PowerPoint Presentation - PowerPoint Presentation.pdf

Office 365 PowerPoint Presentation 10/1/23 1 Quick Start 10/1/23 2 Create a presentation in PowerPoint Create a presentation in PowerPoint • Create presentations from scratch or start with a professionally designed, fully customizable template from Microsoft Create. • Create a presentation...

Office 365 PowerPoint Presentation 10/1/23 1 Quick Start 10/1/23 2 Create a presentation in PowerPoint Create a presentation in PowerPoint • Create presentations from scratch or start with a professionally designed, fully customizable template from Microsoft Create. • Create a presentation • Open PowerPoint. • In the left pane, select New. • Select an option: • To create a presentation from scratch, select Blank Presentation. • To use a prepared design, select one of the templates. • To see tips for using PowerPoint, select Take a Tour, and then select Create 10/1/23 3 Create a presentation in PowerPoint Add a slide 1.In the thumbnails on the left pane, select the slide you want your new slide to follow. 2.In the Home tab, in the Slides section, select New Slide. 3.In the Slides section, select Layout, and then select the layout you want from the menu. 10/1/23 4 Create a presentation in PowerPoint Add and format text 1.Place the cursor inside a text box, and then type something. 2.Select the text, and then select one or more options from the Font section of the Home tab, such as Font, Increase Font Size, Decrease Font Size, Bold, Italic, Underline, etc. 3.To create bulleted or numbered lists, select the text, and then select Bullets or Numbering. 10/1/23 5 Create a presentation in PowerPoint Add a picture, shape, and more 1.Go to the Insert tab. 2.To add a picture: 1.In the Images section, select Pictures. 2.In the Insert Picture From menu, select the source you want. 3.Browse for the picture you want, select it, and then select Insert. 3.To add illustrations: 1.In the Illustrations section, select Shapes, Icons, 3D Models, SmartArt, or Chart. 2.In the dialog box that opens when you click one of the illustration types, select the item you want and follow the prompts to insert it. 10/1/23 6 Save in PowerPoint Save your presentation to OneDrive When you save your files to the cloud, you can share and collaborate with others, and get to your files from anywhere - on your computer, tablet, or phone. •Select File > Save As. •Select OneDrive. Save personal files to OneDrive - Personal, and work files to your company OneDrive. You can also save to another location, like your device. 10/1/23 7 Save in PowerPoint Offline When you're online, AutoSave is always on and saves your changes as you work. If at any time you lose your Internet connection or turn it off, any pending changes will sync as soon as you’re back online. 10/1/23 8 Design in PowerPoint Themes • Select the Design tab. • Select one of the Themes. • Select one of the Variants. 10/1/23 9 Design in PowerPoint Use PowerPoint Designer • Insert one or more pictures, a list of items, or a list of dates. • The Designer panel will open. Select the design you want. You can also bring up Designer by selecting a picture, and then selecting Design > Designer. 10/1/23 10 Design in PowerPoint Transitions To add a special effect, to transition from one slide to another: • Select the slide you want to add a transition to. • On the Transitions tab, select the effect you want. • Select Effect Options to change how the transition happens: From Right, From Left, ... To undo a transition, select None. 10/1/23 11 Design in PowerPoint Animations To animate text or objects on a slide: • Select the text or object you want to animate. • On the Animations tab, select Add Animation, and select the animation you want from the drop-down. To animate one line of text at a time, select one line of text, select an animation, select the next line of text, select an animation, ... • For Start, select When Clicked, With Previous, or After Previous. You can also select the Duration or Delay. To learn more, see Animate text or objects. 10/1/23 12 Share and collaborate in PowerPoint Share your presentation • On the ribbon, select Share. If your presentation isn't already saved to OneDrive, you'll be prompted to save it there. • In the Send Link dialog box, do the following: • Enter the names or email addresses of the people you want to share with. • Select the drop-down to change permissions, if you want. Allow editing is checked by default. To change permission to view only, uncheck this box and select Apply. • Include a message if you'd like and select Send. You can also select Get a link to create a link that you can copy into an email. 10/1/23 13 Share and collaborate in PowerPoint Co-author a presentation After you share your file, you can work together at the same time. • Under Share, see who is also working in the file. • Colored flags show where each person is editing. 10/1/23 14 Share and collaborate in PowerPoint Comments in presentations • Select Review > Comment or @ Mention. Or select New if the Comments pane is open. • In the Comments pane, type your comment in the box, @mention a collaborator if you like, and press Enter. • Select Reply and type your response. • Select See more comments to go between comments and slides. 10/1/23 15 Give a presentation in PowerPoint Start a presentation • On the Slide Show tab select From Beginning. Now, if you are working with PowerPoint on a single monitor and you want to display Presenter view, in Slide Show view, on the control bar at the bottom left select the three dots, and then Show Presenter View. • To move to the previous or next slide, select Previous or Next. • To view all the slides in your presentation, select See all slides. 10/1/23 16 Give a presentation in PowerPoint Notes During your presentation, the speaker notes are visible on your monitor, but aren't visible to the audience. • The Notes pane is a box that appears below each slide. Tap it to add notes. • If you don’t see the Notes pane or it is completely minimized, click Notes on the task bar across the bottom of the PowerPoint window 10/1/23 17 Give a presentation in PowerPoint Subtitles You can choose which language the caption/subtitle text should be shown to your audience. This feature requires Windows 10 and an up-to-date version of PowerPoint. • Select Slide Show > Subtitle Settings. • Set your Spoken Language. • Select Subtitle Language to see which languages PowerPoint can display on-screen as captions or subtitles, and select the one you want. • In the Subtitle Settings menu, set the desired position of the captions or subtitles. • More appearance settings are available by selecting Subtitle Settings > More Settings (Windows). 10/1/23 18 Set up your mobile apps Get to your files from anywhere - at work, at home, or on the go. Set up the Office apps on your mobile device. Choose your mobile device iOS or Android For more info, see Set up Office apps and email on a mobile device. 10/1/23 19 Learn more about PowerPoint Search At the top of your Microsoft Office apps on Windows you'll find the Search box. This powerful tool helps you look up PowerPoint commands, get Help, or search the Web. 10/1/23 20 Intro To Powerpoint 10/1/23 21 Overview Note: Microsoft 365 Copilot coming soon in PowerPoint. With PowerPoint on your PC, Mac, or mobile device, you can: •Create presentations from scratch or a template. •Add text, images, art, and videos. •Select a professional design with PowerPoint Designer. •Add transitions, animations, and cinematic motion. •Save to OneDrive, to get to your presentations from your computer, tablet, or phone. •Share your work and work with others, wherever they are. 10/1/23 22 Create a presentation Create a presentation from scratch, or from a theme. All themes have a palate of colors and fonts designed to work together. Create a blank presentation • Open PowerPoint. • Select one of the Blank Presentation and start typing. • Note: Microsoft 365 subscribers will find Design Ideas based on the words you type. You can browse and select a new look. Create a presentation from a theme •Select File > New. •Double-click a theme in the gallery to create a presentation in that theme. Or search for more templates. 10/1/23 23 Choose the right view for the task •Select the PowerPoint View tab to choose the view that's best for what you're doing. There are also icons in the task at the bottom of the screen to select a new view. •The default Normal setting is the best for creating and editing your slides. •Select Outline View to see all your slides listed in a column. Select Slide Sorter to see thumbnails of all your slides. You can reorganize your slides in either view by selecting and dragging it to a new location. •To View your speaker notes, select Notes Page. You'll see one slide at time. •To see your presentation full screen, select the Slide Show icon from the task bar at the bottom of the screen. If you want to see your current slide, next slide, and speaker notes while you present, select three dots at the bottom of screen, then Show Presenter View. •Note: Make universal style changes to every slide, notes page, or handout using the Slide, Handout, or Notes Master views on the ribbon. 10/1/23 24 Add and format text Add and format text to organize content in your presentation. Add text • Select a text placeholder or box. • Type in the text you want. Format text When you select text and choose a format, hover over a menu option to see a live preview in your slide. Format options include: • Font Color - Choose a font color for your text. • Numbering or Bullets - Create a list using numbers or bullets. • Add or Remove Columns - Add or remove columns in your text. • Text Direction - Change the direction of text. • Align Text - Connect your text to the top, middle, or bottom of a bounding box. • Align Left, Center, Align Right, or Justify - Align your text the way you want. • Increase List Level or Decrease List Level - Increase or decrease a list indent. 10/1/23 25 Slides and Layout 10/1/23 26 What is a slide master? When you want all your slides to contain the same fonts and images (such as logos), you can make those changes in one place—the Slide Master, and they'll be applied to all your slides. To open Slide Master view, on the View tab, select Slide Master: 10/1/23 27 What is a slide master? The master slide is the top slide in the thumbnail pane on the left side of the window. The related layout masters appear just below the slide master (as in this picture from PowerPoint for macOS): 10/1/23 28 What is a slide master? • Slide master • Layout masters When you edit the slide master, all slides that are based on that master will contain those changes. However, the majority of changes that you make will most likely be to the layout masters related to the master. When you make changes to layout masters and the slide master in Slide Master view, other people working in your presentation (in Normal view) can’t accidentally delete or edit what you’ve done. Conversely, if you're working in Normal view and find that you're unable to edit an element on a slide (such as, "why can't I remove this picture?") it may be because the thing you're trying to change is defined on the slide master or a layout master. To edit that thing, you must switch to Slide Master view. 10/1/23 29 What is a slide master? • Note: It's a good idea to edit your slide master and layout masters before you start to create individual slides. That way, all the slides that you add to your presentation are based on your custom edits. If you edit the slide master or layout masters after you create individual slides, you’ll need to reapply the changed layouts to the existing slides in your presentation in Normal view. 10/1/23 30 Themes •A theme is a palette of colors, fonts, and special effects (like shadows, reflections, 3-D effects, and more) that complement one another. A skilled designer created each theme in PowerPoint. We make those pre-designed themes available to you on the Design tab in Normal view. You can also get more themes from templates.office.com. •Every theme you use in your presentation includes a slide master and a related set of layouts. If you use more than one theme in your presentation, you’ll have more than one slide master and multiple sets of layouts. 10/1/23 31 Slide Layouts You change and manage slide layouts in Slide Master view. Every theme has a several slide layouts. You choose the layouts that best match your slide content; some are better for text and some are better for graphics. In Normal view, you’ll apply the layouts to your slides (shown below). 10/1/23 32 Slide Layouts Each slide layout is set up differently — with different types of placeholders in different locations on each layout. Every slide master has a related slide layout called Title Slide Layout, and each theme arranges the text and other object placeholders for that layout differently, with different colors, fonts and effects. The following pictures contrast the title slide layouts for two themes: first the Basis theme and then the Integral theme. 10/1/23 33 Slide Layouts You can change anything about a layout to suit your needs. When you change a layout master and then go to Normal view, every slide you add after that time that's based on that layout will reflect the changed look of the layout. However, if there are existing slides in your presentation that are based on the prior version of the layout, you’ll need to reapply the layout to those slides. (For instructions, see Edit and re-apply a slide layout.) 10/1/23 34 Cleaning and unused slide masters This feature is available only to Microsoft 365 Subscribers for Windows desktop clients. In Microsoft 365, when you open a presentation that has 25 or more slide masters and some of them are unused, PowerPoint opens a message box offering to remove the unused slide masters for you. You can accept or decline. You may want to simply know about the unused masters so that you can manually review them yourself at a later time. 10/1/23 35 Add, rearrange, duplicate, and delete slides in PowerPoint When creating your presentation, you’ll typically add new slides, move your slides around, and delete the slides you don’t need. Add slides • • • • Select the slide you want your new slide to follow. Select Home > New Slide. Select a layout. Select the text box and type. 10/1/23 36 Add, rearrange, duplicate, and delete slides in PowerPoint Delete slides • • • For a single slide: Right-click the slide in the thumbnail pane on the left, and select Delete Slide. For multiple slides: Press and hold Ctrl, and in the thumbnail pane on the left, select the slides. Release the Ctrl key. Then right-click the selection and choose Delete Slide. For a sequence of slides: Press and hold Shift, and in the thumbnail pane on the left, select the first and last slides in the sequence. Release the Shift key. Then right-click the selection and choose Delete Slide. 10/1/23 37 Add, rearrange, duplicate, and delete slides in PowerPoint Duplicate a slide In the thumbnail pane on the left, right-click the slide thumbnail that you want to duplicate, and then click Duplicate Slide. The duplicate is inserted immediately after the original. Rearrange the order of slides In the pane on the left, click the thumbnail of the slide that you want to move, and then drag it to the new location. To select multiple slides: Press and hold Ctrl, and in the pane on the left, click each slide that you want to move. Release the Ctrl key, and then drag the selected slides as a group to the new location. 10/1/23 38 Apply a slide layout Every theme in PowerPoint includes a set of slide layouts—predefined arrangements for your slide content. "Placeholder" boxes give you places to plug your content into with little or no manual formatting and arranging. You choose a layout from a menu in PowerPoint, then insert your words and graphics. The predefined layouts include a Title slide to begin with, a general Title and Content layout, a side-by-side Comparison layout, and a Picture-with-Caption layout. 10/1/23 39 Apply a slide layout Arrange slide content with different slide layouts to suit your taste and preference, or to improve the clarity and readability of the content. • Select the slide that you want to change the layout for. • Select Home > Layout. • Select the layout that you want. The layouts contain placeholders for text, videos, pictures, charts, shapes, clip art, a background, and more. The layouts also contain the formatting for those objects, like theme colors, fonts, and effects. Note: Select Home > Reset if you made layout changes you don't like, and want to revert to the original layout. Using Reset doesn't delete any content you've added. 10/1/23 40 Apply a slide layout Change the orientation of your slides A separate Help article describes how to switch between portrait and landscape orientations: landscape 10/1/23 portrait 41 Add color and design to your slides with Themes PowerPoint provides a variety of design themes—including coordinated color schemes, backgrounds, font styles, and placement of placeholders. 1.Pick a theme when you do File > New to start a new presentation. These built-in themes are great for widescreen (16:9) and standard screen (4:3) presentations. To change the slide size, see Change the size of your slides. 2.If offered, choose a color variation, and then select Create. If you change your mind, you can always change the theme or variant later on the Design tab. • On the Design tab, pick a theme with the colors, fonts, and effects that you like. • To apply a different color variation of a particular theme, in the Variants group, pick a variant. 10/1/23 42 Add color and design to your slides with Themes Note: If you don't see any variants, it could be because you're using a custom theme, an older theme designed for earlier versions of PowerPoint, or because you imported some slides from another presentation with an older or custom theme. 3. Select right arrow in the Variants group to select different Colors, Fonts, Effects, or Background Styles and choose from built-in options or customize your own. 10/1/23 43 Add color and design to your slides with Themes Create and save a custom theme You can create a custom theme by modifying an existing theme or by starting from scratch with a blank presentation. • Select your first slide, and then on the Design tab, select the down arrow in the Variants group. • Select Colors, Fonts, Effects, or Background Styles and choose from built-in options or customize your own. • When you're done customizing styles, select the down arrow in the Themes group, and then select Save Current Theme. • Give your theme a name, and select Save. By default, it is save with your other PowerPoint themes and will be available in the Themes group under a Custom header. 10/1/23 44 Start with a template 1. Select File > New. 2. Choose a template or type a key word or phrase into the Search for online templates and themes field, and press Enter. 3. When you find the template that you want, select it to see the details, and then select Create. Note: If you created templates, they may be under the Personal tab. Business customers may see a Company tab with themed templates. 10/1/23 45 Start with a template If you've created a template or gotten one from elsewhere, store it in the right location to make it easy to apply: C:\Users\<UserName>\AppData\Roaming\Microsoft\Templates Replace <UserName> with whatever your user name is on this computer. What is a PowerPoint template? A PowerPoint template is a pattern or blueprint of a slide or group of slides that you save as a .potx file. Templates can contain layouts, colors, fonts, effects, background styles, and even content. You can create your own custom templates and store them, reuse them, and share them with others. You can also find hundreds of different types of free templates on templates.office.com and on other partner websites that you can apply to your presentation. 10/1/23 46 Get design ideas for slides Designer helps you automatically create professional looking slides in seconds. Just insert one or more pictures, a list of items, or a list of dates, and select the design you want. Note: This feature is only available if you have a Microsoft 365 subscription. If you are a Microsoft 365 subscriber, make sure you have the latest version of Office. 10/1/23 47 Get design ideas for slides Designer starts working as soon as you type a title into your PowerPoint slide. Scroll the rightside gallery to pick a design. Designer can also work with multiple items inserted into your slides. • Insert one or more pictures, a list of items, or a list of dates. • To insert a picture, select Insert > Pictures and choose the picture you want. • Select the design you want. You can also bring up Designer by selecting a picture, and then selecting Design > Design Ideas. 10/1/23 48 Get design ideas for slides Turn on Designer The first time you use PowerPoint Designer, a message appears asking your permission to get design ideas for you. Select Turn on to use. 10/1/23 49 Get design ideas for slides Turn off Designer • Select File > Options, and in General, uncheck Automatically show me design ideas in the PowerPoint Designer section. 10/1/23 50 Customize a slide master Use a slide master to add consistency to your colors, fonts, headings, logos, and other styles, and to help unify the form of your presentation. You can change a slide master's colors, fonts, or effects. You can hide or show placeholders. 10/1/23 51 Customize a slide master Change the slide master • Select View > Slide Master. • Make the text, color, and alignment changes you want. If you want to use a predefined theme, select that first by clicking Themes on the Slide Master tab. Then proceed with selecting Colors, Fonts, Effects, and Background Styles. • When you're done, select Close Master View. 10/1/23 52 Change the page orientation in PowerPoint between landscape and portrait PowerPoint slides are automatically set up in landscape (horizontal) layout , but you can change the slide orientation to portrait (vertical) layout . 1. Select the Design tab: 10/1/23 53 Change the page orientation in PowerPoint between landscape and portrait 2. Near the right end, select Slide Size, and then click Custom Slide Size. 10/1/23 54 Change the page orientation in PowerPoint between landscape and portrait 3.In the Slide Size dialog box, select Portrait, then select OK. 4. In the next dialog box, you can select Maximize to take full advantage of the space available, or you can select Ensure Fit to make sure that your content fits on the vertical page. 10/1/23 55 Organize your PowerPoint slides into sections Much like you use folders to organize your files, you can use sections to organize your slides into meaningful groups. • Right-click between slides and select Add Section. An Untitled Section is added in the thumbnail pane, and the Rename Section dialog box opens. • Type a name in the Section name box. • Select Rename. • To collapse a section, click the triangle next to the section name. The numeral by the section name shows the number of slides in that section. To move or delete a section, select View > Slide Sorter. From here, you can: • Move a section: Right-click and select Move Section Up or Move Section Down. • Delete a section: Right-click and select Remove Section. You can also drag and drop sections. 10/1/23 56 Add a DRAFT watermark to the background of slides PowerPoint doesn't have a gallery of ready-made watermarks like Word has, but you can still manually put a text background in your slides to get that watermark effect. To indicate that your presentation is a draft copy, add the watermark text "Draft" to the background of your slides. Or add other text stamps, such as "Company Confidential" or your company name. 10/1/23 57 Add a DRAFT watermark to the background of slides Add a watermark • • • • • • • Select View > Slide Master. Scroll to the top of the thumbnail pane and select the Slide Master at the top. Select Insert > Text Box, then drag to draw a text box on the slide. Type the text you want in the text box. Choose a light font fill color and make any other changes to the font and style. Click and hold the rotation handle at the top of the text box by moving the mouse left or right. Select Slide Master > Close Slide Master. All slides in your presentation will have the watermark text. 10/1/23 58 Create, merge, and group objects on a slide In PowerPoint, group objects together so you can move or format them at the same time. Or ungroup the objects so you can change parts individually. Group objects • Press and hold Ctrl while you select each object. • Select Format >Group > Group. • Format or move the grouped object however you want. 10/1/23 59 Create, merge, and group objects on a slide Ungroup objects • Select a grouped object. • Select Format >Group > Ungroup. 10/1/23 60 Guides for arranging things on a slide in PowerPoint 1. Select the objects. Press Shift to select multiple objects. 2. Select Picture Format > Align and select type of alignment: • Align Left, Align Center, or Align Right • Align Top, Align Middle, or Align Bottom • Distribute Horizontally or Distribute Vertically 10/1/23 61 Guides for arranging things on a slide in PowerPoint Use static guides and gridlines • • • • Select View > Guides to show the horizontal and vertical center lines. Select View > Gridlines to show more gridlines. Use the lines to align objects. Clear Gridlines and Guides to turn them off. 10/1/23 62 Guides for arranging things on a slide in PowerPoint Use smart guides • Select an object and begin to move it. • Red dashed lines—smart guides—appear so you align items vertically, horizontally, or both. Smart guides also appear between objects or near the edges of the slide to help you space out objects evenly. • Press Shift to select multiple objects. 10/1/23 63 Change the order in which stacked objects, placeholders, or shapes appear on a slide Slide objects are placed on the slide in the order you insert them, with the most recently added object being on top of the stack. The Bring and Send commands on the right-click menu (or the Home tab) make it simple to reorder the layers. 10/1/23 64 Change the order in which stacked objects, placeholders, or shapes appear on a slide Move an object 1.Select the object. 2.Right-click and select an option: Direction Select this option Bring to Front > Bring to Front to move the object to the top layer of the stack Bring Forward to move the object up one layer in the stack Send to Back > Send to Back to move the object to the bottom layer of the stack Send Backward to move the object down one layer in the stack 10/1/23 65 Change the order in which stacked objects, placeholders, or shapes appear on a slide Use the Selection Pane to find or move an object • If an object is hidden behind other objects, select Home > Select > Selection Pane. • In the Selection Pane, drag an item to reorder the objects. 10/1/23 66 Rotate or flip an object You can rotate or flip objects (and the text inside) on slides, either by precise measurements or eye-balling it. 1. Tap the object that you want to rotate. 2. Select the rotation handle at the top of the object, and then drag in the direction that you want. 3. To flip an object, select Drawing Tools > Rotate > Flip Vertical or Flip Horizontal. For more precise movement, select Drawing Tools > Rotate > More Rotation Options to see menu options. 10/1/23 67 Text and Tables 10/1/23 68 WordArt • WordArt is a quick way to make text stand out with special effects. • You begin by picking a WordArt style from the WordArt gallery on the Insert tab, and then customize the text as you wish. 10/1/23 69 Insert WordArt • Click Insert > WordArt, and pick the WordArt style you want. • In the WordArt gallery, the letter A represents the different designs that are applied to all text you type. • Note: The WordArt icon is located in the Text group, and it may appear different depending on the program you're using and the size of your screen such: 10/1/23 70 Insert WordArt • The placeholder text "Your text here" appears, with the text highlighted. • Enter your own text to replace the placeholder text. • You can enter entire sentences, and even paragraphs, as WordArt. 10/1/23 71 Insert WordArt • To change the font size or style of your WordArt text: 1. Select the WordArt text or letters to change. 2. Click Insert > select options in the Font group, such as font style, font size, or underline. • To convert existing text to WordArt: 1. Select the Desired text. 2. Click Insert > WordArt, and pick the WordArt style you want. 10/1/23 72 Insert WordArt • To delete WordArt: 1. Double-click the WordArt that you want to remove. 2. Then press Delete. • To include symbols as WordArt text: 1. Click the location for the symbol 2. Click Insert > click Symbol and pick the symbol you want. 10/1/23 73 Customize WordArt • Use the text options in the WordArt Styles group to add effects to your WordArt, such as shadows, rotation, curves, and fill and outline colors. • Note: Depending on your screen size, you might only see the icons for WordArt Styles. • Shape styles and effects apply to the box and background surrounding your WordArt, not to the WordArt text. 10/1/23 74 Customize WordArt • To change the fill and outline color of the WordArt: 1.Select the WordArt text or letters to change. 2.The Drawin Tools Format tab appears. 3.Click Text Fill or Text Outline and pick the color you want. 4.Click outside of your text box to see the effect. In this example, a light blue text fill and a red text outline were applied. 10/1/23 75 Customize WordArt • Create curved or circular WordArt, and add other text effects: (You can curve text around a circular object) 1.Select the WordArt text or letters to change. 2.On WordArt Styles group click Text Effects > Transform and pick the one you want. 3.Click outside of your text box to see the effect. Important: The Text Effects Effects menu is not the same as the Shape menu. If you don't see Transform at the bottom of the menu, make sure you've clicked the Text Effects menu. 10/1/23 76 Customize WordArt • In the previous example, the first curved transform effect is selected. • You can use the Text Effects menu to create other effects, such as shadow, reflection, glow, bevels, and 3-D rotation. • This example shows WordArt with a curved transform effect and a shadow applied. 10/1/23 77 Customize WordArt Rotate or flip WordArt: • To rotate WordArt text to any angle, select it, and then drag the circular rotation handle at the top of the box. • To flip WordArt or rotate it 90 degrees, 1. 2. 3. 10/1/23 click the Shape Format tab. click Rotate in the Arrange group. select an option. 78 Add a hyperlink to a slide • The fastest way to create a basic web hyperlink on a PowerPoint slide is to press Enter after you type the address of an existing webpage (such as http://www.contoso.com). • You can link to a webpage, or you can link to a new document or a place in an existing document, or you can begin a message to an email address. 10/1/23 79 Link to a website: 1.Select the text, shape, or picture that you want to use as a hyperlink. 2.Select Insert > Hyperlink. 3.Select Existing File or Web Page, and add the information in the next slide: 10/1/23 80 Link to a website Conts.: Add the following information: 1.Text to display: Type the text that you want to appear as hyperlink. 2.ScreenTip: Type the text that you want to appear when the user hovers over the hyperlink (optional). 3.Current Folder, Browsed Pages, or Recent Files: Select where you want to link to. 4.Address: If you haven't already selected a location above, insert the URL for the web site you want to link to. 5. If you link to a file on your computer, and move your PowerPoint presentation to another computer, you'll also need to move any linked files. 6. 4. Select OK. 10/1/23 81 Link to a place in a document, new document, or email address: 1.Select the text, shape, or picture that you want to use as a hyperlink. 2.Select Insert > Hyperlink and select an option: 1.Place in This Document: Link to a specific slide in your presentation. 2.Create New Document: Link from your presentation to another presentation. 3.E-mail Address: Link a displayed email address to open up a user's email program. 3.Fill in the Text to display, ScreenTip, and where you want to link to. 4.Select OK. 10/1/23 82 Customize the hyperlink • To change the color of a hyperlink: 1. 2. 3. Select the hyperlink you want to re-color. On the Home tab, select down arrow next to the Font Color button to open the menu of colors. Select the color you want for the hyperlink. • To change the display text of a link: Right-click it and select Edit Link. • To test the hyperlink: Right-click it (In Normal view) and select Open Hyperlink. 10/1/23 83 Create a PowerPoint presentation from an outline • If you've already jotted down an outline of your presentation in Word and now need a quick way to add it to your slides, you can import a Word outline into PowerPoint. 10/1/23 84 Create a PowerPoint presentation from an outline Create an outline in Word • Open Word. • Select View > Outline. • If your document has headings (any heading levels from H1-H9), you’ll see those headings organized by level. • If your document doesn’t have headings and subheadings yet, the outline will appear as a bulleted list with a separate bullet for each paragraph or body text. 10/1/23 85 Create a PowerPoint presentation from an outline Create an outline in Word Conts. • To assign or edit headings, heading levels, and set up your document structure: • Select a bulleted item. Or press the Ctrl key to select several lines. • In the Outline Level box, select a heading Level 1 for slide titles, Level 2 for bullet points on that slide. • When finished or to edit your document, select Close Outline View. • To save your document, select Save, name your file, and then select Save once more. Select Close to close your document. 10/1/23 86 Create a PowerPoint presentation from an outline Import a Word outline into PowerPoint 1.Open PowerPoint and select New Slide > Slides from Outline. 2.In the Insert Outline dialog box, find and select your Word outline and select Insert. Note: If your Word document contains no Heading 1 or Heading 2 styles, PowerPoint will create a slide for each paragraph in your content. 10/1/23 87 Create a PowerPoint presentation from an outline Guidelines for importing an outline • PowerPoint can import an outline in .docx, .rtf, or .txt format. • If your outline is a Word document, Apply a heading format to any text you want to include in a slide. For example, if you apply the Normal style to a block of text, Word won't send that text to PowerPoint. • If your outline is a .txt file, Use indentation to indicate heading levels. Any unindented lines of text will become titles of new slides. 10/1/23 88 Check spelling • As you work on a presentation, PowerPoint automatically checks spelling and basic grammar, and you can check the spelling of an entire presentation with ease. 10/1/23 89 Fix spelling as you work 1.Right-click on a word with a red squiggly line underneath. 2.Select the correct spelling from the list of suggestions. Or you can choose: a. Ignore All: Ignores the error and removes the red squiggly line. b. Add to Dictionary: Adds the spelling to the dictionary so that spelling will not show an error in the future. 10/1/23 90 Check your entire presentation 1.Select Review > Spelling. 2.In the Spelling pane, select the correct spelling from the suggestions. (Select Change to fix the error or Change All if it appears more than once in the document.) Or you can select: a. Ignore: Ignores the error and removes the red squiggly line. b. Ignore All: Ignores the error and removes the red squiggly line for all instances in the presentation. c. Add: Adds the spelling to the dictionary so that spelling will not show an error in the future. 10/1/23 91 Create and format a table • Organize information or data with tables on your slides, use Table Styles to format the tables, and then change the layout. 10/1/23 92 Add a table • To Add a table: 1.Select the slide to add the table in. 2.Select Insert > Table > Insert Table. 3.In the Insert Table dialog box, select how many columns and rows you want. 4.Select OK. • To add text to the table cells: 1. Click a cell. 2. Enter your text. 3. Click outside the table. 10/1/23 93 Add a table and table styles • Table styles 1. Select the table. 2. Select Table Design and choose from the Table Styles. Hover to preview styles. 3. Select More button to see more Table Styles. 10/1/23 94 Change table layout 1.Select the table. 2.Select Layout. 3.Choose from the different groups to make changes: 1.Rows & Columns 2.Merge 3.Cell Size 4.Alignment 5.Table Size 6.Arrange 10/1/23 95 Tips about tables • To quickly insert a new row at the end of a table: 1. 2. Click inside the last cell of the last row. Press TAB. • To add rows or columns: 1. 2. 3. Right-click a cell. click Insert on the mini toolbar. Choose where you’d like to insert the row or column. • To delete rows or columns: 1. 2. 3. 10/1/23 Right-click a cell. Click Delete on the mini toolbar Choose what you'd like to delete. 96 Insert a linked Excel chart in PowerPoint In PowerPoint, you can embed tables and worksheets from Excel in your presentation slides. 10/1/23 97 Insert a linked Excel chart in PowerPoint 1.In Excel, click and drag to highlight the cells you want to copy. 2.Right-click the copied cells and select Copy. 3.In your PowerPoint presentation, right-click and select the Paste Options you want: 1.Use Destination Styles: Choose to edit your copied cells like a PowerPoint table, but with the PowerPoint color scheme and fonts. 2.Keep Source Formatting: Choose to keep your table editable in PowerPoint while maintaining the same source formatting from Excel. 3.Embed: Choose to keep a copy of your table in PowerPoint in case you want to edit the data, which will open in Excel. 10/1/23 98 Insert a linked Excel chart in PowerPoint • In Excel, click the chart that you want to copy to PowerPoint, and then press Ctrl+C. • Open the PowerPoint, click where you want to paste the chart, and then press Ctrl+V. • Click the Paste Options button that appears next to the bottom of the chart, and choose how you want to paste it: 10/1/23 99 Insert a linked Excel chart in PowerPoint • Use Destination Theme & Embed Workbook This updates the chart formatting to match the destination formatting. • Keep Source Formatting & Embed Workbook This keeps the chart formatting exactly as is. • Use Destination Theme & Link Data This updates the chart formatting to match the destination formatting and keeps the chart linked to the original worksheet. (If you later decide that you want to unlink the chart, you'll need to copy it and paste it again as an embedded chart or as a picture.) With the data linked to the original worksheet, the data in the PowerPoint document will update when the source Excel worksheet is updated. 10/1/23 100 Insert a linked Excel chart in PowerPoint • Keep Source Formatting & Link Data This keeps the chart formatting exactly as is and keeps the chart linked to the original worksheet. (If you later decide that you want to unlink the chart, you'll need to copy it and paste it again as an embedded chart or as a picture.) With the data linked to the original worksheet, the data in the PowerPoint document will update when the source Excel worksheet is updated. • Picture This pastes the chart as a picture. The chart cannot be edited or updated, but you can replace it with another picture and apply picture formatting. 10/1/23 101 Add slide numbers, page numbers, or the date and time 1.On the View tab, in the Presentation Views group, click Normal. 2.On the left of your screen, in the pane that contains the slide thumbnails, click the first slide thumbnail in your presentation. 3.On the Insert tab, in the Text group, click Header & Footer. 10/1/23 102 Add slide numbers, page numbers, or the date and time 4.In the Header and Footer dialog box, do one of the following: •If you want to add slide numbers, click the Slide tab, and then select the Slide number check box. •If you want to add page numbers to notes, click the Notes and Handouts tab, and then select the Page number check box. 5.If you want to add page numbers to all of the slides or notes pages in your presentation, click Apply to All. 10/1/23 103 Add slide numbers, page numbers, or the date and time Change the starting slide number You can change the starting slide number, number only one slide, or omit the slide number from the first slide. Here's how. 1.On the Design tab, in the Customize group, click Slide Size > Custom Slide Size. 2.In the Slide Size box, in the Number Slides from drop-down list, select a starting number. 10/1/23 104 Add slide numbers, page numbers, or the date and time Number only one slide or number all slides but the first slide 1. In the Header and Footer dialog box, click the Slide tab. 2. Do one of the following: 1. To number the slide that you have selected, select the Slide number check box, and then click Apply. Repeat this step for each individual slide that you want to number. 2. To number all slides but the first slide, select the Slide number check box, select Don’t show on title slide, and then click Apply to All. 10/1/23 105 Add slide numbers, page numbers, or the date and time 1.On the Insert tab, in the Text group, click Header and Footer . 2.In the Header and Footer box, do one of the following: 1. If you want to add the date and time to your slides, click the Slide tab. 2. If you want to add the date and time to your notes pages, click the Notes and Handouts tab. 10/1/23 106 Add slide numbers, page numbers, or the date and time 1.Select the Date and time check box, and then do one of the following: 1. If you want the date and time to reflect the current date and time each time you open or print the presentation, click Update automatically, and then select the date and time format that you want . 2. If you want to set the date and time to a specific date, click Fixed, and then in the Fixed box, type in the date that you want. 3. By setting the date on your presentation so that it is Fixed, you can easily keep track of the last time you made changes to it. 2.If you want to add the date and time to all of the slides, notes pages, or handouts in your presentation, click Apply to All. 10/1/23 107 Set text direction and position in a shape or text box in PowerPoint • In PowerPoint, text boxes and most shapes can include text in them. The text can be positioned horizontally or vertically, and it can appear on one line or wrap to multiple lines. • In a shape or text box, you can change the direction in which text is read. That is, you can pivot text 90 or 270 degrees so that it appears sideways. 10/1/23 108 . Set text direction and position in a shape or text box in PowerPoint 1. Right-click the edge of the shape or text box. 2. On the shortcut menu, select Format Shape. 3. In the Format Shape pane, click Size/Layout & Properties 4. Under Text Box , select the option that you want in the Text direction list. 10/1/23 109 . Rotate (mirror) text in a shape or text box 1.Insert a text box or shape in your document, and then type and format your text. 2.Right-click the box or shape and select Format Shape . 3.In the Format Shape pane, select Effects . 10/1/23 110 . Rotate (mirror) text in a shape or text box 4. Under 3-D Rotation , in the X Rotation or Y Rotation box, enter 180 . 5. (Optional) If your text box becomes filled with a color, you can remove the color in the Format Shape pane. Under Shape Options , click the Fill & Line tab , expand Fill , and select No fill . 6. (Optional) To remove the text box outline, right-click the text box, click Outline in the mini toolbar that appears, and choose No Outline . 10/1/23 111 . Position text horizontally in a shape or a text box To change the horizontal alignment of a single paragraph or line: 1.Click in the paragraph or line of text that you want to modify. 2.On the Home tab, click the horizontal alignment option that you want. To change the horizontal alignment of all text in a shape or text box: 1.Click the border of the shape or text box to select it. 2.On the Home tab, click the horizontal alignment option you want. 10/1/23 112 . Position text vertically in a shape or a text box 1.Right-click the border of the shape or text box. 2.On the shortcut menu, click Format Shape . 3.In the Format Shape pane, click Size/Layout & Properties Layout & Properties tab. 4.Select the option that you want in the Vertical alignment list. 10/1/23 113 . Wrap text in a shape or text box When text wraps , it automatically continues on a new line as it reaches the right border of the shape or text box. 1. Right-click the border of the shape or text box that contains the text you want to wrap. 2. On the shortcut menu, select Format Shape . 3. In the Format Shape pane, select Size/Layout & Properties , and then select Wrap text in shape 10/1/23 114 . Change the margins between text and the edge of a shape or text box The margin is the distance between the text and the outer border of the enclosing shape or text box. 1. 2. 3. 4. Right-click the border of the shape or text box. On the shortcut menu, select Format Shape . In the Format Shape pane, click Size/Layout & Properties Specify a measurement in inches or millimeters (mm) for any of the following margins: Left margin Right margin Top margin Bottom margin 10/1/23 115 . Resize a shape to fit text You can automatically increase the size of a shape or text box vertically so that the text fits inside it. In the Format Shape pane, click Layout & Properties , click Text Box , and then select Resize shape to fit text . Tip: You can reduce the size of the text to fit it in the shape or text box by clicking Shrink text on overflow . 10/1/23 116 Pictures and Graphics 10/1/23 117 . Insert a picture in PowerPoint You can insert pictures, photos, clip art, or other images to your slide show from your computer or from the Internet. 10/1/23 118 . Insert a picture from your computer on your slide 1. 2. 3. Click where you want to insert the picture on the slide. On the Insert tab, in the Images group, click Pictures and then click This Device. In the dialog box that opens, browse to the picture that you want to insert, click that picture, and then click Insert. Tip: If you want to insert multiple pictures at the same time, press and hold the Ctrl key while you select all the pictures you want to insert. 10/1/23 119 . Insert stock images on your slide 1. Click where you want to insert the picture on the slide. 2. On the Insert tab, in the Images group, click Pictures and then click Stock Images. 3. Type in what image you're looking for, then click on which images you want and click Insert. 4. In the search box type in the image you're looking for and press enter. 5. Select all the images you want and then click Insert. 10/1/23 120 . Insert a picture from the web on your slide 1.Click where you want to insert the picture on the slide. 2.On the Insert tab, in the Images group, click Pictures and then click Online Pictures. 3.In the search box type in the image you're looking for and press enter. 4.Select all the images you want and then click Insert. 10/1/23 121 . Insert stock images on your slide • Tip: After you insert a picture, you can change its size and position. To do so, right-click the picture, and click Format Picture. You can then use the Format Picture tools that are on the right of your slide. • Insert a picture into the slide master If you want a picture to appear on every slide of a specific type in your PowerPoint template, add it to the slide master. • Insert a picture into the background If you want a picture to appear as background without affecting all slides in a Master, change the background settings for the slide. 10/1/23 122 . Edit pictures After you add a photo, graphic, or picture to your slide, you have many ways to enhance it—such as artistic effects (blur, glow, and more); preset styles that include a border and shading; and color and brightness/contrast adjustments. 10/1/23 123 . Edit pictures Adjust the brightness, contrast, or sharpness 1. Select the picture. 2. Select Picture Format and select Corrections. 3. Hover over the options to preview them and select the one you want (brightness, contrast, or sharpness of a picture). 10/1/23 124 . Edit pictures Apply artistic effects on the picture 1. Select the picture. 2. Select Picture Format and select Artistic Effects. 3. Hover over the options to preview them, then select the one you want. Note: You can apply only one artistic effect at a time to a picture, so applying a different artistic effect will remove the previously applied artistic effect. 10/1/23 125 . Edit pictures Change the color 1. Select the picture. 2. Select Picture Format and select Color. 3. Hover over the options to preview them, then select the one you want. Apply picture effects 1. Select the picture. 2. Select Picture Format and select Picture Effects. 3. Select the one you want: Shadow, Reflection, Glow, Soft Edges, Bevel, or 3-D Rotation. 10/1/23 126 . Edit pictures Remove the background 1. Select the picture that you want to remove the background from. 2.On the toolbar, select Picture Format > Remove Background, or Format > Remove Background. Add a border 1. Select the picture. 2. Select Picture Format > Picture Border, then select a border. Compress the picture 1. Select the picture. 2. Select Picture Format and select Compress Pictures. 3. Select the options you want, then select OK. 10/1/23 127 . Add SmartArt to a slide Convert text into SmartArt 1.Select your text. 2.Select Home > Convert to SmartArt. 3.Select the SmartArt you want. 10/1/23 128 . Add SmartArt to a slide Insert pictures in SmartArt 1.Select Insert > SmartArt > Picture. 2.Select the SmartArt you want and select OK. 3.Select the picture icon and find your image, like From a File or Online Pictures. (Microsoft 365 customers can also search Stock Images and Icons. ) 4.Select Insert. 10/1/23 129 . Put a background picture on your slide master PowerPoint doesn't have a gallery of ready-made watermarks like Word has, but you can still manually add an image, like a company logo, to one or all the slides. 10/1/23 130 . Put a background picture on your slide master 1. To add a logo to all the slides, Select View > Slide Master. Scroll to the top of the thumbnail pane on the left, and select the first item, the slide master. 2. Select Insert > Shapes, pick a shape and then click and drag to draw the text box on the slide master. It should be about the same size as your logo. Note: If your logo is circular, use a circle shape. 3. Right-click on the shape > Format Shape to open the menu. 10/1/23 131 . Put a background picture on your slide master 4. Under the bucket icon, select Fill > Picture fill > File and insert your logo image. Adjust darkness of the logo with the Transparency slider. 5.To remove the border around the image, select the logo. Then right-click > Outline > No Outline. 6.Exit Slide Master. All slides except title pages will have the logo. 10/1/23 132 . Add a background picture to slides You can use a picture as the background for a slide or slides. You can adjust the picture's transparency after you add it to the slide. 1. 2. 3. 10/1/23 Right-click the margin of the slide and then select Format Background. In the Format Background pane, choose Picture or texture fill. Under Insert picture from, choose where to get the picture from: 133 . Add a background picture to slides 4. To adjust the picture's relative lightness, slide the Transparency bar to the right. 5. To apply the background picture to all slides in your presentation, choose Apply to All. Otherwise, simply close the Format Background pane. 10/1/23 134 . Remove a background picture 1. In Normal view, select a slide that has the background pattern or picture you want to remove. 2. On the Design tab of the toolbar ribbon, in the Customize group at the far right end, select Format Background. 3. In the Format Background pane, under Fill, select Solid Fill. 4. Select the down arrow next to the Color button. A gallery of colors appears. Select the white color. Your current background is removed, and the background of the slide is now white. 5. If you want to make the same change to the other slides in the presentation, choose Apply to All at the bottom of the Format Background pane. 10/1/23 135 . Use charts and graphs in your presentation • You can make a chart in PowerPoint or Excel. • If you have lots of data to chart, create your chart in Excel, and then copy it into your presentation. • This is also the best way if your data changes regularly and you want your chart to always reflect the latest numbers. • In that case, when you copy and paste the chart, keep it linked to the original Excel file. 10/1/23 136 . Use charts and graphs in your presentation 1. Click Insert > Chart. 2. Click the chart type and then doubleclick the chart you want. 10/1/23 137 . Use charts and graphs in your presentation 3. In the worksheet that appears, replace the placeholder data with your own information. 4. When you insert a chart, small buttons appear next to its upper-right corner. Use the Chart Elements button to show, hide, or format things like axis titles or data labels. Or use the Chart Styles button to quickly change the color or style of the chart. Tip: The Chart Filters Chart Filters button is a more advanced option that shows or hides data in your chart. 5. When you’ve finished, close the worksheet. 10/1/23 138 . Insert icons in Microsoft 365 • • • You can insert icons into Microsoft 365 documents. You can rotate, color, and resize them with no loss of image quality. These icons are free to use and there's no royalty or copyright to worry about. 1. 10/1/23 Select Insert > Icons. 139 . Insert icons in Microsoft 365 2. Scroll through the icons or jump to a category by choosing a name in the navigation pane at the left. You can also search by using the box near the top left corner. 3. Choose an icon and then select Insert at the lower right. (Insert multiple icons at the same time by choosing each of them before clicking Insert.) 4. Rotate, color, and resize your icon. Tip: Want to quickly change the color of your icon? Rightclick your icon, choose Fill, and select the color you want. 10/1/23 140 Present Slideshows 10/1/23 141 Start the Presenting • On the Slide Show tab, in the Start Slide Show group, select From Beginning. • If you are working with PowerPoint on a single monitor and you want to display Presenter view, in Slide Show view, on the control bar at the bottom left, select , and then Show Presenter View. 10/1/23 142 • Use the controls in Presenter view • To move to the previous or next slide, select Previous or Next. • To view all the slides in your presentation, select See all slides. • You’ll see all the slides in your presentation, making it easy to jump to a specific slide in the show. 10/1/23 143 • To view a detail in your slide up close, select Zoom into slide, and then point to the part you want to see. • To point to or write on your slides as you present, select Pen and laser pointer tools. Press the Esc key when you want to turn off the pen, laser pointer, or highlighter. 10/1/23 144 • To hide or unhide the current slide in your presentation, select Black or unblack slide show. 10/1/23 145 Swap the Presenter view and Slide view monitors • To manually determine which screen shows your notes in Presenter view and which shows only the slides themselves, on the task bar at the top of Presenter view, select Display Settings, and then select Swap Presenter View and Slide Show. 10/1/23 146 What the notes look like in Presenter view • When your computer is connected to a projector and you start the slide show • Presenter View appears on your computer's screen, while only the slides appear on the projector screen. In Presenter view, you can see your notes as you present, while the audience sees only your slides. 10/1/23 147 • The notes appear in a pane on the right. • If you need to add or delete something, simply click in the text box to edit it. • The text wraps automatically, and a vertical scroll bar appears if necessary. • You can change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane: 10/1/23 148 Turn off Presenter view • If you want Presenter view turned off while you are showing your presentation to others: • On the Slide Show tab of the ribbon, clear the check box named Use Presenter View. 10/1/23 149 Keep your slides updated • If you're working with a team of people to create your slide deck it may be that changes are being made to the slides right up to the last minute. Traditionally once you've started your presentation your slides wouldn't update. If you're using PowerPoint for Microsoft 365 you have the option to let your slides be updated by your team even as you're presenting so that you always have the up-to-the-minute changes. 10/1/23 150 • You can turn this on by going to the Slide Show tab of the ribbon, selecting Set Up Slide Show, and checking the box for Keep slides updated. • If you've already started your presentation and you want to make sure that setting is on, you can do that from Presenter view. 10/1/23 151 • Select the More slide show options button (which looks like three dots) and on the menu make sure Keep Slides Updated is checked. 10/1/23 152 Animation, Video and Audio 10/1/23 153 Add, change, or remove transitions between slides • A slide transition is the visual effect that occurs when you move from one slide to the next during a presentation. You can control the speed, add sound, and customize the look of transition effects. 10/1/23 154 Add slide transitions Add slide transitions to bring your presentation to life 1.Select the slide you want to add a transition to. 2.Select the Transitions tab and choose a transition. Select a transition to see a preview. 3.Select Effect Options to choose the direction and nature of the transition. 4.Enter a time at Duration to set how fast the transition goes. Set the number higher to make the transition go slower. 5.Select Preview to see what the transition looks like. 1. If you want all slides in the presentation to transition the same way, click Apply To All in the Timing group. 10/1/23 155 Remove a transition A transition determines how a slide enters, and how the previous slide exits. So if (for example) you didn't want a transition effect between slides 2 and 3, you would remove the transition from slide 3. 1.Select the slide that has the transition you want to remove. 2.On the Transitions tab, in the Transitions