Basic PowerPoint Tutorial

Identifying Parts of the PowerPoint Window

Quick Access Toolbar – can be customized by adding frequently used tools. The QAT does not change; it remains the same regardless of which ribbon appears.

Tabs – are used instead of menus with drop down lists. Clicking a tab will change the ribbon so the tools commonly associated with the tab will appear. The File tab is the exception; clicking it will open a window called a backstage. The File tab replaces the Office button found in earlier versions of Word.

Ribbon – the ribbon contains commands and tools associated with the tab. A tool can appear in more than one ribbon. Ribbons can also be customized. Tools in the ribbons will disappear as the ribbon truncates as the PowerPoint window is made smaller.

Ribbon Display Options – three options available; Auto-hide ribbon, Show Tabs, Show Tabs and Commands

Zoom slider – makes the slide stage smaller (zoom out) or bigger (zoom in). It does not affect any other part of the PowerPoint window.

View buttons – quick access to the four viewso Slide show view – use to start the presentationo Reading view – expands the slide stage to fill the entire PowerPoint windowo Slide sorter view – use to change the order of slideso Normal view – use to create a presentation

Notes and Comments – The Notes button expands and closes the notes area beneath each slide. The Comments button opens a pane on the right side. People who review the presentation can add comments. Comments can be hidden and revealed by this button.

Status bar – identifies the current slide by number of the total number. Slides Preview Pane – shows thumbnails of the slides in the presentation. Clicking a

thumbnail brings it to the slide stage for editing. Slides can also be reordered from this pane.

Customizing the Quick Access ToolbarThe simplest way to customize the Quick Access Toolbar is to:

1. Click the dropdown button in the toolbar.

2. Select the command (tool) from the list. It appears in the toolbar.

3. If the tool isn’t in the list, select More Commands. The Word Options window appears with a complete listing of commands.

4. Select the command from the left column.

5. Click the Add button. The command appears in the column on the right.

6. Click OK when finished.

Starting a New Slide Show

1. Go to the File tab

2. Select New from the backstage.

3. Select a Blank presentation or one of the templates.

Formatting the Background

1. Go to the Design tab and click the Format background tool.

2. Each type of Fill has its own set of tools.

Solid Fill Gradient Fill Pattern FillPicture or

Texture Fill

3. Select the type of fill and choose from the options.4. Click the Apply to All button to make the background on all the slides the same.

Selecting a Layout

1. In the Home ribbon, select Layout from the Slides group.

2. There are layouts for different uses.

a. The layouts identified as Title Slide, Section Header, and Title Only have text boxes ready for use. While a graphic can be inserted in one of these layouts, the primary purpose is to emphasize the text.

b. Layouts with the content icons are used to insert media. The media is inserted in the containing box; resizing to fit occurs automatically.

The content layouts also allow for bulleted text.

c. Use the blank layout for pictures that take up the entire slide or for the most flexibility in designing the slide. Add text using the text box tool in the Insert ribbon and add media using the tools in the Images group of the Insert ribbon.

Adding and Editing Text

1. The title slide for the blank presentation has a text box for the title and one for a subtitle. Click the box and add the text.

2. To edit the text, click to place the cursor in the text. Delete and type to emend the text.

3. To change the appearance of the text, place the cursor in the text, then select the word or phrase for editing.

4. From the Home ribbon, use the tools in the Font, Paragraph, and Drawing groups to change the appearance of the text.

Inserting a New Slide

1. From the Home ribbon, click the New Slide button. A new slide is inserted after the current slide.

2. Clicking the drop down arrow of the New Slide button allows selection of a specific layout.

Inserting an Online Picture

1. Use a layout for content.

2. Click the Online Pictures icon. Online pictures replace clip art.

3. For royalty free clip art, enter a search term in the search box for Office.com Clip Art.

4. Respond No to the security warning.

5. Select the picture and click the Insert button. Use the sizing handles to size the picture.

6. Position it, using the Smart Guides for positioning. These guides simplify aligning the picture to the sides or the center. If the Smart Guides don’t appear, they need to be turned on.

a. Use the View ribbonb. Click the Dialog box arrow in

the bottom right of the Show group of commands and tools

c. Check the box to display the smart guides

d. Click OK

Adding a Text Box

Use the Text Box tool to draw any size text box. This is useful for labeling pictures or creating captions.

1. Select the Insert ribbon.2. Click the Text Box tool.

3. Click and drag to draw the text box on the slide.

Adding Notes to a Slide

1. Switch to Normal view.

2. The Notes area appears below the slide stage as the default. If the Notes area is closed, click the Notes button to open it.

3. Click in the Notes area and begin typing.

Note: The Comments button opens a Comments pane to the right of the slide stage. Students collaborating on a slide show could use this feature to provide feedback and suggestions to the other collaborators.

Organizing Slides in the Slide Sorter View

1. Click the Slide Sorter view button.2. Use the Zoom slider bar to size the thumbnails for convenience.3. Click and drag the slides to the correct sequence.

Adding Transitions to Slides

Keep transitions simple so they don’t distract from the content of your slide show.

1. Go to the Transitions ribbon.

2. Select a transition. Use the Preview button on the left to view the transition, or go to slide show view.

3. The Effect Options button reveals other options that vary by transition.

4. Click the Apply to All button so all the slides use the same transition.

5. The On Mouse Click box should be checked for slide shows with a presenter.

Adding Animation to Text

Keep animations simple so they don’t distract from the content of the slide show.

1. Go to the Animations ribbon and select the text by clicking it. The text box frame will appear.

2. Select the animation from the Animation group.

3. Numbers appear before each line of text. They indicate the order of animation. If all the lines have the same number, then the text animates as a single block.

4. To start the animation, select Start On Click.

5. To view the animation, click the Preview button on the left. For a better preview, view the slide show.

6. The Effect Options button provides animation options specific to the selected animation as well as Sequence options.

7. In the Timing group, the Start button has a drop down menu. The three choices are:

a. On Click – the animation for each line of text begins with a click of the mouse.

b. With Previous – the line of text with this timing animates at the same time as the animation before it. This is useful if the bulleted text takes up more than one line. All the text in the bullet will animate together.

c. After Previous – the text with this timing will animate after the previous animation. A delay can be set. This timing is useful for slide shows that are self-running in a loop.

Using the Presenter’s View

New to PowerPoint 2013 is the ability to use the Presenter’s View with only one monitor. While the audience is looking at the current slide projected on the screen, the presenter’s view is showing the presenter on the monitor, the current slide, the next slide, and any notes for the current slide.

1. Go to the Slide Show ribbon.

2. Check the Use Presenter View box.3. Monitor should be Automatic.

4. Start the slide show.

5. If the Presenter View does not appear, click the Slide show options button and select Show Presenter View.

6. Parts of the Presenter View

7. Tools for the Presenter View (found under the current slide on the left)a. Pen and laser pointer tools – The pen, laser pointer, and highlighter tools are

turned on and off. Annotations created with the pen or highlighter can be saved to the slide show.

b. See all slides – With the current slide on screen, this tool shows the presenter all the slides. The presenter can choose the next slide to project out of the normal order.

c. Zoom into the slide – The zoom tool magnifies a part of the slide for the viewing audience.

d. Black or unblack slide show – This tool blackens the screen.e. More slide show options – Some of the options are hide the presenter view; end

the show; change the current slide to a black or white screen.