Welcome To Microsoft Word 2016

Microsoft Word
Word 2016 is a word processing application/program
that allows you to create a variety of documents like
letters, flyers, and reports

Word 2016 allows you to do

more with your word processing project
 Word Interface
When Word is opened the Word Start Screen will appear

The start screen allows you to create a new document

by choosing from the list of pre-made templates
Blank Page Overview
 The Ribbon
The Ribbon contains multiple tabs, each with several groups of tools.
The tools provided in the ribbon will help you complete common
tasks in Word.

The Ribbon has nine tabs:

1. File
2. Home
3. Insert
4. Design
5. Layout
6. References
7. Mailings
8. Review
9. View
10. Help
 The Ribbon (Cont.)
The Home tab gives you access to some of the most commonly
used commands for working with Word, including copying and
pasting, formatting, aligning paragraphs, and choosing
document styles.

The Home tab is selected by default whenever you open Word.

 The Ribbon (Cont.)
The Insert tab allows you to insert pictures, charts,
tables, shapes, cover pages, and more to your
document, which can help you communicate
information visually and add style to your document.
 The Ribbon (Cont.)
The Design tab gives you access to a variety of design
tools, including document formatting, effects and page
borders, which can give you document a polished look.
 The Ribbon (Cont.)
The Layout tab allows you to change the print formatting of
your document, including margin width, page orientation,
page breaks, and more. These tools will be helpful when
preparing to print a document.
 The Ribbon (Cont.)
The References tab allows you to add footnotes, citations,
table of contents, captions and a bibliography. These
tools are helpful when composing academic papers.
 The Ribbon (Cont.)
The Mailings tab is used for composing letters,
address envelopes, and creating labels. It is useful
when you are mailing a large number of letters.
 The Ribbon (Cont.)
The Review tab has Word’s powerful editing features,
such as adding comments and tracking changes. These
features make it easy to share and collaborate on
documents.
 The Ribbon (Cont.)
The View tab allows you to switch between different
views for your document and split the screen to view two
parts of your document at once. These tools will also be
helpful when preparing to print a document.
 The Ribbon (Cont.)
Contextual tabs under Format will appear on the Ribbon
when working with certain items, such as tables and pictures.
These tabs contain special tools that can help you format
items as needed.
 The Quick Access Toolbar
Located just above the Ribbon, the Quick Access toolbar lets
you access common commands no matter which tab is
selected. By default, it shows the Save, Undo, and Repeat
commands. You can add other tools depending on your
preference.

To add Commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access
toolbar.
2. Select the Commands you wish to add from the drop-
down menu. To choose from more commands, select more
commands
3. The Command will be added to the Quick Access toolbar.
 The Quick Access Toolbar Cont.
Step 2 Step 3
 The Ruler
The Ruler is located at the top and to the left of you
document. It makes it easier to adjust you document with
precision. If you want, you can hide the Ruler to create more
screen space.

Ruler
 The Ruler (Cont.)
To show or hide the Ruler:
1. Click the view tab.
2. Click the check box next to Ruler show or
hide the ruler.
 Document Views
Word 2016 has a variety of viewing options that change how your
document is displayed. You can choose to view your document in
Read Mode, Print Layout, or Web Layout. These views can be useful
for various tasks.

To change document views, locate and select the desired document

view tool in the bottom-right corner of the Word window.

Print
Mode
Read Web
Mode Mode
Read Mode
In this view, all of the editing
tools are hidden so your
document fills the screen.
Arrows appear on the left
and right side of the screen
to toggle through the pages
of your document.
Print Mode

This is the default view

where you create and
edit your document.

There are page breaks in

Page
between each page,
Breaks indicating how your
document will look when
printed.
Web Layout

This view removes

page breaks. It can
help you visualize how
your document will
display as a webpage.
No Page
Breaks
 The Insertion Point
The insertion point is the blinking vertical line in your
document. It indicates where you can enter text on the page.
Blank document: When a new, document opens, the insertion
point is located in the top left corner of the page.
 The Insertion Point (Cont.)
Adding spaces: Press the
space bar to add spaces after a New Paragraph line: Press
word or in between text. Enter on your keyboard to
move the insertion point to
the next paragraph line.

Press the
space bar to Press “Enter” to
add spaces move the insertion
point to the next
paragraph line
 The Insertion Point Cont.
Manual placement: After a text has been entered,
you can use the mouse to move the insertion point
to a specific place in your document.

Simply click the location in the text where you wish

to place it.

Click to manually
place the insertion
point in a specific
location
 Selecting Text

1. Place the insertion point next to the text you

wish to select.
2. Click the mouse and while holding it down drag
you mouse over the text to select it.
3. Release the mouse button. You have selected
the text. A highlighted box will appear over the
selected text.
 Selecting Text (Cont.)
When you select text or images in Word, a toolbar will appear

How to delete text:

Highlight the text the you wish to delete then hit the
“Delete” key on the keyboard.
 Copy and Paste Text
To copy and paste text:
Copying text creates a duplicate of the text.
1. Select the text you wish to copy

2. Click the Copy command on

the Home tab or right click the
selected text and click Copy.
 Copy and Paste Text (Cont.)
3. Place the insertion point where you
wish the text to appear.

4. Click the Paste command on the Home tab

or right click and click paste.
5. Then the copied text will appear.
 Cut and Paste Text
1. Select the text you wish to cut.

2. Click the Cut command

on the Home tab or
right click the selected
text and select cut.
 Cut and Paste Text (Cont.)
3. Place your insertion point where you wish the text to appear.

4. Click the Paste command on the Home tab or

right click and select paste and the text will appear.
 How to Change Font
Word 2016 provides a variety of other fonts
you can use to customize text and titles.
1. Select the text you wish to change.
How to Change Font (Cont.)
2. On the Home tab click the drop-down arrow next to
the Font box. A menu of font styles will appear.
3. Move the mouse over the list of font styles, then
select the font you would like to use
4. The font will change
in the document.
 Changing Font Size
1. Select the text you wish to change.
 Changing Font Size (Cont.)
2. Select the desired font size formatting option
Font size drop-down arrow: On the Home tab, click the Font
size drop-down arrow. A menu of font sizes will appear.
When you move the mouse over the various font sizes, a live
preview of the font size will appear in the document.
 Font Color
1. Select the text you wish to change.
2. On the Home tab, click the Font Color drop-down
arrow. The Font Color menu appears
3. Move the mouse over the various font colors. A live
preview of the color will appear in the document.
 Font Color (Cont.)
4. Select the font color you wish to use.
The font color will change in the document.
 Highlight Text
Highlighting text can be useful when marking
important text in your document.
1. Select the text you wish to highlight.

2. From the Home tab, click the Text

Highlighter Color drop-down arrow.
3. Select the desired
highlight color.
Bold, Italic, and Underline
1. Select the text you wish to change.
2. On the Home tab click the Bold (B), Italic (I), or
Underline (U) command in the Font group.

3. The selected text will be modified in the document.

 Changing Text Alignment
1. Select the text you wish to modify.
2. On the Home tab, select one of the four alignment
options from the paragraph section
Align Text left
Center
Align Text Right
Justify
 Page Orientation
To change page orientation:
1. Select the Page Layout tab.
2. Click the “Orientation” command in the Page Setup Section.

3. A drop-down menu will appear. Click either “Portrait”

or “Landscape” to change the page orientation.
4. Once one is selected the page will change.
 Changing Page Size
To change the page size:
Word has a variety of predefined page sizes to choose from.
1. Select the “Layout” tab, then click the “Size” command.

2. A drop-down menu will appear.

The current page size is highlighted
 Backstage View
Backstage view gives you various options for saving,
opening a file, printing, and sharing your document.

To access Backstage view:

1. Click the file tab on the
Ribbon. Backstage view will
appear.
Backstage View (Cont.)
 New Document
To begin a new project in Word
1. Select the file tab. Backstage view will appear.
2. Select New, then click a template.

3. A new, document
will appear.
 How to: Open an Existing
Document
1. Navigate to Backstage view, then click Open.

2. Choose “Browse”
 How to: Open an Existing
Document (Cont.)
3. The Open dialog box appears. Locate and
select your document, then click Open.
 Save and Save As
In Word there are two says to save a file, SAVE and SAVE
AS.

SAVE is used when a document is open or edited to save

what you are working on.
SAVE AS is used to save the document to a location and
change the name of the document.

It is important to save your document whenever you start

a new project or make changes to an existing one. Saving
early and often can prevent you work from being lost.
You will also need to pay close attention to where you
save the document so it will be easy to find later.
 To Save a Document
1. Locate and select the Save command on the
Quick Access toolbar.

2. If you are saving the document for the first

time Save As will appear in Backstage view.

3. You will then need to choose where to save the

file and give it a file name.
 To Save a Document (Cont.)
4. The Save As dialog box will appear. Select the
location where you wish to save the document.
5. Enter a file name for the document, then click Save.
How To: Export Word to PDF
1. Click the File tab to access Backstage view.
2. Click Export, then select Create PDF/XPS.
How To: Export Word to PDF (Cont.)
3. The Save As dialog box will appear. Select the
location where you wish to export the documents,
enter a file name, then click Publish.
Exporting to Other File Types
A file can also be exported to Word 97-2003 doc,
or a plain-text version

1. Click the file tab to access Backstage view

2. Click Export, then select “Change File Type”
Exporting to Other File Types (Cont.)
3. Select a file type, then click Save As.

Select a common file type,

then click “Save As” to export
 Exporting to Other File Types (Cont.)
4. The Save As dialog box will appear. Select the location
where you wish to export the document, enter a file name,
then click Save.
Exporting to Other File Types (Cont.)
You can also use the
Save As type: drop-down
menu in the Save As
dialog box to save
documents in a variety
of file types.
Introduction to
Excel
Yitzchak Rosenthal

59
Worksheet
Basics

60
Worksheets
• Excel’s main screen
is called a
“worksheet”.

• Each worksheet is
comprised of many
boxes, called
“cells”.
Organize Information
• You can organize
information by
typing a single
piece of data into
each cell. (see next
slides)
How to Enter Information

63
Selecting a Cell
• “Select” a cell by
clicking on it once
(don’t double click).

• You can move from cell

to cell with the arrow
keys or by pressing the
“Enter” key.
Entering Information / The Formula
Bar
• To enter information in a
cell, just start typing.

• When you are done

either
• Press the Enter Key
• Press an arrow key
• Click on the “check
button” (only visible
when entering data into
a cell)

• The information in the

selected cell is also
displayed in the
“formula bar” above the
worksheet.
Double Click to Modify a Cell
• To modify the contents
of a cell double click on
the cell.
• Then use the right, left
arrow keys and the
Insert and Delete keys
to modify the data. Double click to
• When you are done: change “hi there” to
“hello there”
• Press the Enter key
or
• Click on the check box.
Names of Rows, Columns and
Cells

67
Column Names (letters) & Row Names
(numbers)
• The columns of the
worksheet are named
with letters
• The rows are named
with numbers

Selected
Cell
Cell Names (ex. B4) Name Selected
• The name of a cell is a combination Box Cell
of the Letter Of The Column that the
cell is in followed by the Number Of
The Row that the cell is in.

• Example: the selected cell in the

picture is named B4 (NOT 4B)

• Excel automatically shows the the

name of the currently selected cell
in the “name box” (located above
the worksheet).

• The letter must come first (i.e. B4,

NOT 4B) and there may NOT be any
spaces between the letter and the
number.

• We will learn later why it is

important to understand how to
name cells.
Longggggggg Data

70
Information that is “too wide” for a cell
• The word “Name” is in cell
A5
• The words “Hours Worked”
are in cell B5 (NOT in cell
C5). However, since the
information is too wide for
cell B5, it looks like it extends
“Hours
into cell C5. Worked” is in
• You can determine that the cell B5 (look
at formula
information is really only IN bar)
cell B5 by selecting cell B5
and looking at the formula
bar and then selecting cell
C5 and looking at the “Hours
Worked” is
formula bar. NOT in cell
C5 (formula
bar is empty)
Information that is “Chopped
Off”
• If there is information
in the cell to the right,
• You can see the
complete data by
then the original cell selecting the cell and
still contains all of the looking in the formula
data, but the data bar.
appears to be
“chopped off”.
Change the Width of a Column or the
Height of a Row

73
Make a column wider Drag column
separator to the
right
• To make Column B wider,
point the cursor to the
column separator between
columns B and column C.
• The cursor changes to a
“Double headed arrow”.
• Now, click the left mouse
button and without letting
go of the button, drag the
separator to the right to
make the column wider (or
to the left to make the column
narrower).
Column is now wider
Getting the Exact Width
• To get the “exact” width, Double click here
double click on the
separator instead of
dragging it.

Column is now EXACTLY the correct width

Resizing a Row
• Make a row
taller or
shorter by
dragging
the
separator
between
the rows.

Row is now
• Click and taller
drag here
to resize
row 5.
Putting an “Enter” inside a cell
Step 1: Originally
“Hours Worked” is
• To add a new line on one line.
inside a cell
• Double click inside
the cell where you
want the new line. Step 2: Double click
to edit cell and then
• Press Ctrl-Enter (i.e. press Ctrl-Enter
hold down the Ctrl
key and press Enter
while still holding
down Ctrl).
• When you are done
editing, press Enter Step 3: Press Enter
(without holding (without Ctrl) to
down Ctrl) to accept accept the changes.
the changes.
Basic Formatting
(e.g. bold, colors, fonts, etc)

78
Formatting Cells
• Select one or more cells and then click on any of the formatting buttons (see
below) to change the formatting of the selected cells.
• Formatting buttons: show fewer decimal points (ex. 10.507
is displayed as 10.51)
These change the way show more decimal points (ex. 10.507
numbers are displayed in is displayed as 10.5070)
cells. (these don’t affect
words). indent within cell
put border around cell(s)

center color of cell

font font color of
text in cell
nam size left right
e justify justify

center & merge cells

bol (will explain later) remove indent
d italics show with commas (e.g.
click on click on
downward
underlin 12345 becomes 12,345)
downward
show as percent (ex. 0.5
pointing arrows e becomes 50%)
pointing arrows
for other font for other colors
names and sizes show as currency and border styles
(ex. 1000.507 becomes $1000.50)
Example – unformatted
worksheet
• Unformatted worksheet – see next slide for formatting.
Example –making cells bold
• Click on cell A1 and drag to cell A3.
• Then press the Bold button to make cells A1,A2,A3 bold.
• You could also press the font or background color buttons to change the
color or apply any other formatting you like (this is not shown below).
Other Ways of Selecting More Than
One Cell
• To select a large range of cells, click on the upper left cell in
the range. Then hold the shift key and click on the lower right
cell in the range.
• You can select different “non-contiguous” areas of cells by
holding down the Ctrl key while clicking and dragging.
Selecting Non-Contiguous Ranges
• Click and
drag to
select the
first
range.

• Ctrl-click
and drag
(This cell is also selected
to select even though it appears
additional white).

ranges
Selecting entire Rows, entire Columns
or all cells on the worksheet.
• To select an entire column, click on the letter for the column
header. To select several columns, click on the header for the
first column and drag to the right.
• To select an entire row, click on the number for the row
header. To select several rows, click on the header for the first
row and drag down.
• To select all of the cells on the spreadsheet, click on the upper
left hand corner of the spreadsheet (where the column
headers meet the row headers)
Select Entire Columns/Rows/Worksheet
To select ENTIRE COLUMN B To select ENTIRE ROW 2
click on “B” column header click on “2” row header

Click Click

To select ROWS 2,3 and 5,6,7

To select COLUMNS B,C,D • click on “2” row header, drag down,
• then Ctrl-Click on “5” row header and drag down
click on “B” column header and drag to right

Click drag Click and drag

down
then Ctrl-
Click and
drag down
To select COLUMNS B,C and F,G,H
• click on “B” column header, drag to right, To select ENTIRE WORKSHEET
• then Ctrl-Click on “F” column header and drag right click on select worksheet button
(in corner between “1” and “A” buttons)

Ctrl-
Click
Click Click
drag drag
 Example - continued
• Step 1: Click on
row header for
row 5

• Step 2:
Ctrl-click on
row-header for
row 11

• Step 3: Press
Bold button or
type ctrl-b

• Note: After
being “bolded”,
the word
“Employee” is
now too wide
for the column,
so make the
column wider if
necessary (this
step is not
shown).
More Advanced Formatting

87
Format Cells
• Using the formatting buttons only
give you a limited amount of
formatting ability.
• For more formatting ability, select
one or more cells and right click on
the selection. Then choose “format
cells” from the popup menu.
• Choose options from the Number,
Alignment, Font, Border and
Patterns tabs and press OK to
change the way your information
looks on the screen.
• The Protection tab is used to lock
cells so that their contents can’t be
modified.
• We will not go into the details of
using the format cells dialog box at
this time but you should be able to
figure out most of it by yourself.
Formatting changes how things LOOK,

not
•
how they WORK.
NOTE: you will probably not understand this slide until after
you learn about Excel Formulas. Formulas are covered later in
this presentation.
• When you change the format of a cell, Excel still “remembers”
the original value.
• Excel will use the un-formatted value when calculating formula
values.
• Example: if you change numbers to appear with fewer decimal
points the original number with all of its decimal points are
used in calculations.
Formulas
The bread and butter of Excel

90
Excel Formulas
• You must have an equals sign ( = ) as the first character in a cell
that contains a formula.
• The = sign tells excel that the contents of the cell is a formula
• Without the = sign, the formula will not calculate anything. It
will simply display the text of the formula.
 Formulas - correct

formula with = sign After pressing ENTER

 Missing = sign

Missing = sign! After pressing ENTER

Before pressing enter (no change - not a function)
Types of operations
• You can use any of the following operations in a formula:
operation symbol example
addition: + =a1+3
subtraction: - =100-b3
multiplication: * =a1*b1
division: / =d1/100
exponentiation ^ =a2^2
negation - =-a2+3
(same symbol as subraction)
Explicit (literal) values and cell
references
• You can use both explicit values and cell references in a
formula
• An explicit value is also called a literal value

• Formula with only cell references: =a1*b1

• Formula with only literal values: =100/27

• Formula with both cell references and literal values:

=a1/100
Errors in Formulas

96
Common Errors
• The following are some errors that may appear in a spreadsheet (there are
others too).

• #######
• Cell is too narrow to display the results of the formula. To fix this simply make the column
wider and the “real” value will be displayed instead of the ###### signs. Note that even
when the ###### signs are being displayed, Excel still uses the “real” value to calculate
formulas that reference this cell.

• #NAME?
• You used a cell reference in the formula that is not formed correctly (e.g. =BB+10 instead
of =B3+10)

• #VALUE!
• Usually the result of trying to do math with a textual value. Example: =A1*3 where A1
contains the word “hello”

• #DIV/0!
• Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero)

• Circular Reference
• Using a formula that contains a reference to the cell that the formula “lives in”. Example:
putting the formula =A1+1 in cell A1 or putting the formula =SUM(A1:B2) in any of the cells
A1, B1, A2, B2
Order of Operations

98
Complex formulas
• You can use several operations in one function
• You can group those operations with parentheses

• Examples

=3*2+1

=c1*(a1+b1)

=(100*a2-10)+(200*b3-20)+30

=(3+2*(50/b3+3)/7)*(3+b7)
Order of operations
• When using several operations in one formula, Excel follows
the order of operations for math.
• first: all parentheses - innermost first
• second: exponents (^)
• third: all multiplication (*) and division (/). Do
these starting with the leftmost * or /
and work to the right.
• fourth: all addition (+) and subtraction (-). Do
these starting with the leftmost + or -
and work to the right.
Please Excuse My Dear Aunt
Sally
• The sentence "Please excuse my dear aunt Sally" is a
popular mneumonic to remember the order of
operations:

Menumonic Meaning
• Please parentheses

• Excuse exponents

• My Dear mulitplication and division

(going left to right)

• Aunt Sally addition and subtraction

(going left to right)
Order of operations
• The value of

3+2*5

is

13

NOT 25!
Order of operations
3 + (100 - 20) / 10 - 6 * 2 / 4 + 9

3 + 80 / 10 - 6 * 2 / 4 + 9

3+ 8 - 6 * 2 / 4 + 9

3 + 8 - 12 / 4 + 9

3+8 - 3 + 9

11 - 3 + 9

8+9

answer:17
Cntrl-`
• To see the formulas in the worksheet
• Press the Cntrl key at the same time as you press the ` key (i.e.
Cntrl-`)
• Press Cntrl-` again to see the values
Functions
What is a function?
• A function is a "named operation"
• Functions have
• a name
• parentheses
• parameters/arguments inside the parentheses
• The words parameter and argument mean the same thing
• you can have many parameters for one function separated with
commas (,)
• The number of parameters is one more than the number of commas.
The SUM function
• Examples

Function Result
=SUM(1,2,3,4,5) 15

=SUM(a1,b1,c1) a1+b1+c1

=SUM(9,a1,b2,5,c1) 9+a1+b2+5+c1
Terminology
SUM(1,2,3,4,5)
• The name of the function is "SUM"

• The parameters or arguments to this function are 1,2,3,4 and 5

• The entire thing, i.e. SUM(1,2,3,4,5), is a function call

• The value of this function call is 15.

Another way to say this is that this function call returns 15.
Ranges (e.g. a1:c3)

109
Ranges
• A rectangular box of cells is called a “range”.
• The name of a range is
• the name of the upper left cell of the range
• Followed by a colon :
• Followed by the lower right cell of the range
• Example: A1:B2 is shorthand for A1,A2,B1,B2
• See next slide for more examples

A1:B2
Examples of Range Names
• Examples
C3:E10

B2:B5

B3:E3
Using a range as a parameter
• Ranges can be specified as a parameters to a function
call.
• Both of the following function calls produce the same
result as =a1+b1+c1+a2+b2+c2+a3+b3+c3+a4+b4+c4
however the 2nd version uses a range and is much
shorter.

without a range
=SUM(a1,b1,c1,a2,b2,c2,a3,b3,c3,a4,b4,c4)

with a range
=SUM(a1:c4)
Function calls with multiple
parameters
• You can include multiple ranges and cells as
parameters

• Example: the following function call has 3 parameters.

There are two ranges (a1:b2 and c4:c7), one number
(100) and one cell reference (d3)

=SUM(a1:b2,100,c4:c7,d3)

Is the same as:

=SUM(a1,a2,b1,b2,100,c4,c5,c6,c7,d3)
 Interesting, right?
This is just a sneak preview of the full presentation. We hope you like it!
To see the rest of it, just click here to view it in full on PowerShow.com.
Then, if you’d like, you can also log in to PowerShow.com to download
the entire presentation for free.
PowerPoint 2016:
Basics
Creating a Slide Show Presentation

training@health.ufl.edu
 Microsoft PowerPoint 2016 Basics
Creating a Slide Show Presentation
2.0 hour

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 1
Types of Print Layouts ....................................................................................................................
15
Exiting PowerPoint .........................................................................................................................
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, 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, 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.
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.
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.
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.
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.
 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
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.
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.
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.
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
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.
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.
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.
 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.
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.