PowerPoint: Basics

Creating a Slide Show Presentation

 Microsoft PowerPoint 2016 Basics
Creating a Slide Show Presentation

This workshop assumes no experience with Microsoft PowerPoint.

Topics:
‐ Intro to PowerPoint ‐ Adding Content
‐ Creating a New Presentation ‐ Applying Designs
‐ Slide Layouts ‐ Printing Presentations

What is PowerPoint? ............................................................................... 1

PowerPoint 2016 Editing Window (Normal View) ............................................... 1
The Ribbon .......................................................................................... 1
Opening PowerPoint ............................................................................... 2
Creating New Presentations ...................................................................... 2
PowerPoint Slides .................................................................................. 3
Slide Layouts ........................................................................................ 4
Applying A Theme .................................................................................. 5
Text .................................................................................................. 6
Formatting Bulleted Lists.......................................................................... 6
Adding Content ..................................................................................... 7
Tables. ............................................................................................... 9
Charts ................................................................................................ 9
SmartArt Graphics ................................................................................. 10
Pictures ............................................................................................. 10
Clip Art.............................................................................................. 10
Videos / Media ..................................................................................... 11
Viewing Presentations ............................................................................ 12
Slide Show Tab ..................................................................................... 13
Changing the Order of Slides in a Presentation ................................................ 13
PowerPoint Help ................................................................................... 13
Saving a Presentation ............................................................................. 14
Save and Send to Others .......................................................................... 14
Printing your Presentation ....................................................................... 15
Types of Print Layouts ............................................................................ 15
Exiting PowerPoint ................................................................................ 15
What is PowerPoint?
PowerPoint is a graphical presentation program used to organize and present
information. PowerPoint presentations consist of a number of individual pages or
"slides.” Slides may contain text, graphics, sound, movies, and other objects that can be
freely arranged.

Presentations can be printed, displayed live on a computer, or navigated through at the

command of the presenter. For larger audiences, the presentation is often projected onto
a large screen. Handouts, speaker notes, or outlines can also be produced from the slides.

PowerPoint 2016 Editing Window (Normal View)

The Normal View in PowerPoint features several commonly used Tabs, Panes,
Panes and Tools.
We’ll use Normal View as we create and design our presentation.

The Ribbon
The Ribbon replaces the menu bar seen in previous versions of PowerPoint. The Ribbon
groups items that are most likely to be used together. There are several frequently used
tabs, such as File, Home, Insert
Insert, Design and View. Clicking on each tab activates a group
of relative commands, menus, and buttons. There are also contextual tabs that only show
up only when needed, such as Text Box Tools, Picture Tools, Drawing Tools and Chart
Tools. To activate those tools, click on the associated object.

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Opening PowerPoint

To open a PowerPoint 2016 presentation, click on the File tab in the upper left corner.

 The most common choices for opening a presentation are:

 New ‐ allows you to open a Blank presentation or you may choose from a
selection of Templates and Themes.
 Open ‐ lets you navigate to an existing file to view and/or modify a presentation
that has already been created.
 Recent – displays a list of your most recently created presentations and their file
locations.
Creating New Presentations
The New selection gives you several options:
 Blank presentation creates a new presentation using default settings for text and
color. Theses slides will not include content or design elements.

 Templates and Themes are used to create a new presentation based on pre‐
designed slide styles. These options also do not include content.

 New from existing will use the formatting of a previously created presentation.

For this exercise, we’ll start with a Blank presentation. Select New, choose Blank
presentation and click on the Create icon.

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PowerPoint Slides
When you choose to create a blank presentation, PowerPoint will open a presentation
with a Title Slide. Once the Title Slide is open, you’ll see a slide with two placeholder text
boxes for a title and a subtitle. Click inside the placeholder box and type to add the title.
If you want a subtitle, click and type inside the smaller placeholder. If you don’t want a
subtitle, you can just ignore its placeholder box.

To add a New Slide, make sure you’re on the Home tab. The New Slide button will add
slides to your presentation.

The New Slide button has two parts:

Clicking on the top part will automatically insert a new slide. If you have just
reated a Title slide, the new default layout will be a Title and Content slide (for
details, see the section on slide layouts).

Clicking on the bottom will give you a choice of layouts. You can choose which
layout you want for your next slide. Select a slide layout by clicking on its image
in the Office Theme gallery.

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Slide Layouts
There are several standard slide layouts to
choose from when adding new slides.

A unique layout can be chosen by clicking

on the bottom half of the New Slide button
in the Home tab. When the layout gallery
opens, click on the style you want and a
new slide with that layout will appear in
your presentation.

Each layout caption describes the layout

type. Content can be text, tables, charts,
graphics, pictures, clip art, or video.

If you decide later that the layout you chose

doesn’t work well for a particular slide,
select the slide by clicking on it in the
Thumbnail pane. Next, click on the Layout
button in the Slides group of the Home tab.
Click on a new layout and it will change the
layout of the slide.

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Applying a Theme
Once a new presentation has been created, a design or color scheme can be added.
Remember to use color carefully to enhance your presentation, not detract from it. You
will want to maintain good contrast between the background color and the text color.
Consider using a light colored background and dark text (or vice versa), but avoid busy
backgrounds and primary colors. Use sans serif fonts like Arial, Calibri, and Helvetica for
titles and size them between 44 – 60 points. Sub‐headings should be between 32 – 40
points, and body text between 18 – 32 points. Try not to use more than two fonts.

PowerPoint has many pre‐set designs and themes that include complimentary colors and
fonts. To add a theme to a presentation, go to the Design tab in the ribbon. There are
several themes immediately available. To use one of the built‐in themes, just click on its
thumbnail.

On the right side of the Theme thumbnails, there’s a scroll bar and an Arrow Down
button, which will offer more designs, as seen below. If you’re online, you can get more
themes from Microsoft Office Online. (Your office program must be a genuine Office
product to get online templates).

If you don’t want to use a theme, you can add Background Styles. From this selection,
you can add some preset background styles that change according to the colors you’ve
chosen.

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 Using the Format Background feature, you can choose fill colors,
gradients, transparencies, textures, or pictures for your background.

When you have the desired background fill effect, select Close to
apply it to the selected slide or choose Apply to All to add the
background to all of the slides in the presentation.

Designs can be added to all of the slides or to selected slides. To select

multiple slides, click on a slide in the Thumbnail pane of the
navigation bar and then hold down the control key and click on any
other slides you want to apply the design to.

Text
Formatting Bulleted Lists
In PowerPoint, you can easily modify a slide’s default bulleted list. Click inside the text
box, and the Format tab will automatically be highlighted. Click on the drop down triangle
next to the Bullets button in the Paragraph group.

Text in the form of a bulleted list

is the default content of this slide
layout. To add a bulleted list, just
Click to add text and start typing.

Bullets Drop Down

Button

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From the Bullets and Numbering menu you can make various changes to your list:
 The bullet size relative to the text
 The color of the bullet
 The shape of the bullet using either a picture
or a character

You may also want to adjust line spacing

between paragraphs or lists. You can do this
through the Paragraph group of tools by
clicking the Line Spacing button and selecting
Line Spacing Options.

Indents and Spacing controls will

open in a separate dialog box.

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Adding Content
Text is the default content of the slide below. The format for the default text is a bulleted
list. To add text, click and begin typing. To add other content, click on the icon within the
content group on the new slide. Each icon will open the appropriate dialog box or task
pane in the Drawing Tool
s contextual tab.
Drawing Tools

The icons represent the six standard graphical elements that you might want to insert.

Table Chart SmartArt

Picture Online Video

Pictures

Clicking on an icon will open the associated dialog box. Note that these icons, as well as
several other insertion options, are also displayed in the Insert tab on the Ribbon.

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Tables
Set the number of columns and rows as needed in the Insert Table dialog box and click
OK. Methods for editing and the design and layout of your table are located on the Table
Tools contextual tab.

Table Tools

Charts
Select the type of chart you want and click OK. Once inserted into the slide, you can click
on the chart to activate the Chart Tools contextual tab, where you’ll find tools for editing
chart data and changing layouts and styles.

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SmartArt Graphics
SmartArt graphics are shapes that are designed to represent the relationship between
things or people. You might use SmartArt for an organizational chart or a timeline.
SmartArt styles and layouts can be formatted in the SmartArt Tools contextual tab.

Pictures
Rather than using too much text on your slides, consider using pictures along with
text as a more interesting way to communicate your ideas. You can put lots of text
into the Notes Section and refer to that as you’re speaking.
When browsing for images, keep in mind that pictures imported from web sites can be
low resolution, and are typically used for on‐screen presentations and web pages. If
you’re going to print handouts, be sure to use images that are at least 180 dpi (dots per
inch).

Notes Section

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Online Pictures
Online pictures have replaced the old Clip Art. When you click on the Online Pictures
button you get a search box. You can type in a word and press enter to search for a specific
image or you can click on the Bing Image Search icon to browse categories.

Videos / Media
You can embed a video or link to a video from
your presentation. If you want to limit the size
of your file, you can link to a video file on your
local drive or to a video file that you uploaded
to a web site, such as YouTube or Hulu.

All options to insert video or audio are

located on the Insert tab, in the Media
group.

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Viewing Presentations
There are four different ways to view your presentation in PowerPoint. The views can be
accessed using the buttons in the status bar, or by using the View Tab on the Ribbon.

Normal View displays a single slide as it

appears in the presentation, as well as
thumbnails and an outline tab, where you
can organize the structure. Speaker notes can
be added in the bottom section of this
window. This view is used to create and edit
slides.
Slide Sorter View shows thumbnails of your
slides. From this view you can reorder slides
by dragging and dropping them, or you can
set the timing for the slide show. You can also
hide slides in this view. Hiding a slide will
keep it in the file, but it will not show when
you view the presentation.

Notes Page View allows the speaker to

create notes to use during a presentation.
Each page corresponds to one slide. These
can be printed to assist the presenter during
the presentation. Use this view when you’re
composing speaking topics.

Reading View/Slide Show View displays the

slides as an audience will see them. Use the
arrows and icons on the lower right side of
the Status Bar to advance slides or switch
views.
Use the Esc key to return to Normal View.

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Slide Show Tab
The Slide Show Tab allows you to review the slide show from beginning to end or from
the current (active) slide. You can also control how the show will be presented and
rehearse timings in the Set Up Slide Show drop down box.

Use Presenter View

lets the speaker
read their notes as
they present, but
the audience will
only see the slides.

Changing the Order of Slides in a Presentation

In the slide sorter view, click and hold down the left mouse button and
drag the slide to a new location. You’ll see a line where the slide will be
placed when you release the mouse button. This can also be done in the
Thumbnail pane area of the Navigation bar.

Select slide 4 and drag it above slide 3.

PowerPoint Help
If you need help at any point while you’re creating or presenting a PowerPoint slide show,
you can press the F1 key on your keyboard to get content‐specific help.

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 Saving a Presentation
You can save a file by clicking the File tab, choosing Save, typing a descriptive name into
the File Name window, and then clicking the Save button.

You can also use the

Save button on the
Quick Access Toolbar
in the top left corner.
Save

If others will need to open your file with previous versions of

PowerPoint, use the Save As option and select PowerPoint 97 – 2003
Presentation from the Save as type menu.

Save and Send to Others

If you need to send your presentation to
someone else, the best way to is to use the
Save & Send option. You can send an
attachment of your file using Send Using E‐
mail, but if you have large media files, such
as videos, you’ll need to compress those
first to make a smaller file. On the Home
Select the Info tab and click the Compress
Media button and choose Presentation
Quality. Note: Only available if you
have inserted media.

You also have the option to Package Presentation for CD. This allows you to add other
files or to add a PowerPoint Viewer so that the presentation can be run on a computer
that does not have the PowerPoint program. You can also add any linked files such as
video or audio.

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Printing your Presentation
PowerPoint offers several print options to help you prepare your presentation. You can
print slides, handouts, and/or notes to support your presentation.

Types of Print Layouts

 Print All Slides prints out the entire presentation, one slide per page, usually
landscape. If you have color graphics on your slides and a large number of pages
to print, you may want to print in Grayscale or Pure Black and White.
 Notes Pages will print one slide per page and have room for your presentation
notes (if you type them in).
 You can print a text outline of your slides with the Outline option.
 Handouts can be printed with one, two, three, four, six or nine slides per page.
When printing handouts with multiple slides per page, you also have the option
to print the pages horizontally or vertically.

Exiting PowerPoint
There are several ways to close your file and exit PowerPoint. From the File Button, click
Close, if you have not saved your presentation, PowerPoint will prompt you to save. Click
Yes to save your presentation and your changes, click No to discard your changes and
close the file.

To close the presentation and exit the program, choose Exit or use the X in the upper right
corner of the PowerPoint window. You’ll be prompted to save the presentation if any
changes have not been saved.

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 POWERPOINT BASICS:
MICROSOFT OFFICE 2007
GETTING STARTED PAGE 02
Prerequisites
What You Will Learn

USING MICROSOFT POWERPOINT PAGE 03

Microsoft PowerPoint Components

SIMPLE TASKS IN MICROSOFT POWERPOINT PAGE 06

Text Boxes
Slide Design
Slide Layout
Inserting Clip Art
Custom Animations
Inserting Graphs and Tables
Slide Management

CLOSING MICROSOFT POWERPOINT PAGE 14

Saving Slide Shows
Printing Slide Shows
Finding More Help
Closing the Program

To complete feedback forms, and to view our full schedule, handouts, and
additional tutorials, visit our website:
cws.web.unc.edu

Last Updated July 2015

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GETTING STARTED
Prerequisites:

It is assumed that the user is both familiar and comfortable with the following prior to working
with Microsoft PowerPoint:

• Using the mouse and the left-click feature

• Basic navigation through Microsoft Windows
• Basic typing and keyboard commands
• Familiarity with Microsoft Word

Please let the instructor know if you do not meet these prerequisites.

What You Will Learn:

Starting and opening the Microsoft PowerPoint Simple tasks in Microsoft

program components and features PowerPoint

Formatting Text Boxes Basic Slide Designs Basic Slide Layouts

Inserting Graphs and

Inserting Pictures Slide Management
Tables

Ending and closing the

Printing Slide Shows Saving Slide Shows
application

Microsoft PowerPoint Help Exiting the program

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USING MICROSOFT POWERPOINT

Microsoft PowerPoint is a professional presentation program that allows the user to create
"presentation slides" that can be displayed on the computer screen or through a projector that is
plugged in to the computer. A PowerPoint presentation is a good way to convey pieces of
information, usually in the form of an outline, to a large audience. Generally, PowerPoint
presentations are appealing to users because they are easy to create and edit and generally small
enough to fit onto a CD or a USB Jump Drive. Therefore, a user does not have to carry around any
slides or a slide project, and, if necessary, can make last-minute changes to the presentation.

Microsoft PowerPoint Components

Before you get started with Microsoft PowerPoint (commonly referred to as PowerPoint), you will
need to locate and open it on the computer. It may be on your desktop.

On the computer desktop:

1. Double-click on the MS PowerPoint icon

If the MS PowerPoint icon is not on the desktop, go to the Start menu:

1. Click ► Start ► Programs ► Microsoft PowerPoint*

*Occasionally, Microsoft PowerPoint will be in a folder called "Microsoft Office" or similar–this

will make one more step between "Programs" and "Microsoft PowerPoint" in the diagram above.

MS PowerPoint will open a blank page called "Presentation1."

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The Title Bar

This is a close-up view of the Title Bar, where file information is located. Notice the default title
"Presentation1." You will get a chance to rename your presentation slides the first time you choose
to save it.

The Ribbon Menu System

The tabbed Ribbon menu system is how you access the various PowerPoint commands. If you
have used previous versions of PowerPoint, the Ribbon system replaces the traditional menus.
Above the Ribbon in the upper-left corner is the Microsoft Office Button. From here, you can
access important options such as New, Save, Save As, and Print. By default, the Quick Access
Toolbar is pinned next to the Microsoft Office Button, and includes commands such as Save,
Undo, and Redo.

On the left side of the window, you will see a task pane with slides and outline tabs, which
appears by default. On the bottom right area of the screen, you will find View commands (Normal,
Slide Sorter, and Slide Show), and the zoom tool.
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The Microsoft Office Button

The Microsoft Office Button appears at the top of the PowerPoint

window. When you click the button, a menu appears. From this menu
you can create a new presentation, open existing files, save files, and
print. You can also add security features, send, publish, and close files.

Home Tab
The most commonly used commands in MS PowerPoint are also the most accessible. Some of
these commands are:

Paste | Copy | New Slide | Font | Font Size

Layout | Delete | Font Style | Font Color | Text Alignment

The Home Tab Toolbar offers options that can change the font, size, color, alignment, organization
and style of the text in the slide. For example, (starting from the left side) the "Calibri" indicates
the FONT, the "44" indicates the SIZE; and so on.

This tab works the exact same way as the MS Word Formatting Tab. The main difference is that
the format changes will only affect the text box in which you are currently working. All other text
boxes will remain in the default setting.

New Slide/Layout Icons

Two additional shortcut icons on the Home Tab are the New Slide icon and the Layout
icon. Both are frequently used, and it is good to be familiar with their location.

The New Slide icon automatically adds a new, blank slide for you to work on. You can keep track
of the slides you have already worked on in the Slide Outline panel on the left-hand side of the
screen. You can access a slide at any time by clicking on it with your mouse.

The Layout icon is a shortcut that allows you to choose how you want your information and/or
images to be arranged in the slide(s). Click the arrow next to the word Layout to see options.
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Slide Layout

The default in PowerPoint for each new slide is to have a

Title text box and a regular text box. As discussed earlier,
you have the option of rearranging the text boxes to fit
any layout you have in mind. However, sometimes it will
be easier to select a layout that fits your needs rather than
reformatting the default layout for each slide.

To choose a slide layout, from the Home Tab, click on

the Layout Button. A small menu of layout options will
appear. Click on one of the layout images to apply it to
the slide you have selected.

NOTE: Some layout designs offer options for only

organizing Text, some only for Content (pictures, charts,
or graphs), and some for both Text AND Content.

SIMPLE TASKS IN MICROSOFT POWERPOINT

Text Boxes

Text Boxes are designated areas that allow you to type words, sentences, and bullet points into the
slide. You can adjust the size and placement of the text box within any given slide. It is also
possible to have multiple text boxes per slide.
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When you open MS PowerPoint, there will automatically be two text boxes on the slide: "Click to
add title" and "Click to add subtitle." These text boxes already have a preset format applied to
them. The "title" box has a font size of "44" and the "subtitle" box has a font size of "32." You can
change the text format of any box at any time by adjusting the format settings on the Home
Tab.

To adjust the size of the text box, first click on the text box. Notice the change in
border. Once you have clicked on a text box, the border of the box becomes thicker
and little circles appear on the corners and at the midpoints of the box.

Move the mouse pointer over any one of the circles. Notice that the mouse pointer will change to
either ↔ or ↕. Click and hold down the left mouse button. To adjust the height, move the mouse up
or down; to adjust the width, move the mouse left or right. Note that the corner circles adjust both
height and width at the same time, while mid-point circles only adjust either height or width.

To move the text box to a different location on the slide, move your mouse pointer over any part
of the thick, gray box outline. Notice the change in your mouse pointer (it
will look something like a "plus" sign (+) with arrows). Click and hold down the left button on
your mouse. You can now drag the text box to any position on the slide by simply moving your
mouse.

To write in a text box, simply click inside the box with your mouse. When a cursor is flashing,
you are ready to type.

PRACTICE:
When you first open PowerPoint, a blank title slide will show up as the default. Make the title of
your presentation “Travel” and the subtitle “by: Your Name”. Add a new slide. Use the Layout
option to make it a “Title and Content” slide. Make the title of the slide “Agenda”. When you type
in the click to add text box, PowerPoint will automatically use bullet points. Make three bullet
points labeled North Carolina, Places To Go, and Q&A. Your slides should look similar to the
following:
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Slide Design

One of the more popular features of MS PowerPoint is the ability to use a wide variety of design
choices. At some point, you may wish to change the design and color of the background of your
slides. To do so, simply click on the Design Tab:

Design Tab Drop-down arrow

The Design Tab allows you to apply pre-made design/color themes to the background of your
slides. For each template, you have the option of applying the design to all slides or to only the
selected slide (see advanced box)

To Apply a Theme:

• Select the Design tab.

• Locate the Themes group. Each image represents a theme.
• Click the drop-down arrow to the right of the theme icons to access more themes.
• (If you are connected to the Internet, you can also choose to view hundreds of additional
templates by choosing "More Themes on Microsoft Office Online" on the bottom of the
drop-down theme menu.)
• Hover over a theme to see a live preview of it in the presentation. The name of the theme
will appear as you hover over it. If you have already entered text, your text should be
shown in the preview.
• Click a theme to apply it to the slides.

Color Schemes: This option gives you a variety of color

schemes to choose from to apply to your selected design
template. To switch to a different color theme option, select the
Colors command in the Themes Group on the Design Tab.
Hover over a Color Group to display a live preview of the
color combination on the selected slide. Click a color option to
select it.

Transitions: This option will allow you to select different

types of animation that can be applied to either all the slides or
selected slides. The animation schemes are different ways the
slides are introduced to your audience, such as "dissolve" or
"wipe down." To add a transition, click the Animations tab,
then hover over one of the transition options. Click the transition to apply it to the slide. (To see
more transition options, click the drop-down arrow located to the right of the transition option
icons.)
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PRACTICE:
Use the design tab and pick a theme that you like. Use the Animations tab to pick a transition that
you like. You can pick a different animation for each slide. Click ‘Apply To All’ if you want to
keep the transitions the same for your entire presentation.

Inserting Clip Art

Inserting a picture into MS PowerPoint is very similar to

inserting a picture into MS Word.

1. Select the slide that you wish to add a picture to.

2. From the Ribbon Menu Bar, select the Insert Tab, then select Clip Art.

3. A new menu pane will appear on the right side of the screen. In the Search
For box, type a word to describe the image you would like (for example,
“house”), then click Go. Click the picture you wish to insert.

*Note: The picture will be inserted in its original size, so you will probably
have to re-size it. You can re-size a picture the same way you re-sized a text
box. Click on the picture and note the circles at the corners and at the
midpoints of the length and width. To maintain the correct width/height ratio
(so that your image doesn’t look like it has been stretched), click on one of
the circles at the corners of the image and drag to resize.

Rotating a picture: It is possible to rotate pictures in MS PowerPoint. Once a picture has been
inserted onto a slide and you have clicked on the picture so it is "outlined," notice the green circle
above the center of the picture.

PRACTICE
Add a new slide and title it North Carolina. Now use ‘Clip Art’ and search for the term North
Carolina. If you receive a pop-up asking if you would like to include Office.com content, select
yes. Pick a clip art picture you like and click to insert it on your slide. Now resize it so that it
covers most of your slide. One example is below:
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Custom Animations

Once you have inserted a particular clip art or image into your presentation, you may want to give
it an extra animation so that it stands out more. To add an animation to your item:

PRACTICE:
1. Select the item that you would like to animate.
2. Click on the Animations tab found on the ribbon menu.

3. You’ll first see the different transitions that you can apply to your slide, like we talked
about earlier, but that’s not what we’re looking for.
4. This will open the Animations task pane that will allow you to apply different effects to
items in your slide. Select “Add an Effect” to get the different animation choices:
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PowerPoint classifies the animations into three categories:

• Entrance- these animations are used to give your item its own entrance to the slide.
For example, if you are giving a presentation and do not want your audience to be
able to see all components of your slide at once, this may be something you want to
use.
• Emphasis- these animations make your item stand out from the rest of your slide.
• Exit- these animations are used to give your item its own exit from the slide.
• The “Motion Paths” option allows you to designate which direction the animation
will go when it is in effect.

5. Now that you have your options in front of you, it’s time to pick an animation. Choose one
of the option that are listed first, or click on More Effects for more options. If you would
like to test an animation before you apply it to your image, make sure you have the
“Preview Effects” box checked – now when you click on an effect it will happen while you
still have the box open and you will see what it looks like.

Once you’ve found one that you like, click OK to add the animation.
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6. Now that you’ve added the animation, you should see a number next to the item to which
you applied it:

This just gives you a way to keep track of how many animations you’ve added to your slide, and
what order they will appear in.

7. Let’s add another animation to the same item. Make sure your image is selected, and then
go through the same steps as before to add another animation.

8. Once you do this, you should see that you now have a list
starting in the animation task pane. You should also see
that you have a number one and a number two next to your
item. Since you have multiple animations now, you can
reorder them if you’d like. To do this, just use the Re-
Order arrows at the bottom of the task pane.

9. Additionally, you will see that you can change the Start
cue, the Direction, and the Speed of each animation. To
edit any of these options, select the animation you want to
change. Then, choose the drop-down menu for one of the
modification options. For example, if you select Speed,
you will get these
options:

Finally, if you add a lot of animations and want to make sure they all look the way that you want
them to look, you can preview your animations by clicking on the Play button at the bottom of the
Task Pane.
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Inserting a Graph or Table

There are two ways to insert a graph or table into a PowerPoint slide.

1. The graph or table may already exist in another document or file. If this is the case, then you can
simply insert the graph or table as you would a picture. Follow the instructions under Inserting
Clip Art.

Alternatively, you could Copy and Paste a graph or chart from another document or file into your
slide presentation.

2. PowerPoint can also create graphs or tables directly in

the slide. From the Insert Tab, select Chart (or Table).

This will open a menu window in which you can select

from a variety of chart types (column, line, pie, etc.).
Select a chart type, then click OK.

This will open an Excel spreadsheet in an adjoining

new window. You will need to go in and edit the
information in the spreadsheet to conform to the
information you wish to represent in a chart.
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The Table option will present you with the following menu:

Click on “Insert Table”, and the following window will appear:

Select the appropriate number of rows and columns you wish to have in your table. Click "OK" to
insert the table. Once the table has been inserted you will be able to put information into the table
cells.

PRACTICE
Create a new slide and title it “Places To Go.” Insert a 2x4 table. That has 2 columns and 4 rows.
Now click in the cell of the first column and row. You will notice a blinking cursor to let you know
the cell is selected. Title the columns ‘City’ and ‘State’. In the City column, list Atlanta, Miami,
and Honolulu. In the State column, list Georgia, Florida, and Hawaii. Create a new slide and
change the layout to ‘Title Only’. Title this slide Q&A. Your slides may look similar to below.
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Slide Management

Once you have completed a slide, you can create a new slide by clicking on the New Slide icon on
the Home tab.

Notice that your previous slides still appear on the left-side frame. You can still access your
previous slides by simply clicking on them from this location.

Once all your slides have been completed, you can present your slides in a "slideshow." From the
Slide Show tab select From Beginning.

Notice that the slide takes over our entire screen. To navigate through the slides, use the arrow
keys on your keyboard (←, → or ↑, ↓). You can also navigate through your slides by clicking on
the left or right arrows in the lower left corner of your slide.

To end your slide show, click on the square box on the lower left side of your slide show (this is
difficult to see at first because it is designed to blend into you slide show as not to be noticeable to
your audience). Select End Show from the pop-up window.
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CLOSING MICROSOFT POWERPOINT

Saving Slide Shows

When you finish with your presentation and want to leave the computer, it is important to save
your work, even if you are printing a hard copy. To save your work in MS PowerPoint, it is
essential to know WHAT you are trying to save and WHERE you are trying to save it.

Click on the Microsoft Office Button à then click Save to get started.

You can change the filename that PowerPoint has chosen just by typing a new one in the File
name box at the bottom of the window that appears.

MS PowerPoint will automatically save your document with the suffix “.pptx” – this is simply a
tag that lets PowerPoint know that your work is specific to this program. You do not have to type
it–just highlight what is there (default is “Presentation1”) and write a new file name.

It is important to note that every following command of SAVE will overwrite your original file,
creating the most up-to-date version. To save multiple versions of your document, you will need to
save copies with slightly different names.

If you want to save any changes to your PowerPoint slides without destroying the original one:

If you want to save the changed document without destroying the original one:

Click on the Microsoft Office Button and then click “Save As,” giving your document a new file
name, different from the original.

If you want to open up a saved document in PowerPoint:

Click on the Microsoft Office Button, then click Open.

Locate where the file is located on your computer and double-click on the file name of the
document you want to open.

Printing Slides

To print your MS PowerPoint slides:

Click ►Microsoft Office Button ►Print, and a Print window will pop up on the screen.
Click ►OK for your document to start printing.

As with all commands in MS PowerPoint, you can make changes along the way. From the Print
menu, you can alter how many copies will be made, in what order the pages will be, etc.
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Other useful tools are the Presentation Views options found within the View Tab, and the Print
Preview function found within the Print menu (to access the Print Menu, click the Microsoft
Office Button). Presentation Views allows you to view and print your slideshow with optional
notes boxes, or as a handout (three to six slides will appear on each printed page). Print Preview
will allow you to look over an exact copy of what will come out of the printer before actually
executing the print command.

Finding More Help

You can get help with MS PowerPoint by clicking the Question Mark
Button located in the top right corner of the window.

Tutorials are also available on the Internet. Some of them come straight
from Microsoft! Of course, you can also always come and ask quick
questions at the library.

Closing the Program

Congratulations! You have completed this course in Microsoft PowerPoint Basics. As you become
more and more comfortable with the program, it is always helpful to continue to experiment with
options that you come across – sometimes, you can uncover a tool that would have stayed hidden –
and you can improve proficiency by learning the fine details of the program. When you finish:

Click ►Microsoft Office Button ► then click Exit PowerPoint

OR

Click on the X in the top right corner of the computer screen.

NOTE: Images and screen captures may differ from those seen on another system.

This work is licensed under a Creative Commons Attribution-NonCommercial 4.0

International License2.