Microsoft PowerPoint 2016 Part 1

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Microsoft Excel 365

Part 1
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3/4/2024 1
Lesson 1
GETTING STARTED WITH POWERPOINT 2016
Lesson 1: Getting Started with PowerPoint

In this lesson, you will learn how to:

• Navigate the PowerPoint environment

• Create and save a PowerPoint presentation
• Use PowerPoint help
Topic 1-A

Topic A: Navigate the PowerPoint Environment

In this topic, you will learn:

• What Microsoft Office PowerPoint 2016 is

• How a PowerPoint presentation is structured
• About the parts of the PowerPoint 2016 interface
• How to use Backstage view
Topic 1-A

What is PowerPoint?

• Sixteenth version of Microsoft’s presentation software

• Can be used to create a simple slide show or a self-
running narrated presentation with embedded videos and
sound
Topic 1-A

About Slides (I)

Presentation is made up of individual slides

Topic 1-A

About Slides (II)

Switch to slide show mode to deliver

Topic 1-A

The Start Screen (I)

Topic 1-A

The Start Screen (II)

Topic 1-A

The PowerPoint 2016 User Interface

Topic 1-A

The Ribbon (I)

Area containing tabs and their groups
Topic 1-A

The Ribbon (II)

Click tab name to see options
Topic 1-A

The Ribbon (III)

Each tab’s commands broken down into groups
Topic 1-A

The Ribbon (IV)

Hide the Ribbon
Topic 1-A

The Ribbon (V)

ScreenTips
Topic 1-A

The Ribbon (VI)

Key Tips
Topic 1-A

Contextual Tabs
Appear if you are working with special type of object
Topic 1-A

Dialog Box Launchers

Click option button in group to open dialog/task pane
Topic 1-A

The Quick Access Toolbar

Customizable toolbar at top of ribbon interface
Topic 1-A

The Slides Pane (I)

Gives you a thumbnail view of each slide
Topic 1-A

The Slides Pane (II)

• Click slide thumbnail to edit
• Right-click to see editing options
Topic 1-A

The Status Bar (I)

Provides basic information about the presentation
Topic 1-A

The Status Bar (II)

Right click to customize
Topic 1-A

The Backstage View

Click the File tab to access
Topic 1-B

Topic B: Create and Save a PowerPoint Presentation

In this topic, you will learn:

• About the default PowerPoint presentation

• How to add text and notes to a slide
• About slide notes
• About the AutoCorrect feature
• How to save a presentation
Topic 1-B

The Default PowerPoint Presentation

Blank presentation opens when PowerPoint opens
Topic 1-B

Text Placeholders (I)

Click and type to add content
Topic 1-B

Text Placeholders (II)

• Formatting may already be present
• Add different kinds of content with placeholders
Topic 1-B

Notes (I)
To see and/or edit slide notes, click View → Notes
Topic 1-B

Notes (II)
To add notes, click and type
Topic 1-B

The AutoCorrect Feature

Corrects common errors as you type
Topic 1-B

The Save Command (I)

• Click Save icon on the Quick Access toolbar
• Click File → Save
• Use Ctrl + S shortcut
Topic 1-B

The Save Command (II)

Set options and click Save
Topic 1-C

Topic C: Use Help

In this topic, you will learn:

• How to use Tell Me

• How to access advanced help options
Topic 1-C

Using Tell Me
Type your question in the box by the ribbon tabs
Topic 1-C

Accessing Advanced Help Options (I)

Choose a “Get Help” entry from Tell Me
results to see traditional Help window with
results related to your query
Topic 1-C

Accessing Advanced Help Options (II)

The Help Toolbar
• Back
• Forward
• Home
• Print
• Text Size
Lesson 1

Summary

In this lesson, you began learning about all that Microsoft

PowerPoint 2016 has to offer. You should now feel comfortable
using the various elements of the PowerPoint interface. You
should be able to add text and notes to the default PowerPoint
presentation and save it. As well, you are now able to find help
as needed when working with PowerPoint using the Tell Me
feature and the full Help window.
Lesson 1

Review Questions

1. How do you customize the status bar?

2. What is the shortcut key to open PowerPoint Help?
3. What element of the PowerPoint interface is automatically
shown when you start the program?
4. List one way to show or hide the Notes pane.
5. What types of tabs are shown for special objects, like
images or tables?
Lesson 2
DEVELOPING A POWERPOINT PRESENTATION
Lesson 2: Developing a PowerPoint Presentation
In this lesson, you will learn how to:

• Select a presentation type

• Build a presentation
• Lay out a presentation
• Edit presentation text
• View and navigate a presentation
Topic 2-A

Topic A: Select a Presentation Type

In this topic, you will learn:

• About templates
• What types of projects you can create with PowerPoint 2016
• How to use the Open category in Backstage view
Topic 2-A

Templates (I)
Click File → New → [Desired Template]
Topic 2-A

Templates (II)
Type search term, press Enter to search for online templates
Topic 2-A

Templates (III)
Results will be shown, double click template icon
Topic 2-A

Templates (IV)
New presentation will open
Topic 2-A

The Open Category in Backstage View (I)

Click File → Open, or use the Ctrl + O shortcut
Topic 2-A

The Open Category in Backstage View (II)

Double-click any file to open
Topic 2-A

The Open Category in Backstage View (III)

Click Browse to manually choose a location
Topic 2-A

The Open Category in Backstage View (IV)

You will see traditional Open dialog box
Topic 2-A

The Open Category in Backstage View (V)

Welcome Back Bookmark
Topic 2-B

Topic B: Build a Presentation

In this topic, you will learn:

• How to insert a slide layout

• How to insert slides from a Microsoft Word outline
• How to reuse slides from another presentation or a SharePoint slide
library
• How to hide and show slides
• How to duplicate and delete slides
Topic 2-B

Insert a Slide Layout (I)

Click Home → New Slide arrow → [Desired Layout]
Topic 2-B

Insert a Slide Layout (II)

Right-click in the Slides pane and click New Slide
Topic 2-B

Insert Slides from an Outline (I)

Click Home → New Slide → Slides from Outline
Topic 2-B

Insert Slides from an Outline (II)

Navigate to outline file, select it, and click Insert
Topic 2-B

Insert Slides from an Outline (III)

Slides will be created
Topic 2-B

Reuse Slides from a Presentation (I)

Click Home → New Slide → Reuse Slides
Topic 2-B

Reuse Slides from a Presentation (II)

• In Reuse Slides pane, click Browse → Browse File
• Or, click “Open a PowerPoint File” link
Topic 2-B

Reuse Slides from a Presentation (III)

Navigate to file, select it, and click Open
Topic 2-B

Reuse Slides from a Presentation (IV)

Click slide to insert
Topic 2-B

Reuse Slides from a Slide Library (I)

• In Reuse Slides pane, click Browse → Browse Slide
Library
• Or, click “Open a Slide Library” link
Topic 2-B

Reuse Slides from a Slide Library (II)

Navigate to library folder, select it, and click Select
Topic 2-B

Duplicate Slides
Right-click the slide and click Duplicate Slide
Topic 2-B

Hide and Show Slides (I)

• In Slides pane, right click and click Hide Slide
• Or, click Slide Show → Hide Slide
Topic 2-B

Hide and Show Slides (II)

• Slide number will have a slash through it
• Content will be washed out in Slides pane
Topic 2-B

Delete Slides
Right-click it in the Slides pane and click Delete Slide
Topic 2-C

Topic C: Lay Out a Presentation (I)

In this topic, you will learn:

• How to change a slide’s layout

• About the types of layouts that are available
• How to change slide size
• How to change the presentation’s theme
Topic 2-C

Topic C: Lay Out a Presentation (II)

In this topic, you will learn:

• How to choose a theme variant and customize its components

• How to change the background style of a slide
• How to customize slide backgrounds with the Format Background task
pane
Topic 2-C

Slide Layout
Click Home → Layout → [Desired Layout]
Topic 2-C

Types of Slide Layouts

• Title Slide • Title Only
• Title and Content • Blank
• Section Header • Content w/Caption
• Two Content • Picture w/Caption
• Comparison
Topic 2-C

Slide Size
Click Design → Slide Size → [Desired Size]
Topic 2-C

Themes (I)
To change current theme, click the Design tab and click a
thumbnail in the Themes gallery
Topic 2-C

Themes (II)
Click More arrow to view all themes
Topic 2-C

Theme Variants
Accessible from the related gallery in the Design tab
Topic 2-C

Theme Components (I)

Click the More arrow in the Variants group on the Design tab to
access commands
Topic 2-C

Theme Components (II)

• Click component you want to modify
• Click an item to change that element
Topic 2-C

Background Styles (I)

Click the More arrow in the Variants group on the Design tab
Topic 2-C

Background Styles (II)

Click Background Styles to view gallery
Topic 2-C

The Format Background Task Pane (I)

Click the Format Background command from the Design tab or
the Background Styles menu
Topic 2-C

The Format Background Task Pane (II)

Format Background task pane will open
Topic 2-D

Topic D: Edit Text

In this topic, you will learn:

• About text boxes

• How to select text
• About the mini toolbar
• How to cut, copy, and paste text and objects
• How to use the clipboard and Paste Special
• About galleries and Live Preview
Topic 2-D

Text Boxes
• Object that holds text
• Can be placed anywhere on a slide
Topic 2-D

Text Selection Methods (I)

Click an object to select/modify it
Topic 2-D

Text Selection Methods (II)

Hold Ctrl and click multiple objects to select them
Topic 2-D

Text Selection Methods (III)

Click and drag over text to select it
Topic 2-D

Text Selection Methods (IV)

Select menu also available on Home tab
Topic 2-D

Text Selection Methods (V)

Selection Pane command will show Selection task pane
Topic 2-D

The Mini Toolbar (I)

Contextual toolbar that appears when you select text or an
object
Topic 2-D

The Mini Toolbar (II)

Right-clicking a different object shows relevant options rather
than text commands
Topic 2-D

Cut, Copy, and Paste Options (I)

• Commands on Home tab and right-click menu
• Keyboard shortcuts also available
Topic 2-D

Cut, Copy, and Paste Options (II)

Other Paste Options
Click icon to see pasting options
Topic 2-D

Cut, Copy, and Paste Options (III)

Paste Preview
Shows how copied objects will look when pasted
Topic 2-D

The Clipboard (I)

Click option button in Clipboard group on Home tab
Topic 2-D

The Clipboard (II)

• Cut/copied items will appear in clipboard
• Click item to paste
Topic 2-D

The Paste Special Command (I)

Click Home → Paste → Paste Special
Topic 2-D

The Paste Special Command (II)

Set options and click OK to paste
Topic 2-D

Galleries (I)
Topic 2-D

Galleries (II)
• Use arrows to scroll through gallery
• Or, click the More arrow to see
full gallery
Topic 2-D

The Live Preview Feature

Will often see a preview of formatting choices
Topic 2-E

Topic E: View/Navigate a Presentation (I)

In this topic, you will learn:

• About available presentation views, particularly Slide Show view and

Presenter view
• How to change the color display of a presentation
• How to set slide show options
• How to use the Magnifier and Slide Navigator
Topic 2-E

Topic E: View/Navigate a Presentation (II)

In this topic, you will learn:

• About Protected View

• How to work with multiple presentation windows
Topic 2-E

Presentation Views (I)

First group in the View tab
Topic 2-E

Presentation Views (II)

Normal, Slide Sorter, and Reading views are also accessible
via the status bar
Topic 2-E

Presentation Views (III)

Master Views
Topic 2-E

Color View Options (I)

View tab contains commands to modify the color display of your
presentation
Topic 2-E

Color View Options (II)

• Any changes made will be applied immediately
• Use commands to customize settings for any object in a
presentation
Topic 2-E

The Slide Show View

• Click Slide Show → From Beginning
• Use the F5 shortcut
• Click the Slide Show command on the status bar
Topic 2-E

Slide Show Options (I)

• Left-click to advance to the next slide
• Right-click to see options
Topic 2-E

Slide Show Options (II)

• Commands also available in bottom left-hand corner
Topic 2-E

Slide Show Options (III)

Keyboard Shortcuts
• Next slide or animation
• Previous slide or animation
• Go to a particular slide
• Go to first slide/last slide
• End slide show
Topic 2-E

Slide Show Options (IV)

Displaying a Blank Screen
• Right-click menu
• B/W shortcuts
Topic 2-E

The Magnifier (I)

• Click the Magnifier icon in the bottom left-hand corner of
the slide show
• Or, right-click slide, click Zoom In
Topic 2-E

The Magnifier (II)

Click to zoom
Topic 2-E

The Magnifier (III)

Click and drag to change the zoom region
Topic 2-E

The Slide Navigator (I)

Click Slide Navigator command in bottom corner
Topic 2-E

The Slide Navigator (II)

• You will see Slide Navigator
• Your audience will see current slide
Topic 2-E

Presenter View (I)

Click Slide Show tab and check the appropriate box
Topic 2-E

Presenter View (II)

Topic 2-E

The Protected View

Special mode for potentially dangerous files
Topic 2-E

Work with Multiple Presentation Windows (I)

Click View → Switch Windows → [Desired Presentation]
Topic 2-E

Work with Multiple Presentation Windows (II)

Can also click PowerPoint icon on taskbar and click
presentation to switch to
Lesson 2

Summary

In this lesson, we explored the steps to developing a

PowerPoint presentation. We started by learning how to select
a presentation type. We then learned how to build the
framework of the presentation, add content, lay out the
presentation, edit its text, and view it in different ways. We also
learned how to present a slide show using two different views,
as well as how to use tools like the Slide Navigator and the
Magnifier.
Lesson 2

Review Questions

1. How do you change the layout of an existing slide?

2. What is the shortcut to duplicate a slide or
object?
3. Which three theme components can be
customized?
Lesson 2

Review Questions

4. Which tab contains the command to change a slide’s size?

5. In Presenter view, what does your audience see when you
are using the Slide Navigator?
Lesson 3
PERFORMING ADVANCED TEXT EDITING
Lesson 3: Performing Advanced Text Editing
In this lesson, you will learn how to:

• Format characters
• Format paragraphs
• Format text boxes
Topic 3-A

Topic A: Format Characters

In this topic, you will learn:

• Where to find character formatting options

• How to use the Font dialog box
• How to apply WordArt styles to text
• How to convert text to SmartArt
• How to use the Format Painter
• How to replace fonts
Topic 3-A

Character Formats (I)

• Font face (Comic Sans MS, Arial, Times New Roman,
etc.)
• Size (expressed in points)
• Color
• Style (bold, underlined, italicized, etc.)
Topic 3-A

Character Formats (II)

Many commands in Font group of Home tab
Topic 3-A

Character Formats (III)

Common commands also available on mini toolbar
Topic 3-A

The Font Dialog Box (I)

• Click option button in Font group on Home tab
• Or, right-click any text and click Font
Topic 3-A

The Font Dialog Box (II)

Font dialog will open to Font tab
Topic 3-A

The Font Dialog Box (III)

Click the Character Spacing tab to see related options
Topic 3-A

Create WordArt (I)

Click Insert → WordArt → [Desired style]
Topic 3-A

Create WordArt (II)

Replace placeholder text with your text
Topic 3-A

Create WordArt (III)

• Resize, move, and rotate
• Customize using normal formatting commands
Topic 3-A

Create WordArt (IV)

To format existing text as WordArt, select text first
Topic 3-A

Create WordArt (V)

Commands available to customize the selected style
Topic 3-A

Create WordArt (VI)

For advanced formatting options, click WordArt Styles →
Format Shape → Text Options
Topic 3-A

Convert Text to SmartArt (I)

Click Home → Convert to SmartArt → [Diagram Type]
Topic 3-A

Convert Text to SmartArt (II)

Text will be converted
Topic 3-A

The Format Painter (I)

• Select text with formatting to copy
• Click Format Painter on Home tab/mini toolbar
Topic 3-A

The Format Painter (II)

Select text to format
Topic 3-A

The Format Painter (III)

Formatting will be applied
Topic 3-A

The Replace Fonts Option (I)

Click Home → Replace → Replace Fonts
Topic 3-A

The Replace Fonts Option (II)

Set options and click Replace
Topic 3-B

Topic B: Format Paragraphs (I)

In this topic, you will learn:

• How to create bulleted and numbered lists

• How to vertically and horizontally align text
• How to use the Format Shape task pane
• About the AutoFit feature
Topic 3-B

Topic B: Format Paragraphs (II)

In this topic, you will learn:

• How to change text box margins, paragraph spacing options, column

options, and text direction
• How to clear formatting from text
• About the rulers in PowerPoint
Topic 3-B

Bulleted Lists (I)

To apply default bullets, click Home → Bullets
Topic 3-B

Bulleted Lists (II)

To apply different bullets, click Home → Bullets arrow →
[Desired Style]
Topic 3-B

Bulleted Lists (III)

To create custom style, click Home → Bullets arrow → Bullets
and Numbering
Topic 3-B

Numbered Lists (I)

To apply default numbers, click Home → Numbering
Topic 3-B

Numbered Lists (II)

To apply different numbers, click Home → Numbering arrow →
[Desired Style]
Topic 3-B

Numbered Lists (III)

To create custom style, click Home → Numbering arrow →
Bullets and Numbering
Topic 3-B

Horizontal Text Alignment

Use commands on Home tab or mini toolbar
Topic 3-B

Vertical Text Alignment (I)

Click Home → Align Text → [Desired Alignment]
Topic 3-B

Vertical Text Alignment (II)

Click More Options in this menu to specify custom alignment
settings
Topic 3-B

The Format Shape Task Pane (I)

Right-click the target object and click Format Shape
Topic 3-B

The Format Shape Task Pane (II)

Format Shape task pane will open on right-hand side
Topic 3-B

The Format Shape Task Pane (III)

Shape Options
Topic 3-B

The Format Shape Task Pane (IV)

Text Options
Topic 3-B

The AutoFit Feature (I)

Text Box category/sub-category of Text Options
section in Format Shape task pane
Topic 3-B

The AutoFit Feature (II)

AutoFit icon may also appear automatically
Topic 3-B

Text Box Margins (I)

Text Box category/sub-category of Text
Options section in Format Shape task pane
Topic 3-B

Text Box Margins (II)

Can choose to wrap the text in shape
Topic 3-B

Spacing Options (I)

Paragraph Spacing
Click Home → Line Spacing → [Desired Spacing]
Topic 3-B

Spacing Options (II)

Paragraph Spacing ctd.
For more advanced options, click Line Spacing Options
Topic 3-B

Formatting Text as Columns

Click Home → Columns → [Number of columns]
Topic 3-B

Text Direction Options

Click Home → Text Direction → [Desired Direction]
Topic 3-B

Clearing Formatting from Text

Click Home → Clear Formatting
Topic 3-B

Rulers (I)
Click View → Ruler to show/hide
Topic 3-B

Rulers (II)
Rulers will be shown on top and left sides of window
Topic 3-C

Topic C: Format Text Boxes

In this topic, you will learn:

• About text box formatting options

• How to customize a shape’s fill, outline, and effects
• How to use the Eyedropper
• How to set the default text box
Topic 3-C

Text Box Formatting Options (I)

Click Home → Quick Styles → [Desired Style]
Topic 3-C

Text Box Formatting Options (II)

Gallery also available on Drawing Tools – Format tab
Topic 3-C

Text Box Formatting Options (III)

Use the Shape Fill, Shape Outline, and Shape Effects menus to
change individual formatting aspects
Topic 3-C

Text Box Formatting Options (III)

Mini toolbar for shapes and text boxes
Topic 3-C

Shape Fills
Home/Drawing Tools – Format → Shape Fill
Topic 3-C

Shape Outlines (I)

Home/Drawing Tools – Format → Shape Outline
Topic 3-C

Shape Outlines (II)

To change shape itself, click Drawing Tools – Format → Edit
Shape → Change Shape → [New Shape]
Topic 3-C

The Eyedropper (I)

To choose a fill or outline color from an object on current slide,
click Eyedropper command
Topic 3-C

The Eyedropper (II)

Click when color you would like to sample is displayed
Topic 3-C

The Eyedropper (II)

Sampled color will be applied to the selected object
Topic 3-C

The Eyedropper (III)

Custom color will also be saved in the Recent Colors section of
all color-related menus
Topic 3-C

Shape Effects
Command available on Home tab and Drawing Tools – Format
tab
Topic 3-C

Set the Default Text Box

• Right-click the text box with the desired settings
• Click “Set as Default Text Box”
Lesson 3

Summary

In this lesson, we learned about the three levels of text

formatting: character, paragraph, and text box. You should now
be able to create appealing, complex text designs to enhance
any presentation.
Lesson 3

Review Questions

1. What is the command sequence to create a new WordArt

graphic?
2. What is the Eyedropper?
3. What is the easiest way to open the Format Shape task
pane?
Lesson 3

Review Questions
4. What is the command sequence to open the Replace Fonts dialog
box?
5. You have formatted a title placeholder with your company’s name and
colors. You plan to use it often during this particular presentation.
However, the “Set as Default Text Box” command is unavailable. Why
is this?
Lesson 4
ADDING GRAPHICAL ELEMENTS TO YOUR
PRESENTATION
Lesson 4: Adding Graphical Elements to Your
Presentation
In this lesson, you will learn how to:

• Insert images
• Insert shapes
• Insert WordArt
Topic 4-A

Topic A: Insert Images

In this topic, you will learn:

• How to add local and online pictures to a presentation

• How to use the Photo Album feature
• How to take screenshots and create screen recordings with
PowerPoint
• How to convert images to a SmartArt diagram
Topic 4-A

Local Pictures (I)

Click Insert → Pictures or click Pictures placeholder
Topic 4-A

Local Pictures (II)

Locate and select file; click Insert
Topic 4-A

Local Pictures (III)

• Image will be added
• Picture Tools – Format tab will be displayed
Topic 4-A

Local Pictures (IV)

Click and drag corner handles to resize
Topic 4-A

Online Pictures (I)

Click Insert → Online Pictures or click Online Pictures placeholder
Topic 4-A

Online Pictures (II)

Search Bing/browse OneDrive account for an image
Topic 4-A

Online Pictures (II)

• Click any image from results to select it
• Click Insert
Topic 4-A

Online Pictures (III)

Image will be added
Topic 4-A

The Photo Album Feature (I)

Click Insert → Photo Album
Topic 4-A

The Photo Album Feature (II)

Click File/Disk to choose your photos
Topic 4-A

The Photo Album Feature (III)

Select photos and click Insert
Topic 4-A

The Photo Album Feature (IV)

Topic 4-A

The Photo Album Feature (V)

Once your options are set, click Create
Topic 4-A

The Photo Album Feature (VI)

Photo album will be created in a new presentation
Topic 4-A

The Photo Album Feature (VII)

To modify photo album options, click Insert → Photo Album drop-down
arrow → Edit Photo Album
Topic 4-A

The Screenshot Tool (I)

Click Insert → Screenshot → [Desired Screen]
Topic 4-A

The Screenshot Tool (II)

Screenshot will be inserted
Topic 4-A

The Screenshot Tool (III)

Can also manually clip window with Screen Clipping command in
Screenshot menu
Topic 4-A

The Screen Recording Tool (I)

Click Insert → Screen Recording
Topic 4-A

The Screen Recording Tool (II)

Select the area of the screen that you want to record
Topic 4-A

The Screen Recording Tool (III)

• Click Record
• Perform actions that you want to
record
• Press Windows + Shift + Q
when finished
Topic 4-A

The Screen Recording Tool (IV)

Video will be added to your presentation
Topic 4-A

Convert Pictures to SmartArt (I)

Click Picture Tools – Format → Picture Layout → [Desired diagram type]
Topic 4-A

Convert Pictures to SmartArt (II)

Pictures will be converted into a SmartArt diagram
Topic 4-B

Topic B: Insert Shapes (I)

In this topic, you will learn:

• How to insert a shape

• About the commands on the Drawing Tools – Format tab
• How to resize shapes
• How to customize shape fill, outline, and effects
Topic 4-B

Topic B: Insert Shapes (II)

In this topic, you will learn:

• How to create custom shapes with the Merge Shapes feature

• How to edit shape points
• How to set the default shape
Topic 4-B

Insert Shapes (I)

Click Insert → Shapes → [Desired Shape]
Topic 4-B

Insert Shapes (II)

• Click and drag to draw
• Or, single-click to create a shape of default size
Topic 4-B

Insert Shapes (III)

Shape will be created and Drawing Tools – Format tab will be accessible
Topic 4-B

Drawing Tools – Format Contextual Tab

Topic 4-B

Resizing Shapes (I)

Click and drag the resizing handles
Topic 4-B

Resizing Shapes (II)

Can also use Size fields on Drawing Tools – Format tab
Topic 4-B

Customize Shape Fill, Outline, Effects (I)

• Select shape
• Click Home → Quick Styles → [Desired Style]
Topic 4-B

Customize Shape Fill, Outline, Effects (II)

Gallery is also on the Drawing Tools – Format tab
Topic 4-B

Customize Shape Fill, Outline, Effects (III)

• Customization commands on Home
and Drawing Tools – Format tabs
• Commands also available on mini
toolbar
Topic 4-B

The Merge Shapes Feature (I)

Select shapes → Drawing Tools – Format → Merge Shapes [Desired type
of merge]
Topic 4-B

The Merge Shapes Feature (II)

Merge will be performed
Topic 4-B

Edit Points (I)

Click Drawing Tools – Format → Edit Shape → Edit Points
Topic 4-B

Edit Points (II)

• Click small black square to modify
• Bar will be displayed, which you can click
and drag
• Bars operate in a three-dimensional axis
Topic 4-B

Set the Default Shape

• Right-click the shape with the desired settings
• Click “Set as Default Shape”
Topic 4-C

Topic C: Insert WordArt

In this topic, you will learn:

• How to add WordArt to a presentation

• How to edit and format WordArt
Topic 4-C

Insert WordArt (I)

Click Insert → WordArt → [Desired Style]
Topic 4-C

Insert WordArt (II)

Enter text where prompted
Topic 4-C

Insert WordArt (III)

Can also select existing text and apply a WordArt style
Topic 4-C

Edit WordArt
Click and type to modify text
Topic 4-C

Format WordArt (I)

Can change style with WordArt Styles gallery on the Drawing Tools –
Format tab
Topic 4-C

Format WordArt (II)

Use the Text Fill, Text Outline, and Text Effects menus to customize
WordArt style
Lesson 4

Summary

In this lesson, you learned about some of

the types of graphics that you can add to a
presentation: pictures from different sources,
screenshots, screen recordings, shapes,
and WordArt. You also learned how to
create a photo album presentation. You
should now feel comfortable inserting and
modifying all of these types of graphics.
Lesson 4

Review Questions

1. Describe the Union shape merge feature.

2. Which tab contains the command to
convert images to a SmartArt diagram?
3. What is the difference between the
Screenshot tool and the Screen
Recording tool?
Lesson 4

Review Questions

4. What commands are available on the mini

toolbar for shapes?
5. Which tabs contain the Shapes gallery,
which allows you to create a shape?
Lesson 5
MODIFYING OBJECTS IN YOUR
PRESENTATION
Lesson 5: Modifying Objects in Your Presentation
In this lesson, you will learn how to:

• Edit objects
• Format objects
• Group objects
• Arrange objects
• Animate objects
Topic 5-A

Topic A: Edit Objects (I)

In this topic, you will learn:

• What methods are available for selecting

an image
• How to crop an image
• About the Picture Tools – Format tab
• How to remove an image’s background
Topic 5-A

Topic A: Edit Objects (II)

In this topic, you will learn:

• How to resize an image and set scaling

options
• How to change an object’s orientation
• How to compress an image
• How to change and reset an image
Topic 5-A

Object Selection Methods (I)

Select image to see controls
Topic 5-A

Object Selection Methods (II)

• Click image to select
• Or, use Selection task pane
Topic 5-A

Image Cropping (I)

Click the Crop command on the Picture Tools – Format tab or on the mini
toolbar
Topic 5-A

Image Cropping (II)

Click and drag handles
Topic 5-A

The Picture Tools – Format Tab

Topic 5-A

The Remove Background Feature (I)

Click Picture Tools – Format → Remove Background
Topic 5-A

The Remove Background Feature (II)

• Click Mark Areas to Keep/Mark Areas to Remove and paint related
areas
• Click Keep Changes when finished
Topic 5-A

The Remove Background Feature (III)

Changes will be applied
Topic 5-A

Object Resizing Methods (I)

Click and drag handles
Topic 5-A

Object Resizing Methods (II)

Can also enter exact dimensions in the Size group of the Picture Tools –
Format tab
Topic 5-A

Object Scaling Methods (I)

• Right-click the image and click “Size and Position”
• Or, click the option button in the Size group of the Picture Tools –
Format tab
Topic 5-A

Object Scaling Methods (II)

Set options in Size sub-category of the
Format Picture task pane
Topic 5-A

Object Orientation Options (I)

Click and drag circular arrow handle
Topic 5-A

Object Orientation Options (II)

Can also use Rotate options on the Picture Tools – Format tab
Topic 5-A

Image Compression Options (I)

Click Picture Tools – Format → Compress Pictures
Topic 5-A

Image Compression Options (II)

Set options and click OK
Topic 5-A

Image Compression Options (III)

Additional options available in Advanced category of the PowerPoint
Options dialog box
Topic 5-A

Changing the Picture (I)

Click Picture Tools – Format → Change Picture
Topic 5-A

Changing the Picture (II)

Select new image and click Insert
Topic 5-A

Changing the Picture (III)

New image will replace old image
Topic 5-A

Resetting the Picture

Click Picture Tools – Format → Reset Picture
Topic 5-B

Topic B: Format Objects

In this topic, you will learn:

• How to set object formatting options with the Format Picture task pane
• How to make a color transparent
• How to apply a style to an image
Topic 5-B

Object Formatting Options (I)

• Click any option button on the Picture Tools – Format tab
• Or, right-click a picture and click Format Picture
Topic 5-B

Object Formatting Options (II)

Format Picture task pane will open w/advanced options
Topic 5-B

The Set Transparent Color Option (I)

Click Picture Tools – Format → Color → Set Transparent Color
Topic 5-B

The Set Transparent Color Option (II)

Click image to select color that will be transparent
Topic 5-B

The Set Transparent Color Option (III)

Change will be applied
Topic 5-B

Picture Formatting Options (I)

Apply style from gallery on Picture Tools – Format tab
Topic 5-B

Picture Formatting Options (II)

Customize style with Picture Border and Picture Effects commands on
Picture Tools – Format tab
Topic 5-C

Topic C: Group Objects

In this topic, you will learn:

• About the grouping feature

Topic 5-C

The Grouping Feature (I)

Select objects to group
Topic 5-C

The Grouping Feature (II)

Perform Group command
Topic 5-C

The Grouping Feature (III)

Group will be created
Topic 5-C

The Grouping Feature (IV)

Use Ungroup and Regroup commands to manage
Topic 5-D

Topic D: Arrange Objects

In this topic, you will learn:

• How to align objects

• How to modify object order
• About guides and gridlines
Topic 5-D

Alignment Commands
Picture Tools – Format tab and the Drawing Tools – Format tab both
contain an Align menu
Topic 5-D

Object Order
Use commands on Drawing Tools – Format tab
Topic 5-D

Guide and Gridlines (I)

Use appropriate checkboxes on the View tab
Topic 5-D

Guide and Gridlines (II)

Click the option button in the Show group of the View tab to customize
Topic 5-D

Guide and Gridlines (III)

Set options in the Grid and Guides dialog
Topic 5-E

Topic E: Animate Objects

In this topic, you will learn:

• How to apply and customize built-in

animation effects
• How to use the Animation Painter
Topic 5-E

Built-In Animation Effects (I)

• Click Animations tab
• Choose thumbnail from the Animation gallery
Topic 5-E

Built-In Animation Effects (II)

Can create custom/advanced effects with commands at the bottom of the
gallery
Topic 5-E

The Animation Painter Feature (I)

• Select object with animations to copy
• Click Animations → Animation Painter
Topic 5-E

The Animation Painter Feature (II)

Click object to animate
Lesson 5

Summary

In this lesson, we learned how to edit,

modify, format, group, arrange, and animate
objects. You should now be able to add and
format attractive graphics that enhance your
PowerPoint presentations.
Lesson 5

Review Questions
1. You have applied a fill to an image but the color is not being displayed.
What could be wrong?
2. Name one tab that provides access to the Group command.
3. What feature is the Animation Painter similar to?
Lesson 5

Review Questions

4. Which tab controls the display of guides and

gridlines?
5. What does the circular arrow handle at the top of an
image do?
Lesson 6
ADDING TABLES TO YOUR PRESENTATION
Lesson 6: Adding Tables to Your Presentation
In this lesson, you will learn how to:

• Create a table
• Format a table
• Insert a table from other Microsoft Office applications
Topic 6-A

Topic A: Create a Table (I)

In this topic, you will learn:

• About the elements of tables

• Techniques for creating tables
• Ways to navigate through a table
• How to add and delete table rows and columns
Topic 6-A

Topic A: Create a Table (II)

In this topic, you will learn:

• How to resize rows, columns, and tables

• How to merge and split cells
• How to distribute and arrange rows and columns
• How to align tables and their contents
Topic 6-A

Tables
Topic 6-A

Table Creation Options (I)

Click Insert Table icon and specify rows/columns
Topic 6-A

Table Creation Options (II)

• Table will be added
• Add data by clicking and typing
Topic 6-A

Table Creation Options (III)

Or, click Insert → Table → Insert Table
Topic 6-A

Table Creation Options (IV)

Or, click Insert → Table and use grid to
define table dimensions
Topic 6-A

Table Creation Options (V)

Final method is to manually draw table
Topic 6-A

Table Navigation Methods

Location To Move To Keyboard Shortcut

One cell to the right Tab (or right arrow key if cell is empty)

One cell to the left Shift + Tab (or left arrow key if cell is empty)

One row up Up arrow key

One row down Down arrow key

First row Alt + Page Up

Last row Alt + Page Down

First column Alt + Home

Last column Alt + End

Topic 6-A

Add and Delete Rows and Columns (I)

Table mini toolbar
Topic 6-A

Add and Delete Rows and Columns (II)

Rows & Columns group of the Table Tools – Layout tab
Topic 6-A

Resize Rows, Columns, and Tables (I)

Click and drag resize handles to resize table
Topic 6-A

Resize Rows, Columns, and Tables (II)

Enter specific dimensions on Table Tools – Layout tab
Topic 6-A

Resize Rows, Columns, and Tables (III)

Click and drag row/column separator to resize individual elements
Topic 6-A

Merge and Split Cells

Both commands on the Table Tools – Layout tab and right-click menu
Topic 6-A

Distribute and Arrange Rows and Columns

Both commands on the Table Tools – Layout tab
Topic 6-A

Align Tables (I)

• To align table itself, select it
• Then, click Table Tools – Layout → Align → [Desired Alignment]
Topic 6-A

Align Tables (II)

Align table content with commands in the Alignment group of the Table
Tools – Layout tab
Topic 6-B

Topic B: Format a Table

In this topic, you will learn:

• About the Table Tools contextual tabs (Design and Layout)

• How to apply table styles
• How to customize table fill and border options
Topic 6-B

The Table Tools Contextual Tabs

Design Tab
Topic 6-B

The Table Tools Contextual Tabs

Layout Tab
Topic 6-B

Table Styles (I)

Click thumbnail in Table Styles gallery on the Table Tools – Design tab
Topic 6-B

Table Styles (II)

Can also customize formatting with Table Style Options group
Topic 6-B

Table Fill and Border Options (I)

Click Table Tools – Design → Shading drop-down arrow → [Desired Color]
Topic 6-B

Table Fill and Border Options (II)

Shading menu also available on the mini toolbar
Topic 6-B

Table Fill and Border Options (III)

Customize border settings with Draw Borders group
Topic 6-B

Table Fill and Border Options (IV)

Then, choose borders to format
Topic 6-B

Table Fill and Border Options (V)

Or, manually paint borders with Draw Table command
Topic 6-C

Topic C: Insert a Table from Other Microsoft Office

Applications
In this topic, you will learn:

• About linked vs. embedded objects

• How to use the Insert Object dialog box
• How to insert a Microsoft Excel worksheet
into PowerPoint
Topic 6-C

Linking vs. Embedding

• Embedded object: External file that has been inserted into a
presentation like an attachment
• Linked object: Maintains a link between your document and the
source file
Topic 6-C

The Insert Object Dialog Box (I)

Click Insert → Object
Topic 6-C

The Insert Object Dialog Box (II)

Click “Create from file” radio button
Topic 6-C

The Insert Object Dialog Box (III)

Click the Browse button to choose the file
Topic 6-C

The Insert Object Dialog Box (IV)

Set options and click OK
Topic 6-C

The Insert Object Dialog Box (V)

Object will be created
Topic 6-C

Insert Microsoft Excel Worksheets into PowerPoint

(I)
Click Insert → Table → Excel Spreadsheet
Topic 6-C

Insert Microsoft Excel Worksheets into PowerPoint

(II)
Spreadsheet will be inserted; can now add data
Lesson 6

Summary

In this lesson, we learned about adding tables to a

presentation. You should now feel ready to insert,
modify, and format tables in Microsoft PowerPoint. As
well, you should also be able to insert tables from
Microsoft Excel as linked or embedded objects.
Lesson 6

Review Questions
1. What are the horizontal elements of tables called?
2. Where is the Merge Cells command located?
3. How do you view all styles in the Table Styles gallery?
4. What is the difference between a linked and embedded object?
5. Which aspects of borders can be modified?
Lesson 7
ADDING CHARTS TO YOUR PRESENTATION
Lesson 7: Adding Charts to Your Presentation
In this lesson, you will learn how to:

• Create a chart
• Format a chart
• Manipulate a chart
• Insert a chart from Microsoft Excel
Topic 7-A

Topic A: Create a Chart

In this topic, you will learn:

• What a chart is
• How to insert a chart and add data
• How to edit chart data
• About the types of charts that are available in Microsoft PowerPoint
Topic 7-A

Charts
Graphical representation of data and relationships
Topic 7-A

Insert a Chart and Add Data (I)

• Click Insert → Chart
• Or, click Insert Chart placeholder
Topic 7-A

Insert a Chart and Add Data (II)

Topic 7-A

Insert a Chart and Add Data (III)

Enter chart data in Excel window that opens
Topic 7-A

Insert a Chart and Add Data (IV)

Close Excel window to apply changes
Topic 7-A

Edit Chart Data (I)

• Click Chart Tools – Design → Edit Data
• Make changes in Excel window
Topic 7-A

Edit Chart Data (II)

While editing data, can swap X/Y axes
Topic 7-A

Chart Types
15 different types available
Topic 7-B

Topic B: Format a Chart

In this topic, you will learn:

• About the Chart Tools contextual tabs (Design and Format)

• About the Quick Chart commands
• How to change the chart type, layout, style, and color
Topic 7-B

The Chart Tools Contextual Tabs

Two contextual tabs available for charts
Topic 7-B

The Chart Tools – Design Tab

Topic 7-B

The Chart Tools – Format Tab

Topic 7-B

Quick Chart Commands (I)

Topic 7-B

Quick Chart Commands (II)

Modify basic chart elements and formatting
Topic 7-B

Change the Chart Type (I)

Click Chart Tools – Design → Change Chart Type
Topic 7-B

Change the Chart Type (II)

Choose new chart type and click OK
Topic 7-B

Change the Chart Type (III)

Changes will be applied
Topic 7-B

Change the Chart Layout

Click Chart Tools – Design → Quick Layout → [Desired layout]
Topic 7-B

Change the Chart Style

Click the Chart Styles quick command to the right of the chart and choose
a new style
Topic 7-B

Change the Chart Color (I)

The Chart Styles quick command also contains a tab to modify the color
scheme of the chart
Topic 7-B

Change the Chart Color (II)

This gallery is also available on the Chart Tools – Design tab, under the
Change Colors command
Topic 7-C

Topic C: Manipulate a Chart (I)

In this topic, you will learn:

• How to select and format individual chart elements

• How to arrange chart elements
• How to specify a precise position for the chart
• How to resize chart elements
Topic 7-C

Topic C: Manipulate a Chart (II)

In this topic, you will learn:

• How to apply effects to a chart

• How to apply quick styles to shapes
• How to apply a border to a chart
Topic 7-C

Select and Format Chart Elements (I)

Click element to select it
Topic 7-C

Select and Format Chart Elements (II)

Or, use Chart Elements menu on the Chart Tools – Format tab to select
items
Topic 7-C

Select and Format Chart Elements (III)

• Click the Format Selection command on the Chart Tools – Format
tab
• Or, right-click element and click Format command
Topic 7-C

Select and Format Chart Elements (IV)

Set options in related Format task pane that opens
Topic 7-C

Select and Format Chart Elements (V)

Access different task panes from Format task pane itself by clicking the
related Options command and choosing the element to format
Topic 7-C

Arrange Chart Elements

Use Arrange group of Chart Tools – Format tab to move the chart
forwards/backwards or change its alignment
Topic 7-C

Specify a Precise Position for the Chart (I)

• Right-click the outer border of the chart
• Click Format Chart Area
Topic 7-C

Specify a Precise Position for the Chart (II)

Format Chart Area → Chart Options → Size & Properties → Position
Topic 7-C

Specify a Precise Position for the Chart (III)

Specify the desired position of the chart
Topic 7-C

Resize Chart Elements (I)

Click and drag resize handles
Topic 7-C

Resize Chart Elements (II)

Or, select desired item and modify values in the Size group of the Chart
Tools – Format tab
Topic 7-C

Resize Chart Elements (III)

Advanced sizing options also available in Size category of related Format
task pane
Topic 7-C

Apply Effects to a Chart

Click Chart Tools – Format → Shape Effects → [Desired Effect]
Topic 7-C

Apply Quick Styles to Shapes (I)

Choose new style from Shape Styles gallery of the Chart Tools – Format
tab
Topic 7-C

Apply Quick Styles to Shapes (II)

Customize the style with Shape Fill, Shape Outline, and Shape Effects
menus
Topic 7-C

Apply Quick Styles to Shapes (III)

Click the option button in the Shape Styles group for advanced options
Topic 7-C

Apply Quick Styles to Shapes (IV)

Format every aspect of the selected component in related Format task
pane that opens
Topic 7-C

Apply a Border
Click Chart Tools – Format → Shape Outline drop-down arrow → [Desired
Color]
Topic 7-D

Topic D: Insert a Chart from Microsoft Excel

In this topic, you will learn:

• How to create a PowerPoint chart with Microsoft Excel data

Topic 7-D

Create a Chart w/Microsoft Excel Data (I)

Can copy and paste from Excel sheet to PowerPoint containing chart data
Topic 7-D

Create a Chart w/Microsoft Excel Data (II)

To create a linked chart, copy the chart from Excel
Topic 7-D

Create a Chart w/Microsoft Excel Data (III)

• Open PowerPoint
• Click Home → Paste drop-down arrow → Paste Special on target
slide
Topic 7-D

Create a Chart w/Microsoft Excel Data (IV)

Set paste options and click OK
Topic 7-D

Create a Chart w/Microsoft Excel Data (V)

Linked chart will be created
Lesson 7

Summary
In this lesson, we learned how to add charts to a presentation. You also
learned how to use the contextual Chart Tools tabs to format, manipulate,
and edit charts. Finally, you learned how to create charts with Microsoft
Excel data.
Lesson 7

Review Questions
1. Which Quick Chart command allows you to modify the color scheme of
a chart?
2. What contextual tabs are available when working with charts?
3. You have a lot of data in a PowerPoint chart. You would like to edit this
data in Excel. What is the best way to do this?
Lesson 7

Review Questions
4. You have created a line chart, but you would like to change it to a
combination of several chart types. How can you do this?
5. Which category of the Format Chart Area task pane allows you to
specify the chart’s position on the slide?
Lesson 8
PREPARING TO DELIVER YOUR
PRESENTATION
Lesson 8: Preparing to Deliver Your Presentation
In this lesson, you will learn how to:

• Review your presentation

• Apply transitions
• Print your presentation
• Deliver your presentation
Topic 8-A

Topic A: Review Your Presentation

In this topic, you will learn:

• About the AutoCorrect feature

• How to check a presentation for spelling errors
• How to use the Insights task pane
• How to use the thesaurus
• How to check a presentation for compatibility and accessibility issues
Topic 8-A

AutoCorrect Feature Options (I)

Click blue line and click Control AutoCorrect Options
Topic 8-A

AutoCorrect Feature Options (II)

AutoCorrect dialog box will open
Topic 8-A

The Spell Checker Feature (I)

• Click Review → Spelling
• Click the spelling icon on the status bar
Topic 8-A

The Spell Checker Feature (II)

Spelling dialog will show first detected spelling error
Topic 8-A

The Spell Checker Feature (III)

Address each issue until check is complete
Topic 8-A

The Insights Pane (I)

Click Smart Lookup on Review tab/right-click menu
Topic 8-A

The Insights Pane (II)

Insights task pane displays information about selection
Topic 8-A

The Insights Pane (III)

• Navigate using the text and image
hyperlinks
• To see a definition, click the Define tab
Topic 8-A

The Thesaurus (I)

Right-click a word and choose Synonyms
Topic 8-A

The Thesaurus (II)

To open full thesaurus, click related command in right-click menu or on
Review tab
Topic 8-A

The Thesaurus (III)

Research pane will open, searching current
thesaurus
Topic 8-A

Checking Compatibility (I)

Click File → Info → Check for Issues → Check Compatibility
Topic 8-A

Checking Compatibility (II)

Note possible issues, click OK
Topic 8-A

Checking Compatibility (III)

Compatibility Mode
Click File → Info → Convert
Topic 8-A

Checking Compatibility (IV)

Choose location and name; click Save
Topic 8-A

Checking Accessibility (I)

Click File → Info → Check for Issues → Check Accessibility
Topic 8-A

Checking Accessibility (II)

Accessibility Checker task pane will be displayed on right-hand side of
your screen
Topic 8-A

Checking Accessibility (III)

Inspection Results
• Errors
• Warnings
• Tips
Topic 8-B

Topic B: Apply Transitions

In this topic, you will learn:

• About transitions
• How to apply transitions
• How to set effect options
• How to customize transition timing
• How to add sounds to transitions
• How to preview transitions
Topic 8-B

Transitions
• How one slide changes into the next
• Options are almost endless!
• Keep transitions simple and consistent throughout your presentation
Topic 8-B

Apply Transitions (I)

• Click the Transitions tab
• Choose a transition from the gallery
Topic 8-B

Apply Transitions (II)

• To remove a transition, choose None from the gallery on the
Transitions tab
• Can also apply current transition to all slides
Topic 8-B

Apply Transitions (III)

Transitions/animations identified by the star
icon in the Slides pane
Topic 8-B

Set Effect Options

Effect Options button provides additional customization options for each
effect
Topic 8-B

Customize Transition Timing (I)

Customize duration with field on Transitions tab
Topic 8-B

Customize Transition Timing (II)

Can also choose when to advance to next slide
Topic 8-B

Add a Sound
Click Transitions → Sound → [Desired Sound]
Topic 8-B

Preview Transitions
• Switch to Slide Show view
• Or, click Transitions → Preview
Topic 8-C

Topic C: Print Your Presentation

In this topic, you will learn:

• About PowerPoint’s print commands

• How to print full page slides, handouts, outlines, and notes pages
Topic 8-C

The Print Command

Click File → Print (Ctrl + P shortcut)
Topic 8-C

Printing Selected Slides (I)

First menu in Settings area of the Print category
Topic 8-C

Printing Selected Slides (II)

Choose “Custom Range” option to manually enter slide number(s) to print
Topic 8-C

Full Page Slides

By default, PowerPoint will print one slide per page
Topic 8-C

Handouts (I)
Click second menu to change full page print
Topic 8-C

Handouts (II)
Example: 2 Slides style
Topic 8-C

Outlines
Can also print outline view
Topic 8-C

Notes Pages
Or, print slides with notes
Topic 8-D

Topic D: Deliver Your Presentation

In this topic, you will learn:

• About the presentation options available in PowerPoint

• How to save a PowerPoint presentation in different file formats
Topic 8-D

Presentation Options
Commands available in the Start Slide Show group of the Slide Show tab
Topic 8-D

PowerPoint Presentation File Formats (I)

Click File → Export→ Change File Type → [Desired File Type] → Save As
Topic 8-D

PowerPoint Presentation File Formats (II)

Set options in Save As dialog and click Save
Topic 8-D

PowerPoint Presentation File Formats (III)

To save as PDF/XPS, click File → Export → Create PDF/XPS Document
→ Create PDF/XPS
Topic 8-D

PowerPoint Presentation File Formats (IV)

• Set options in Publish as PDF or
XPS dialog box
• Click Publish
Lesson 8

Summary
In this lesson, you learned how to review a presentation, print it in different
ways, deliver it, optimize it, and save it in different file formats. You also
learned how to apply and customize transitions. You should now feel
comfortable applying the finishing touches to a presentation and delivering
it to an audience.
Lesson 8

Review Questions
1. Where is the Smart Lookup command located?
2. What types of sounds can you customize a transition with?
3. What three categories of items might you see in the Accessibility
Checker?
4. What is the command sequence to save a presentation as a PDF?
5. How do you print an outline of a presentation?