depending on the function of the row.
An RDBMS allows you to define the kind of data you have and how the data should be stored.
You can also usually define rules that the RDBMS can use to ensure the integrity of your data.
For example, a validation rule might ensure that the user can’t accidentally store alphabetic characters in a field that should contain a number.

Data Manipulation

Working with data in RDBMS is very different from working with data in a word processing or spreadsheet program.

In a word processing document, you can include tabular data and perform a limited set of functions on the data in the document.
You can also search for text strings in the original document and, with ActiveX controls, include tables, charts, or pictures from other applications.
In a spreadsheet, some cells contain functions that determine the result you want, and in other cells, you enter the data that provides the source information for the functions.

An RDBMS provides you many ways to work with your data. For example,

You can search a single table for information or request a complex search across several related tables.
You can update a single field or many records with a single command.
You can write programs that use RDBMS commands to fetch data that you want to display and allow the user to update the data.

Access uses the powerful SQL database language to process data in your tables. Using SQL, you can define the set of information that you need to solve a particular problem, including data from perhaps many tables.

Data Control

Spreadsheets and word processing documents are great for solving single-user problems, but they are difficult to use when more than one person needs to share the data.

When you need to share your information with others, RDBMS gives you the flexibility to allow multiple users to read or update your data.
An RDBMS that is designed to allow data sharing also provides features to ensure that no two people can change the same data at the same time.
The best systems also allow you to group changes (which is also known as transaction) so that either all the changes or none of the changes appear in your data.
You might also want to be sure that no one else can view any part of the order until you have entered all of it.
Because you can share your Access data with other users, you might need to set some restrictions on what various users are allowed to see or update.

Microsoft Access MS Access Basics Tips and Trick-1

2022-04-08T09:02:00.002+05:30

MS Access Basics in Powerpoint 2010

Overview

Microsoft Access is a Database Management System (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and softwaredevelopment tools. It is a member of the Microsoft Office suite of applications, included in the professional and higher editions.

Microsoft Access is just one part of Microsoft’s overall data management product strategy.
It stores data in its own format based on the Access Jet Database Engine.
Like relational databases, Microsoft Access also allows you to link related information easily. For example, customer and order data. However, Access 2013 also complements other database products because it has several powerful connectivity features.
It can also import or link directly to data stored in other applications and databases.
As its name implies, Access can work directly with data from other sources, including many popular PC database programs, with many SQL (Structured Query Language) databases on the desktop, on servers, on minicomputers, or on mainframes, and with data stored on Internet or intranet web servers.
Access can also understand and use a wide variety of other data formats, including many other database file structures.
You can export data to and import data from word processing files, spreadsheets, or database files directly.
Access can work with most popular databases that support the Open Database Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
Software developers can use Microsoft Access to develop application software.

Microsoft Access stores information which is called a database. To use MS Access, you will need to follow these four steps −

Database Creation − Create your Microsoft Access database and specify what kind of data you will be storing.
Data Input − After your database is created, the data of every business day can be entered into the Access database.
Query − This is a fancy term to basically describe the process of retrieving information from the database.
Report (optional) − Information from the database is organized in a nice presentation that can be printed in an Access Report.

Architecture

Access calls anything that can have a name an object. Within an Access desktop database, the main objects are tables, queries, forms, reports, macros, data macros, and modules.
If you have worked with other database systems on desktop computers, you might have seen the term database used to refer to only those files in which you store data.
But, in Access, a desktop database (.accdb) also includes all the major objects related to the stored data, including objects you define to automate the use of your data.

Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-8

2022-03-24T22:18:00.000+05:30

Email Slide Show in Powerpoint 2010

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.

Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-7

2022-03-07T20:26:00.004+05:30

Setting Document Password in Powerpoint 2010

Sometimes it is important to protect the presentation and ensure unauthorised 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 drop down

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): Presentation is now password protected.

Step (7): Readers would have to enter the password in the Password dialog 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

Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-6

2022-02-19T11:29:00.004+05:30

Broadcast Slide Show in Powerpoint 2010

PowerPoint 2010 offers users to broadcast their presentations on the internet to worldwide audience. Microsoft offers the free broadcast Slide Show service; all you need to do is share the link with your audience and they can watch the presentation from anywhere. There is no special setup or charges required to do this; all you need is a Windows Live account.

Given below are the steps to broadcast your presentation.

Step (1): Go to the Backstage view under the File tab

Step (2): Click on Save & Send, select Broadcast Slide Show option and click on Broadcast Slide Show button

Step (3): In the Broadcast Slide Show dialog, click on Start Broadcast.

Step (4): Log on to your Windows Live account in the login dialog

Step (5): Once the login is successful, PowerPoint will prepare the presentation for broadcast

Step (6): PowerPoint will provide the broadcast service link which you can share with your audience. If you are not using Outlook service, click on "Copy Link" to paste the link in your emails. If you are using Microsoft Outlook service, click on "Send in Email" and list the names of your audience

Step (7): Click on Start Slide Show to begin the presentation

Step (8): When you are done, you can click on the End Broadcast to stop the online presentation.

Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-5

2022-02-09T02:19:00.004+05:30

Printing Presentation in Powerpoint 2010

It is sometimes necessary that you share your slides with your audience in printed format before you begin presenting them so they can take notes. There are other times when you want to give your audience handouts with additional notes. To do this PowerPoint supports various kinds of printing options.

To print slides you must go to the Backstage view under File tab and click on Print menu.

The table below describes various printing options available in PowerPoint.

Main Settings	Options	Description
Printing Slides	Print All Slides	Print all the slides in the presentation
	Print Selection	Print just the selected objects
	Print Current Slide	Print just the selected slide
	Custom Range	Define the slides you want printed
	Slides	This is same as Custom Range
Print Layout	Full Page Slides	One slide per page
	Notes Page	Slide and notes for every slide printed one below another - one slide per page
	Outline	Print Slide outline
	Handouts	Print 1 or 2 or 3 or 4 or 6 or 9 slides per page - aligned vertically or horizontally. When you print handouts with 3 slides, you get the slide and the notes printed next to each other
Collation	Collating Options	Print slides in sequence or print multiple copies of each slide one after another
Printing Color	Color	Select color, greyscale or black & white printing options. Although you can select any color settings, the output would depend on the kind of printer you use. A non-color printer cannot print color slides.

Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-4

2022-01-29T10:00:00.003+05:30

Packaging Presentation in Powerpoint 2010

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 CD option 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.

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Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-3

2022-01-18T23:48:00.000+05:30

Create Image File in Powerpoint 2010

Among the many file types that PowerPoint supports are a set of extensions for image files. The image file extensions supported by PowerPoint include JPEG (.jpg), GIF (.gif), TIFF (.tiff) and Bitmap (.bmp).

Given below are the steps to save a presentation as an image 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 one of the image file types from the list of supported file types

Step (4): Add a proper name to the file and click Save

Step (5): Microsoft PowerPoint dialog will pop up asking if you need just the selected slide or the entire presentation, make your selection

The respective image file is created in the specified location.

If you selected a single image the image file is created at the specified location. If you selected entire presentation, then PowerPoint will create a folder with same name as the presentation file at the specified location. Every slide in the presentation will be converted into individual image files and stored under this folder.

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Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-2

2022-01-07T15:28:00.004+05:30

Explore Windows in Powerpoint 2010

The screenshot below shows the various regions in a standard PowerPoint file. It is important to familiarise with these regions as it makes learning and using PowerPoint easier.

File Tab

This tab opens the Backstage view which basically allows you to manage the file and settings in PowerPoint. You can save presentations, open existing ones and create new presentations based on blank or predefined templates. There are other file related operations that can be executed from this view too.

Ribbon

The ribbon contains three components:

Tabs: They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are example 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 or group of commands related to alignment etc.
Commands: Commands appear within each group as mentioned above.

Title Bar

This is the top section of the window. It shows the name of the file followed by the name of the program which in this case is Microsoft PowerPoint.

Slide Area

This is the area where the actual slide is created and edited. You can add, edit and delete text, images, shapes and multimedia in this section.

Help

The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on the "?" opens the PowerPoint Help window where you have a list of common topics to browse from. You can also search for specific topics from the search bar at the top.

Zoom Options

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, - and + buttons you can click to increase or decrease the zoom factor. The maximum zoom supported by PowerPoint is 400% and the 100% is indicated by the mark in the middle.

Slide Views

The group of four buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch between PowerPoint views.

Normal Layout view: This displays page in normal view with the slide on the right and a list of thumbnails to the left. This view allows you to edit individual slides and also rearrange them.
Slide Sorter view: This displays all the slides as a matrix. This view only allows you to rearrange the slides but not edit contents of each slide.
Reading View: This view is like a slide show with access to the Windows task bar in case you need to switch windows. However, like the slide show you cannot edit anything in this view and clicking will progress the presentation to the next slide.

Notes Section

This sections allows you to add notes for the presentation. These notes will not be displayed on the screen during the presentation; these are just quick reference for the presenter.

Quick Access Toolbar

The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient place to group the most commonly used commands in PowerPoint. You can customise this toolbar to suit your needs.

Slide Tab

This section is available only in the Normal view. It displays all the slides in sequence. You can add, delete and reorder slides from this section.

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Microsoft PowerPoint SHARING PRESENTATION Tips and Trick-1

2021-12-21T23:39:00.006+05:30

Create a Video File in Powerpoint 2010

PowerPoint allows presentations to be saved as video files that can be posted on video sharing platform like YouTube or just played on any other media.

Given below are the steps to save a presentation as a video 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 .wmv from the list of supported file types

Step (4): Add a proper name to the file and click Save

Step (5): The video creation is not an instant process like other file types as PowerPoint needs to create the video file. You can track the progress of video creation at the bottom of your presentation window.

Step (6): Once the creation is complete the video file is created in the specified location.

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Microsoft PowerPoint WORKING WITH MULTIMEDIA Tips and Trick-16

2021-12-12T10:33:00.001+05:30

Add & Preview Transitions in Powerpoint 2010

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 Transition Scheme under 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 Timing section

Step (6): To preview the slide transition click on Preview

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Add & Preview Animations Powerpoint 2010

PowerPoint offers animation support which can be used effectively 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.

Given below are the steps to add and preview animations in the slide.

Step (1): Go to the Animation ribbon and click on Animation Pane to display the animation sidebar

Step (2): Select one of the objects in the slide and click on 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 would 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 panel

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Add & Format Charts in Powerpoint 2010

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 addition and formatting of charts.

Given below are the steps to add a chart to PowerPoint.

Step (1): Go to Illustrations group under Insert ribbon

Step (2): Click on the Chart option to open 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

The table below describes various chart design features in PowerPoint.

Feature	Sub Features	Description
Type	Change Chart Type	Change the chart type retaining the same data
Type	Save As Template	Save current chart type as a template
Data	Switch Row/Column	Transpose current excel data - this is enabled when you have the source data excel sheet open
	Select Data	Change the data range covered in the chart
	Edit Data	Change the chart source data
	Refresh Data	Refresh the chart to show the latest data
Chart Layouts	Chart Layouts	Offers list of predefined layouts which can be instantly applied to current chart with a single click
Chart Styles	Chart Styles	Offers list of predefined styles which can be instantly applied to current chart with a single click

Chart Layout Features

The table below describes 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 customisations and matches the chart with the overall presentation theme
Insert	Picture	Superimpose an image on top of the chart
	Shape	Add a shape to the slide
	Text Box	Add a text box to the slide
Labels	Chart Title	Define the visibility, position and style of the chart title
	Axis Titles	Define the visibility, position and style of the axis titles
	Legend	Define the visibility and position of the chart legend
	Data Labels	Define the visibility and position of the data labels
	Data Table	Define the visibility, position and format of the data table
Axes	Axes	Define the position and scale of axes
Axes	Gridlines	Define the visibility and scale of axes
Background	Plot Area	Toggle chart plot area - available only for 2D charts
	Chart Wall	Toggle the chart wall - available only for 3D charts
	Chart Floor	Toggle the chart floor - available only for 3D charts
	3-D Rotation	Toggle the chart 3D rotation- available only for 3D charts

Chart Format Features

The table below describes 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 customisations 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 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
Size	Width	Allows you to adjust the chart width

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Add & Format Tables Powerpoint 2010

One of the most powerful data representation techniques is the use of tables. Tables allow information to be segregated making them 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.

Given below are the steps to add a table in PowerPoint.

Step (1): Go to Tables group under 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 by choosing the

This will insert the spreadsheet in the slide and as long as the spreadsheet is selected, the ribbon at the top would be changed to Excel ribbon instead of 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

The table below describes various table design features in PowerPoint.

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

The table below describes various table format features in PowerPoint.

Feature	Sub Features	Description
Table	Select	Allows you to select the entire table or the row(s) or column(s) depending on your cursor position
Table	View Gridlines	Toggle 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
Merge	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	Define the height and width of the selected cell. You must realise that usually if you change these aspects for a single cell it would affect the entire row or column too
	Distribute Rows	Equalises the height of all the rows to fit the current table height
	Distribute Columns	Equalises 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

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Add & Format SmartArt in Powerpoint 2010

PowerPoint offers a unique feature called Smart Art which allows users to add text to predefined art designs. The advantage with Smart Art, although each component of the Smart Art can be edited individually, you can also modify the SmartArt as a whole while retaining the settings on each individual component.

Given below are the steps to add a SmartArt to PowerPoint.

Step (1): Go to Illustrations group under Insert ibbon

Step (2): Click on the Smart Art command to open 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

The table below describes various SmartArt design features in PowerPoint.

Feature	Sub Features	Description
Create Graphic	Add Shape	Add another shape the current SmartArt graphic, this will also add another bullet in the text pane
	Add Bullet	Add another bullet in the text pane, this will add another shape to the graphic
	Text Pane	Toggle text pane visibility
	Promote	Indent bullet to higher level in text pane - useful only in multi-level SmartArt
	Demote	Indent bullet to lower level in text pane - useful only in multi-level SmartArt
	Right to Left	Reverse the direction of the Smart Art flow
	Move Up	Move the bullet up in the text pane or the shape to the left in the graphics
	Move Down	Move 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	Change the color scheme for the SmartArt graphics
Smart Styles	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	Remove all the customisation done on the SmartArt graphic
Reset	Convert	Convert SmartArt graphic to regular shapes or plain text

SmartArt Format Features

The table below describes various SmartArt format features in PowerPoint.

Feature	Sub Features	Description
Shapes	Change Shape	Change the selected shape in the SmartArt to one of those in the list
	Larger	Increase the size of the selected shape
	Smaller	Decrease 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 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 SmartArts as one group object, or split a group object into individual SmartArts
Size	Height	Allows you to adjust the SmartArt height
Size	Width	Allows you to adjust the SmartArt width

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Adding Audio & Video in Powerpoint 2010

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

Given below are the steps to adding 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 File to 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): Video file is added to the slide

Step (5): To insert audio file select Audio as media type and Audio from File to 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): Audio file is added to the slide

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Group/Ungroup Objects in Powerpoint 2010

While working with PowerPoint there could be a need to carry out a set of actions on a bunch of objects. PowerPoint allows you to group objects within a slide and apply the same action on all of the simultaneously. This feature in PowerPoint is called grouping.

Given below are the steps to group and ungroup objects

Step (1): Select a set of shapes or objects together. To select them press the Ctrl key and select each object individually. If they are together you can also click and drag the cursor to select them; however with the click and drag everything that falls within the selected area will be selected.

Step (2): Go to the Arrange Group under Format ribbon

Step (3): Click on Group under Group menu item -this will group the objects and shapes into a single object

Step (4): Apply the common changes you want to make to these objects

Step (5): Even though the objects are grouped, you can still edit them individually if you need to

Step (6): If you want to now edit the shapes or objects individually, go back Group menu item and select Ungroup

Step (7): After making changes, if you want to regroup the objects as per original grouping, you select one of the objects and use the Regroup option under the Group menu.

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Adding Text to Shapes in Powerpoint 2010

One of the great aspects of PowerPoint is that you can treat the shapes as text boxes too. Where this becomes useful is when you want to type some text within a shape and ensure the text does not overflow the boundaries of the shape. By being able to enter text within the shape PowerPoint will ensure the text stays contained and you need not worry about fix it.

Given below are the steps to add text to the shapes in PowerPoint.

Step (1): Right click on the shape to which you want to add the text and select the Edit Text option

Step (2): Start typing the text into the shape. Once you are done, click the cursor anywhere outside the shape.

An alternative way of adding text to shape is to select the shape and start typing directly. Once you have the text within the shape you can format the text using the font related features available in PowerPoint.

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Format Added Shapes in Powerpoint 2010

PowerPoint offers formatting features for shapes along the same lines as pictures. This consistency in the features makes it easy for people grasp the functionality and also makes PowerPoint very versatile. The shape formatting features in PowerPoint can be accessed from the Format ribbon once the shape is selected. The formatting features are grouped under the Arrange and Size section in the Format ribbon.

Shape Arrangement Features

The table below describes various shape arrangement features available in PowerPoint.

Feature	Description
Bring Forward	Move the shape layer up. Bring Forward moves the shape up by one layer, Bring to Front makes the shape layer the topmost
Send Backward	Move the shape layer down. Send Backward moves the shape down by one layer, Send to Back makes the shape layer the bottommost
Selection Pane	This opens up the Selection Pane sidebar where you get a better idea of the layers and can work with arrangements better
Align	Aligns the shape with various references in the slide
Group	Allows multiple shape to be grouped together to create on single object or ungroup them to split them into individual shapes
Rotate	Rotate shape by a specific angle.

Shape Sizing Features

The table below describes various shape sizing features available in PowerPoint.

Feature	Description
Shape Height/ Width	Used to change the height and width of the shape. When you edit these parameters from the ribbon, the aspect ratio is always maintained

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