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Mastering Microsoft PowerPoint Basics

Learn how to create, format, and save presentations in Microsoft PowerPoint 2013 with step-by-step instructions.

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Mastering Microsoft PowerPoint Basics

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  1. Presentation Basics Lesson 2 MicrosoftPowerpoint 2013 Microsoft Official Academic Course, Microsoft Word 2013

  2. Objectives Microsoft Official Academic Course, Microsoft Word 2013

  3. Step by Step: Create a Blank Presentation at Startup • GET READY. Before you begin these steps, make sure that your computer is on. Sign in to Windows, if necessary. • START PowerPoint. PowerPoint’s Start screen appears (right). • Click Blank Presentation, or press Esc. A new blank presentation appears. • PAUSE. LEAVE the blank presentation open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  4. Step by Step: Create a Blank Presentation (PowerPoint Already Open) • GET READY. Before you begin these steps, make sure that your computer is on. Sign in to Windows, if necessary, and start PowerPoint. • Click the File tab. Backstage view opens. • Click New. The New tab of Backstage view opens. • Click Blank Presentation. A new, blank presentation appears in Normal view (right). • PAUSE. LEAVE the blank presentation open for the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  5. Step by Step: Choose a Different Layout • USE the new, blank presentation that is still open from the previous exercise. • Click the Home tab to make it active, if necessary, and then click Layout. A drop-down menu (called a gallery) appears, displaying PowerPoint’s default layouts (right). The title of the gallery is Office Theme, indicating that all these layouts come from the default theme (named Office). Microsoft Official Academic Course, Microsoft Word 2013

  6. Step by Step: Choose a Different Layout • Click the Title and Content thumbnail in the gallery. The gallery closes and PowerPoint applies the chosen layout to the current slide (right). • PAUSE. LEAVE the presentation open to usein the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  7. Step by Step: Add Text to a Blank Slide • USE the slide that is still on the screen from the preceding exercise. • Click the title placeholder at the top of the slide. The text Click to add title disappears and a blinking insertion point appears in the placeholder. • Type Discussion Points. • Click the text at the top of the lower placeholder. The words Click to add text disappear and the insertion point appears. • Type Customer surveys, and then press Enter to move the insertion point down to a new line. Microsoft Official Academic Course, Microsoft Word 2013

  8. Step by Step: Add Text to a Blank Slide • Type Inventorytracking and press Enter. • Type Absenteeismpolicy and press Enter. • Type Break and press Enter. • Type Store security and press Enter. • Type Store closing procedures and press Enter. Microsoft Official Academic Course, Microsoft Word 2013

  9. Step by Step: Add Text to a Blank Slide • Type Cash drawer management, then click anywhere in the blank area outside the place-holder to clear its borders from the screen. Your slide should look like the one shown at right. • PAUSE. LEAVE the presentation open to use in the next exercise. • Even when a multiple-slide presentation is not needed at a meeting, displaying an agenda, a list of discussion points, or a list of breakout rooms can be helpful for the group. Microsoft Official Academic Course, Microsoft Word 2013

  10. Step by Step: Save a New Presentation • USE the presentation that is still on the screen from the preceding exercise. • On the Quick Access Toolbar, click Save. The Save As tab of Backstage View appears. • Navigate to the folder where you want to save your file. To do so, click either SkyDrive or Computer, and then click Browse. Then use the Save As dialog box to change the location as needed. • Select the text in the File name box by dragging the mouse pointer over it, and then press Delete to delete it. Microsoft Official Academic Course, Microsoft Word 2013

  11. Step by Step: Save a New Presentation • Type Managers Meeting (right). • Click Save. PowerPoint saves the presentation in the folder you chose, under the name you have given it. • PAUSE. LEAVE the presentation open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  12. Step by Step: Choose a Different File Format • USE the Managers Meeting presentation that is still open from the previous exercise. • Click the File tab, and then click the Save As command. The Save As tab of Backstage View reappears. • Navigate to the folder where you want to save your file. To do so, click either SkyDrive or Computer, and then click Browse. Then use the Save As dialog box to change the location as needed. • In the Save As dialog box, next to Save as Type, click the current type: PowerPoint Presentation. A menu of file types opens. Microsoft Official Academic Course, Microsoft Word 2013

  13. Step by Step: Choose a Different File Format • Click PowerPoint 97-2003 Presentation. The file type changes (below). Microsoft Official Academic Course, Microsoft Word 2013

  14. Step by Step: Choose a Different File Format • Select the file’s name in the File name box, delete the name, and then type Old Format Discussion Points. • Click Save, and then close the presentation. • PAUSE. LEAVE PowerPoint open to use in the next exercise. • By default, PowerPoint 2013 saves presentations in a type of XML format, which is not compatible with versions of PowerPoint prior to 2007. Microsoft Official Academic Course, Microsoft Word 2013

  15. Step by Step: Set the Save Options • GET READY. To set the save options, do the following: • Click the File tab and then click Options. The PowerPoint Options dialog box opens. • Click the Save category in the left panel of the dialog box. The Save Options appear in the right panel. • Click on the Save FilesIn This Format drop-down list and examine the available file types (below). Do not change the current setting (PowerPoint Presentation). Microsoft Official Academic Course, Microsoft Word 2013

  16. Step by Step: Set the Save Options • In the Default file location text box, take note of the location referenced. • (Optional) Change the location in the Default file location text box to the location where you are storing your completed work for this course. If you do this, you will not have to change the location for saving and opening files every time you want to save or open files for class exercises and projects. Microsoft Official Academic Course, Microsoft Word 2013

  17. Step by Step: Set the Save Options • Click OK to close the dialog box. • Click Save, then close the presentation. • PAUSE. LEAVE PowerPoint open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  18. Step by Step: Embed Fonts When Saving • GET READY. To set the embed fonts while saving, do the following: • Click the File tab, and then click Save As. • Browse to the location where you want to save. • In the Save As dialog box, click Tools. A menu opens. • Click Save Options. The PowerPoint Options dialog box opens. • Mark the Embed fonts in the file check box. This check box is located under the Preserve fidelity when sharing this presentation heading. • Click OK. • Continue saving normally. Microsoft Official Academic Course, Microsoft Word 2013

  19. Step by Step: Create a Presentation from a Template • GET READY. To create a presentation from a template, do the following: • Click the File tab. • Click New to open the New tab. • Under the Search box, click the Photo Albums hyperlink. Clicking the hyperlink will take you to Thumbnail images of the photo album templates. Microsoft Official Academic Course, Microsoft Word 2013

  20. Step by Step: Create a Presentation from a Template • Scroll down to locate and click the Classic Photo Album thumbnail, then click Create in the Preview pane, which appears in the middle of the screen (below). PowerPoint opens a new presentation based on the selected template. It contains several sample slides with text and graphics. Microsoft Official Academic Course, Microsoft Word 2013

  21. Step by Step: Create a Presentation from a Template • On slide 1, select Classic Photo Album and type Northwind Traders to replace it. • Click the text in the subtitle placeholder to place the insertion point there, and then type New Product Preview (above). Microsoft Official Academic Course, Microsoft Word 2013

  22. Step by Step: Create a Presentation from a Template • On the Quick Access Toolbar, click Save. The Save As tab of Backstage View appears. • Navigate to the folder where you want to save your files, and then save the presentation with the file name New Product Preview. • PAUSE. LEAVE the presentation open to use in the next exercise. • Besides the Microsoft-supplied templates, you can also store and use your own templates. • Click the Custom (or Personal) heading beneath the Suggested Searches line on the New tab of Backstage view, and then browse to locate the template you want to use from your own template collection. Microsoft Official Academic Course, Microsoft Word 2013

  23. Step by Step: Add a New Slide • USE the New Product Preview presentation that is still open from the previous exercise. • On the Home tab and slides group, click the New Slide button drop-down arrow. A gallery opens, showing thumbnail images of the slide layouts that are available for this template (above). Microsoft Official Academic Course, Microsoft Word 2013

  24. Step by Step: Add a New Slide • Scroll down to the bottom of the gallery, and then click Title and Content. • On the new slide, click the title placeholder and type This Year’s New Products. • Click the sample text at the top of the second placeholder, and then type the following items, placing each item on its own line: • Women’s jackets • Men’s jackets • Boots • Backpacks • Flannel shirts • Fleece • Turtlenecks • Underwear • Socks Microsoft Official Academic Course, Microsoft Word 2013

  25. Step by Step: Add a New Slide • Click in the area surrounding the slide to clear the placeholder’s border. When you are done, your slide should look like the one shown at right. • On the View tab, click the Outline View button to switch to Outline view. Microsoft Official Academic Course, Microsoft Word 2013

  26. Step by Step: Add a New Slide • In the Outline pane, click to place the text insertion point after the word Socks in slide 2 and press Enter, creating a new paragraph. At this point the new paragraph is a bullet on slide 2. • Press Shift+Tab. The new paragraph is promoted into a new slide title. The orange rectangle to the left of the line indicates it is a new slide. • Type Clearance Items and press Enter. A new slide appears. Beca use the previous paragraph was a slide title, the new one is too. • Press Tab. The new paragraph is indented so that it is a bullet on the Clearance Items slide. Microsoft Official Academic Course, Microsoft Word 2013

  27. Step by Step: Add a New Slide • Type the following items, pressing Enter after each one to place it in its own paragraph: Biking accessories Camping supplies Spelunking gear • After all the text is typed in for the new slide, it appears in the Outline (right). • PAUSE. LEAVE the presentation open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  28. Step by Step: Duplicate Non-Contiguous Slides • USE the New Product Preview presentation that is still open from the previous exercise. • Click the Slide Sorter button on the View tab to switch to Slide Sorter view. The presentation’s slides appear together in a single pane. • Change the Zoom level to 90% for the Slide Sorter pane by clicking the minus sign button at the left end of the Zoom slider located in the far right of the Status Bar in the bottom right corner (above). Microsoft Official Academic Course, Microsoft Word 2013

  29. Step by Step: Duplicate Non-Contiguous Slides • Click slide 4. An orange outline appears around it, indicating that it is selected. • Hold down Ctrl and click slide 7. An orange outline appears around it too. • Click the Home tab and click Copy. The two slides are copied to the Clipboard. • Click to the right of slide 9. A vertical line appears there. Microsoft Official Academic Course, Microsoft Word 2013

  30. Step by Step: Duplicate Non-Contiguous Slides • On the Home tab, click Paste. The copied slides are pasted after slide 9 (right). • Click slide 2(This Year’s New Products) to select it. Microsoft Official Academic Course, Microsoft Word 2013

  31. Step by Step: Duplicate Non-Contiguous Slides • On the Home tab, open the New Slide button’s drop-down list. • Click Duplicate Selected Slides. A copy of slide 2 is pasted directly following the original slide 2. • SAVE the presentation file and CLOSE it. • PAUSE. LEAVE PowerPoint open for the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  32. Step by Step: Duplicate Non-Contiguous Slides • Contiguous means “together,” so non-contiguous slides are not adjacent to one another in the presentation. • To select non-contiguous slides hold down Ctrl as you click each one you want. To select contiguous slides, you can use the Shift key. • Click the first slide in the group, and then hold down the Shift key as you click the last slide in the group. All the intervening slides are selected also. • You can also select slides from the Slides pane in Normal or Outline view. Microsoft Official Academic Course, Microsoft Word 2013

  33. Step by Step: Duplicate Non-Contiguous Slides • On the Outline pane in Normal view, select slide thumbnails just as in Slide Sorter view. • On the Outline pane in Outline view, click the small rectangle (the Slide icon) to the left of the slide title to select everything on that slide (right). Microsoft Official Academic Course, Microsoft Word 2013

  34. Step by Step: Rearrange the Slides in a Presentation • GET READY. To rearrange the slides in a presentation, do the following: • OPEN the Management Values presentation, and then save it as Management Values Final. • Click the View tab, and then click the Slide Sorter button to switch to Slide Sorter view. The presentation’s slides appear together in a single window. • Use the Zoom control in the Status Bar to set the Zoom to 70% if it is not already so. Microsoft Official Academic Course, Microsoft Word 2013

  35. Step by Step: Rearrange the Slides in a Presentation • Click slide 5(Our extended family) and drag it to the left of slide 4(Our customers) (below). The moved slide is now slide 4. • Switch to Outline view, and in the Outline pane, clickthe icon to the left of slide 7’s title (We commit ourselves). All the text from slide 7 is selected. Microsoft Official Academic Course, Microsoft Word 2013

  36. Step by Step: Rearrange the Slides in a Presentation • Drag slide 7’s icondownward. When a vertical line appears between slides 8 and 9, release the mouse button. The moved slide is now slide 8 (right). • Switch to Normal viewand select slide 8 (We commit ourselves). Microsoft Official Academic Course, Microsoft Word 2013

  37. Step by Step: Rearrange the Slides in a Presentation • Drag slide 8 downward and drop it between slides 9 and 10 (right), and then release the mouse button. The moved slide is now slide 9. • SAVE the presentation. • PAUSE. LEAVE the presentation open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  38. Step by Step: Delete a Slide • USE the Management Values Final presentation that is still open from the previous exercise. • In Slide Sorter view, click slide 10 (the blank slide). • Press the Delete key. The slide is removed from the presentation. • SAVE the presentation. • CLOSE the presentation file. LEAVE PowerPoint open for the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  39. Step by Step: Start a Presentation from a Word Outline • GET READY. To start a presentation from a Word outline, do the following: • Click the File tab. • Click Open to display the Open tab of Backstage view • Navigate to the folder that contains the data files for this lesson. • Open the File type drop-down list by clicking the All PowerPoint Presentations button. Microsoft Official Academic Course, Microsoft Word 2013

  40. Step by Step: Start a Presentation from a Word Outline • In the File type list, click All Outlines. The file listing in the dialog box changes to show outlines (including Word documents). The file location is the same; the only thing that’s changed is the filter that determines which file types are displayed (below). Microsoft Official Academic Course, Microsoft Word 2013

  41. Step by Step: Start a Presentation from a Word Outline • Click Computer Use Policy.docx. • Click the Open button. The outline opens as a new presentation. • SAVE the new presentation as Computer Use Policy Final.pptx. • PAUSE. LEAVE the presentation open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  42. Step by Step: Promote and Demote Content • USE the Computer Use Policy Final presentation that is still open from the previous exercise. • Select slide 2 (Ownership) and click at the beginning of the second line of the bulleted list (Desktops, laptops and handheld systems). • Press Tab. The second bulleted list item is demoted, making it subordinate to the preceding item in the list (Computers:). • Click at the beginning of the third line of the bulleted list (Network servers and hardware) and press Tab. The item is demoted. Microsoft Official Academic Course, Microsoft Word 2013

  43. Step by Step: Promote and Demote Content • Select the last two bullets on the slide and press Tab. They are both demoted to a lower outline level (below). • Switch to Outline view. Microsoft Official Academic Course, Microsoft Word 2013

  44. Step by Step: Promote and Demote Content • In the Outline pane, select the last three paragraphs on slide 2 (The Software heading and both of its subordinate bullet points). • Press Shift+Tab. The Software heading is promoted to its own slide, and the two bullet points beneath it are promoted to first-level bullet points. • Delete the colon (:) following Software on the slide title. • In the Outline pane, select the slide 2 title (Ownership) and press Delete to remove it. The bullets that were subordinate to it move to slide 1. • On slide 1, select the bullets that were previously subordinate to Ownership (Computers: and the two bullet points subordinate to it) and press Shift+Tab. The selected text is promoted to its own slide. Microsoft Official Academic Course, Microsoft Word 2013

  45. Step by Step: Promote and Demote Content • Select the Computers: title on the slide layout and type Hardware to replace it(right). • SAVE the presentation and then close the file. • PAUSE. LEAVE PowerPoint open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  46. Step by Step: Reuse a Slide from a Presentation • REOPEN the New Product Preview presentation that you created earlier in this lesson. • On the Home tab of the ribbon, click the New Slide button drop-down arrow. At the bottom of the gallery that appears, click Re use Slides. The Reuse Slides task pane opens on the right side of the PowerPoint window (above). Microsoft Official Academic Course, Microsoft Word 2013

  47. Step by Step: Reuse a Slide from a Presentation • In the task pane, click the Browsebutton. A drop-down list opens. Click Browse File. The Browse dialog box opens. • Locate and open New Jackets. The presentation’s slides appear in the task pane (right). • In the Slides pane, click slide 2(This Year’s New Products) to select it. • In the Reuse Slides task pane, click slide 2 (This Year’s New Jackets) in the New Jackets presentation. The slide is inserted into the New Product Preview presentation as the new slide 3. Microsoft Official Academic Course, Microsoft Word 2013

  48. Step by Step: Reuse a Slide from a Presentation • Click the Close button in the upper-right corner of the task pane. • SAVE and CLOSE the New Product Preview presentation. • PAUSE. LEAVE PowerPoint open to use in the next exercise. Microsoft Official Academic Course, Microsoft Word 2013

  49. Step by Step: Import Text into PowerPoint • START with PowerPoint open. • START Microsoft Word, and open Other Resources.docx in it. The procedure for opening files in Word is the same as in PowerPoint. • SWITCH TO Microsoft PowerPoint, and open Cashier Training. SAVE it as Cashier Training Final. • Switch to Outline view, and scroll down to the bottom of the presentation in the Outline pane. Click after the last bullet point on the last slide and press Enter, creating a new bulleted paragraph. Microsoft Official Academic Course, Microsoft Word 2013

  50. Step by Step: Import Text into PowerPoint • Press Shift+Tab to promote the new paragraph to a new slide (below). • Using the Windows taskbar, switch to the Other Resources file in Word. Select the heading(Other Resources) and press Ctrl+C to copy it to the Clipboard. Microsoft Official Academic Course, Microsoft Word 2013

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