SLIDE MASTERS

When editing your slides, you should utilize the slide masters available in
your slide-show program. The masters define the formatting (fonts, list
bullets, etc) of slides, summaries and hand-outs. If, for example, you
want to insert a text on every slide of your presentation, add it to the
master.
With PowerPoint, there are three masters for each slide show:

 The Slide Master: a special slide (left image below) where you can
specify the headings, main texts, formatting and objects to be included on
all slides in the show.
 The Handout Master: a special slide (centre image below) that you can
alter to change the formatting of the summary page.
 The Notes Master: a special slide (right image below) that you can alter
to edit the formatting of the hand-out for note-taking.

EDITING THE MASTERS

When you edit the masters, the changes will affect all the slides in your
presentation. You can add e.g. contact info, a logo, etc to the master.

With PowerPoint, you can edit the slide master by selecting the name of
the master you want to edit from the Master Views group on
the View tab. In the example below, Slide Master is boxed in.
The slide that appears on-screen is the master slide, and any changes
you make to it will be transferred to all the other slides in the
presentation; if you change the headings to bold, green text, for
example, all headings in slides based on the master will change the
same way. You can format headings and the text body with the
formatting buttons in the ribbon menu, as usual. You can also change
the list levels by placing the cursor in the list and complete the changes
you want. Return from the master view to the slide view by clicking on
the Close Master View button on the Slide Master View tab.

You can also modify the handout and notes masters in the same way.

DESIGN THEMES
PowerPoint contains ready-made design templates or themes, with which
you can create presentations that are unified in appearance. However,
many of the templates will look so familiar to your audience that you had
better use the design templates of your own organisation. UH has its
own design templates, for example.
Themes contain a unified colour scheme, formatting and style, so when
you select a theme for your presentation, it replaces the master and
other formatting you have chosen for your presentation. Each slide you
insert into the presentation will be formatted according to the theme,
whatever its layout.
Click the Design tab in the ribbon menu and select a suitable theme from
the Themes toolbar group. You can open more themes by clicking the
arrow buttons (see image below).

You can see how a theme will affect your presentation visually when you
move your cursor over it in the list. When you find a suitable design,
click on it. You can change the template for the presentation any time in
this way.

When you click on a theme in the menu, the program adds that template
to every slide in the presentation. if you only want to apply the template
to the current slide or some selected slides, click on the theme with your
secondary mouse button. Select Apply to Selected Slides from the menu
that opens:
BACKGROUND COLOURS
A certain background colour is always in use in the themes described
above. You can change the background style of the theme, such as from
blue to orange.

The simplest way to change the background style is to click the most
suitable theme from the pre-defined options in the Variants toolbar group
on the Designtab. If you do not like any of the pre-defined options, you
can choose the colour and pattern of your choice with the tools that open
when you click the Format Background button.
 Pictures shown behind tables or graphs often disturb the presentation.
Instead of changing the design template of the whole slide show for this
reason, you can make the background monochromatic for these slides
only. if you have used the design templates of the program and you want
to set the background colour so that the pictures on the design template
do not show, tick the box Hide Background Graphics in the tool group.

Add slides

1. Select the slide you want your new slide to follow.

2. Select Home > New Slide.
3. Select a layout.
4. Select the text box and type.

Delete slides

1. For a single slide: Right-click the slide in the thumbnail pane on the left,
and select Delete Slide.
2. 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.
3. 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.
 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.

Print your presentation

1. Select File > Print.
2. For Printer, select the printer you want to print to.
3. For Settings, select the options you want:
o Slides: From the drop-down, choose to print all

slides, selected slides, or the current slide. Or, in

the Slides box, type which slide numbers to print,
separated by a comma.
o Print Layout: Choose to print just the slides, just the

speaker notes, an outline, or handouts.

The Outline prints only the text in the slides, without

images. The Notes of a presentation show the slide
 and the related speaker notes below it. If you choose
to print Handouts, you can print several slides on one
page using a variety of layouts, some with space for
note-taking.

o Collated: Choose whether you want the sheets

collated or uncollated.
o Color: Choose whether you want color, grayscale, or

pure black and white.

o Edit Header & Footer: Select to edit the header and

footer before printing.

4. For Copies, select how many copies you want to
print.
5. Select Print.

Print in PowerPoint 2007

Printed handouts: Add or remove

slide numbering
This feature is available to Office 365 Subscribers only.

By default, in PowerPoint for Office 365 (beginning

with version 1810), printed handouts include a slide
number below each slide image.
You can turn this option off by going
to File > Options > Advanced > Print. Clear the
option named Print slide numbers on handouts.

Create and print a

presentation in
Outline view
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Outline view in PowerPoint displays your presentation

as an outline made up of the titles and main text
from each slide. Each title appears on the left side of
the pane that contains the Outline tab, along with a
slide icon and slide number. The main text is indented
under the slide title. Graphic objects appear only as
small notations on the slide icon in Outline view.

Working in Outline view is particularly handy if you

want to make global edits, get an overview of your
 presentation, change the sequence of bullets or
slides, or apply formatting changes.

When you're creating your outline, think about how

many slides you need. You probably want at least:

 A main title slide

 An introductory slide that lists the major points or
areas in your presentation
 One slide for each point or area that is listed on the
introductory slide
 A summary slide that repeats the list of major points
or areas in your presentation

By using this basic structure, if you have three major

points or areas to present, you can plan to have a
minimum of six slides: a title slide, an introductory
slide, one slide for each of the three major points or
areas, and a concluding summary slide.
 If you have a large amount of information to present
in any of your main points or areas, you may want to
create a sub-grouping of slides for that material by
using the same basic outline structure.

Consider how much time each slide should be visible

on the screen during your presentation. A good
standard estimate is from two to five minutes per
slide.
Newer versionsOffice 2010, 2007

Create a presentation in Outline view

1. On the View tab, in the Presentation Views group,
click Outline.
2. In the slide thumbnail pane, place the pointer, and
then either paste your content or begin typing text.

The first text you type will be a title, indicated by

boldface type. Press ENTER when you've completed
the title.

PowerPoint uses the Enter key on the keyboard to

start a new line in an outline. The new line is
automatically at the same hierarchical level as the one
you just typed. To change that hierarchical level:
o Press the Tab key on the keyboard to move the
current line downward one level in the outline
hierarchy.
o Press Shift+Tab to move the current line upward one
level in the outline hierarchy.

View a presentation in Outline view

 On the View tab, in the Presentation Views group,
click Outline.

Print a presentation in Outline view

1. Open the presentation that you want to print.
2. Click File > Print.
3. In the Print dialog box, under Settings, select the
second box (which by default is set to Full Page
Slides) to expand the list of options. Then,
under Print Layout, select Outline.
 You can choose a page orientation (Portrait or
Landscape) in the Printer Properties dialog box.

4. Click Print.

Smart Art
A SmartArt graphic is a visual representation of your
information and ideas. You create one by choosing a
layout that fits your message. Some layouts (such as
organization charts and Venn diagrams) portray
specific kinds of information, while others simply
enhance the appearance of a bulleted list.

Combined with other features such as themes,

SmartArt graphics help you create designer-quality
illustrations with only a few clicks of your mouse.

Create a SmartArt graphic to quickly and easily make

a visual representation of your information. You can
choose from among many different layouts, to
effectively communicate your message or ideas.
SmartArt graphics can be created in Excel, Outlook,
PowerPoint, and Word, and they can be used
throughout Office.

For an overview of SmartArt graphics, including

considerations for choosing the best graphic and
 layout type to display your data or convey a concept,
see Choose a SmartArt graphic.
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Insert a SmartArt graphic and add

text to it
1. On the Insert tab, in the Illustrations group,
click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, click

the type and layout that you want.
3. Enter your text by doing one of the following:
o Click [Text] in the Text pane, and then type your text.

o Copy text from another location or program,

click [Text] in the Text pane, and then paste your

text.
Notes:

 If the Text pane is not visible, click the arrow control on the left side of the SmartArt graphic.
 To add text, like a title, in an arbitrary position close to or on top of your SmartArt graphic, on
the Insert tab, in the Text group, click Text Box to insert a text box. If you want only the text in
 your text box to appear, right-click your text box, click Format Shape or Format Text Box, and
then set the text box to have no background color and no border.

o Click in a box in the SmartArt graphic, and then type

your text. For best results, use this option after you
add all of the boxes that you want.

Add or delete shapes in your

SmartArt graphic
1. Click the SmartArt graphic that you want to add
another shape to.
2. Click the existing shape that is located closest to
where you want to add the new shape.
3. Under SmartArt Tools, on the Design tab, in
the Create Graphic group, click the arrow next
to Add Shape.

If you don't see the SmartArt Tools or Design tabs,

make sure that you've selected the SmartArt graphic.
You may have to double-click the SmartArt graphic to
open the Design tab.
4. Do one of the following:
o To insert a shape after the selected shape, click Add

Shape After.
o To insert a shape before the selected shape, click Add

Shape Before.
Notes:

 To add a shape from the Text pane, click an existing shape, move your cursor before or after the
text where you want to add the shape, and then press ENTER.
 To delete a shape from your SmartArt graphic, click the shape you want to delete, and then press
DELETE. To delete your entire SmartArt graphic, click the border of your SmartArt graphic, and
then press DELETE.
 To add a shape like a callout or a line, see Add shapes.

Change the colors of an entire

SmartArt graphic
You can apply color variations that are derived from
the theme colors to the shapes in your SmartArt
graphic.

1. Click your SmartArt graphic.

2. Under SmartArt Tools, on the Design tab, in
the SmartArt Styles group, click Change Colors.
 If you don't see the SmartArt Tools or Design tabs,
make sure that you've selected a SmartArt graphic.
You may have to double-click the SmartArt graphic to
open the Design tab.

3. Click the color variation that you want.

Apply a SmartArt Style to a SmartArt

graphic
A SmartArt Style is a combination of various effects,
such as line style, bevel, or 3-D, that you can apply to
the shapes in your SmartArt graphic to create a
unique and professionally designed look.

1. Click your SmartArt graphic.

2. Under SmartArt Tools, on the Design tab, in
the SmartArt Styles group, click the SmartArt Style
that you want.
 To see more SmartArt Styles, click the More button
.

Tips
 To resize your entire SmartArt graphic, click the
border of your SmartArt graphic, and then drag the
sizing handles in or out until your SmartArt graphic is
the size that you want.
 In PowerPoint on Windows or macOS, if you already
have text on a slide, you can convert slide text to a
SmartArt graphic.

Import content
from other
applications into
PowerPoint
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You can import content from other programs into

your presentation. This includes files created by other
Microsoft Office programs, as well as files from other
programs that support Object Linking and
Embedding (OLE).
Note: You can insert content only from programs that support OLE and are installed on your
computer. To see what types of content you can insert, on the Insert tab, in the Text group,
click Object. The Insert Objectbox lists the object types you can use.

There are two ways to insert content objects into

a PowerPoint presentation:

 Linked objects A linked object is updated if its

source file is changed. For example, a linked chart
built from data in Microsoft Excel is changed if the
source Excel data changes. The source file must be
available on your computer or network to maintain
the link between the inserted object and the source
data. Inserting a linked object is recommended if the
source data set is large or complex.
 Embedded objects The source data is embedded
in the presentation. You can view the embedded
object on another computer, because the source data
is part of the presentation file. Embedded objects
typically require more disk space than linked objects.
 Add a hyperlink to
a slide
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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).
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You can link to a webpage, or you can link to a new

document or a place in a existing document, or you
can begin a message to an email address.

48 seconds

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:
o Text to display: Type the text that you want to

appear as hyperlink.
o ScreenTip: Type the text that you want to appear

when the user hovers over the hyperlink (optional).

o Current Folder, Browsed Pages, or Recent Files:

Select where you want to link to.

o Address: If you haven't already selected a location

above, insert the URL for the web site you want to
link to.

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.

o 4. Select OK.

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:
o Place in This Document: Link to a specific slide in

your presentation.
o Create New Document: Link from your presentation

to another presentation.
o 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.

Change the color of a hyperlink

You can change the color of a hyperlink if you like. If
you want to change the display text of a link, right-
click it and select Edit Link.

1. Select the hyperlink you want to re-color.

2. On the Home tab of the ribbon, select down arrow
next to the Font Color button to open the menu of
colors.

3. Select the color you want for the hyperlink.

Test the hyperlink
Once you've inserted the link, you can test it (in
Normal view) by right-clicking the hyperlink and
selecting Open Hyperlink.
Slide Transitions
A slide transition is how one slide is removed from the screen and the next slide is
displayed during a presentation. PowerPoint offers many entertaining and different
slide transition schemes- the trick is to be careful not to use too many different
schemes in one presentation. Be selective and consider the appropriateness of the
scheme before you apply it to the different slides. Test them out by running the Slide
Show and evaluate them for effectiveness. Quality rather then quantity is the key.

To add transitions to a presentation click on the slide sorter view, located at the
bottom of the screen. Thumbnails of all the slides in your presentation will appear.
Click on the Transitionstab. The transitions tab contains the Transitions to This
Slide group. From this group choose a special effect to be applied during the
transition between the previous slide to the next slide.

To apply transition schemes to all the slides in your presentation select Apply to
All. You can also adjust the duration of the transitionby setting a time in the
Duration box located above Apply To All.

When a transition is added to a slide, a transition icon (*) displays below the slide in
all of the slide views.

Preset Animations
To further enhance your slides you can apply animation to the text and objects. This
feature adds a visual aspect to your presentation and can create focus on specific
items. When an animation effect is applied to bulleted lists and clip art objects, you
can animate one bulleted item or clip art object to appear on the screen with each
successive mouse click.

Preset Animations Schemes are available in the Animation group of

the Animations Tab.

You must have an object selected on your slide for the animation list to become
available. Different types of objects will result in different animation options
appearing in the list.

Custom Animation
Click on the Animation Pane in the Advanced Animation group on
the Animations tab and the animation pane appears to the right of the slide pane.
Click on Add Animation. There are four options to apply effects to: the entrance,
emphasis, exit and motion paths. Choose a slide, select an object on the slide, then
add your choice of animation. The effect displays in the Slide pane. Preview the slide
show by selecting slide show located at the bottom of the task pane.

The Animation task pane allows you to control the order in which text and objects
appear on the slide. Once you have applied a custom animation to each object on a
slide the objects display in the task pane list box. Objects can be rearranged in the
task pane list box, by clicking on the Re-Order arrows below the list.
To adjust the speed click on the speed option box.

Run an Animated Slide Show

Unlike the slide show in Project 1, clicking the mouse button does not take you from
slide to slide – it takes you from object to object. In order to have the bulleted items
and clip art objects display on the screen it will be necessary for you to click each
time. This is useful for speakers when giving a presentation as it allows them to guide
the audience and have them focus on each inpidual point without the distraction of
remaining text.
To start a slide show:
There are several ways you can begin your presentation:

 Click the Start From Beginning command on the Quick Access

Toolbar, or press the F5 key at the top of your keyboard. The
presentation will appear in full-screen mode.

 Select the Slide Show view command at the bottom of the

PowerPoint window to begin a presentation from the current
slide.

 Go to the Slide Show tab on the Ribbon to access even more

options. From here, you can start the presentation from the
current slide and access advanced presentation options.
To advance and reverse slides:
You can advance to the next slide by clicking your mouse or pressing
the spacebar on your keyboard. Alternatively, you can use or arrow keys on
your keyboard to move forward or backward through the presentation.

You can also hover your mouse over the bottom-left and click the arrows to
move forward or backward.

To stop a slide show:

You can exit presentation mode by pressing the Esc key on your keyboard.
Alternatively, you can click the Slide Show Options button in the bottom-
left and select End Show.
The presentation will also end after the last slide. You can click the mouse or
press the spacebar to return to Normal view.

Presentation tools and features

PowerPoint provides convenient tools you can use while presenting your
slide show. For example, you can change your mouse pointer to
a pen or highlighter to draw attention to items in your slides. In addition,
you can jump around to slides in your presentation or access other programs
from your taskbar if needed.

To show the taskbar:

Sometimes you may need to access the Internet or other files and programs
on your computer during your presentation. PowerPoint allows you to access
your taskbarwithout ending the presentation.

1. Locate and select the Slide Options button in the bottom-left

corner.
2. Select Screen, then click Show Taskbar.
 3. Your taskbar will appear. Choose a program you want to open,
such as a web browser. When you're done, close the window or
click the PowerPoint icon on the taskbar to return to the
presentation.

Slide options
You can also access any of the menu items above by right-
clicking anywhere on the screen during your slide show.
To skip to a nonadjacent slide:
You can jump to slides out of order if needed.

1. Locate and select the See All Slides button in the bottom-left
corner.

2. Thumbnail versions of each slide will appear. Select the slide

you want to jump to.
 3. The selected slide will appear.

To access drawing tools:

Your mouse pointer can act as pen or highlighter to draw attention to items
in your slides.

1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Pen or Highlighter based on your preference. You can
also choose a different color from the menu.
 3. Click and drag the mouse to mark your slides. You can also
press Ctrl+P on your keyboard to access the pen tool while
presenting your slide show.

You can also use the laser pointer feature to draw attention to certain parts
of your slide. Unlike the pen and highlighter, the laser pointer will not leave
markings on your slides. To use the laser pointer, select it from Pen Tools, or
press and hold the Ctrl key and the left mouse button.

To erase ink markings:

1. Locate and select the Pen Tools button in the bottom-left corner.
 2. Select Eraser to erase individual ink markings, or select Erase
All Ink on Slide to erase all markings.

When you end a slide show, you'll also have the option
to Keep or Discardany ink annotations made during your presentation. If
you keep ink markings, they'll appear as objects on your slides in Normal
view.

Presenter view
If you're presenting your slide show with a second display—like a
projector—you can use Presenter view. Presenter view gives you access to a
special set of controls on your screen that the audience won't see, allowing
you to easily reference slide notes, preview the upcoming slide, and much
more.

To access Presenter view:

Start your slide show as you normally would, then click the Slide
Options button and select Presenter View. Alternatively, you can
press Alt+F5 on your keyboard to start the slide show in Presenter view.
Click the buttons in the interactive below to learn more about using Presenter
view.
Slide show setup options
PowerPoint has various options for setting up and playing a slide show. For
example, you can set up an unattended presentation that can be displayed at a
kiosk and make your slide show repeat with continuous looping.

To access slide show setup options:

1. Select the Slide Show tab, then click the Set Up Slide
Show command.
 2. The Set Up Show dialog box will appear. From here, you can
select the desired options for your presentation.

Click the buttons in the interactive below to learn about various options for
setting up and playing a slide show.

To advance slides automatically, you'll need to customize the slide timing on

the Transitions tab. Review our lesson on Applying Transitions to learn
how.