Microsoft

Power-Point

Table of Contents

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 1. Introduction to PowerPoint

2. Getting Started

3. Understanding the PowerPoint Interface

4. Working with Slides

5. Adding and Formatting Text

6. Working with Images and Media

7. Adding Shapes and SmartArt

8. Working with Tables and Charts

9. Slide Transitions

10. Animation Effects

11. Master Slides and Templates

12. Working with Audio and Video

13. Presentation Delivery Tools

14. Collaboration Features

15. PowerPoint Tips and Best Practices

1. Introduction to PowerPoint

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Microsoft PowerPoint is a powerful presentation software developed by
Microsoft as part of the Microsoft Office suite. It allows users to create
professional slideshows that can incorporate text, images, graphics, videos,
and other multimedia elements.

Key Capabilities of PowerPoint:

 Create visually appealing presentations

 Design slides with consistent themes and layouts

 Add dynamic transitions between slides

 Apply animation effects to slide elements

 Include multimedia content like images, audio, and video

 Create interactive presentations with hyperlinks and action buttons

 Collaborate with others in real-time

 Present remotely or in person with presenter tools

Versions of PowerPoint:
 Desktop version (Windows and Mac)

 Web version (through Microsoft 365)

 Mobile app (iOS and Android)

2. Getting Started

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Starting PowerPoint:

1. Click on the Windows Start menu

2. Type "PowerPoint" in the search box

3. Click on the PowerPoint app icon

Alternatively, you can:

 Double-click on a PowerPoint file to open it directly

 Open PowerPoint from the Microsoft 365 website if using the online
version

Creating a New Presentation:

1. Launch PowerPoint

2. Select "Blank Presentation" or choose from available templates

3. Click "Create" or "Open"

PowerPoint File Types:

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  .pptx: Standard PowerPoint presentation

 .potx: PowerPoint template

 .ppsx: PowerPoint show ( opens directly in presentation mode)

 .pptm: PowerPoint presentation with macros enabled

3. Understanding the PowerPoint Interface

Main Tabs:

1. File Tab (Backstage View):

o New, Open, Save, Print, Share, Export, Close options

o Account settings and options

2. Home Tab:

o Clipboard tools (Cut, Copy, Paste)

o Slides section (New Slide, Layout, Reset, Section)

o Font formatting (Font type, size, color, bold, italic, underline)

o Paragraph settings (Alignment, Indentation, Spacing)

o Drawing tools (Shapes, Arrange, Quick Styles)

o Editing tools (Find, Replace, Select)

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3. Insert Tab:

o Tables insertion

o Images and illustrations (Pictures, Online Pictures, Screenshot)

o Shapes, Icons, 3D Models

o Links (Hyperlinks, Action, Comments)

o Text elements (Text Box, Header & Footer, WordArt)

o Symbols and equations

o Media (Video, Audio)

4. Draw Tab:

o Erase tool and different pens

o Ruler

o Others

5. Design Tab:

o Themes and Variants

o Customize (Colors, Fonts, Effects)

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 o Slide Size and Format Background

6. Transitions Tab:

o Transition effects library

o Transition timing options

o Apply to All Slides option

7. Animations Tab:

o Animation effects library

o Animation timing options

o Animation Painter

o Advanced Animation section

8. Slide Show Tab:

o Start Slide Show options

o Set Up options (Set Up Slide Show, Hide Slide, Rehearse Timings)

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 o Monitors configuration

9. Review Tab:

o Proofing tools (Spelling, Thesaurus)

o Comments management

o Compare presentations

o Language preferences

10. View Tab:

o Presentation Views (Normal, Outline, Slide Sorter, Notes Page,

Reading View)

o Master Views (Slide Master, Handout Master, Notes Master)

o Show options (Ruler, Gridlines, Guides)

o Zoom controls

o Window management

o Macros

Quick Access Toolbar:

 Customizable toolbar for frequently used commands

 Default buttons: Save, Undo, Redo

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  Can be positioned above or below the Ribbon

Status Bar:

 Located at the bottom of the PowerPoint window

 Shows slide number, total slides, theme name

 View buttons (Normal, Slide Sorter, Reading View)

 Zoom slider

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Working Panes:
1. Slides Pane (left side):

o Thumbnail view of all slides

o Drag to reorder slides

o Right-click for contextual options

2. Notes Pane (bottom):

o Add speaker notes for each slide

o Not visible during presentation (unless using Presenter View)

3. Slide Pane (center):

o Main editing area

o Shows the current slide in detail

4. Working with Slides

Creating New Slides:

1. Click the "New Slide" button in the Home tab

2. Select a slide layout from the gallery

3. Alternatively, press Ctrl+M (Windows) or Command+Shift+N (Mac)

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Slide Layouts:

 Title Slide: For presentation opening (title and subtitle)

 Title and Content: Title with a content placeholder

 Section Header: For dividing presentation into sections

 Two Content: Title with two content areas side by side

 Comparison: Two columns with headings

 Title Only: Just a title placeholder

 Blank: No placeholders

 Content with Caption: Image with text caption

 Picture with Caption: Similar to Content with Caption

Managing Slides:

 Duplicate: Right-click a slide thumbnail → Duplicate Slide

 Delete: Right-click → Delete Slide or select and press Delete key

 Hide: Right-click → Hide Slide (slide remains in the file but is skipped
during the presentation)

 Rearrange: Drag slide thumbnails to reorder them

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Organizing Slides with Sections:

1. Right-click between slides → Add Section

2. Name the section

3. Collapse/expand sections by clicking the arrow

4. Move entire sections by dragging the section header

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Slide Size and Orientation:

1. Go to Design tab → Slide Size

2. Choose from preset options or customize

dimensions

3. Standard (4:3) or Widescreen (16:9) are

most common

5. Adding and Formatting Text

Adding Text:

 Click in any text placeholder and start typing

 Insert a text box: Insert tab → Text Box → Draw text box on slide

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Basic Text Formatting:

 Font: Home tab → Font group → Select font family

 Size: Home tab → Font group → Select or type size

 Style: Bold (Ctrl+B), Italic (Ctrl+I), Underline (Ctrl+U)

 Color: Text Color dropdown in the Font group

 Highlight: Text Highlight Color in the Font group

Paragraph Formatting:

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  Alignment: Left, Center, Right, Justify buttons in Paragraph group

 Line Spacing: Line Spacing button in Paragraph group

 Bullets and Numbering: Bullets or Numbering buttons in Paragraph

group

 Indentation: Increase/Decrease Indent buttons

 Text Direction: Home tab → Paragraph group → Text Direction

Advanced Text Formatting:

1. Character Spacing:

o Select text

o Home tab → Font group → Character Spacing dropdown

o Choose Normal, Loose, Tight, or Custom spacing

2. WordArt:

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 o Insert tab → Text group → WordArt

o Select a WordArt style

o Type your text

o Format using the Drawing Tools Format tab

3. Text Effects:

o Select text

o Home tab → Font group → Text Effects

o Choose from Shadow, Reflection, Glow, Bevel, 3D Rotation

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4. Font Case:

o Select text

o Home tab → Font group → Change Case

o Select desired case option

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 5. Text Fill and Outline:

o Select text or text box

o Drawing Tools Format tab → Text Fill and Text Outline

Working with Placeholders vs. Text Boxes:

 Placeholders: Part of the slide layout, maintain consistent positioning

 Text Boxes: Independent objects that can be placed anywhere

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6. Working with Images and Media

Inserting Images:

1. From File:

o Insert tab → Images group → Pictures

o Browse to image location → Insert

2. Online Pictures:

o Insert tab → Images group → Online Pictures

o Search using Bing or browse OneDrive

o Select image → Insert

3. Screenshot:

o Insert tab → Images group → Screenshot

o Choose available window or Screen Clipping

Image Formatting and Editing:

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1. Resize:

o Select image → Drag corner handles (hold Shift to maintain

proportions)

o Or set exact dimensions in the Format tab → Size group

2. Crop:

o Select image → Picture Tools Format tab → Crop

o Drag crop handles → Press Enter to apply

3. Picture Styles:

o Select image → Picture Tools Format tab → Picture Styles gallery

o Click a style to apply border, shadow, reflection, etc.

4. Picture Effects:

o Select image → Picture Tools Format tab → Picture Effects

o Choose from Shadow, Reflection, Glow, Soft Edges, Bevel, 3D

Rotation

5. Color Adjustments:

o Select image → Picture Tools Format tab → Color

o Choose color saturation, tone, or recolor options

6. Remove Background:

o Select image → Picture Tools Format tab → Remove Background

o Adjust the marking lines → Keep Changes

7. Compress Pictures:

o Select image → Picture Tools Format tab → Compress Pictures

o Choose resolution options to reduce file size

8. Reset Picture:

o Select image → Picture Tools Format tab → Reset Picture

o Removes all formatting changes

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Arranging Images:
1. Position:

o Select image → Picture Tools Format tab → Arrange group →

Position

o Choose from preset positions or drag manually

2. Wrap Text:

o Select image → Picture Tools Format tab → Arrange group → Wrap

Text

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 o Choose text wrapping style

3. Bring Forward/Send Backward:

o Select image → Picture Tools Format tab → Arrange group

o Use Bring Forward/Send Backward to control layer order

4. Align:

o Select multiple objects → Picture Tools Format tab → Arrange

group → Align

o Choose alignment option (left, center, right, top, middle, bottom)

5. Group:

o Select multiple objects → Picture Tools Format tab → Arrange

group → Group

o Objects will move and resize as a single unit

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7. Adding Shapes and SmartArt
Working with Shapes:

1. Insert Shape:

o Insert tab → Illustrations group → Shapes

o Select a shape category and specific shape

o Click and drag on slide to draw the shape

2. Shape Styles:

o Select shape → Drawing Tools Format tab → Shape Styles

o Choose from preset styles

3. Shape Fill, Outline, and Effects:

o Select shape → Drawing Tools Format tab → Shape Styles group

o Use Shape Fill, Shape Outline, and Shape Effects dropdowns

4. Edit Shape:

o Select shape → Drawing Tools Format tab → Insert Shapes group

→ Edit Shape

o Choose Edit Points to modify vertices or Change Shape to select

a different shape

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Creating and Formatting SmartArt:

1. Insert SmartArt:

o Insert tab → Illustrations group → SmartArt

o Choose a category and specific layout → OK

2. Types of SmartArt Graphics:

o List: Show non-sequential information

o Process: Show steps in a process or timeline

o Cycle: Show a continuous cycle

o Hierarchy: Show an organization chart or decision tree

o Relationship: Show connections or relationships

o Matrix: Show how parts relate to a whole

o Pyramid: Show proportional relationships

o Picture: SmartArt with picture placeholders

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3. Adding Text to SmartArt:

o Click on a shape in the SmartArt and type

o Or use the Text Pane (SmartArt Tools Design tab → Create

Graphic group → Text Pane)

4. Adding/Removing Shapes:

o Select a shape → SmartArt Tools Design tab → Create Graphic

group

o Use Add Shape, Add Bullet, or Remove options

5. Change Layout:

o Select SmartArt → SmartArt Tools Design tab → Layouts group

o Choose a different layout (content will be preserved)

6. SmartArt Styles:

o Select SmartArt → SmartArt Tools Design tab → SmartArt Styles

o Apply 3D, flat, or other visual styles

7. Change Colors:

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 o Select SmartArt → SmartArt Tools Design tab → SmartArt Styles
group → Change Colors

o Choose from color variations

8. Working with Tables and Charts

Creating and Formatting Tables:

1. Insert Table:

o Insert tab → Tables group → Table

o Drag to select number of rows and columns, or

o Click Insert Table and specify dimensions

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 2. Table Structure ( Design & Layout) :

o Table Tools Layout tab → Rows & Columns group

o Insert/delete rows and columns

o Merge/split cells

o Control cell size

Creating and Formatting Charts:

1. Insert Chart:

o Insert tab → Illustrations group → Chart

o Select chart type and sub-type → OK

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 2. Working with Chart Data:

o Excel spreadsheet opens with sample data

o Replace with your own data

o Close Excel when finished

9. Slide Transitions
Applying Transitions:

1. Select the slide(s) you want to apply the transition to

2. Go to the Transitions tab

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 3. Click on a transition effect in the gallery

4. Preview appears automatically

Transition Categories:

 Subtle: Fade, Push, Wipe, Split, Reveal, Cut, etc.

 Exciting: Flash, Peel Off, Cube, Doors, Gallery, etc.

 Dynamic Content: Pan, Ferris Wheel, Conveyor, Rotate, Orbit, etc.

Transition Settings:
1. Effect Options:

o Transitions tab → Transition to This Slide group → Effect Options

o Directional transitions can be set to move in different directions

o Some transitions have special effects variants

2. Sound:

o Transitions tab → Timing group → Sound dropdown

o Choose from preset sounds or browse for a custom sound file

o Set to "Loop Until Next Sound" if desired

3. Duration:

o Transitions tab → Timing group → Duration

o Set how long the transition effect takes (in seconds)

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 4. Advance Slide:

o Transitions tab → Timing group → Advance Slide section

o "On Mouse Click": Advance manually during presentation

o "After [time]": Advance automatically after specified time

Applying Transitions to Multiple Slides:

1. Select multiple slides in the Slides pane (Ctrl+click or Shift+click)

2. Apply transition and settings

3. Or click "Apply To All" in the Timing group to use the same transition
throughout the presentation

10. Animation Effects

Types of Animations:

 Entrance: How objects appear on the slide (Fade In, Fly In, etc.)

 Emphasis: Effects applied to objects already on slide (Pulse, Color

Pulse, etc.)

 Exit: How objects leave the slide (Fade Out, Fly Out, etc.)

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  Motion Paths: Custom or preset paths objects follow

Applying Animations:

1. Select the object to animate

2. Go to Animations tab

3. Click an animation effect in the gallery

4. Preview appears automatically

Animation Categories:

 Subtle: Appear, Fade, Swivel, etc.

 Moderate: Float In, Wipe, Fly In, etc.

 Exciting: Bounce, Zoom, Flip, etc.

Animation Settings:
1. Effect Options:

o Animations tab → Animation group → Effect Options

o Directional animations can be set to move in different directions

o Some animations have special effects variants

2. Timing:

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 o Animations tab → Timing group

o Start: On Click, With Previous, After Previous

o Duration: How long the animation takes

o Delay: Time before animation starts

3. Animation Pane:

o Animations tab → Advanced Animation group → Animation Pane

o Shows all animations on the current slide in sequence

o Drag to reorder animations

o Click dropdown for more options

4. Trigger:

o Animations tab → Advanced Animation group → Trigger

o Set animation to start when a specific object is clicked

Advanced Animation Techniques:

1. Multiple Animations:

o Select an already-animated object

o Apply additional animations from the Add Animation dropdown

2. Animation Painter:

o Select object with animation you want to copy

o Animations tab → Advanced Animation group → Animation

Painter

o Click on target object to apply the same animation

3. Motion Paths:

o Animations tab → Animation group

o Scroll to Motion Paths section

o Choose preset path or draw custom path

4. Effect Settings:

o Animation Pane → Click dropdown arrow → Effect Options

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 o Detailed controls for animation behavior, timing, and text effects

11. Master Slides and Templates

Slide Master View:

1. View tab → Master Views group → Slide Master

2. Hierarchy appears in left pane:

o Slide Master (top level)

o Layout Masters (subsidiary masters)

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Editing the Slide Master:

1. Changing Theme Elements:

o Slide Master tab → Edit Theme group

o Colors, Fonts, Effects, Background Styles

2. Working with Placeholders:

o Slide Master tab → Master Layout group

o Check/uncheck to add/remove standard placeholders

o Resize, reposition, or format existing placeholders

o Insert Placeholder dropdown to add custom placeholders

3. Creating New Layouts:

o Slide Master tab → Edit Master group → Insert Layout

o Format as needed for specific content types

4. Managing Slide Masters:

o Multiple Slide Masters allowed in a single presentation

o Insert Slide Master to create a new master

o Rename, Preserve, Delete options in Edit Master group

5. Close Master View:

o Slide Master tab → Close group → Close Master View

o Returns to Normal view with changes applied

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12. Working with Audio and Video
Adding Audio:

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 1. Insert Audio:

o Insert tab → Media group → Audio

o Audio on My PC: Browse to audio file

o Record Audio: Create a new audio recording

2. Audio Playback Options:

o Select audio icon → Audio Tools Playback tab

o Start: Automatically or On Click

o Play Across Slides: Continue audio across slide transitions

o Loop until Stopped: Repeat audio continuously

o Hide During Show: Hide the audio icon during presentation

o Rewind after Playing: Reset to beginning after playback

3. Audio Editing:

o Trim Audio: Cut beginning/end of audio clip

o Fade Duration: Add fade in/out effects

o Volume: Adjust playback volume

Adding Video:
1. Insert Video:

o Insert tab → Media group → Video

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 o Video on My PC: Browse to video file

o Online Video: Insert from YouTube or other sources

2. Video Playback Options:

o Select video → Video Tools Playback tab

o Start: Automatically or On Click

o Play Full Screen: Expand video during playback

o Hide While Not Playing: Only show during playback

o Loop until Stopped: Repeat video continuously

o Rewind after Playing: Reset to beginning after playback

3. Video Editing:

o Trim Video: Cut beginning/end of video clip

o Fade Duration: Add fade in/out effects

o Volume: Adjust playback volume

o Bookmark: Add points to jump to during presentation

4. Video Formatting:

o Select video → Video Tools Format tab

o Video Styles: Apply borders, effects, etc.

o Poster Frame: Set thumbnail image shown before playback

o Corrections: Adjust brightness, contrast, etc.

o Color: Change video color tone

13. Presentation Delivery Tools

Starting a Slide Show:
 From Beginning: Slide Show tab → Start Slide Show group → From
Beginning (F5)

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  From Current Slide: Slide Show tab → Start Slide Show group → From
Current Slide (Shift+F5)

 Present Online: Share presentation through Microsoft Teams or other

services

 Custom Slide Show: Create and run custom sequences of slides

Presentation Views:

1. Normal View:

o Default editing view

o Shows slides, thumbnails, and notes

2. Presenter View:

o Shows current slide, next slide, notes, and timing to presenter

o Audience sees only the current slide

o Configure in Slide Show tab → Monitors group → Use Presenter

View

3. Reading View:

o Simplified slide show view within the PowerPoint window

o View tab → Presentation Views group → Reading View

Navigation During Presentations:

 Next slide: Click, Right Arrow, Down Arrow, Space, or Enter

 Previous slide: Left Arrow, Up Arrow, Backspace, or Page Up

 Specific slide: Type slide number + Enter

 Black screen: B or Period key

 White screen: W or Comma key

 End show: Esc key

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Annotation Tools During Presentation:

1. Right-click during presentation → Pointer Options or press Ctrl+P

2. Choose pen or highlighter tool

3. Draw or highlight on slides

4. Erase annotations or keep them when ending show

Setting Up Show Options:

1. Slide Show tab → Set Up group → Set Up Slide Show

2. Choose show type:

o Presented by a speaker (full screen)

o Browsed by an individual (in window)

o Browsed at a kiosk (full screen, loops)

3. Configure slide show options:

o Loop continuously

o Show without narration/animation

o Slide range to display

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 o Advance method (manual or timed)

Rehearsing Timings:

1. Slide Show tab → Set Up group → Rehearse Timings

2. Run through presentation at your pace

3. PowerPoint records time spent on each slide

4. Save timings to use for automatic advancement

14. Collaboration Features

Modern Commenting:

1. Review tab → Comments group → New Comment

2. Type comment in comment pane

3. Reply to comments, mark as resolved, or delete

4. Review tab → Comments group → Show Comments to toggle visibility

Sharing Presentations:

1. File tab → Share

2. Options for sharing:

o Send as attachment in email

o Share with people (requires OneDrive/SharePoint)

o Present Online

o Publish slides

Real-time Collaboration (Microsoft 365):

1. Save presentation to OneDrive or SharePoint

2. Share with specific people with edit permissions

3. Multiple users can edit simultaneously

4. See others' presence and changes in real-time

Comparing and Combining Presentations:

1. Review tab → Compare group → Compare

2. Select another presentation file to compare with current

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 3. Review differences and choose which changes to keep

Tracking Changes:

Modern PowerPoint tracks changes automatically when multiple users

collaborate

Comments and Feedback:

1. Review tab → Comments group → Show Comments

2. Review, reply to, or resolve comments

3. Track discussion threads within comments

15. PowerPoint Tips and Best Practices

Design Principles:

 Simplicity: Keep slides clean and uncluttered

 Consistency: Use consistent design elements throughout

 Contrast: Ensure text is readable against backgrounds

 Visual Hierarchy: Emphasize important elements

 Limited Text: Use the 6x6 rule (max 6 bullet points, 6 words each)

Keyboard Shortcuts:

 Ctrl+N: New presentation

 Ctrl+O: Open presentation

 Ctrl+S: Save

 Ctrl+Z: Undo

 Ctrl+Y: Redo

 Ctrl+A: Select all

 Ctrl+C: Copy

 Ctrl+X: Cut

 Ctrl+V: Paste

 Ctrl+M: New slide

 F5: Start presentation from beginning

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  Shift+F5: Start from current slide

 Tab: Select next object

 Shift+Tab: Select previous object

 Ctrl+P: Print

 Alt: Show KeyTips for ribbon commands

Performance Optimization:

 Compress pictures to reduce file size

 Use recommended file formats (JPEG for photos, PNG for graphics)

 Embed fonts for consistent display

 Check compatibility with older versions if needed

 Use the Optimize Media Size option in File > Info

PowerPoint for Different Purposes:

 Business Presentations: Professional themes, data visualization,

clear messaging

 Educational Presentations: Interactive elements, visual aids, clear

explanations

 Creative Presentations: Unique layouts, transitions, multimedia

 Self-running Presentations: Automatic timings, looped

presentations

 Webinars: Simple visuals, engagement questions, minimal animations

Accessibility Considerations:

1. Use built-in layouts and reading order

2. Add alternative text to images and objects

3. Use sufficient color contrast

4. Use unique slide titles

5. Check accessibility using Review tab → Check Accessibility

Final Check Before Presenting:

1. Spell check (Review tab → Proofing group → Spelling)

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 2. Check slide timings if using automatic advancement

3. Ensure all media plays correctly

4. Test presentation on the display/equipment you'll use

5. Have a backup copy available

Conclusion

Microsoft PowerPoint is a versatile and powerful tool for creating

presentations. This guide covers the fundamental features and functions, but
PowerPoint continues to evolve with new capabilities in each update.
Experiment with different features, explore the menus, and practice regularly
to become proficient in creating effective presentations.

Remember that great presentations combine good design, clear content, and
effective delivery. PowerPoint is just a tool—your message and how you
communicate it remains the most important aspect of any presentation.

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