Republic of the Philippines

BACOLOD CITY COLLEGE

Taculing Road, Bacolod City, 6100

Bachelor of Science in Office Administration

2nd Semester A.Y. 2023

Lesson 4

PowerPoint is part of the Microsoft Office suite and has become synonymous with
presentations. By using Microsoft PowerPoint presentation software, you can add polish and
pizzazz to professional speeches and pitches or just create a fun slideshow to share with
family and friends.

A PowerPoint presentation is made up of a series of slides, which contain the information you
want to communicate with the audience. This information can include text, pictures, charts,
video, sound, and more. This class covers the essentials of using PowerPoint, including getting
started, adding slides, adding text and pictures to slides, changing the look of your
presentation, and presenting, saving, and printing your PowerPoint slideshow.

Getting Started
1. Click the start button in the task bar at the
bottom of the screen
2. Select PowerPoint

PowerPoint Start Screen & Templates

When PowerPoint opens, it displays the

Start Screen which shows all of the
template options and open other
presentations.
 Click Open Other Presentations to
open a previously created
PowerPoint presentation.
 More templates can be
download off Office.com, search
the available templates by
typing in the Search for Online
Templates box.

To get started with a new presentation:

1. Click Blank Presentation.
2. The PowerPoint screen will open.

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The PowerPoint Screen

Components of the PowerPoint Window

The Ribbon

Starting with Microsoft Office 2007, Microsoft Office programs like PowerPoint have made use of
the Ribbon system. The Ribbon is the large graphic user interface (GUI) that appears at the top of
the PowerPoint screen. The ribbon is divided into Tabs, Groups, and Commands.

Tabs

Ribbon

Commands
Group

Each tab opens with different groups of commands. The PowerPoint Ribbon allows
users to quickly access all of the program's features and commands with a minimal
number of mouse clicks.

Launcher (or Dialog Expander) buttons are displayed in the bottom right corner of
some groups. Clicking the launcher button opens a Task Pane (such as the
Clipboard) or a Dialog Box (such as the Font group) with additional options not
found in the ribbon.

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Quick Access Toolbar

The Quick Access Toolbar is used to store shortcuts to

frequently used command or features. By default, Save, Undo,
and Redo are available. The toolbar can be customized to
include additional commands.

Slides

PowerPoint opens to the first (and so far only)

slide in the show.

On the left of the screen is a thumbnail

(miniature) version of the slide visible in
the slide pane. As more slides are added,
they are also displayed in this pane. This
area is useful for navigating from slide to
slide.

Add a New Slide

There are several ways to add a new slide to a presentation.

1. Go to the Home tab  Slides group  New Slide command.
2. Right-click on a slide thumbnail and choose New Slide from the
shortcut menu that appears.
3. Click on the thumbnail the slide should follow and press
Enter on the keyboard.

NOTE: With Options 2 and 3, the new slide is added with the same
layout as the active slide used to create it.

Choosing a New Slide Layout

To change a slide’s layout:

 If the slide has already been added to the presentation
1. Go to Home tab  Slides group  Layout command
2. Select a slide layout from the resulting drop down menu.
 To add a new slide with a specific layout:
1. Go to Home tab  Slides group  New Slide command.
2. Select slide layout from the resulting drop down menu.

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Reordering Slides

To change the order of slides:

1. Move the mouse over the thumbnail of the slide you want to move.
2. Click and drag the slide to the location to which you want to move it.

Deleting Slides

To delete a slide from a presentation:

1. Right-click on the slide thumbnail and select Delete Slide on the
menu that appears.
OR
2. Click on a slide thumbnail and press Delete or Backspace on the keyboard.

Working with Text

Placeholders

The default slide has two formatted placeholder textboxes ready for the title and subtitle.

To enter text to a placeholder, just click inside the box and type! PowerPoint automatically
spaces and resizes the text to fit within the placeholder.

Just like regular textboxes, placeholders can be resized or moved around within the slide.
Placeholders on PowerPoint slides can contain many different items, including text, tables, charts,
and clip art, depending on which layout is chosen.

Inserting a Title
1. Click inside the Title placeholder.
2. The insertion point appears.
3. Type My First Slide in the Title Placeholder.

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Typing in a Placeholder or Textbox

Some placeholders automatically format text in a bulleted list, as bulleted lists are used
frequently in PowerPoint.
1. Create a new Title and Content slide.
2. Click in the Title placeholder.
3. Type My Content Slide.
4. Click inside the textbox.
5. Type Step 1.
6. Press the Enter key on the keyboard and
type Step 2.
7. Press Enter and type Step 3.
8. Press Enter.

NOTE: To remove the bullets, highlight the text and deselect the Bullets command in the
Paragraph group on the Home tab.

Inserting Text Boxes

Text boxes can be used to customize your PowerPoint

slides. To insert a text box:

1. Click on the Insert tab  Text group  Text Box command.
2. Click anywhere on the slide to add text OR click and drag to draw the text box.

Changing Fonts
1. Select the text or placeholder to be changed. To select a
placeholder, click on its outline. If the outline is solid, the
entire placeholder is selected.
2. Go to Home tab  Font group  Font command.
3. Select a font from the resulting drop-down menu.

Changing Font Size

1. Select the text or placeholder to be changed.
2. Go to Home tab  Font group  Font Size down arrow.
3. Select a size from the resulting drop-down menu.

Changing Font Color

1. Select the text or placeholder to be changed.
2. Go to Home tab  Font group  Font Color arrow.
3. If the desired color is available under Theme Colors or Standard
Colors, select the color.
4. If the color isn’t available, click on More Colors.

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Working with Images

Adding Online Pictures

1. Go to Insert tab  Illustrations group 
Online Pictures command
2. Type a keyword, such as cat, in the
Bing Image Search box.
3. Press Enter to conduct the search.
4. Various cat images are displayed. Click
on an image to select it.
5. Click Insert to add the picture to the slide.

Adding Pictures from a Computer

1. Go to Insert tab  Illustrations group  Pictures command
2. A dialog box will open.
3. Navigate to the picture’s location on the computer or flash drive.
4. Click on the image to select it.
5. Click Insert to add the picture to the slide.

Resizing an Image

Images can be resized using the resize handles, which

appear as small shapes around the outer edges of the
image.

To resize an image:
1. Move the mouse over a resize handle.
2. When the mouse cursor changes to a two-headed
arrow, click and hold down the left mouse button.
3. Drag diagonally inward to make the image
smaller. Drag outward to make the image
larger.

NOTE: Use a corner resize handle to maintain the image’s original proportions. Using one of
the side resize handles stretches the image either horizontally or vertically.

Undo Button

The undo button is located in the Quick Access Toolbar at the top of the

screen. To reverse an action:

1. Click on the undo button in the Quick Access Toolbar OR use the keyboard shortcut Control + Z.

Moving, Rotating & Deleting an Image

To move an image:
1. Move the mouse over the image.

2. When the cursor changes to a 4-headed arrow , click and hold down the left mouse button.

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3. Drag the image to the desired location

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The image can be rotated by clicking and dragging the white circle rotate handle.
1. Move the mouse on top of the rotation handle.
2. When the cursor changes into a clockwise curved arrow, click and
hold the left mouse button.
3. Drag the image either clockwise or counterclockwise until it is
rotated to the desired angle.

To delete an image:
1. Click on the image
2. Press the Delete or Backspace key on the keyboard.

Design Templates

PowerPoint 2013 offers a variety of professional-looking designs. Themes automatically

format slides with color or graphic backgrounds and preset fonts. The same themes are
accessible throughout the Office suite of programs so documents can be created in
PowerPoint, Word, Publisher, etc. with a cohesive, “branded” look. You can access the
presentation themes when you first open PowerPoint, or later on in the Design tab.

Changing the Presentation Theme

To see all available themes:

1. Go to Design tab  Themes
group.
2. Click the More arrow to
see all available themes.
3. Click on the desired theme.

Presenting Your Slideshow

You can start presenting your slideshow in a number of ways:

1. Go to Slide Show tab  Start Slide Show group  From Beginning or
From Current Slide command.
2. Select the Slide Show icon from the status bar at the bottom of the screen.
3. Press the F5 key on the keyboard.

Move through your slides by clicking the mouse, pressing the spacebar, or using the arrow
keys on the keyboard.

Exiting Your Slideshow

To exit your slideshow:

1. Press the Esc key on the keyboard.
2. Right-click on the slide and select End Show at the bottom of the resulting menu.

Adding Notes

You don’t have to memorize everything that you’re going to say in your presentation. PowerPoint
provides a
notes section for each slide.

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To open the Notes page:
1. The notes pane can be opened by
clicking on Notes on the status bar at
the bottom of the screen.
2. Click in resulting box and begin typing. Add as many notes as you need – the box will
scroll if more space is required.

These notes are for the presenter only. They do not appear on the screen during the PowerPoint
slideshow. They will be displayed in Presenter View or on the Notes printout option.

Presenter View

Presenter View allows you to view notes made in the note pane, see a preview of the next slide,
keep track of the length of your presentation, view thumbnails of all slides, zoom in on a slide,
point to or write on your slides, and hide/unhide the slideshow (e.g. before your presentation
begins)

To use the Presenter View

1. Go into Presentation View using one of the options above.
2. Right click on the slide.
3. Choose Show Presenter View from the resulting menu.

Presenter View is only visible on the presenting computer. The

audience will not see the presentation notes or additional options.
They will only see the slides.
Clock
Timer

Preview the next slide

Presentation Notes

More slideshow options

Pen

Black or unblack slideshow

See all slides
Zoom into slide

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Saving a PowerPoint Presentation

As with any document-creation program, it is a good idea to save the presentation

immediately and then save changes frequently as you work.
1. Click the File tab to open the Backstage View.
2. Click Save As
3. Click Computer  Browse to choose a location to save the presentation.
4. In the File Name
box, type in a
name for the
presentation.
5. Choose a file type:
6. Click Save.

After the initial save, click the Save icon at the top of the screen or use the keyboard shortcut Ctrl + S
to save the presentation quickly at any time.

Printing in PowerPoint
1. Click the File tab to open the Backstage View.
2. Choose Print from the list on the left.
3. The default is to print out full page slides, but there are more options. Click on Full Page
Slides and select a different option.
4. Click the Print button.