Capital University of Science & Technology

Islamabad
Department of Software Engineering,
Faculty of Computing

Week 01. Lab 1: Introduction to Microsoft Word and PowerPoint

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 Lab 1: Introduction to Microsoft Word and
PowerPoint
1. Introduction
MS Word enables you to write letters, reports, memos and much, much more quickly and efficiently. It
will also enable you to print the documents out and store them for future reference, modifying or altering
them as youA wish.

In this lab you will learn the basic working of Microsoft PowerPoint. Like MS Word, MS PowerPoint is a
part of Microsoft Office Suite and there are several features that you may find similar to MS Word.
Microsoft PowerPoint is a software product used to perform computer-based presentations. Microsoft
PowerPoint is a part of Microsoft Office package that creates and plays presentations. There are several
features that you may find similar to MS Word. We will however, concentrate only on those features that
are specific to MS PowerPoint.

2. Activity Time boxing

Table 1.1: Activity Time Boxing
Task No. Activity Name Activity time Total Time
3 Quiz 25 min 25 min
7.2 Setting-up Microsoft Word 5 min 5 min
7.3 Walkthrough Tasks 2-3 min 60 min
8 Practice tasks 30 min 60 min

3. Quiz [Expected time = 25 minutes]

4. Objective
• Use of templates to prepare reports
• Learning about writing styles
• Acquiring knowledge about References tab and its different options
• Getting working knowledge about inserting figures and tables in a document
• To create the first presentation
o Formatting Text boxes
o Basic Slide design and layout
o Inserting multimedia such as graphics, animation and sound in the presentation
• To Manage Slide Show

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5. Concept Map
As mentioned in the introduction in this lab you will learn about insert, references and view tabs and also
the different options within these tabs. Insert tab is useful to represent your ideas in graphical and tabular
form. It can also be used to add mathematical equations and geometrical symbols. You can add Table of
contents in your document by using reference tab. View tab provides you the ability to view the document
in different layout.

A PowerPoint presentation is a good way to convey pieces of information, usually in the form of an
outline, to a large audience. Generally, PowerPoint presentations are appealing to users because they are
easy to create and edit and generally small enough to fit onto a CD or a USB You may think about various
scenarios in which a presentation is made: in a lecture hall while teaching the students, marketing a product
to sell, explaining a new scientific concept, etc.

Difference between a document and a presentation

You may recall various font and font size that you have practiced during the MS Word Lab. As
presentations are projected to a group of people, font sizes are larger than for print documents (typical font
sizes are 24 to 36 points). The large font sizes limit the content of an individual slide, so the content for
each slide should be carefully selected. Points are often made with abbreviated, incomplete sentences.
Complete paragraphs are even rarer. A single slide often makes a single point. Separate slides are required
to integrate the single points made on other slides.

Following are a few advantages of using PowerPoint for presentations.

• PowerPoint will help students to present their assignments and projects
• PowerPoint in the lecture halls is an effective way of presenting teaching material to students.
• PowerPoint can be used to create interactive presentations containing text, art, animation, and
audio and video elements

6. Homework before Lab

6.1 MS Office Installation
Copy the MS office setup from the \\172.16.0.2\softwares$\Office2019 1910 12130.20272 x64\Setup. Try
to install it at home. Open MS word from the start menu and try to do the following task. For opening MS
word, you can also refer to section 6 of this document.
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Figure 1. 1

1. Click on the Help tab to go to Microsoft Office Help as shown in Figure 1. 1. The Office Help is
really good. After opening the help try to search the shortcut key for following tasks in MS Word.
• Create a new document of the same type as the current or most recent document
• Open a document
• Close a document

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 • Save a document

7. Procedure & Tools [Expected time = 5 min]

7.1 Tools
• Desktop Computer
• Microsoft Windows operating system, XP or any latest Edition
• Microsoft Word
• Microsoft PowerPoint

7.2 Setting-up Microsoft Word 2007

1. Click on start menu > type “word” > select “open” as shown in Figure 1. 2.

Figure 1. 2: Start Menu to open MS Word

7.2.1 Walk Through Task for MS Word [Expected time = 30 minutes]

This section is designed such a way that you can complete the following tasks independently. However, if
there is any ambiguity you can refer it to the lab instructor.

Templates
Templates are a collection of styles and formatting settings, and they can save you a ton of time when
creating a new document. You can find templates for almost any type of document, from flyers to resumes,
and birthday cards to banners. You can also create your own templates to save yourself from having to
remake documents from scratch.
Go to File menu and click ‘New’. Select template you want to use or search for the required templates as
shown in Figure 1. 3.

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 Figure 1. 3: Insert Template

Search ‘Project status report ‘and select one as shown in Figure 1. 4.

Figure 1. 4

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Click “create” as shown in Figure 1. 5.

Figure 1. 5

Insert Cover Page:

Pages group is in the far left of the insert tab. You can insert from the three categories for pages which are;
Cover Page, Blank Page, and Page Break as shown in Figure 1. 6. These features are useful if you are
creating a professional or long document.

Figure 1. 6: Pages Group

Cover Page is the title page of the document. Word provides a number of preformed cover pages to give
your document a professional look.

Cover page Exercise: Creating a Cover Page

1. Click the Insert tab to make it the active tab as shown in Figure 1. 7.

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 Figure 1. 7

2. To open the Built-in Cover Page Gallery, click the down arrow to the right of Cover Page in the
Pages group on the Insert tab as shown in Figure 1. 8.

Figure 1. 8: Insert Cover Page

3. Scroll down and click the desired cover for the document from the Cover Page Gallery. Use the
scroll bar or scroll arrow to see all the cover page choices.
4. A Cover page will be added to your document.

Style Group

Figure 1. 9: Style Group

The fourth group on the Home ribbon is the Style group as shown in Figure 1. 9. Styles are a collection of
formatting options that you can apply to text. When you use styles to format your document, you can
quickly and easily apply a set of formatting choices consistently throughout your document.

A style is a set of formatting characteristics, such as font name, size, color, paragraph alignment and
spacing. Some styles even include borders and shading. For example, instead of taking three separate steps

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to format your heading as 16-point, bold, Cambria, you can achieve the same result in one step by applying
the built-in Heading 1 style. You do not need to remember the characteristics of the Heading 1 style. For
each heading in your document, you just click in the heading (you don’t even need to select all the text),
and then click Heading 1 in the gallery of styles.

Tables

Figure 1: Table

Word provides tables option for placing data in a more formal way.
1. Click on table in insert tab. (Figure 1. 7)
2. To add Rows and Columns, select top to bottom for rows & left to right for columns (Figure 1. 10)
3. Click to apply when happy with the selection.
4. Click on the box to enter text.
5. Observe the new tab opened "Table Tools". You can use this tool to apply further formatting to
your created table.

Figure 1. 10: Insert Table

Illustrations
Using Illustrations, you can add pictures of all types and styles to your document as shown in Figure 1. 11.

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 Figure 1. 11: Illustrations

Picture
The first selection in Illustrations is Insert a picture from a file. When you click on this a window will open
to browse to a photograph or other picture you have saved on your computer as shown in Figure 1. 12.

Figure 1. 12: Pictures

Smart Art
Smart Art allows you to add different graphs in your document as shown in Figure 1. 13.

Figure 1. 13: Smart Art

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Insert Caption
Click “References” tab to make it active as shown in Figure 1. 14.

Figure 1. 14: References

Select a picture and click “Insert Caption”. Add a suitable caption for text and then click OK as shown in
Figure 1. 15.

Figure 1. 15: Insert Caption

Table of Contents
While writing long documents consisting of several main and sub headings it becomes a difficult task to
read and find relevant text. Microsoft Word helps deal with issue by assembling a table of contents (TOC)
for you, listing headings each with appropriate page number. It also takes care of counting pages, and even
updates the TOC for you if the document’s page numbers change. When you create a TOC, Word searches
your document for headings to include, recognizing them by the Styles applied.

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 Figure 1. 16: Table of Contents

Exercise: How to add Table of Contents

1. Apply heading styles to your chosen headings.
2. Move the insertion point to the place where you want the Table of Contents to appear.
3. Click the References tab on the Ribbon and then click the Table of Contents button found in the
Table of Contents group as shown in Figure 1. 16.
4. Click the Table of Contents style you want to use as shown in Figure 1. 17.
5. To customize your TOC, click the Table of Contents button and select Insert Table of Contents Field.
6. Click the Update Table button in the Table of Contents group of the References tab.
7. Click OK to update the table.
8. Save your file after you update the tables.
9. To delete a TOC, select the entire table and press Delete.

Figure 1. 17: Insert Table of Contents

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 Figure 1. 18: Table of Contents

Table of Figures
Exercise: How to add Table of Figures:

1. Apply caption to your figures.

2. Move the insertion point to the place where you want the Table of figures to appear.
3. Click the References tab on the Ribbon and go to Captions section as shown in Figure 1. 19 .

Figure 1. 19

4. Click on ‘Insert table of figure’. A table of figures dialog box will appear as shown in Figure 1. 20.

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 Figure 1. 20

5. Choose your desired style and click ‘OK’. Table of figures will be created as shown in Figure 1. 21.

Figure 1. 21: Table of Figures

7.2.2 Walk through Task for MS PowerPoint [Expected time = 30 minutes]

Home ribbon
Click on “Home” tab to make it active as shown in Figure 1. 21.

Figure 1. 22: Home Ribbon

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Slides
Slides section allows you to add slides, manipulate it and change its layout etc.

New Slide:
1. Click on home ribbon
2. Click on new slide button
3. New slide will be shown in your presentation

Layout:
Different slide layouts are used to manage the arrangement of content on the side.
Click the layout you want. The layout appears in the drop-down pane of the PowerPoint window as shown
in Figure 1. 23.

Figure 1. 23: Layouts

1. Make two of the slides as tile slide, third and fourth one as size and content layout and last one
should be blank.

2. Write your name and registration number on first title slide.

3. On second slide write topic as "Computers "

4. Search text from internet and add some points about computers in the successive two slides and
last slide should be having pictures of computers.

5. Output of above steps in shown in Figure 1. 24.

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 Figure 1. 24: Output of sample slides

Themes
Applying theme to your slides:
• A theme is a set of colors, fonts, and special effects. Themes provide attractive backgrounds for
your PowerPoint slides.
• To apply a theme to all of the slides in your presentation:
– Choose the Design tab.
– Select the theme you want to apply as shown in Figure 1. 25.

Figure 1. 25: Themes

To apply a theme to selected slides

Click the Slides tab, located on the left side of the window.
1. Hold down the Ctrl key and then click to select the slides to which you want to apply a
theme.
2. Choose the Design tab as shown in figure.
3. Click the More buttons in the Themes group.
4. Right-click the theme you want to apply. A menu appears.
5. Click Apply to Selected Slides

Change fonts to Arial, colors to origin and add Metro effects in Design Tab.

Background:
You can add a dramatic effect to your theme by applying a background.
1. Choose the Design tab.
2. Click the Format Background button.
3. Click the background you want as shown in Figure 1. 26.

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 Figure 1. 26: Changing background of theme

Animations:
Animations allows you to add different animation styles to your slides. These styles can be applied to
slides and the text in slides as well as shown in Figure 1. 27.

Figure 1. 27: Animations

Preview:
This button previews the animated slides being set by using slide transitions of the presentation.

Animations:
Animations control how objects move onto, off of, and around your slides. Transitions control how your
presentation moves from one slide to the next

Custom Animation:
You can animate the objects on your PowerPoint slides. PowerPoint provides four types of animations as
shown in Figure 1. 28.

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 Figure 1. 28: Custom Animations

• Entrance
An Entrance animation determines the manner in which an object appears on a slide; for example,
an object can move onto a slide.

• Emphasis
An Emphasis animation does something to draw attention to an object; for example, the object can
become larger.

• Exit
An Exit animation determines the manner in which an object leaves a slide; for example, an object
can move off a slide.

• Motion Paths.
A Motion Paths animation determines how an object moves around a slide; for example, an object
can move from left to right.

To choose an effect:
1. Select the object you want to animate.
2. Choose the Animations tab.
3. Click the Add Animation button. The Animation pane appears.
5. Choose the type of effect you want. A submenu appears.

6. Click the effect you want. PowerPoint applies the effect.

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To modify an effect:
1. Click the down arrow next to the Start field on the Custom Animations pane and then select the
start method you want as shown in Figure 1. 29.
2. Click the down arrow next to the Property field on the Custom Animations pane and then select
the property you want. The Property field might be labelled Direction, Size, or some other
property.
3. Click the down arrow next to the duration field on the Timings pane and then select the speed you
want to apply to your animation.

A. Apply animations on text and images on all slides.

B. Choose Text animation from emphasis on all headings and Diamond from entrance
for all other text bullet by bullet.

Figure 1. 29: Applying Animation on start method

To preview the animation, click the Play button on the Custom Animations pane.

Explore all of them yourself and animate your text and slides. Slideshow should display presentation in
effective manner with animations on each slide.

Transition Sound
This button allows you to add some sound during slid transitions of your presentation. You can select
various sounds from this option.
• In the pane that contains the Outline and Slides tabs, click the Slides tab.
• Select slide thumbnail of the slide that you want to add a sound to.

• In the animation pane, select the item you want to add sound to and click on the drop-
down button, and then do one of the following:
▪ On the Transitions tab, in the Timing group, click the arrow next to Sound, and then
do one of the following:
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 1. To add a sound from the list, select the sound that you want.
2. To add a sound not found on the list, select Other Sound, locate the sound file that
you want to add, and then click OK.

Figure 1.30: Transition sound

Select transition sound for the presentation that must not be annoying for the audience.

Transition Speed
It sets the speed of the slide transition to be slow, medium or fast.

Figure 1.31: Managing Slides Transition

1.All slides should advance one by one at mouse click or keyboard keys.

Apply To all
This button applies all settings being chosen on all slides in the presentation.

Advance Slide
To advance the slides to the next one, set the duration of the transition between the previous slide and the
current slide. For performing this task, do the following:

On the Transitions tab, in the Timing group, type or select the speed that you want: Mouse click
To advance the slide when you click the mouse, on the Transitions tab, in the Timing group, select the
On Mouse Click check box. Automatically After

To advance the slide after a specified time, on the Transitions tab, in the Timing group, in the After box,
enter the number of seconds that you want.

Slide Zoom-in/Zoom-out
To zoom in on a particular slide while playing the slideshow press Ctrl and +.
To zoom out, press Ctrl and -.

Adding a Scrollbar in a slide

Scrollbars are used when the content on a slide is very large and all that content must be present in
the same slide.
To add scrollbar to a slide, follow the following steps:
1. Click the "File" tab on the ribbon. Click "Options" to open the PowerPoint Options dialog box.

2. Click "Customize Ribbon" and click the check box next to "Developer." Click "OK."
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 3. Click the "Developer" tab and click the "Text Box" button in the Controls group as shown in
Figure 1. 30.

Figure 1. 30

4. Click and drag over your slide to add the text box.

5. Right-click the text box and click "Properties" to open

its Properties dialog box.

6. Type or copy and paste the text box's contents into the
Value box.

7. Click the drop-down box next to "ScrollBars" and

select "2 - frmScrollBarsVertical" as shown in Figure 1.
31.

8. Click the drop-down box next to "WordWrap" and

select "True" as shown in Figure 1. 31.

9. Click the drop-down box next to "MultiLine" and select

"True" as shown in Figure 1. 31.

10. Press "F5" to preview the presentation with the

scrollbar.

Figure 1. 31: Properties

8. Practice Tasks

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This section will provide practice exercises which you need to finish during the lab. You need to finish the
tasks in the required time. When you finish them, put these tasks into your lab designated Folder
announced by lab instructor

8.1 Practice Task 1 [Expected Time 30 min]

Create a Word document on the topic of your choice using templates. The document should contain the
following features.
1. It should contain table of contents.
2. It should have page numbers on each page in the footer.
3. Document must have a Title page with your name and registration number on it.
4. Document must have tables and figures in it with proper captioning.
5. It should contain a table of figures

8.2 Practice Task 2 [Expected Time 30 min]

1. Create a PowerPoint presentation of 8-10 slides. The Topic of presentation will be “Computers
and their use” and create a presentation with following features applied to them:
2. Adapt Calibri style for text
3. Use blue and black color schemes for text
4. Use bullets and numberings to list down the types of computers.
5. Apply slide animation (shape plus) and text animations (motion paths in all directions) and slides
should be change as per set time of 1 sec.

9. Evaluation criteria
The evaluation criteria for this lab will be based on the completion of the following tasks. Each task is
assigned the marks percentage which will be evaluated by the instructor in the lab whether the student has
finished the complete/partial task(s).

Table 1.2: Evaluation of the Lab

Sr. No. Task No Description Marks
1 3 Quiz 40
2 5 Home task 20
3 7.3 Walkthrough Tasks 10
4 8.1 to Practice tasks and Testing 30
8.2

10. Further Reading

10.1 Books
Word 2016 For Professionals Dummies
By Dan Gookin

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