Introduction

PowerPoint is a presentation program that allows you to create dynamic

slide presentations. These presentations can include animation, narration,
images, videos, and much more. In this lesson, you'll learn your way around
the PowerPoint environment, including the Ribbon, Quick Access
Toolbar, and Backstage view.

Watch the video below to learn more about getting started with
PowerPoint.

About this tutorial

The procedures in this tutorial will work for all recent versions of
Microsoft PowerPoint, including PowerPoint 2019, PowerPoint 2016,
and Office 365. There may be some slight differences, but for the most part
these versions are similar. However, if you're using an earlier version, you
may want to refer to one of our other PowerPoint tutorials instead.

The PowerPoint interface

When you open PowerPoint for the first time, the Start Screen will appear.
From here, you'll be able to create a new presentation, choose a template,
and access your recently edited presentations. From the Start Screen,
locate and select Blank Presentation to access the PowerPoint interface.
Click the buttons in the interactive below to become familiar with the
PowerPoint interface.
Working with the PowerPoint
environment
The Ribbon and Quick Access Toolbar are where you will find the
commands to perform common tasks in PowerPoint. Backstage view gives
you various options for saving, opening a file, printing, and sharing your
document.

The Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional
menus. The Ribbon contains multiple tabs, each with several groups of
commands. For example, the Font group on the Home tab contains
commands for formatting text in your document.
Some groups also have a small arrow in the bottom-right corner that you
can click for even more options.

Showing and hiding the Ribbon

The Ribbon is designed to respond to your current task, but you can choose
to minimize it if you find that it takes up too much screen space. Click
the Ribbon Display Options arrow in the upper-right corner of the Ribbon
to display the drop-down menu.
 • Auto-hide Ribbon: Auto-hide displays your workbook in full-
screen mode and completely hides the Ribbon. To show the
Ribbon, click the Expand Ribbon command at the top of
screen.
• Show Tabs: This option hides all command groups when
they're not in use, but tabs will remain visible. To show the
Ribbon, simply click a tab.
• Show Tabs and Commands: This option maximizes the
Ribbon. All of the tabs and commands will be visible. This
option is selected by default when you open PowerPoint for the
first time.

Using the Tell me feature

If you're having trouble finding a command you want, the Tell Me feature
can help. It works just like a regular search bar: Type what you're looking
for, and a list of options will appear. You can then use the command directly
from the menu without having to find it on the Ribbon.
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 includes
the Save, Undo, Redo, and Start From Beginning commands. You can add
other commands 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 command you want 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 Ruler, guides, and

gridlines
PowerPoint includes several tools to help organize and arrange content on
your slides, including the Ruler, guides, and gridlines. These tools make it
easier to align objects on your slides. Simply click the checkboxes in
the Show group on the View tab to show and hide these tools.
Zoom and other view options
PowerPoint has a variety of viewing options that change how your
presentation is displayed. You can choose to view your presentation
in Normal view, Slide Sorter view, Reading view, or Slide Show view. You
can also zoom in and out to make your presentation easier to read.

Switching slide views

Switching between slide views is easy. Just locate and select the
desired slide view command in the bottom-right corner of the PowerPoint
window.
To learn more about slide views, review our lesson on Managing Slides.

Zooming in and out

To zoom in or out, click and drag the zoom control slider in the bottom-
right corner of the PowerPoint window. You can also select
the + or - commands to zoom in or out by smaller increments. The number
next to the slider displays the current zoom percentage, also called
the zoom level.

Backstage view
Backstage view gives you various options for saving, opening, printing,
and sharing your presentations. To access Backstage view, click the File tab
on the Ribbon.
Click the buttons in the interactive below to learn more about using
Backstage view.

You can review our lesson on Understanding OneDrive to learn more

about using OneDrive.
Challenge!
1. Open PowerPoint and create a blank presentation.
2. Change the Ribbon Display Options to Show Tabs.
3. Click the drop-down arrow next to the Quick Access
Toolbar and add New, Quick Print, and Spelling.
4. In the Tell me bar, type Shape and press Enter.
5. Choose a shape from the menu, then double-click somewhere
on your slide.
6. Show the Ruler if it is not already visible.
7. Zoom the presentation to 120%.
8. When you're finished, your presentation should look something
like this:
 9. Change the Ribbon Display Options back to Show Tabs and
Commands.

Lesson 2: Understanding OneDrive

Introduction
Many of the features in Office are geared toward saving and sharing files
online. OneDrive is Microsoft’s online storage space that you can use to
save, edit, and share your presentations and other files. You can access
OneDrive from your computer, smartphone, or any of the devices you use.

To get started with OneDrive, all you need to do is set up a free Microsoft
account if you don’t already have one.

If you don't already have a Microsoft account, you can go to the Creating a
Microsoft Account lesson in our Microsoft Account tutorial.

Once you have a Microsoft account, you'll be able to sign in to Office. Just
click Sign in in the upper-right corner of the PowerPoint window.

Benefits of using OneDrive

Once you’re signed in to your Microsoft account, there are a few of the
things you’ll be able to do with OneDrive:
 • Access your files anywhere: When you save your files
to OneDrive, you’ll be able to access them from any computer,
tablet, or smartphone that has an Internet connection. You'll
also be able to create new presentations from OneDrive.
• Back up your files: Saving files to OneDrive gives them an
extra layer of protection. Even if something happens to your
computer, OneDrive will keep your files safe and accessible.
• Share files: It’s easy to share your OneDrive files with friends
and coworkers. You can choose whether they can edit or
simply read files. This option is great for collaboration because
multiple people can edit a presentation at the same time (also
known as co-authoring).

Saving and opening files

When you’re signed in to your Microsoft account, OneDrive will appear as
an option whenever you save or open a file. You still have the option of
saving files to your computer. However, saving files to your OneDrive
allows you to access them from any other computer, and it also allows you
to share files with friends and coworkers.

For example, when you click Save As, you can select
either OneDrive or This PC as the save location.
Introduction
PowerPoint files are called presentations. Whenever you start a new project
in PowerPoint, you'll need to create a new presentation, which can either
be blank or from a template. You'll also need to know how to open an
existing presentation.

Watch the video below to learn more about creating and opening
presentations in PowerPoint.

To create a new presentation:

When beginning a new project in PowerPoint, you'll often want to start with a
new blank presentation.

1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank
Presentation.
 3. A new presentation will appear.

To create a new presentation from a template:

A template is a predesigned presentation you can use to create a new slide
show quickly. Templates often include custom formatting and designs, so
they can save you a lot of time and effort when starting a new project.

1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use
the search bar to find something more specific. In our
example, we'll search for the keyword chalkboard.
3. Select a template to review it.
 4. A preview of the template will appear, along with additional
information on how the template can be used.
5. Click Create to use the selected template.

6. A new presentation will appear with the selected template.

It's important to note that not all templates are created by Microsoft. Many
are created by third-party providers and even individual users, so some
templates may work better than others.

To open an existing presentation:

In addition to creating new presentations, you'll often need to open a
presentation that was previously saved. To learn more about saving
presentations, review our lesson on Saving Presentations.
1. Select the File tab to go to Backstage view, then click Open.
2. Click Browse. You can also choose OneDrive to open files
stored on your OneDrive.

3. The Open dialog box will appear. Locate and select

your presentation, then click Open.
Most features in Microsoft Office, including PowerPoint, are geared toward
saving and sharing documents online. This is done with OneDrive, which is an
online storage space for your documents and files. If you want to use
OneDrive, make sure you’re signed in to PowerPoint with your Microsoft
account. Review our lesson on Understanding OneDrive to learn more.

To pin a presentation:
If you frequently work with the same presentation, you can pin it to
Backstage view for easy access.

1. Select the File tab to go to Backstage view, then click Open.

Your Recent Presentations will appear.
2. Hover the mouse over the presentation you want to pin, then
click the pushpin icon.
 3. The presentation will stay in the Recent presentations list
until it is unpinned. To unpin a presentation, click the pushpin
icon again.

Compatibility Mode
Sometimes you may need to work with presentations that were created in
earlier versions of PowerPoint, like PowerPoint 2003 or PowerPoint 2000.
When you open these types of presentations, they will appear
in Compatibility Mode.

Compatibility Mode disables certain features, so you'll only be able to access

commands found in the program that was used to create the presentation.
For example, if you open a presentation created in PowerPoint 2003, you can
only use tabs and commands found in PowerPoint 2003.

In the image below, you can see at the top of the window that the
presentation is in Compatibility Mode. This will disable some current
PowerPoint features, including newer types of slide transitions.

To exit Compatibility Mode, you'll need to convert the presentation to the

current version type. However, if you're collaborating with others who only
have access to an earlier version of PowerPoint, it's best to leave the
presentation in Compatibility Mode so the format will not change.

You can review this support page from Microsoft to learn more about which
features are disabled in Compatibility Mode.

To convert a presentation:
If you want access to the newer features, you can convert the presentation to
the current file format.
Note that converting a file may cause some changes to the original layout of
the presentation.

1. Click the File tab to access Backstage view.

2. Locate and select the Convert command.

3. The Save As dialog box will appear. Select the location where
you want to save the presentation, enter a file name, and
click Save.
 4. The presentation will be converted to the newest file type.

Challenge!
1. Open our practice presentation.
2. Notice that the presentation opens in Compatibility
Mode. Convert it to the current file format. If a dialog box
appears asking if you would like to close and reopen the file in
order to see the new features, choose Yes.
3. In Backstage view, pin a file or folder.
Introduction
Whenever you create a new presentation in PowerPoint, you'll need to know
how to save in order to access and edit it later. As with previous versions of
PowerPoint, you can save files to your computer. If you prefer, you can also
save files to the cloud using OneDrive. You can
even export and share presentations directly from PowerPoint.

Watch the video below to learn more about saving and sharing PowerPoint
presentations.

Save and Save As

PowerPoint offers two ways to save a file: Save and Save As. These options
work in similar ways, with a few important differences.

• Save: When you create or edit a presentation, you'll use

the Save command to save your changes. You'll use this
command most of the time. When you save a file, you'll only
need to choose a file name and location the first time. After
that, you can just click the Save command to save it with the
same name and location.
• Save As: You'll use this command to create a copy of a
presentation while keeping the original. When you use Save As,
you'll need to choose a different name and/or location for the
copied version.

About OneDrive
Most features in Microsoft Office, including PowerPoint, are geared toward
saving and sharing documents online. This is done with OneDrive, which is an
online storage space for your documents and files. If you want to use
OneDrive, make sure you’re signed in to PowerPoint with your Microsoft
account. Review our lesson on Understanding OneDrive to learn more.
To save a presentation:
It's important to save your presentation whenever you start a new project or
make changes to an existing one. Saving early and often can prevent your
work from being lost. You'll also need to pay close attention to where you
save the presentation so it will be easy to find later.

1. Locate and select the Save command on

the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will
appear in Backstage view.
3. You'll then need to choose where to save the file and give it
a file name. Click Browse to select a location on your
computer. You can also click OneDrive to save the file to your
OneDrive.
4. The Save As dialog box will appear. Select the location where
you want to save the presentation.
5. Enter a file name for the presentation, then click Save.
 6. The presentation will be saved. You can click
the Save command again to save your changes as you modify
the presentation.

You can also access the Save command by pressing Ctrl+S on your keyboard.

Using Save As to make a copy

If you want to save a different version of a presentation while keeping the
original, you can create a copy. For example, if you have a file named Client
Presentation you could save it as Client Presentation 2 so you'll be able to
edit the new file and still refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like
when saving a file for the first time, you'll need to choose where to save the
file and give it a new file name.

To change the default save location:

If you don't want to use OneDrive, you may be frustrated that OneDrive is
selected as the default location when saving. If you find this inconvenient,
you can change the default save location so This PC is selected by default.

1. Click the File tab to access Backstage view.

2. Click Options.
3. The PowerPoint Options dialog box will appear.
Select Save, check the box next to Save to Computer by
default, then click OK. The default save location will be
changed.
Using AutoRecover
PowerPoint automatically saves your presentations to a temporary folder
while you are working on them. If you forget to save your changes or if
PowerPoint crashes, you can restore the file using AutoRecover.

To use AutoRecover:
1. Open PowerPoint. If autosaved versions of a file are found,
the Document Recovery pane will appear.
2. Click to open an available file. The presentation will be
recovered.
By default, PowerPoint autosaves every 10 minutes. If you are editing a
presentation for less than 10 minutes, PowerPoint may not create an
autosaved version.

If you don't see the file you need, you can browse all autosaved files
from Backstage view. Just select the File tab, click Manage Presentation, then
choose Recover Unsaved Presentations.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type.
However, there may be times when you need to use another file type, such as
a PDF or PowerPoint 97-2003 presentation. It's easy to export your
presentation from PowerPoint to a variety of file types.

• PDF: This saves the presentation as a PDF document instead

of a PowerPoint file.
• Video: This saves the presentation as a video.
• Package for CD: This saves the presentation in a folder along
with the Microsoft PowerPoint Viewer, a special slide show
player anyone can download.
• Handouts: This prints a handout version of your slides.
• Other file type: This saves in other file types,
including PNG and PowerPoint 97-2003.
To export a presentation:
In our example, we'll save the presentation as a PowerPoint 97-2003 file.

1. Click the File tab to access Backstage view.

2. Click Export, then choose the desired option. In our example,
we'll select Change File Type.

3. Select a file type, then click Save As.

4. The Save As dialog box will appear. Select the location where
you want to export the presentation, type a file name, then
click Save.
You can also use the Save as type drop-down menu in the Save As dialog box
to save presentations in a variety of file types. Be careful to choose a file type
others will be able to open.
Sharing presentations
PowerPoint makes it easy to share and collaborate on presentations
using OneDrive. In the past, if you wanted to share a file with someone you
could send it as an email attachment. While convenient, this system also
creates multiple versions of the same file, which can be difficult to organize.

When you share a presentation from PowerPoint, you're actually giving

others access to the exact same file. This lets you and the people you share
with edit the same presentation without having to keep track of multiple
versions.

In order to share a presentation, it must first be saved to your OneDrive.

To share a presentation:
1. Click the File tab to access Backstage view, then click Share.

2. PowerPoint will return to Normal view and open

the Share panel on the right side of the window. From here,
you can invite people to share your document, see a list of who
has access to the document, and set whether they can edit or
only view the document.
Challenge!
1. Open our practice presentation.
2. Use Save As to create a copy of the presentation. Name the new
copy Saving Challenge Practice. You can save it to a folder on
your computer or to your OneDrive.
3. Export the presentation as a PDF file.
Introduction
Every PowerPoint presentation is composed of a series of slides. To begin
creating a slide show, you'll need to know the basics of working with slides.
You'll need to feel comfortable with tasks like inserting a new slide, changing
the layout of a slide, arranging existing slides, changing the slide view,
and adding notes to a slide.

Optional: Download our practice presentation.

Watch the video below to learn more about slide basics in PowerPoint.

Understanding slides and slide layouts

When you insert a new slide, it will usually have placeholders to show you
where content will be placed. Slides have different layouts for placeholders,
depending on the type of information you want to include. Whenever you
create a new slide, you'll need to choose a slide layout that fits your content.
Placeholders can contain different types of content, including text, images,
and videos. Many placeholders have thumbnail icons you can click to add
specific types of content. In the example below, the slide has placeholders for
the title and content.

To insert a new slide:

Whenever you start a new presentation, it will contain one slide with the Title
Slide layout. You can insert as many slides as you need from a variety of
layouts.

1. From the Home tab, click the bottom half of

the New Slide command.

2. Choose the desired slide layout from the menu that appears.
3. The new slide will appear. Click any placeholder and begin
typing to add text. You can also click an icon to add other types
of content, like a picture or chart.
To change the layout of an existing slide, click the Layout command, then
choose the desired layout.

To quickly add a slide that uses the same layout as the selected slide, click
the top half of the New Slide command.

Organizing slides
PowerPoint presentations can contain as many slides as you need. The Slide
Navigation pane on the left side of the screen makes it easy to organize your
slides. From there, you can duplicate, rearrange, and delete slides in your
presentation.
Working with slides
• Duplicate slides: If you want to copy and paste a slide quickly,
you can duplicate it. To duplicate slides, select the slide you
want to duplicate, right-click the mouse, and choose Duplicate
Slide from the menu that appears. You can also
duplicate multiple slides at once by selecting them first.
 • Move slides: It's easy to change the order of your slides. Just
click and drag the desired slide in the Slide Navigation pane to
the desired position.

• Delete slides: If you want to remove a slide from your

presentation, you can delete it. Simply select the slide you
want to delete, then press the Delete or Backspace key on
your keyboard.

To copy and paste slides:

If you want to create several slides with the same layout, you may find it
easier to copy and paste a slide you've already created instead of starting
with an empty slide.

1. Select the slide you want to copy in the Slide Navigation pane,
then click the Copy command on the Home tab. You can also
press Ctrl+C on your keyboard.
2. In the Slide Navigation pane, click just below a slide (or
between two slides) to choose a paste location. A horizontal
insertion point will appear.
3. Click the Paste command on the Home tab. You can also
press Ctrl+V on your keyboard.
4. The slide will appear in the selected location.
Customizing slide layouts
Sometimes you may find that a slide layout doesn't exactly fit your needs. For
example, a layout might have too many—or too few—placeholders. You
might also want to change how the placeholders are arranged on the slide.
Fortunately, PowerPoint makes it easy to adjust slide layouts as needed.

Adjusting placeholders
• To select a placeholder: Hover the mouse over the edge of the
placeholder and click (you may need to click the text in the
placeholder first to see the border). A selected placeholder will
have a solid line instead of a dotted line.
• To move a placeholder: Select the placeholder, then click and
drag it to the desired location.

• To resize a placeholder: Select the placeholder you want to

resize. Sizing handles will appear. Click and drag the sizing
handles until the placeholder is the desired size. You can use
the corner sizing handles to change the
placeholder's height and width at the same time.
 • To delete a placeholder: Select the placeholder you want to
delete, then press the Delete or Backspace key on your
keyboard.

To add a text box:

Text can be inserted into both placeholders and text boxes. Inserting text
boxes allows you to add to the slide layout. Unlike placeholders, text boxes
always stay in the same place, even if you change the theme.

1. From the Insert tab, select the Text Box command.

2. Click and drag to draw the text box on the slide.

3. The text box will appear. To add text, simply click the text box
and begin typing.
Using blank slides
If you want even more control over your content, you may prefer to use
a blank slide, which contains no placeholders. Blank slides can be
customized by adding your own text boxes, pictures, charts, and more.

• To insert a blank slide, click the bottom half of the New

Slide command, then choose Blank from the menu that
appears.
While blank slides offer more flexibility, keep in mind that you won't be able
to take advantage of the predesigned layouts included in each theme.

To play the presentation:

Once you've arranged your slides, you may want to play your presentation.
This is how you will present your slide show to an audience.

1. Click the Start From Beginning command on the Quick Access

Toolbar to see your presentation.
 2. The presentation will appear in full-screen mode.
3. You can advance to the next slide by clicking your mouse or
pressing the spacebar on your keyboard. You can also use
the arrow keys on your keyboard to move forward or
backward through the presentation.
4. Press the Esc key to exit presentation mode.

You can also press the F5 key at the top of your keyboard to start a
presentation.

Customizing slides
To change the slide size:
By default, all slides in PowerPoint 2013 use a 16-by-9—or widescreen—
aspect ratio. You might know that widescreen TVs also use the 16-by-9 aspect
ratio. Widescreen slides will work best with widescreen monitors and
projectors. However, if you need your presentation to fit a 4-by-3 screen, it's
easy to change the slide size to fit.

• To change the slide size, select the Design tab, then click
the Slide Size command. Choose the desired slide size from the
menu that appears, or click Custom Slide Size for more
options.
To format the slide background:
By default, all slides in your presentation use a white background. It's easy to
change the background style for some or all of your slides. Backgrounds can
have a solid, gradient, pattern, or picture fill.

1. Select the Design tab, then click

the Format Background command.

2. The Format Background pane will appear on the right. Select

the desired fill options. In our example, we'll use
a Solid fill with a light gold color.
3. The background style of the selected slide will update.
4. If you want, you can click Apply to All to apply the same
background style to all slides in your presentation.
To apply a theme:
A theme is a predefined combination of colors, fonts, and effects that can
quickly change the look and feel of your entire slide show. Different themes
also use different slide layouts, which can change the arrangement of your
existing placeholders. We'll talk more about themes later in our Applying
Themes lesson.
1. Select the Design tab on the Ribbon, then click the More drop-
down arrow to see all of the available themes.

2. Select the desired theme.

 3. The theme will be applied to your entire presentation.

Try applying a few themes to your presentation. Some themes will work
better than others, depending on your content.
Challenge!
1. Open our practice presentation.
2. Change the theme of the presentation.
3. Delete slide 7. This slide should be blank.
4. Add a new slide with the Title and Content layout to the end of
the presentation.
5. In the Title placeholder, type Adoption Event Dates.
6. Select the Content placeholder and delete it.
7. Insert a text box and type July 17, 2017 inside it.
8. Change the slide size to Standard (4:3). A dialog box will
appear asking if you want to maximize or ensure fit.
Choose Ensure Fit.
9. When you're finished, your presentation should look something
like this:
Introduction
If you're new to PowerPoint, you'll need to learn the basics of working with
text. In this lesson, you'll learn how to cut, copy, paste, and format text.

Optional: Download our practice presentation.

Watch the video below to learn more about the basics of working with text in
PowerPoint.

To select text:
Before you can move or arrange text, you'll need to select it.

• Click next to the text you want to select, drag the mouse over
the text, then release your mouse. The text will be selected.
Copying and moving text
PowerPoint allows you to copy text that is already on a slide and paste it
elsewhere, which can save you time. If you want to move text, you can cut
and paste or drag and drop the text.

To copy and paste text:

1. Select the text you want to copy, then click the Copy command
on the Home tab.

2. Place the insertion point where you want the text to appear.
3. Click the Paste command on the Home tab.

4. The copied text will appear.

To cut and paste text:

1. Select the text you want to move, then click the Cut command.
 2. Place the insertion point where you want the text to appear,
then click the Paste command.

3. The text will appear in the new location.

You can access the cut, copy, and paste commands by using keyboard
shortcuts. Press Ctrl+X to cut, Ctrl+C to copy, and Ctrl+V to paste.

To drag and drop text:

1. Select the text you want to move, then click and drag the text to
the desired location.
2. The text will appear in the new location.
Formatting and aligning text
Formatted text can draw your audience's attention to specific parts of a
presentation and emphasize important information. In PowerPoint, you have
several options for adjusting text, including size and color. You can also
adjust the alignment of the text to change how it is displayed on the slide.

Click the buttons in the interactive below to learn about the different
commands in the Font and Paragraph groups.
 Align Text

You can use these commands to align your text at the top, middle,
or bottom of a placeholder or text box.

Challenge!

1. Open our practice presentation.

2. Select slide 4.
3. Use cut and paste or drag and drop to move the text Lower
blood pressure between Companionship and Social
opportunities.
4. Select the list of benefits and add italics.
5. Select the text Did you Know?, remove the boldface, and
change the size to 36pt.
6. When you're finished, your slide should look like this:
Introduction
A theme is a predefined combination of colors, fonts, and effects. Different
themes also use different slide layouts. You've already been using a theme,
even if you didn't know it: the default Office theme. You can choose from a
variety of new themes at any time, giving your entire presentation a
consistent, professional look.

Optional: Download our practice presentation.

Watch the video below to learn more about applying themes in PowerPoint.

What is a theme?
In PowerPoint, themes give you a quick and easy way to change the design of
your presentation. They control your primary color palette, basic fonts, slide
layout, and other important elements. All of the elements of a theme will
work well together, which means you won't have to spend as much time
formatting your presentation.

Each theme uses its own set of slide layouts. These layouts control the way
your content is arranged, so the effect can be dramatic. In the examples
below, you can see that the placeholders, fonts, and colors are different.
If you use a unique slide layout—such as Quote with Caption or Name Card—
then switch to a theme that does not include this layout, it may give
unexpected results.

Every PowerPoint theme—including the default Office theme—has its

own theme elements. These elements include:

• Theme Colors: There are 10 theme colors, along with darker

and lighter variations, available from every Color menu.

• Theme Fonts: There are two theme fonts available at the top
of the Font menu under Theme Fonts.

• Theme Effects: These affect the preset shape styles. You can
find shape styles on the Format tab whenever you select a
shape or SmartArt graphic.
When you switch to a different theme, all of these elements will update to
reflect the new theme. You can drastically change the look of your
presentation in a few clicks.

If you apply a font or color that isn't part of the theme, it won't change when
you select a different theme. This includes colors selected from the Standard
Colors or More Colors options and fonts selected from All Fonts. Using non-
theme elements can be useful when you want certain text to be a specific
color or font, like a logo.

You can also customize themes and define theme elements yourself. To learn
more, review our lesson on Modifying Themes.

Applying themes
All themes included in PowerPoint are located in the Themes group on
the Design tab. Themes can be applied or changed at any time.

To apply a theme:
1. Select the Design tab on the Ribbon, then locate
the Themes group. Each image represents a theme.
2. Click the More drop-down arrow to see all available themes.

3. Select the desired theme.

 4. The theme will be applied to the entire presentation. To apply
a different theme, simply select it from the Design tab.

Once you've applied a theme, you can select a variant for the theme from
the Variants group. Variants use different theme colors while preserving a
theme's overall look.
Challenge!
1. Open our practice presentation.
2. Apply the Gallery theme, which has a light background with a
wood texture at the bottom. Note: Theme names will appear
when you hover over them.
3. Select a variant of the theme.
4. Here is an example of what your presentation might look like:
Introduction
If you've ever seen a PowerPoint presentation that had special effects
between each slide, you've seen slide transitions. A transition can be as
simple as fading to the next slide or as flashy as an eye-catching effect.
PowerPoint makes it easy to apply transitions to some or all of your slides,
giving your presentation a polished, professional look.

Optional: Download our practice presentation.

Watch the video below to learn more about applying transitions in

PowerPoint.

About transitions
There are three categories of unique transitions to choose from, all of which
can be found on the Transitions tab.

• Subtle: These are the most basic types of transitions. They

use simple animations to move between slides.

• Exciting: These use more complex animations to transition

between slides. While they're more visually interesting
than Subtle transitions, adding too many can make your
presentation look less professional. However, when used in
moderation they can add a nice touch between important
slides.
 • Dynamic Content: If you're transitioning between two slides
that use similar slide layouts, dynamic transitions will move
only the placeholders, not the slides themselves. When used
correctly, dynamic transitions can help unify your slides and
add a further level of polish to your presentation.

Transitions are best used in moderation. Adding too many transitions can
make your presentation look a little silly and can even be distracting to your
audience. Consider using mostly subtle transitions, or not using transitions at
all.

To apply a transition:
1. Select the desired slide from the Slide Navigation pane. This
is the slide that will appear after the transition.
2. Click the Transitions tab, then locate the Transition to This
Slide group. By default, None is applied to each slide.
3. Click the More drop-down arrow to display all transitions.

4. Click a transition to apply it to the selected slide. This will

automatically preview the transition.
You can use the Apply To All command in the Timing group to apply the same
transition to all slides in your presentation. Keep in mind that this will modify
any other transitions you've applied.

Try applying a few types of transitions to various slides in your presentation.

You may find that some transitions work better than others, depending on
the content of your slides.

To preview a transition:
You can preview the transition for a selected slide at any time using one of
these two methods:

• Click the Preview command on the Transitions tab.

• Click the Play Animations command in the Slide

Navigation pane.

Modifying transitions
To modify the transition effect:
You can quickly customize the look of a transition by changing its direction.

1. Select the slide with the transition you want to modify.

2. Click the Effect Options command and choose the desired
option. These options will vary depending on the selected
transition.
 3. The transition will be modified, and a preview of the
transition will appear.

Some transitions do not allow you to modify the direction.

To modify the transition duration:

1. Select the slide with the transition you want to modify.
2. In the Duration field in the Timing group, enter the desired
time for the transition. In this example, we'll decrease the time
to half a second—or 00.50—to make the transition faster.

To add sound:
1. Select the slide with the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.
3. Click a sound to apply it to the selected slide, then preview the
transition to hear the sound.
Sounds are best used in moderation. Applying a sound between every slide
could become overwhelming or even annoying to an audience when
presenting your slide show.

To remove a transition:
1. Select the slide with the transition you want to remove.
2. Choose None from the Transition to This Slide group. The
transition will be removed.
To remove transitions from all slides, apply the None transition to a slide,
then click the Apply to All command.

Advancing slides
Normally, in Slide Show view you would advance to the next slide by clicking
your mouse or by pressing the spacebar or arrow keys on your keyboard.
The Advance Slides setting in the Timing group allows the presentation to
advance on its own and display each slide for a specific amount of time. This
feature is especially useful for unattended presentations, such as those at a
trade show booth.

To advance slides automatically:

1. Select the slide you want to modify.
2. Locate the Timing group on the Transitions tab.
Under Advance Slide, uncheck the box next to On Mouse
Click.
3. In the After field, enter the amount of time you want to display
the slide. In this example, we will advance the slide
automatically after 1 minute and 15 seconds, or 01:15:00.

4. Select another slide and repeat the process until all slides have
the desired timing. You can also click the Apply to
All command to apply the same timing to all slides.

If you need to advance to the next slide before an automatic transition, you
can always click the mouse or press the spacebar to advance the slides as
normal.
Challenge!
1. Open our practice presentation.
2. With the first slide selected, apply a Push transition from
the Subtle category.
3. Change the Effect Options to push From Right.
4. Change the Duration to 2.00.
5. Set the slides to Automatically Advance after 3 seconds, or
00:03.00.
6. Use the Apply to All command to apply your changes to every
slide.
7. Using the Slide Show button at the bottom of your window,
play your slideshow. Each slide should advance automatically
like in the image below:
Introduction
As you add more slides to a presentation, it can be difficult to keep
everything organized. Fortunately, PowerPoint offers tools to help organize
and prepare your slide show.

Optional: Download our practice presentation.

Watch the video below to learn more about managing slides in PowerPoint.

About slide views

PowerPoint includes several slide views, which are all useful for various tasks.
The slide view commands are located in the bottom-right of the PowerPoint
window. There are four main slide views.

• Normal view: This is the default view, where you create and
edit slides. You can also move slides in the Slide Navigation
pane on the left.
• Slide sorter view: In this view, you'll see a thumbnail
version of each slide. You can drag and drop slides to reorder
them quickly.

• Reading view: This view fills the PowerPoint window with

a preview of your presentation. It includes easily
accessible navigation buttons at the bottom-right.
• Slide show view: This is the view you'll use to present to an
audience. This command will begin the presentation from
the current slide. You can also press F5 on your keyboard to
start from the beginning. A menu will appear in the bottom-left
corner when you move the mouse. These commands allow you
to navigate through the slides and access other features, such
as the pen and highlighter.
Outline view
Outline view shows your slide text in outline form. This allows you to quickly
edit your slide text and view the content of multiple slides at once. You could
use this layout to review the organization of your slide show and prepare to
deliver your presentation.

To view an outline:
1. From the View tab, click the Outline View command.

2. An outline of your slide text will appear in the slide navigation

pane.
 3. You can type directly in the outline to make changes to your
slide text.

Slide notes
You can add notes to your slides from the Notes pane. Often called speaker
notes, they can help you deliver or prepare for your presentation.

To add notes:
1. Click the Notes command at the bottom of the screen to open
the Notes pane.
2. Click and drag the edge of the pane to resize it if desired.

3. Click the Notes pane, and begin typing to add notes.

You can also access Notes Page view to edit and review your notes. Just click
the Notes Page command from the View tab. From here, you can type notes
in the text box below each slide.
Slide sections
If you have a lot of slides, you can organize them into sections to make your
presentation easier to navigate. Sections can be collapsed or expanded in the
Slide Navigation pane and named for easy reference.

To create slide sections:

In our example, we will add two sections: one for dogs that are available for
adoption, and another for cats and other pets.

1. Select the slide where you want to begin a section.

2. From the Home tab, click the Section command, then

choose Add Section from the drop-down menu.
3. An Untitled Section will appear in the Slide Navigation pane.
4. To rename the section, click the Section command, then
choose Rename Section from the drop-down menu.
5. Type the new section name in the dialog box, then
click Rename.

6. Repeat to add as many sections as you need.

7. In the Slide Navigation pane, click the arrow next to a section
name to collapse or expand it.
To remove a section, click the Section command, then click Remove Section.
You can also click Remove All Sections to remove all sections from your
slides.
Challenge!
1. Open our practice presentation. If you already downloaded
our practice presentation to follow along with the lesson, be
sure to download a fresh copy.
2. Select the first slide and create a section.
3. Rename the section Introduction.
4. Select the slide titled Man's Best Friend and create a section
named Dogs.
5. Select the slide titled The Little Things In Life and create a
section named Cats & Other.
6. Move the slide titled Pogo so it's in the Dogs section.
7. Change to Outline view.
8. Create a note on slide 4 that says Move before slide 3 or
delete.
9. Switch back to Normal view.
10. When you're finished, your presentation should look
something like this:
Introduction
When you're working with longer presentations, it can be difficult and time
consuming to locate a specific word or phrase. PowerPoint can automatically
search your presentation using the Find feature, and it allows you to quickly
change words or phrases using the Replace feature.

Optional: Download our practice presentation.

Watch the video below to learn more about the basics of using Find and
Replace in PowerPoint.

To find text:
1. From the Home tab, click the Find command.

2. A dialog box will appear. Enter the text you want to find in
the Find what: field, then click Find Next.

3. If the text is found, it will be selected.

You can also access the Find command by pressing Ctrl+F on your keyboard.

To replace text:
You may discover that you've repeatedly made a mistake throughout your
presentation—like misspelling someone's name—or that you need to
exchange a particular word or phrase for another. You can use
the Replace feature to make quick revisions.

1. From the Home tab, click the Replace command.

2. A dialog box will appear. Type the text you want to find in
the Find what: field.
3. Type the text you want to replace it with in the Replace with:
field, then click Find Next.

4. If the text is found, it will be selected. Review the text to make

sure you want to replace it.
5. If you want to replace it, select one of
the replace options. Replace will replace individual instances,
and Replace All will replace every instance. In our example,
we'll use the Replace option.

6. The selected text will be replaced.

 7. PowerPoint will move to the next instance of the text in the
presentation. When you're finished replacing text,
click Close to exit the dialog box.
When it comes to using Replace All, it’s important to remember that it could
find matches you didn’t anticipate and might not actually want to change.
Only use this option if you're absolutely sure it won't replace anything you
didn’t intend it to replace.

Challenge!
1. Open our practice presentation.
2. There is a typo in the presentation. Fundraising is misspelled
as Funraising. Use the Find feature to find the misspelled
word and Replace it with Fundraising.
3. Use the Find feature to find out in which month elections were
held. Hint: Search for the word elections.
4. Let's say the original Fundraising Chair has resigned and been
replaced. Use Find and Replace All to change Julia
Stevens to Belinda Haygood.
5. When you're finished, your presentation should have this
dialog box:
Introduction
Even though PowerPoint presentations are designed to be viewed on a
computer, there may be times when you want to print them. You can even
print custom versions of a presentation, which can be especially helpful when
presenting your slide show. The Print pane makes it easy to preview and print
your presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about printing in PowerPoint.

Print layouts
PowerPoint offers several layouts to choose from when printing a
presentation. The layout you choose will mostly depend on why you're
printing the slide show. There are four types of print layouts.

• Full Page Slides: This prints a full page for each slide in your
presentation. This layout is most useful if you need
to review or edit a printed copy of your presentation.
• Notes Pages: This prints each slide, along with any speaker
notes for the slide. If you've included a lot of notes for each
slide, you could keep a printed copy of the notes with you while
presenting.
• Outline: This prints an overall outline of the slide show. You
could use this to review the organization of your slide show
and prepare to deliver your presentation.
• Handouts: This prints thumbnail versions of each slide, with
optional space for notes. This layout is especially useful if you
want to give your audience a physical copy of the
presentation. The optional space allows them to take notes on
each slide.
To access the Print pane:
1. Select the File tab. Backstage view will appear.

2. Select Print. The Print pane will appear.

Click the buttons in the interactive below to learn more about using the Print
pane.
 Slide Selection

You can click the arrows to view a different slide in the Preview pane.

You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a presentation:
1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.

3. Choose the desired printer and print range.

4. Chose the desired print layout and color settings.
 5. When you're done modifying the settings, click Print.

Challenge!
1. Open our practice presentation.
2. In the Print pane, change the number of copies to 2.
3. Choose a Handout version of the presentation with 6 Slides
Horizontal per page.
4. When you're finished, your print pane should look like this:
5. Optional: If you have a printer and would like to practice
printing, print your presentation.
Introduction
Once your slide show is complete, you'll need to learn how to present it to an
audience. PowerPoint offers several tools and features to help make your
presentation smooth, engaging, and professional.

Optional: Download our practice presentation.

Watch the video below to learn more about presenting your slide show.

Presenting a slide show

Before presenting your slide show, you'll need to think about the type
of equipment that will be available for your presentation. Many presenters
use projectors during presentations, so you might want to consider using one
as well. This allows you to control and preview slides on one monitor while
presenting them to an audience on another screen.

To start a slide show:

There are several ways you can begin your presentation:

• Click the Start From Beginning command on the Quick Access

Toolbar, or press the F5 key at the top of your keyboard. The
presentation will appear in full-screen mode.
 • Select the Slide Show view command at the bottom of the
PowerPoint window to begin a presentation from the current
slide.

• Go to the Slide Show tab on the Ribbon to access additional

options. From here, you can start the presentation from the
current slide and access advanced presentation options.

To advance and reverse slides:

You can advance to the next slide by clicking your mouse or pressing
the spacebar on your keyboard. You can also use the arrow keys on your
keyboard to move forward or backward through the presentation.

You can also hover your mouse over the bottom-left and click the arrows to
move forward or backward.

To stop a slide show:

You can exit presentation mode by pressing the Esc key on your keyboard.
You can also click the Slide Show Options button in the bottom-left and
select End Show.

The presentation will also end after the last slide. You can click the mouse or
press the spacebar to return to Normal view.

Presentation tools and features

PowerPoint provides convenient tools you can use while presenting your
slide show. For example, you can change your mouse pointer to
a pen or highlighter to draw attention to items in your slides. In addition, you
can jump around to slides in your presentation or access other programs
from your taskbar if needed.

To show the taskbar:

Sometimes you may need to access the Internet or other files and programs
on your computer during your presentation. PowerPoint allows you to access
your taskbar without ending the presentation.

1. Locate and select the Slide Options button in the bottom-left

corner.
2. Select Screen, then click Show Taskbar.

3. Your taskbar will appear. Choose a program you want to open,

like a web browser. When you're done, close the window or
click the PowerPoint icon on the taskbar to return to the
presentation.
Slide options
You can also access any of the menu items above by right-clicking anywhere
on the screen during your slide show.
To skip to a nonadjacent slide:
You can jump to slides out of order if needed.

1. Locate and select the See All Slides button in the bottom-left
corner.

2. Thumbnail versions of each slide will appear. Select the slide

you want to jump to.

3. The selected slide will appear.

To access drawing tools:

Your mouse pointer can act as pen or highlighter to draw attention to items
in your slides.

1. Locate and select the Pen Tools button in the bottom-left

corner.
 2. Select Pen or Highlighter based on your preference. You can
also choose a different color from the menu.

3. Click and drag the mouse to mark your slides. You can also
press Ctrl+P on your keyboard to access the pen tool while
presenting your slide show.

You can also use the laser pointer feature to draw attention to certain parts of
your slide. Unlike the pen and highlighter, the laser pointer will not leave
markings on your slides. To use the laser pointer, select it from Pen Tools, or
press and hold the Ctrl key and the left mouse button.
To erase ink markings:
1. Locate and select the Pen Tools button in the bottom-left
corner.
2. Select Eraser to erase individual ink markings, or select Erase
All Ink on Slide to erase all markings.

When you end a slide show, you'll also have the option to Keep or Discard any
ink annotations made during your presentation. If you keep ink markings,
they'll appear as objects on your slides in Normal view.
Presenter view
If you're presenting your slide show with a second display—like a projector—
you can use Presenter view. Presenter view gives you access to a special set
of controls on your screen that the audience won't see, allowing you to easily
reference slide notes, preview the upcoming slide, and much more.

To access Presenter view:

Start your slide show as you normally would, then click the Slide
Options button and select Presenter View. You can also press Alt+F5 on your
keyboard to start the slide show in Presenter view.
Click the buttons in the interactive below to learn more about using
Presenter view.

Slide show setup options

PowerPoint has various options for setting up and playing a slide show. For
example, you can set up an unattended presentation that can be displayed at
a kiosk and make your slide show repeat with continuous looping.

To access slide show setup options:

1. Select the Slide Show tab, then click the Set Up Slide
Show command.
 2. The Set Up Show dialog box will appear. From here, you can
select the desired options for your presentation.

Click the buttons in the interactive below to learn about various options for
setting up and playing a slide show.

Multiple Monitors

If you have more than one monitor, you can choose which one to display
the slide show on. It's usually best to leave this setting on Automatic.
To advance slides automatically, you'll need to customize the slide timing on
the Transitions tab. Review our lesson on Applying Transitions to learn
how.

Challenge!
1. Open our practice presentation.
2. In the Set Up Slide Show options, change the pen color to
purple.
3. Start your slideshow, then access Presenter view.
4. Advance to slide 8.
5. Use the pen tool to circle the fundraising amounts for the
2015-2016 school year. These are the amounts over the green
bars.
6. When you're finished, your screen should look something like
this:
Introduction
To create effective PowerPoint presentations, it's important to make your
slides easy for the audience to read. One of the most common ways of doing
this is to format the text as a bulleted or numbered list. By default, when you
type text into a placeholder, a bullet is placed at the beginning of each
paragraph, automatically creating a bulleted list. If you want, you can modify
a list by choosing a different bullet style or by switching to a numbered list.

Optional: Download our practice presentation.

Watch the video below to learn more about creating bulleted and numbered
lists in PowerPoint.

To modify the bullet style:

1. Select an existing list you want to format.
2. On the Home tab, click the Bullets drop-down arrow.

3. Select the desired bullet style from the menu that appears.
 4. The bullet style will appear in the list.

To modify a numbered list:

1. Select an existing list you want to format.
2. On the Home tab, click the Numbering drop-down arrow.
3. Select the desired numbering option from the menu that
appears.
 4. The numbering style will appear in the list.

To change the starting number:

By default, numbered lists count from the number 1. However, sometimes
you may want to start counting from a different number, like if the list is a
continuation from a previous slide.

1. Select an existing numbered list.

2. On the Home tab, click the Numbering drop-down arrow.
3. Select Bullets and Numbering from the menu that appears.

4. A dialog box will appear. In the Start At field, enter the desired
starting number.
5. The list numbering will change.
Modifying the list's appearance
Whether you're using a bulleted or numbered list, you may want to change its
appearance by adjusting the size and color of the bullets or numbers. This
can make your list stand out and match the appearance of your presentation.

To modify the size and color:

1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. Select Bullets and Numbering from the menu that appears.

4. A dialog box will appear. In the Size field, set the bullet size.
5. Click the Color drop-down box and select a color.
 6. Click OK. The list will update to show the new bullet size and
color.

Customizing bullets
Customizing the look of the bullets in your list can help you emphasize
certain list items or personalize the design of your list. A common way to
customize bullets is to use symbols.

To use a symbol as a bullet:

1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. Select Bullets and Numbering from the menu that appears.

4. A dialog box will appear. On the Bulleted tab, click Customize.

5. The Symbol dialog box will appear.
6. Click the Font drop-down box and select a font.
The Wingdings and Symbol fonts are good choices because
they have a lot of useful symbols.
7. Select the desired symbol.
8. Click OK. The symbol will now appear as the selected bullet
option in the Bullets and Numbering dialog box.
 9. Click OK again to apply the symbol to the list in the document.
To change the distance between the bullets and the text, you can move
the first-line indent marker on the Ruler. For more information, review our
lesson on Indents and Line Spacing.

Challenge!
1. Open our practice presentation.
2. On the last slide, select all of the text in the bulleted list.
3. Customize the bullets with the symbol of your choice.
4. Change the bullet color to Olive Green.
5. Change the bullet size to 115% of the text.
6. When you're finished, your slide should look something like
this (your symbol may vary):
Introduction
Indents and line spacing are two important features you can use to change
the way text appears on a slide. Indents can be used to create multilevel
lists or to visually set paragraphs apart from one another. Line spacing can be
adjusted to improve readability or to fit more lines on a slide.

Optional: Download our practice presentation.

Watch the video below to learn more about using indents and line spacing.

To indent text:
Indenting helps to format the layout of text so it appears more organized on
your slide. The fastest way to indent is to use the Tab key. An alternative
method is to use one of the Indent commands. With these commands, you
can either increase or decrease the indent.

• To indent using the Tab key: Place the insertion point at the
very beginning of the line you want to indent, then press
the Tab key.
• To indent using the Indent commands: Place the insertion
point at the very beginning of the line you want to indent. From
the Home tab, select the Increase List Level command.
To decrease an indent, select the desired line, then press Shift+Tab or
the Decrease List Level command.

Indenting lists and paragraphs

Indenting will give different results, depending on whether you are working
with a list or paragraph.

• Paragraph: Indenting the first line of a paragraph using

the Tab key creates a first-line indent. This helps to separate
paragraphs from each other, as in the examples above.
 • List: Indenting a line of a list creates a multilevel list. This
means the indented line is a subtopic of the line above
it. Multilevel lists are useful if you want to create
an outline or hierarchy.

Once you've created a multilevel list, you may want to choose a different
bullet style for different levels of the list to make them stand out even more.
Review our lesson on Lists to learn how.
Adjusting indents
Sometimes you may want to adjust the indents in your presentations. You
can do this by moving the indent markers on the Ruler. By default, the Ruler
is hidden, so you'll first need to show the Ruler.

To show the Ruler:

1. Select the View tab on the Ribbon.
2. In the Show group, check the box next to Ruler. The Ruler will
appear.

Indent markers
Indent markers are located to the left of the horizontal ruler, and they
provide several indentation options.
 • First-line indent marker: This adjusts the first line of a
paragraph.

• Hanging indent marker: This adjusts every line of a

paragraph except for the first line.

• Left indent marker: This moves both the first-line indent and
hanging indent markers at the same time, indenting all lines in
a paragraph.

To indent using indent markers:

1. Place the insertion point anywhere in the paragraph where
you want to indent, or select one or more paragraphs.
2. Go to the desired indent marker. In our example, we'll use
the left indent marker.
3. Click and drag the indent marker as needed. When you're done,
the selected text will be indented.
Customizing bullet spacing
When working with lists, PowerPoint allows you to adjust the space
between bullets and text by using the first-line indent marker and hanging
indent marker.

To change the bullet spacing:

1. Select the lines you want to change, then go to the
desired indent marker. In our example, we'll use
the hanging indent marker.
2. Click and drag the indent marker as needed. When you're done,
the bullet spacing will be adjusted.
Line spacing
PowerPoint allows you to adjust the amount of space between each line in a
list or paragraph. You can reduce the line spacing to fit more lines on a slide,
or you can increase it to improve readability. In some instances, PowerPoint
may automatically change the font size when you adjust the line spacing, so
increasing the line spacing too much may cause the text to be too small.

To format line spacing:

1. Select the text you want to format.
2. On the Home tab, locate the Paragraph group, click the Line
Spacing command, then select the desired line spacing option
from the menu.

3. The line spacing will be adjusted.

If you want to adjust the line spacing with even more precision, select Line
Spacing Options from the drop-down menu. The Paragraph dialog box will
appear, allowing you to adjust the line spacing and paragraph spacing, or the
amount of space added before and after each paragraph.
Challenge!
1. Open our practice presentation.
2. On the last slide, select the entire bulleted list and change
the line spacing options to 12 pt before and 0 pt after.
3. Indent the second bullet to make it a subtopic under the first
bullet.
4. Show the Ruler if it's not already visible.
5. For each subtopic, select it and drag the left indent marker to
1 inch (or 2.5 cm). Note: These are the bullets that do not begin
with times.
6. When you're finished, your slide should look something like
this:
Introduction
Adding pictures can make your presentations more interesting and engaging.
You can insert a picture from a file on your computer onto any slide.
PowerPoint even includes tools for finding online pictures and
adding screenshots to your presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about inserting pictures in PowerPoint.

To insert a picture from a file:

1. Select the Insert tab, then click the Pictures command in
the Images group.

2. A dialog box will appear. Locate and select the desired image
file, then click Insert.
 3. The picture will appear on the currently selected slide.

You can also click the Pictures command in a placeholder to insert images.
Inserting online pictures
If you don't have the picture you want on your computer, you can find a
picture online to add to your presentation. PowerPoint offers two options for
finding online pictures.

• Bing Image Search: You can use this option to search the
Internet for images. By default, Bing only shows images that
are licensed under Creative Commons, which means you can
use them for your own projects. However, you should go to the
image's website to see if there are any restrictions on how it
can be used.
• OneDrive: You can insert an image stored on your OneDrive.
You can also link other online accounts with your Microsoft
account, like Facebook or Flickr.
To insert an online picture:
1. Select the Insert tab, then click the Online Pictures command.

2. The Insert Pictures dialog box will appear.

3. Choose Bing Image Search or your OneDrive. In our example,
we'll use Bing Image Search.
4. Press the Enter key. Your search results will appear in the
dialog box.
5. Select the desired image, then click Insert.
6. The image will appear on the currently selected slide.
You can also click the Online Pictures command in a placeholder to insert
online images.

When adding images, videos, and music to your own projects, it's important
to make sure you have the legal right to use them. Most things you buy or
download online are protected by copyright, which means you may not be
allowed to use them. For more information, visit our Copyright and Fair
Use lesson.
Moving and resizing pictures
Once you've inserted a picture, you may want to move it to a different
location on the slide or change its size. PowerPoint makes it easy
to arrange pictures in your presentation.

To select a picture:
Before you can modify a picture, you'll need to select it.

• Simply click to select a picture. A solid line will appear around

a selected picture.

To resize a picture:
• Click and drag the corner sizing handles until the picture is
the desired size.
The corner sizing handles will resize a picture while preserving its original
aspect ratio. If you use the side sizing handles, the image will
become distorted.

To rotate a picture:
• Click and drag the arrow above an image to rotate it right or
left.
Hold the Shift key on your keyboard when rotating an image to snap it to
angles in 15-degree increments.

To move a picture:
• Click and drag to move a picture to a new location on a slide.

To delete a picture:
 • Select the picture you want to delete, then press
the Backspace or Delete key on your keyboard.
You can access even more picture formatting options from the Format tab.
We'll talk more about these options in our lesson on Formatting Pictures.

Inserting screenshots
Screenshots are basically snapshots of your computer screen. You can take a
screenshot of almost any program, website, or open window. PowerPoint
makes it easy to insert a screenshot of an entire window or a screen
clipping of part of a window in your presentation.

To insert screenshots of a window:

1. Select the Insert tab, then click the Screenshot command in
the Images group.
2. The Available Windows from your desktop will appear. Select
the window you want to capture as a screenshot.
 3. The screenshot will appear on the currently selected slide.

To insert a screen clipping:

1. Select the Insert tab, click the Screenshot command, then
select Screen Clipping.
2. A view of other open windows will appear. Click and drag to
select the area you want to capture as a screen clipping.

3. The screen clipping will appear on the currently selected slide.

Challenge!
1. Open our practice presentation.
2. Select the last slide.
3. Use the Online Pictures command to insert a picture of your
favorite form of exercise.
4. Resize your picture so it takes up a majority of the slide
without covering the title.
5. When you're finished, your slide should look something like
this:
6. Insert a new slide with a Title Only layout.
7. In the Title placeholder, type Learn More at Fitness.gov.
8. Open http://www.fitness.gov in your browser, then insert
a screen clipping of the website onto the slide you just
created.
9. When you're finished, your slide should look something like
this:
Introduction
There are a variety of ways to format the pictures in your slide show.
The picture tools in PowerPoint make it easy to personalize and modify the
images in interesting ways. PowerPoint allows you to change the picture
style and shape, add a border, crop and compress pictures, add artistic
effects, and more.

Optional: Download our practice presentation.

Watch the video below to learn more about formatting pictures in

PowerPoint.

To crop an image:
When you crop an image, a part of the picture is removed. Cropping may be
helpful when a picture has a lot of content and you want to focus on only part
of it.

1. Select the image you want to crop. The Format tab appears.
2. On the Format tab, click the Crop command.

3. Cropping handles will appear around the image. Click and

drag one of the handles to crop the image. Make sure the
mouse is right over the black cropping handle so you don't
accidentally select a resizing handle.
 4. Click the Crop command again. The image will be cropped.

To crop an image to a shape:

1. Select the image you want to crop, then click the Format tab.
2. Click the Crop drop-down arrow. Hover the mouse over Crop
to Shape, then select the desired shape from the drop-down
menu that appears.
 3. The image will appear formatted as the shape.

You may want to crop the image to the desired size before cropping it to a
shape.

To add a border to an image:

1. Select the image you want to add a border to, then click
the Format tab.
2. Click the Picture Border command. A drop-down menu will
appear.
 3. From here, you can select a color, weight (thickness), and
whether the line is dashed.

4. The border will appear around the image.

Image adjustments
PowerPoint offers several options for changing the way images appear in
your slide show. For example, you can add a frame, make image corrections,
change the image's color or brightness, and even add some stylish artistic
effects. These options are located in the Adjust and Picture Styles groups on
the Format tab.

When you're ready to make adjustments or experiment with the look of an

image, select the picture and choose one of these options from the Format
tab.

• Corrections: This command is located in the Adjust group.

From here, you can sharpen or soften the image to adjust how
blurry or clear it appears. You can also adjust
the brightness and contrast, which controls how light or dark
the picture appears.
• Color: This command is located in the Adjust group. From
here, you can adjust the image's saturation (how vivid the
colors are), tone (the temperature of the image, from cool to
warm), and coloring (changing the overall color of the image).
• Artistic Effects: This command is located in the Adjust group.
From here, you can add artistic effects like pastels, watercolors,
and glowing edges.
• Picture Styles Group: This group contains a variety of styles
you can apply to your picture, including frames, borders, and
soft edges.
Compressing pictures
If you want to email a presentation that contains pictures, you'll need to
monitor its file size. Large high-resolution pictures can quickly cause your
presentation to become very large, which may make it difficult or impossible
to attach to an email. Additionally, cropped areas of pictures are saved with
the presentation by default, which can add to the file size. PowerPoint can
reduce the file size by compressing pictures, lowering their resolution,
and deleting cropped areas.

To compress a picture:
1. Select the picture you want to compress, then click
the Format tab.
 2. Click the Compress Pictures command.

3. A dialog box will appear. Place a check mark next to Delete

cropped areas of pictures. You can also choose whether to
apply the settings to this picture only or to all pictures in the
presentation.
4. Choose a Target output. If you are emailing your presentation,
you may want to select Email, which produces the smallest file
size. When you are done, click OK.

Compressing your pictures in PowerPoint may not reduce the file size enough
for your needs. For better results, you can use an image editing program to
resize the image before you insert it in your presentation. To learn more,
review our Image Editing 101 tutorial.

Challenge!
1. Open our practice presentation.
2. On slide 7, select the treadmill picture.
3. Crop the picture so it's slightly smaller and the treadmills take
up a majority of the frame.
4. Change the style of the picture.
5. Apply a correction to the picture. For example, increase
the brightness.
6. Compress your picture and choose Email as your target
output.
7. When you're finished, your slide should look something like
this:
 Lesson 17: Shapes

Introduction
Shapes are a great way to make your presentations more interesting.
PowerPoint gives you several shapes to choose from, and they can be
customized to suit your needs, using your own color palette, preferences,
and more. While you may not need shapes in every presentation you create,
they can add visual appeal.

Optional: Download our practice presentation.

Watch the video below to learn more about shapes in PowerPoint.

To insert a shape:
1. Select the Insert tab, then click the Shapes command in
the Illustrations group. A drop-down menu of shapes will
appear.
2. Select the desired shape.
3. Click and drag in the desired location to add the shape to the
slide.
Modifying a shape or text box
When you click a shape or text box, handles will appear that let you
manipulate the shape. There are several types of handles.

• Sizing handles: Click and drag the sizing handles until the
shape or text box is the desired size. You can use the corner
sizing handles to change the height and width at the same
time.
• Rotation handle: Click and drag the rotation handle to rotate
the shape.
• Yellow handles: Some shapes have one or more yellow
handles that can be used to customize the shape. For example,
with the sun shape, you can change the proportions of the
shape.
In addition to resizing, customizing, and rotating shapes, you can align,
order, and group them. To learn more, review our Aligning, Ordering, and
Grouping Objects lesson.

Formatting shapes and text

boxes
PowerPoint allows you to modify shapes and text boxes in a variety of ways
so you can tailor them to your projects. You can change shapes and text
boxes into different shapes, format their style and color, and
add effects.
To change the shape style:
Choosing a shape style allows you to apply preset colors and effects to
quickly change the appearance of your shape or text box. These options will
depend on the colors that are part of your current theme.

1. Select the shape or text box you want to change.

2. On the Format tab, click the More drop-down arrow in
the Shape Styles group.

3. A drop-down menu of styles will appear. Select the style you

want to use.
 4. The shape or text box will appear in the selected style.

To change the shape fill color:

1. Select the shape or text box you want to change.
2. On the Format tab, click the Shape Fill drop-down arrow.
The Shape Fill menu appears.
3. Move the mouse over the various colors. Select the color you
want to use. To view additional options, select More Fill
Colors.
 4. The shape or text box will appear in the selected color.

If you want to use a different type of fill, select Gradient or Texture from
the drop-down menu. You can also select No Fill to make it transparent.

To change the shape outline:

1. Select the shape or text box you want to change.
2. On the Format tab, click the Shape Outline drop-down arrow.
The Shape Outline menu will appear.
3. Select the color you want to use. If you want to make the
outline transparent, select No Outline.
 4. The shape or text box will appear in the selected outline color.

From the drop-down menu, you can change the

outline color, weight (thickness), and whether it is a dashed line.
To add shape effects:
1. Select the shape or text box you want to change.
2. On the Format tab, click the Shape Effects drop-down arrow.
In the menu that appears, hover the mouse over the style of
effect you want to add, then select the desired preset effect.
 3. The shape will appear with the selected effect.

To further adjust your shape effects, select Options at the end of each
menu. The Format Shape pane will appear, allowing you to customize the
effects.
To change to a different shape:
1. Select the shape or text box you want to change.
The Format tab will appear.
2. On the Format tab, click the Edit Shape command. In the menu
that appears, hover the mouse over Change Shape and select
the desired shape.
3. The new shape will appear.
If you want, you can enter text in a shape. When the shape appears in your
document, you can simply begin typing. You can then use the formatting
options on the Home tab to change the font, font size, or color of the text.
Challenge!
1. Open our practice presentation.
2. On slide 5, titled Stress Management Tips, insert a Folded
Corner shape from the Basic Shapes category.
3. Rotate the shape slightly.
4. Change the shape fill to gold.
5. Change the shape outline to No Outline.
6. Use shape effects to add a shadow from the Outer category.
7. Add the following text to the shape: Make stress relief a
priority!
8. Change the shape to one of your choice. Note: You may have
to resize the shape in order to see all of the text.
 9. When you're finished, your slide should look something like
this:

Lesson 18: Aligning, Ordering, and Grouping

Objects

Introduction
In PowerPoint, each slide may have multiple items, such as pictures,
shapes, and text boxes. You can arrange the objects the way you want
by aligning, ordering, grouping, and rotating them in various ways.

Optional: Download our practice presentation.

Watch the video below to learn more about aligning, ordering, and
grouping objects in PowerPoint.
Aligning objects
When you move objects in PowerPoint, alignment guides and spacing
guides will appear as dashed orange lines and arrows around the objects to
help you align them. However, if you have several objects on a slide, it may
be difficult and time consuming to get them perfectly aligned. Luckily,
PowerPoint has several alignment commands that allow you to easily
arrange and position objects.

To align two or more objects:

1. Select the objects you want to align. To select multiple objects
at once, hold the Shift key while you click. The Format tab will
appear.
2. From the Format tab, click the Align command, then
select Align Selected Objects.

3. Click the Align command again, then select one of the

six alignment options.
 4. The objects will align based on the option you selected.

To align objects to the slide:

Sometimes you may want to align one or more objects to a specific
location within the slide, such as at the top or bottom. You can do this by
selecting the Align to Slide option before aligning the objects.
1. Select the objects you want to align. To select multiple objects
at once, hold the Shift key while you click.

2. From the Format tab, click the Align command, then

select Align to Slide.
 3. Click the Align command again, then select one of the
six alignment options.

4. The objects will align based on the option you selected.

To distribute objects evenly:

If you have arranged objects in a row or column, you may want them to be
an equal distance from one another for a neater appearance. You can do
this by distributing the objects horizontally or vertically.

1. Select the objects you want to align. To select multiple objects

at once, hold the Shift key while you click.
2. From the Format tab, click the Align command, then
select Align to Slide or Align Selected Objects.

3. Click the Align command again, then select Distribute

Horizontally or Distribute Vertically from the drop-down
menu that appears.
 4. The objects will distribute evenly.

Grouping objects
You may want to group multiple objects into one object so they will stay
together if they are moved or resized. This is often easier than selecting all
of the objects each time you want to move them.

Pictures, shapes, clip art, and text boxes can all be grouped;
however, placeholders cannot be grouped. If you will be grouping
pictures, use one of the commands in the Images group on the Insert tab to
insert pictures instead of the picture icon inside the placeholder.

To group objects:
1. Select the objects you want to align. To select multiple objects
at once, hold the Shift key while you click. The Format tab will
appear.

2. From the Format tab, click the Group command, then

select Group.
 3. The selected objects will now be grouped. There will be
a single box with sizing handles around the entire group to
show that they are one group. You can now move or resize all
of the objects at once.

If you want to edit or move one of the objects in the group, double-click to
select the object. You can then edit it or move it to the desired location.
If you select the objects and the Group command is disabled, it may be
because one of the objects is inside a placeholder. If this happens,
try reinserting the images by using the Pictures command on
the Insert tab.

To ungroup objects:
1. Select the object group you want to ungroup.
2. From the Format tab, click the Group command, then
select Ungroup.
 3. The objects will be ungrouped.

Ordering objects
In addition to aligning objects, PowerPoint gives you the ability to arrange
objects in a specific order. The ordering is important when two or more
objects overlap because it will determine which objects are in the front or
the back.

Understanding levels
When objects are inserted into a slide, they are placed on levels according
to the order in which they were inserted into the slide. In our example,
we've drawn an arrow on the top level, but we can change the level to put
it behind the other objects.

To change the ordering by one level:

1. Select an object. The Format tab will appear.

2. From the Format tab, click the Bring Forward or Send

Backward command to change the object's ordering by one
level. If there are multiple objects on the slide, you may need to
click the command several times to achieve the desired
ordering.
 3. The objects will reorder.

To bring an object to the front or back:

If you want to move an object behind or in front of several objects, it's
usually faster to bring it to front or send it to back instead of clicking the
ordering commands multiple times.

1. Select an object.
2. From the Format tab, click the Bring Forward or Send
Backward drop-down arrow.
 3. From the drop-down menu, select Bring to Front or Send to
Back.

4. The objects will reorder.

If you have several objects placed on top of each other, it may be difficult to
select an individual object. The Selection pane allows you to easily drag an
object to a new location. To access the Selection pane, click Selection
Pane on the Format Tab.
Rotating objects
If you need to turn an object so it faces a different direction, you can rotate
it to the left or right or flip it horizontally or vertically.

To rotate an object:
1. Select an object. The Format tab will appear.
2. From the Format tab, click the Rotate command. A drop-down
menu will appear.
3. Select the desired rotation option.

4. The object will rotate.

Challenge!
1. Open our practice presentation.
2. On the last slide, select the picture of the hamburger
and Rotate Left 90°.
3. Hold down the Shift key and select all three food pictures.
Make sure you do not select the green diamonds.
4. Check Align to Slide under the Align command, then Align to
Middle.
5. With the pictures still selected, Distribute Horizontally.
6. Select the first green diamond and send it behind the breakfast
picture.
7. When you're finished, your slide should look like this:

Lesson 19: Animating Text and Objects

Introduction
In PowerPoint, you can animate text and objects like clip art, shapes, and
pictures. Animation—or movement—on the slide can be used
to draw the audience's attention to specific content or to make the slide
easier to read.

Optional: Download our practice presentation.

Watch the video below to learn more about animating text and objects in
PowerPoint.

The four types of animations

There are several animation effects you can choose from, and they are
organized into four types.

• Entrance: These control how the object enters the slide. For
example, with the Bounce animation the object will drop onto
the slide and then bounce several times.

• Emphasis: These animations occur while the object is on the

slide, often triggered by a mouse click. For example, you can
set an object to spin when you click the mouse.
 • Exit: These control how the object exits the slide. For example,
with the Fade animation the object will simply fade away.

• Motion Paths: These are similar to Emphasis effects, except

the object moves within the slide along a predetermined path,
like a circle.

To apply an animation to an object:

1. Select the object you want to animate.
2. On the Animations tab, click the More drop-down arrow in
the Animation group.
3. A drop-down menu of animation effects will appear. Select the
desired effect.

4. The effect will apply to the object. The object will have a
small number next to it to show that it has an animation. In the
Slide pane, a star symbol also will appear next to the slide.
At the bottom of the menu, you can access additional effects.

Effect options
Some effects will have options you can change. For example, with the Fly
In effect you can control which direction the object comes from. These
options can be accessed from the Effect Options command in the
Animation group.

To remove an animation:
1. Select the small number located next to the animated object.

2. Press the Delete key. The animation will be deleted.

Animations are best used in moderation. Adding too many animations can
make your presentation look unprofessional and can even be distracting to
your audience. Consider using subtle animations, or not using them at all.

Working with animations

To add multiple animations to an object:
If you select a new animation from the the menu in the Animation group, it
will replace the object's current animation. However, you'll sometimes
want to place more than one animation on an object,
like Entrance and Exit effects. To do this, you'll need to use the Add
Animation command, which will allow you to keep your current
animations while adding new ones.

1. Select an object.
2. Click the Animations tab.
3. In the Advanced Animation group, click the Add
Animation command to view the available animations.
4. Select the desired animation effect.
 5. If the object has more than one effect, it will have a
different number for each effect. The numbers indicate
the order in which the effects will occur.

To reorder the animations:

1. Select the number of the effect you want to change.
 2. From the Animations tab, click the Move Earlier or Move
Later commands to change the ordering.

To copy animations with the Animation Painter:

In some cases, you may want to apply the same effects to more than one
object. You can do this by copying the effects from one object to another
using the Animation Painter. In our example, we want to copy an
animation from one slide to another because they have similar layouts.

1. Click the object that has the effects you want to copy. In our
example, we'll click our answer text.

2. From the Animations tab, click the Animation

Painter command.
 3. Click the object you want to copy the effects to. In our example,
we'll click the answer text on the next slide. Both objects now
have the same effect.

To preview animations:
Any animation effects you have applied will show up when you play the
slide show. However, you can also quickly preview the animations for the
current slide without viewing the slide show.

1. Navigate to the slide you want to preview.

2. From the Animations tab, click the Preview command. The
animations for the current slide will play.

The Animation Pane

The Animation Pane allows you to view and manage all of the effects that
are on the current slide. You can modify and reorder effects directly from
the Animation Pane, which is especially useful when you have several
effects.

To open the Animation Pane:

1. From the Animations tab, click the Animation
Pane command.

2. The Animation Pane will open on the right side of the window.
It will show all of the effects for the current slide in the order in
which they will appear.

If you have several animated objects, it may help to rename them before
reordering them in the Animation Pane. You can rename them in
the Selection pane. To open the Selection Pane, click an object, then from
the Format tab click Selection pane. Double-click the name of an object to
rename it.
To reorder effects from the Animation Pane:
1. On the Animation Pane, click and drag an effect up or down.
 2. The effects will reorder themselves.

To preview effects from the Animation Pane:

1. From the Animation Pane, click the Play button.

2. The effects for the current slide will play. On the right side of
the Animation Pane, you will be able to see a timeline that
shows the progress through each effect.
If the timeline is not visible, click the drop-down arrow for an effect, then
select Show Advanced Timeline.

To change an effect's start option:

By default, an effect starts playing when you click the mouse during a slide
show. If you have multiple effects, you will need to click multiple times to
start each effect individually. However, by changing the start option for
each effect, you can have effects that automatically play at the same
time or one after the other.

1. From the Animation Pane, select an effect. A drop-down arrow

will appear next to the effect.

2. Click the drop-down arrow and select one of the three desired
start options. Start on Click will start the effect when the
mouse is clicked, Start With Previous will start the effect at
the same time as the previous effect, and Start After
Previous will start the effect when the previous effect ends.
When you preview the animations, all of the effects will play through
automatically. To test effects that are set to Start on Click, you will need to
play the slide show.

The Effect Options dialog box

From the Animation Pane, you can access the Effect Options dialog box,
which contains more advanced options you can use to adjust your
animations.

To open the Effect Options dialog box:

1. From the Animation Pane, select an effect. A drop-down arrow
will appear next to the effect.
2. Click the drop-down arrow, then select Effect Options...
3. The Effect Options dialog box will appear. Click the drop-down
menus and select the desired enhancement. You can add
a sound to the animation, add an effect after the animation is
over, or animate text in a different sequence.
Some effects have additional options you can change. These will vary
depending on which effect you have selected.

To change the effect timing:

1. From the Effect Options dialog box, select the Timing tab.

2. From here, you can add a delay before the effect starts, change
the duration of the effect, and control whether the
effect repeats.
Challenge!
1. Open our practice presentation. If you already downloaded
our presentation to follow along with the lesson, be sure to
download a fresh copy.
2. On slide 2, select the text box that contains Answer: Neil
Armstrong, and add a Pulse animation from
the Emphasis group.
3. In the same text box, add a Wipe animation
from Entrance group.
4. Change the Effect Options so it wipes From Left.
5. Reorder the animations so the Wipe animation will happen
first.
6. Change the Start options for the Pulse animation so it
starts After Previous.
7. Use the Animation Painter to copy your animations to
the Answer: Mercury text box on slide 3.
 8. Remove the animations from the text box on slide 3
containing What planet is closest to the sun?
9. When you're finished, play your presentation. Slides 2 and 3
should look something like this:

Lesson 20: Inserting Videos

Introduction
PowerPoint allows you to insert a video onto a slide and play it during
your presentation. This is a great way to make your presentation more
engaging for your audience.

You can even edit the video within PowerPoint and customize its
appearance. For example, you can trim the video's length or add a fade in.

Optional: Download our practice presentation.

Watch the video below to learn more about inserting videos in PowerPoint.
To insert a video from a file:
In our example, we'll insert a video from a file saved locally on our
computer. If you'd like to work along with our example, right-click this link
to our example video and save it to your computer.
1. From the Insert tab, click the Video drop-down arrow, then
select Video on My PC...

2. Locate and select the desired video file, then click Insert.

3. The video will be added to the slide.

With the Screen Recording feature on the Insert tab, you can create a video
of anything you are doing on your computer and insert it into a slide.

To insert an online video:

Some websites—like YouTube—allow you to embed videos into your
slides. An embedded video will still be hosted on its original website,
meaning the video itself won't be added to your file. Embedding can be a
convenient way to reduce the file size of your presentation, but you'll also
need to be connected to the Internet for the video to play.
Working with videos
To preview a video:
1. Click a video to select it.
2. Click the Play/Pause button below the video. The video will
begin playing, and the timeline next to the Play/Pause button
will advance.

3. To jump to a different part of the video, click anywhere on

the timeline.
To resize a video:
• Click and drag the corner sizing handles until the video is the
desired size.

The corner sizing handles will resize a video while preserving its original
aspect ratio. If you use the side sizing handles, the video will
become distorted.
To move a video:
• Click and drag to move a video to a new location on a slide.

To delete a video:
• Select the video you want to delete, then press
the Backspace or Delete key on your keyboard.

Editing and formatting videos

The Playback tab has several options you can use to edit your video. For
example, you can trim your video to play an excerpt from the original, add
a fade in and fade out, and add bookmarks that allow you to jump to
specific points in the video.

Most of the features on the Playback tab can only be used with videos that
are inserted from a file. They will not work with embedded videos.

To trim a video:
1. Select the video, then click the Playback tab on the Ribbon.
2. Click the Trim Video command.

3. A dialog box will appear. Use the green handle to set the start
time and the red handle to set the end time.

4. To preview the video, click the Play button.

 5. When you're done trimming the video, click OK.

To add a fade in and fade out:

1. On the Playback tab, locate the Fade In: and Fade Out: fields.
2. Type the desired values, or use the up and down arrows to
adjust the fade times.

To add a bookmark:
1. Click the timeline to locate the desired part of the video.
2. From the Playback tab, click the Add Bookmark command.

3. The bookmark will appear on the timeline. Click the bookmark

to jump to that location.
Video options
There are other options you can set to control how your video will play.
These are found in the Video Options group on the Playback tab.

• Volume: This changes the audio volume for the video.

• Start: This controls whether the video starts automatically or
when the mouse is clicked.
• Play Full Screen: This lets the video fill the entire screen while
playing.
• Hide While Not Playing: This hides the video when it's not
playing.
• Loop until Stopped: This peplays the video until it is stopped.
• Rewind after Playing: This returns the video to the beginning
when it is finished playing.

Formatting the appearance of

a video
Like pictures, PowerPoint allows you to format the appearance of a video
by applying a video style, adding a border, changing the shape, and
applying various effects.
To create a poster frame:
You can add a poster frame to a video, which is the placeholder
image your audience will see before the video starts playing. The poster
frame is usually just a frame taken from the video itself.

1. Click the timeline to locate the desired part of the video.

2. From the Format tab, click the Poster Frame command.
Select Current Frame from the menu that appears.

3. The current frame will become the poster frame.

If you want to use a picture from your computer, select Image from file.
To apply a video style:
1. Select the video, then click the Format tab on the Ribbon.
2. In the Video Styles group, click the More drop-down arrow to
display available video styles.

3. Select the desired style.

4. The new style will be applied to the video.
To learn more about corrections, color adjustments, borders, shapes,
and effects, review our Formatting Pictures lesson.

Challenge!
1. Open our practice presentation. Also, right-click this link to
our example video and save it to your computer. If you have
already downloaded our practice presentation to follow along
with the lesson, be sure to download a fresh copy.
2. On slide 2, Insert our example video file.
3. Resize the video so it fits next to the text box.
4. Apply a video style of your choice.
5. Trim the video so the start time is around 00:17.5 and the end
time is around 00:25.
6. Add a bookmark somewhere in the middle of your video.
7. When you're finished, preview your video. It should look
something like this:
 Lesson 21: Inserting Audio

Introduction
PowerPoint allows you to add audio to your presentation. For example,
you could add background music to one slide, a sound effect to another,
and even record your own narration or commentary. You can
then edit the audio to customize it for your presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about inserting audio in PowerPoint.

To insert audio from a file:

In our example, we'll insert an audio file saved locally on our computer. If
you'd like to work along with our example, right-click this link to our
example file and save it to your computer (music credit: Something Small
(Instrumental) by Minden, CC BY-NC 3.0).
1. From the Insert tab, click the Audio drop-down arrow, then
select Audio on My PC.

2. Locate and select the desired audio file, then click Insert.

3. The audio file will be added to the slide.

Recording your own audio
Sometimes you may want to record audio directly into a presentation. For
example, you might want the presentation to include narration. Before you
begin, make sure you have a microphone that is compatible with your
computer; many computers have built-in microphones or ones that can
be plugged in to the computer.

To record audio:
1. From the Insert tab, click the Audio drop-down arrow, then
select Record Audio.

2. Type a name for the audio recording if you want.

3. Click the Record button to start recording.

4. When you're finished recording, click the Stop button.

5. To preview your recording, click the Play button.

6. When you're done, click OK. The audio file will be inserted into
the slide.
Working with audio
To preview an audio file:
1. Click an audio file to select it.
2. Click the Play/Pause button below the audio file. The sound
will begin playing, and the timeline next to the Play/Pause
button will advance.

3. To jump to a different part of the file, click anywhere on

the timeline.

To move an audio file:

• Click and drag to move an audio file to a new location on a
slide.
To delete an audio file:
• Select the audio file you want to delete, then press
the Backspace or Delete key on your keyboard.

Editing audio
You can modify your audio files using the commands on the Playback tab.
For example, if you add a song to a slide you can trim it to play only a brief
section. You can also add a fade in and fade out and can
add bookmarks that allow you to jump to specific points in the audio file.

To trim an audio file:

1. Select the audio file, then click the Playback tab on the Ribbon.

2. Click the Trim Audio command.

3. A dialog box will appear. Use the green handle to set the start
time and the red handle to set the end time.
 4. To preview the audio file, click the Play button.

5. Adjust the handles again if necessary, then click OK.

To add a fade in and fade out:

1. On the Playback tab, locate the Fade In: and Fade Out: fields.
2. Type the desired values, or use the up and down arrows to
adjust the times.

To add a bookmark:
1. Click the timeline to locate the desired part of the audio file.
 2. From the Playback tab, click the Add Bookmark command.

3. The bookmark will appear on the timeline. Click the bookmark

to jump to that location.

Audio options
There are other options you can set to control how your audio file will play.
These are found in the Audio Options group on the Playback tab.

• Volume: This changes the audio volume.

 • Start: This controls whether the audio file
starts automatically or when the mouse is clicked.
• Hide During Show: This hides the audio icon while the slide
show is playing.
• Play Across Slides: This continues playing the audio file across
multiple slides instead of just the current slide.
• Loop until Stopped: This replays the audio file until it is
stopped.
• Rewind after Playing: This returns the audio file to the
beginning when it is finished playing.

To change the audio icon:

By default, an audio file will appear as a speaker icon in the slide. If you
want, you can change the icon to a different picture.

1. Select the audio file, then click the Format tab.

2. Click the Change Picture command.

3. The Insert Pictures dialog box will appear. Click Browse to

select a file from your computer. You can also use the online
image search tools to locate an image online. In our example,
we'll search using the phrase music note.
4. Locate and select the desired picture, then click Insert.
 5. The icon will change to the new picture.

For information on corrections, color adjustments, borders, shapes,

and effects, review our lesson on Formatting Pictures.

Challenge!
1. Open our practice presentation. Also, right-click this link to
our example file and save it to your computer. Music credit:
Something Small (Instrumental) by Minden, C.C. BY-NC 3.0.
2. On slide 3, insert our example audio file.
3. Move the file to the bottom-left corner of the slide.
4. Trim the audio so the start time is around 00:15 and the end
time is around 00:55.
5. Change the Fade Duration to 02:00 for fade in and 08:00 for
fade out.
6. Set the audio to Start Automatically and Play Across Slides.
7. Change the icon to an online picture of your choice.
8. When you're finished, your slide should look something like
this:
 9. Optional: Play your slideshow from the beginning to test the
audio. Your audio should start playing when you get to slide 3,
and it should continue to play when you advance to the next
slide.

Lesson 22: Tables

Introduction
Tables are another tool you can use to display information in PowerPoint.
A table is a grid of cells arranged in rows and columns. Tables are useful
for various tasks, including presenting text information and numerical data.
You can even customize tables to fit your presentation.
Optional: Download our practice presentation.

Watch the video below to learn more about inserting tables in PowerPoint.

To insert a table:
1. From the Insert tab, click the Table command.
2. Hover the mouse over the grid of squares to select the desired
number of columns and rows in the table. In our example,
we'll insert a table with six rows and six columns (6x6).

3. The table will appear on the currently selected slide. In our

example, that's slide 3.
 4. Click anywhere in the table and begin typing to add text. You
can also use the Tab key or the arrow keys on your keyboard
to navigate through the table.

You can also insert a table by clicking the Insert Table command in
a placeholder.

Modifying tables
PowerPoint includes several options for customizing tables,
including moving and resizing, as well as adding rows and columns.

To move a table:
• Click and drag the edge of a table to move it to a new location
on a slide.

To resize a table:
• Click and drag the sizing handles until the table is the desired
size.
To add a row or column:
1. Click a cell adjacent to the location where you want to add a
row or column. In our example, we'll select the cell that
says Mystery.

2. Click the Layout tab on the right side of the Ribbon.

3. Locate the Rows & Columns group. If you want to insert a
new row, select either Insert Above or Insert Below. If you
 want to insert a new column, select either Insert
Left or Insert Right.

4. The new row or column will appear.

To delete a row or column:

1. Select the desired row or column. In our example, we'll select
the empty row at the bottom of the table.
2. From the Layout tab in the Rows & Columns group, click
the Delete command, then select Delete Rows or Delete
Columns from the menu.

3. The selected row or column will be deleted.

You can also access the Insert and Delete commands by right-clicking a
table.

To delete a table:
• Click the edge of the table you want to delete, then press
the Backspace or Delete key on your keyboard.

Modifying tables with the

Layout tab
When you select a table, the Design and Layout tabs will appear on the
right side of the Ribbon. You can make a variety of changes to a table using
the commands on the Layout tab.

Click the buttons in the interactive below to learn about the different
commands on the Layout tab.
 Text Direction

Changing the text direction can add style to your table. It can also help
to save space if you need to fit more columns in your table.

Customizing tables
PowerPoint makes it easy to change the look and feel of your tables. For
example, you can quickly apply different table styles and customize
the table borders.

To apply a table style:

1. Select any cell in your table, then click the Design tab on the
right side of the Ribbon.
2. Locate the Table Styles group, then click the More drop-down
arrow to see available table styles.

3. Select the desired style.

4. The selected table style will be applied.

To change table style options:
You can turn various options on or off to change the appearance of the
table. There are several options: Header Row, Total Row, Banded
Rows, First Column, Last Column, and Banded Columns.

1. Select any cell in your table.

2. From the Design tab, check or uncheck the desired options in
the Table Style Options group.

These options can affect your table style in various ways, depending on the
type of content in your table. You may need to experiment with a few
options to find the exact style you want.

To add borders to a table:

You can add borders to help define different sections of a table. Certain
table styles may include borders automatically, but it's easy to add them
manually or customize them. You can control the border weight, color,
and line style for some or all of a table.

1. Select the cells where you want to add borders. In our example,
we'll select every cell in our table.
2. From the Design tab, select the desired Line Style, Line
Weight, and Pen Color.

3. Click the Borders drop-down arrow, then select the

desired border type.
 4. The border will be added to the selected cells.

5. To remove borders, select the desired cells, click

the Borders command, and select No Border.

Challenge!
1. Open our practice presentation.
2. On the last slide, insert a table with 5 columns and 3 rows.
3. In the first row, type the name of the months January through
May. In the second and third rows, type sale amounts of your
choice (for example, $1329).
4. Change the style of the table.
5. Insert a column on the left side of the table.
6. On the second row of the new column, type North Region. On
the third row, type South Region.
7. Delete the last column.
8. Resize your table so it takes up a majority of the slide.
9. Center your text horizontally and vertically.
 10. When you're finished, your slide should look something
like this (table style and colors may vary):

Lesson 23: Charts

Introduction
A chart is a tool you can use to communicate data graphically. Including
a chart in a presentation allows your audience to see the meaning behind
the numbers, which makes it easy to visualize comparisons and trends.

Optional: Download our practice presentation for this lesson.

Watch the video below to learn more about using charts in PowerPoint.

Types of charts
PowerPoint has several types of charts, allowing you to choose the one that
best fits your data. To use charts effectively, you'll need to understand how
different charts are used.

Click the arrows in the slideshow below to learn more about the types of
charts in PowerPoint.

arrow_back_ios

•
PowerPoint has a variety of chart types, each with its own
advantages. Click the arrows to see some of the different
types of charts available in PowerPoint.
•
Column charts use vertical bars to represent data. They can
work with many different types of data, but they're most
frequently used for comparing information.

•
Line charts are ideal for showing trends. The data points are
connected with lines, making it easy to see whether values
are increasing or decreasing over time.
•
Pie charts make it easy to compare proportions. Each value
is shown as a slice of the pie, so it's easy to see which values
make up the percentage of a whole.

•
Bar charts work just like column charts, but they use
horizontal bars instead of vertical bars.
•
Area charts are similar to line charts, except the areas under
the lines are filled in.

•
Surface charts allow you to display data across a 3D
landscape. They work best with large data sets, allowing you
to see a variety of information at the same time.
 •
arrow_back_ios

Identifying the parts of a chart

In addition to chart types, you'll need to understand how to read a chart.
Charts contain several different elements—or parts—that can help you
interpret data.

Click the buttons in the interactive below to learn about the different parts
of a chart.
Legend

The legend identifies which data series each color on the chart represents.
In this example, the legend identifies the different months in the chart.

Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data,
much like Excel. The process of entering data is fairly simple, but if you are
unfamiliar with Excel you might want to review our Excel Cell
Basics lesson.

To insert a chart:
1. Select the Insert tab, then click the Chart command in
the Illustrations group.
2. A dialog box will appear. Select a category from the left pane,
and review the charts that appear in the right pane.
3. Select the desired chart, then click OK.

4. A chart and spreadsheet will appear. The data that appears in

the spreadsheet is placeholder source data you will replace
with your own information. The source data is used to create
the chart.
5. Enter data into the worksheet.

6. Only the data enclosed by the blue lines will appear in the chart,
but this area will expand automatically as you continue to type.
7. When you're done, click X to close the spreadsheet.

8. The chart will be completed.

You can edit the chart data at any time by selecting your chart and clicking
the Edit Data command on the Design tab.

You can also click the Insert Chart command in a placeholder to insert a
new chart.
Creating charts with existing Excel data
If you already have data in an existing Excel file you want to use for a chart,
you can transfer the data by copying and pasting it. Just open the
spreadsheet in Excel, select and copy the desired data, and paste it into the
source data area for your chart.

You can also embed an existing Excel chart into your PowerPoint
presentation. This may be useful when you know you'll need to update the
data in your Excel file and want the chart to automatically update whenever
the Excel data is changed.

Read our guide on Embedding an Excel Chart for more information.

Modifying charts with chart

tools
There are many other ways to customize and organize your charts. For
example, PowerPoint allows you to change the chart type, rearrange a
chart's data, and even change the layout and style of a chart.

To change the chart type:

If you find that your data isn't working with a certain chart, it's easy to
switch to a new chart type. In our example, we'll change our chart from
a column chart to a line chart.

1. Select the chart you want to change. The Design tab will appear
on the right side of the Ribbon.

2. From the Design tab, click the Change Chart Type command.
3. A dialog box will appear. Select the desired chart type, then
click OK.

4. The new chart type will appear.

To switch row and column data:
Sometimes you may want to change the way charts group your data. For
example, in the chart below the book sales data is grouped by genre, with
lines for each month. However, we could switch the rows and columns so
the chart will group the data by month, with lines for each genre. In both
cases, the chart contains the same data; it's just organized differently.

1. Select the chart you want to modify. The Design tab will
appear.
2. From the Design tab, select the Edit Data command in
the Data group.

3. Click the chart again, then select the Switch

Row/Column command in the Data group.

4. The rows and columns will be switched. In our example, the

data is now grouped by month, with lines for each genre.
We've noticed that when numerical data has been entered in the first
column of the spreadsheet, switching rows and columns may cause
unexpected results. One solution is to type an apostrophe before
each number, which tells the spreadsheet to format it as text instead of a
numerical value. For example, the year 2016 would be entered as '2016.

To change the chart layout:

Predefined chart layouts allow you to modify chart elements—
including chart titles, legends, and data labels—to make your chart
easier to read.

1. Select the chart you want to modify. The Design tab will
appear.
2. From the Design tab, click the Quick Layout command.
 3. Select the desired predefined layout from the menu that
appears.

4. The chart will update to reflect the new layout.

To change a chart element (like the chart title), click the element and begin
typing.
To change the chart style:
Chart styles allow you to quickly modify the look and feel of your chart.

1. Select the chart you want to modify. The Design tab will
appear.
2. From the Design tab, click the More drop-down arrow in
the Chart Styles group.

3. Select the desired style from the menu that appears.

 4. The chart will appear in the selected style.

You can also use the chart formatting shortcut buttons to quickly add chart
elements, change the chart style, and filter the chart data.
Challenge!
1. Open our practice presentation. You will also need to
download our practice workbook.
2. On the last slide, insert a line chart.
3. Open our practice workbook in Excel. Copy the data and paste
it into the chart's spreadsheet.
4. Delete the chart title.
5. Change the chart type to Stacked Column.
6. Use the Quick Layout drop-down menu to change to Layout
10.
7. Click the Chart Elements shortcut button, click the arrow next
to Axis Titles, and select the Primary Vertical axis title.
8. Double-click the axis title, then rename it Sale Profits.
9. Switch the Row/Column data.
10. When you're finished, your slide should look something
like this:
 Lesson 24: SmartArt Graphics

Introduction
SmartArt allows you to communicate information with graphics instead of
just using text. There are a variety of styles to choose from, which you can
use to illustrate different types of ideas.

Watch the video below to learn more about working with SmartArt.

To insert a SmartArt graphic:

1. Select the slide where you want the SmartArt graphic to appear.
2. From the Insert tab, select the SmartArt command in
the Illustrations group.
3. A dialog box will appear. Select a category on the left, choose
the desired SmartArt graphic, then click OK.

4. The SmartArt graphic will appear on the current slide.

You can also click the Insert a SmartArt Graphic command in
a placeholder to add SmartArt.
To add text to a SmartArt graphic:
1. Select the SmartArt graphic. The text pane will appear to the
left.
2. Enter text next to each bullet in the text pane. The text will
appear in the corresponding shape. It will be resized
automatically to fit inside the shape.

You can also add text by clicking the desired shape and then typing. This
works well if you only need to add text to a few shapes. However, for more
complex SmartArt graphics, working in the text pane is often quicker and
easier.
To reorder, add, and delete shapes:
It's easy to add new shapes, change their order, and even delete shapes
from your SmartArt graphic. You can do all of this in the text pane, and it's a
lot like creating an outline with a multilevel list. For more information on
multilevel lists, you may want to review our Lists lesson.
• To demote a shape, select the desired bullet, then press
the Tab key. The bullet will move to the right, and the shape
will move down one level.
• To promote a shape, select the desired bullet, then press
the Backspace key (or Shift+Tab). The bullet will move to the
left, and the shape will move up one level.

• To add a new shape, place the insertion point after the desired
bullet, then press Enter. A new bullet will appear in the text
pane, and a new shape will appear in the graphic.
 • To remove a shape, keep pressing Backspace until the bullet
is deleted. The shape will then be removed. In our example,
we'll delete all of the shapes without text.

Organizing SmartArt from the Design tab

If you'd prefer not to use the text pane to organize your SmartArt, you can
use the commands on the Design tab in the Create Graphic group. Just
select the shape you want to modify, then choose the desired command.
 • Promote and Demote: Use these commands to move a shape
up or down between levels.

• Move Up and Move Down: Use these commands to change the

order of shapes on the same level.

• Add Shape: Use this command to add a new shape to your

graphic. You can also click the drop-down arrow for more exact
placement options.

In our example, we've been organizing a graphic with a hierarchical layout.

Not all SmartArt graphics use this type of layout, so remember that these
commands may work differently (or not at all) depending on the layout of
your graphic.
Customizing SmartArt
After inserting SmartArt, there are several things you might want to change
about its appearance. Whenever you select a SmartArt graphic,
the Design and Format tabs will appear on the right side of the Ribbon.
From here, it's easy to edit the style and layout of a SmartArt graphic.

• There are several SmartArt styles, which allow you to quickly

modify the look and feel of your SmartArt. To change the style,
select the desired style from the SmartArt Styles group.

• You have a variety of color schemes to use with SmartArt. To

change the colors, click the Change Colors command and
choose the desired option from the drop-down menu.
• You can also customize each shape independently. Just select
any shape in the graphic, then choose the desired option from
the Format tab.
To change the SmartArt layout:
If you don't like the way your information is organized within a SmartArt
graphic, you can always change its layout to better fit your content.

1. From the Design tab, click the More drop-down arrow in the
Layouts group.
2. Choose the desired layout, or click More Layouts to see
additional options.

3. The selected layout will appear.

If the new layout is too different from the original, some of your text may
not appear. Before deciding on a new layout, check carefully to make sure
no important information will be lost.

Challenge!
1. Open a blank presentation and insert a new slide with a Title
and Content layout.
2. In the Title placeholder, type The Water Cycle.
3. In the Content placeholder, choose the SmartArt command
and insert a Basic Cycle SmartArt graphic from
the Cycle category.
4. Insert the following text in clockwise
order: Condensation, Evaporation, Infiltration, Precipitatio
n, Collection.
5. Delete the shape containing the word Infiltration.
6. Select the shape containing Evaporation, and click the Move
Down command twice to move the shape
between Collection and Condensation.
7. Change the SmartArt Layout to Block Cycle.
8. Change the colors of the SmartArt to a range of your choice.
9. Change the SmartArt Style to Intense Effect. The style names
will appear when you hover over them.
10. When you're finished, your slide should look something
like this:
 Lesson 25: Checking Spelling and Grammar

Introduction
Worried about making mistakes when you type? Don't be. PowerPoint
provides you with several proofing features—including the Spelling and
Grammar tool—that can help you produce professional, error-free
presentations.

Optional: Download our practice presentation.

Watch the video below to learn how to use the Spelling and Grammar tool.

To run a spell check:

1. From the Review tab, click the Spelling command.
 2. The Spelling pane will appear on the right. For each error in
your presentation, PowerPoint will try to offer one or
more suggestions. You can select a suggestion and
click Change to correct the error.

3. PowerPoint will move through each error until you have

reviewed them all. After the last error has been reviewed, a
dialog box will appear confirming that the spelling check is
complete. Click OK.

If no suggestions are given, you can manually type the correct spelling on
the slide.
Ignoring spelling "errors"
The spell check is not always correct. It may sometimes think a word is
spelled incorrectly when it's not. This often happens with people's names
and proper nouns, which may not be in the dictionary. If PowerPoint says
something is an error, you can choose not to change it using one of three
options:

• Ignore: This will skip the word without changing it.

• Ignore All: This will skip the word without changing it, and it
will also skip all other instances of the word in your
presentation.
• Add: This adds the word to the dictionary so it will never come
up as an error again. Make sure the word is spelled correctly
before choosing this option.

Automatic spell check

By default, PowerPoint automatically checks your presentation for
spelling errors, so you may not even need to run a separate check using the
Spelling command. These errors are indicated by red wavy lines.
To use the automatic spell check feature:
1. Right-click the underlined word. A menu will appear.
2. Click the correct spelling from the list of suggestions.

3. The correction will appear in the presentation.

You can also choose to Ignore an underlined word or Add to Dictionary.

Modifying proofing options

PowerPoint allows you to modify the proofing options, giving you more
control over how it reviews your text. For example, you can customize
the automatic spell check to change the way PowerPoint marks spelling
errors. You can also enable the grammar check option to help you find and
correct contextual spelling errors (like their vs. they're).

To modify proofing options:

1. Click the File tab to access Backstage view.

2. Select Options. A dialog box will appear.

3. Select Proofing, then customize the options as needed. When

you're finished, click OK.
Modifying settings in PowerPoint Options—including proofing—will
affect any presentation you edit in PowerPoint, not just your current
presentation.

Challenge!
1. Open our practice presentation. If you already downloaded
our practice presentation to follow along with the lesson, be
sure to download a fresh copy.
2. Run a Spelling and Grammar check.
3. Ignore the spelling of candygrams on slide 7 and the name of
the bakery on the last slide.
4. Correct all other spelling and grammar mistakes.

Lesson 26: Reviewing Presentations

Introduction
Before delivering your presentation, you might ask someone else to review
it and give you feedback on your slides. You might even work with a
collaborator to create a presentation together. If you were revising a hard
copy, you could add comments in the margins or compare your rough and
final drafts side by side. You can do these things in PowerPoint using
the Comments and Compare features.

Optional: Download our practice presentation.

Watch the video below to learn more about PowerPoint's reviewing

features.

Commenting on presentations
When revising or collaborating on a presentation, you might want to make
notes or suggestions without actually changing the slide. Leaving
a comment allows you to take note of something without altering the slide
itself. Comments can be added and read by the original author or any other
reviewers.

To add a comment:
1. Select the text or object (or click the area of the slide) where
you want the comment to appear.
2. Go to the Review tab, then click the New Comment command.

3. The Comments pane will appear. In our example, it contains an

existing comment by another review (Javier), plus a space for
your comment.
4. Type your comment in the box, then press Enter or click
anywhere outside the box to save the comment.
 5. The comment will be represented by a small icon on the slide.

Viewing comments
You can view or reply to any comment—including other reviewers'
comments—by returning to the Comments pane. Simply click a comment
icon on the slide, or click the Show Comments command on
the Review tab.

To edit a comment:
1. In the Comments pane, select the comment you want to edit.
 2. Type your desired changes, then press Enter or click anywhere
outside the comment box. Your changes will be applied.

To reply to a comment:
1. In the Comments pane, click Reply below the comment you
want to respond to.

2. Type your response, then press Enter or click anywhere

outside the box. Your comment will appear below the original
comment, and an additional icon will be added to the slide.
Deleting comments
• To delete a comment, select the comment you want to delete,
then go to the Review tab and click the Delete command.
 • To delete multiple comments, click the drop-down
arrow below the Delete command. You can delete comments
from your current slide or from the entire presentation.

Comparing presentations
There are situations in which you might end up with more than
one version of the same presentation. For instance, you could create
multiple drafts, or a collaborator or coworker could save their own unique
copy.

You can easily compare and combine multiple versions using

PowerPoint's Compare feature. This allows you to see the differences
between two versions of the same presentation, so you can decide which
changes to include in the final version.

To compare two presentations:

In this example, we'll be comparing two versions of the Internet Safety for
Everyone presentation. To follow along, you'll need the original practice
presentation (powerpoint_reviewing_practice), plus a version that's
been slightly altered: internet safety - tim's edits.
1. Open one version of the presentation you want to compare. In
this example, we'll start
with powerpoint_reviewing_practice.
2. From the Review tab, select the Compare command.

3. A dialog box will appear. Select the second version of the

presentation you want to compare, then click Merge. In this
example, we'll choose internet safety - tim's edits.

<="" li="" style="margin: 0px; padding: 0px; border: 0px;

outline: 0px; font-weight: inherit; font-style: inherit; font-size:
19.04px; font-family: inherit; vertical-align: baseline;">
4. The Revisions pane will appear, allowing you to compare the
two presentations.
Click the buttons in the interactive below to learn how to review changes
using the Compare feature.

Heading
Challenge!
1. Download our original practice presentation
(powerpoint_reviewing_practice) and a slightly altered
version (internet safety - tim's edits). If you already
downloaded our practice files, be sure to download fresh
copies.
2. Open powerpoint_reviewing_practice. On slide 9, add a
comment somewhere on the slide that says Should we make
this text larger?
3. When you're finished, slide 9 should look something like this:

4. On the last slide, delete the comment.

5. When you're finished, the last slide should look something like
this:

6. Use the Compare command to compare the original to the

slightly altered version (internet safety - tim's edits).
7. Choose the Accept command and Accept All Changes to the
Presentation.
 Lesson 27: Inspecting and Protecting
Presentations

Introduction
Before sharing a presentation, you'll want to make sure it doesn't include
any information you want to keep private. You may also want to discourage
others from editing your file. Fortunately, PowerPoint includes several
tools to help inspect and protect your presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about inspecting and protecting
presentations in PowerPoint.

The Document Inspector

Whenever you create or edit a presentation, certain personal
information may be added to the file automatically—like information
about the document's author. You can use the Document Inspector to
remove this type of information before sharing a presentation with others.

Because some changes may be permanent, it's a good idea to use Save As to
create a backup copy of your presentation before using the Document
Inspector.

To use the Document Inspector:

1. Click the File tab to go to Backstage view.
2. From the Info pane, click Check for Issues, then
select Inspect Document from the drop-down menu.
3. The Document Inspector will appear. Check or uncheck the
boxes, depending on the content you want to review, then
click Inspect. In our example, we'll use the default selections.
4. The inspection results will show an exclamation mark for
any categories where it found potentially sensitive data, and it
will also have a Remove All button for each of these categories.
Click Remove All to remove the data.
 5. When you're done, click Close.

Protecting your presentation

By default, anyone with access to your presentation will be able to open,
copy, and edit its content unless you protect it. There are several ways to
protect a presentation, depending on your needs.

To protect your document:

1. Click the File tab to go to Backstage view.
2. From the Info pane, click the Protect Presentation command.
3. In the drop-down menu, choose the option that best suits your
needs. In our example, we'll select Mark as Final. Marking
your presentation as final is a good way to discourage others
from editing the file, while the other options give you even
more control if needed.

4. A dialog box will appear, prompting you to save. Click OK.

 5. Another dialog box will appear. Click OK.

6. The presentation will be marked as final. Whenever others

open the file, a bar will appear at the top to discourage them
from editing the document.

Marking a presentation as final will not prevent someone from editing it

because they can just select Edit Anyway. If you want to prevent people
from editing it, you can use the Restrict Access option instead.

Challenge!
1. Open our practice presentation. If you opened our practice
presentation to follow along with the lesson, be sure to
download a fresh copy.
2. Use the Document Inspector to check and remove any hidden
information.
3. Protect the document by marking it as final.
 4. When you're finished, the top of your presentation should look
something like this:

Lesson 28: Modifying Themes

Introduction
Let's say you really like the style of a theme, but you'd like to experiment
with different color schemes. That's not a problem. You can mix and
match colors, fonts, and effects to create a unique look for your
presentation. If it still doesn't look exactly right, you can customize the
theme any way you want.

If you're new to PowerPoint, you may want to review our lesson

on Applying Themes to learn the basics of using themes.
Optional: Download our practice presentation.

Watch the video to learn more about modifying themes.

To select new theme colors:

If you don't like the colors of a particular theme, it's easy to apply new
theme colors; everything else about the theme will remain unchanged.

1. From the Design tab, click the drop-down arrow in

the Variants group and select Colors.
 2. Select the desired theme colors.
3. The presentation will update to show the new theme colors.

To customize colors:
Sometimes you might not like every color included in a set of theme colors.
It's easy to change some or all of the colors to suit your needs.

1. From the Design tab, click the drop-down arrow in

the Variants group.
2. Select Colors, then click Customize Colors.

3. A dialog box will appear with the 12 current theme colors. To

edit a color, click the drop-down arrow and select a different
color. You may need to click More Colors to find the exact
color you want.
4. In the Name: field, type the desired name for the theme colors,
then click Save.
 5. The presentation will update to show the new custom theme
colors.

With some presentations, you may not notice a significant difference when
changing the theme colors. For example, a textured background will not
change when theme colors are changed. When trying different theme
colors, it's best to select a slide that uses several colors to see how the new
theme colors will affect your presentation.

To select new theme fonts:

It's easy to apply a new set of theme fonts without changing a theme's
overall look. The built-in theme fonts are designed to work well together,
which can help to unify your presentation.
 1. From the Design tab, click the drop-down arrow in
the Variants group and select Fonts.

2. Select the desired theme fonts.

3. The presentation will update to show the new theme fonts.

To customize theme fonts:

If you have specific fonts in mind for a presentation, it's easy to choose your
own theme fonts.

1. From the Design tab, click the drop-down arrow in

the Variants group.
2. Select Fonts, then click Customize Fonts.

3. A dialog box will appear with the two current theme fonts. To
change the fonts, click the drop-down arrows and select the
desired fonts.
4. In the Name: field, type the desired name for the theme fonts,
then click Save.

5. The presentation will update to show the new custom theme

fonts.
Changing the theme fonts will not necessarily update all text in your
presentation. Only text using the current theme fonts will update when
you change the theme fonts.

To select new theme effects:

PowerPoint makes it easy to apply new theme effects, which can quickly
change the appearance of shapes in your presentation.

1. From the Design tab, click the drop-down arrow in

the Variants group and select Effects.

2. Select the desired theme effects.

 3. The presentation will update to show the new theme effects.

Applying new theme effects will change different shape styles from
the Format tab when editing a shape or SmartArt graphic. It's important to
note that this change will only apply to shapes using the Subtle
Effect, Moderate Effect, and Intense Effect.
Background styles
To further customize your slides, you can change the background color by
choosing a different background style. The available background styles
will vary depending on the current theme.

To apply a background style:

1. From the Design tab, click the drop-down arrow in
the Variants group.
 2. Select Background Styles.

3. Select the desired style. The available styles will change

depending on the current theme colors.

4. The new background will appear in each slide of your

presentation.

If you want even more control over the background, click the Format
Background command on the Design tab.
Different themes also include different slide layouts and background
graphics. We'll talk about how to customize these in our Slide Master
View lesson.

Saving custom themes

Once you've found settings you like, you may want to save the theme so
you can use it in other presentations. If you only want to use the theme in
the current presentation, you won't need to save it.

To save a theme:
1. From the Design tab, click the drop-down arrow in
the Themes group.

2. Click Save Current Theme.

3. A dialog box will appear. Type a file name, then click Save.
4. When you click the drop-down arrow in the Themes group,
you'll see the custom theme under Custom.
Custom themes have another unique and powerful feature. Any custom
theme you save in PowerPoint can actually be used in other Microsoft
Office applications, including Word and Excel.

Challenge!
1. Open our practice presentation.
2. Change the theme colors.
3. Use the Customize Fonts command to change the theme's
heading font to Garamond and the body font to Arial.
4. Change the theme's background style.
5. Optional: Save your customized theme.
6. When you're finished, your first slide should look something
like this (your colors and background style may vary):
 Lesson 29: Slide Master View

Introduction
You may have noticed that when you select a different theme in
PowerPoint, it rearranges the text on your slides and adds shapes to the
background. This is because each theme has built-in slide
layouts and background graphics. You can edit these layouts with a
feature called Slide Master view. Once you learn how to use Slide Master
view, you'll be able to customize your entire slide show with just a few
clicks.

Optional: Download our practice presentation.

Watch the video below to learn more about using Slide Master view.
What is Slide Master view?
Slide Master view is a special feature in PowerPoint that allows you to
quickly modify the slides and slide layouts in your presentation. From here,
you can edit the slide master, which will affect every slide in the
presentation. You can also modify individual slide layouts, which will
change any slides using those layouts.

For example, let's say you find a theme you like but you don't like a few of
the slide layouts. You could use Slide Master view to customize the layouts
to look exactly the way you want.
In Slide Master view, the Slide Master tab will appear first on the Ribbon,
but you'll still be able to access commands on different tabs as you
normally would.

Using Slide Master view

Whether you're making significant changes to your slides or just a
few small tweaks, Slide Master view can help you create a consistent,
professional presentation without a lot of effort. You could use Slide Master
view to change just about anything in your presentation, but here are some
of its most common uses.
 • Modify backgrounds: Slide Master view makes it easy to
customize the background for all of your slides at the same
time. For example, you could add a watermark or logo to each
slide in your presentation, or you could modify the background
graphics of an existing PowerPoint theme.
• Rearrange placeholders: If you find that you often rearrange
the placeholders on each slide, you can save time by
rearranging them in Slide Master view instead. When you
adjust one of the layouts in Slide Master view, all of the slides
with that layout will change.
• Customize text formatting: Instead of changing the text color
on each slide individually, you could use the Slide Master to
change the text color on all slides at once.
• Create unique slide layouts: If you want to create a
presentation that looks different from regular PowerPoint
themes, you could use Slide Master view to create your own
layouts. Custom layouts can include your
own background graphics and placeholders.
Some overall presentation changes—like customizing the theme
fonts and theme colors—can be made quickly from the Design tab.
Review our lesson on Modifying Themes to learn more.

To make changes to all slides:

If you want to change something on all slides of your presentation, you can
edit the Slide Master. In our example, we'll add a logo to every slide. If
you'd like to work along with our example, right-click the image below and
save it to your computer.
1. Select the View tab, then click the Slide Master command.

2. The presentation will switch to Slide Master view, and

the Slide Master tab will be selected on the Ribbon.
3. In the left navigation pane, scroll up and select the first slide.
This is the slide master.
4. Make the desired changes to the slide master. In our example,
we’ll insert a picture of the Mongibello logo.
5. Move, resize, or delete slide objects as needed. In our example,
we'll resize the logo and move it to the bottom-right corner.

6. When you’re finished, click the Close Master View command

on the Slide Master tab.
7. The change will appear on all slides of the presentation.
When you make a change to the slide master, it's a good idea to review
your presentation to see how it affects each slide. You may find that some
of your slides don't look exactly right. We'll show you how to fix this by
customizing individual slide layouts.

Customizing slide layouts

You can use Slide Master view to modify any slide layout in your
presentation. It's easy to make small tweaks like adjusting background
graphics and more significant changes like rearranging or deleting
placeholders. Unlike the slide master, changes to a slide layout will only be
applied to slides using that layout in your presentation.

To customize an existing slide layout:

In our example, our newly added logo is hidden behind the photo in
the Picture with Caption Layout. We'll customize this layout to make
room for the logo.

1. Navigate to Slide Master view.

2. Locate and select the desired layout in the left navigation pane.
You can hover the mouse over each layout to see which slides
are currently using that layout in the presentation.
3. In some layouts, the background graphics may be hidden. To
show the graphics, uncheck the box next to Hide Background
Graphics.

4. Add, move, or delete any objects as desired. In our example,

we'll delete the gray background shape.
5. If you want to change the arrangement of the placeholders, you
can move, resize, or delete any of them. In our example, we'll
move our text placeholders and the black bar to the right side,
and the photo placeholder to the left side.
 6. When you're finished, click the Close Master View command
on the Slide Master tab.

7. All slides using the layout will be updated.

You can also move placeholders on the slide master, which will move the
placeholders on multiple slide layouts at the same time. However, some
slide layouts may still need to be adjusted manually.

Customizing text formatting

You can also customize the text formatting from Slide Master view,
including the font, text size, color, and alignment. For example, if you
wanted to change the font for every title placeholder in your presentation,
you could modify the master title style on the slide master.
Each title placeholder is connected to the master title style on the slide
master. For example, take a look at the slides before changing the title font.
Now look at the same slides after changing the title font.
Instead of customizing individual placeholders, you can change the theme
fonts for a presentation. From the Slide Master tab, click
the Fonts command in the Background group, then select the desired
fonts.
Creating new slide layouts
One of the most powerful features of Slide Master view is the option to
create new slide layouts. This is an easy way to add interesting and unique
slide layouts to an existing theme. You could even use this feature to design
an entirely new theme, as in the example below.
To insert a new slide layout:
1. Navigate to Slide Master view. From the Slide Master tab,
click the Insert Layout command.

2. The new slide layout will appear.

3. The layout will include title and footer placeholders by default.

Click the Title and Footers boxes in the Master Layout group
to toggle these placeholders on and off.
4. You can now add background graphics, shapes, and pictures to
the slide layout. You can also move, adjust, and delete the
existing placeholders. In our example, we'll move the title
placeholder to the bottom-right corner. We've
also changed the text alignment to align right instead of
align left.

5. To add new placeholders, click the bottom half of

the Insert Placeholder command, then select the desired
placeholder type. In this example, we'll use
the Picture placeholder.
6. Click and drag to draw the placeholder on the slide.
To rename a custom layout:
When you're done designing your custom layout, you'll want to give it
a unique name so it will be easy to find.

1. From Slide Master view, select the desired layout, then click
the Rename command.

2. A dialog box will appear. Type the desired name, then

click Rename.
To use a custom layout:
Once you've created a custom slide layout, it's easy to add a new slide with
that layout or apply it to an existing slide.

1. If you're currently in Slide Master view, click the Close Master

View command on the Slide Master tab.
2. From the Home tab, you can insert a new slide with the
custom layout or apply it to an existing slide. In our example,
we'll select the Layout command and apply the new style to
slide 6.
3. The custom slide layout will be applied.
PowerPoint also allows you to add new placeholders to existing slide
layouts.

Using custom layouts in other

presentations
When you modify the slide master or slide layouts in Slide Master view,
you're actually creating a custom version of the current theme. If you want
to apply the theme to other presentations, you'll need to save it.

To save a theme:
From the the Slide Master tab, click the Themes command, then
select Save Current Theme from the drop-down menu.
If you're not in Slide Master view, you can save the theme from
the Design tab. Just click the drop-down arrow in the Themes group, then
select Save Current Theme.
Challenge!
1. Open our practice presentation. If you already downloaded
our presentation to follow along with the lesson, be sure to
download a fresh copy.
2. On the slide master, change the Background Style to Style 7.
3. Delete the tall rectangular shape near the left of the slide
master.
4. Close Slide Master view and select slide 4. Your slide should
look like this:
5. Reopen Slide Master view. In the Picture with Caption layout,
select the background shape on the left side of the slide behind
the text,and change the color to Dark Aqua.
6. When you're finished, slide 2 should look like this:

7. Optional: Save your theme to your computer.

 Lesson 30: Links

Introduction
Whenever you use the Internet, you use hyperlinks (also known as links)
to navigate from one webpage to another. If you want to include a web
address or email address in your PowerPoint presentation, you can
choose to format it as a link so a person can easily click it. It's also possible
to link to files and other slides within a presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about inserting links in PowerPoint.

About links
Links have two basic parts: the address of the webpage, email address, or
other location they are linking to; and the display text, which can also be a
picture or shape. For example, the address could
be https://www.youtube.com, and YouTube could be the display text. In
some cases, the display text might be the same as the address. When you're
creating a link in PowerPoint, you'll be able to choose both the address and
the display text or image.

To insert a link:
1. Select the image or text you want to make a link.
2. Right-click the selected text or image, then click Link. You can
also go to the Insert tab and click the Link command.
3. The Insert Hyperlink dialog box will open.

4. If you selected text, the words will appear in the Text to

display field at the top. You can change this text if you want.
 5. Type the address you want to link to in the Address field.
6. Click OK. The text or image you selected will now be a link to
the web address.

To insert a link to an email address:

1. Right-click the selected text or image, then click Link.
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.

4. Type the email address you want to connect to in the Email

Address box, then click OK.
PowerPoint often recognizes email and web addresses as you type and will
format them as links automatically after you press the Enter key
or spacebar.

To open and test a link:

1. After you create a link, you should test it. Right-click the link,
then click Open Link.
 2. Your web browser should open and then navigate to the linked
page. If it doesn't work, check the link address for any
misspellings.

To open a link while viewing your slide show, click the link.

To remove a link:
1. Right-click the link.
2. Click Remove Link.
More links
In PowerPoint, you can use links to link to resources that are not online. To
create a quick way to refer to another slide in your presentation, you can
create a link to that slide. If you need to access a file stored on your
computer, you can create a link to it. Additionally, PowerPoint allows you to
format pictures and shapes as links.

Using shapes and pictures as links

Sometimes you might want to format objects—including shapes, text
boxes, and pictures—as links. This is especially helpful if you want the
object to act like a button. To do this, right-click the desired object and
select Link from the menu that appears. Click the object during the
presentation to open the link.

To insert a link to another slide:

1. Right-click the selected text or image, then click Link.
2. The Insert Hyperlink dialog box will appear.
3. On the left side of the dialog box, click Place in this Document.
4. A list of other slides in your presentation will appear. Click the
name of the slide you want to link to.

5. Click OK. The text or image will now be a link to the slide you
selected.
Adding a link to a shape is similar to creating an action button. We'll talk
more about how to turn a shape into a button in our Action
Buttons lesson.

To insert a link to another file:

1. Right-click the selected text or image, then click Link.
The Insert Hyperlink dialog box will appear.
2. On the left side of the dialog box, click Existing File or
Webpage.
3. Click the drop-down arrow to browse for your file.
 4. Select the desired file.

5. Click OK. The text or image will now be a link to the file you
selected.

If you want to display your presentation on a different computer than you

used to create it, your link to another file may not work. Make sure you
have a copy of the linked file on the computer you are using to present, and
always test links before giving a presentation.

Challenge!
1. Open our practice presentation.
 2. On slide 2, select the Accomplishments shape and create a
link to slide 5.
3. On slide 11, select the text Tax forms and create a link
to http://irs.gov.
4. On slide 12, remove the link from the text USA.gov
Retirement Resources.
5. When you're finished, test the links you created.

Lesson 31: Action Buttons

Introduction
Another tool you can use to connect to a webpage, file, email address, or
slide is called an action button. Action buttons are built-in shapes you
can add to a presentation and set to link to another slide, play a sound, or
perform a similar action. When someone clicks or hovers over the button,
the selected action will occur. Action buttons can do many of the same
things as links. Their easy-to-understand style makes them especially
useful for self-running presentations at booths and kiosks.
Optional: Download our practice presentation.

Watch the video below to learn more about using action buttons in your
presentations.

Inserting action buttons

You can insert action buttons on one slide at a time, or you can insert an
action button that will show up on every slide. The second option can be
useful if you want every slide to link back to a specific slide, like the title
page or table of contents.

To insert an action button on one slide:

1. Click the Insert tab.
2. Click the Shapes command in the Illustrations group. A drop-
down menu will appear with the action buttons located at the
very bottom.
3. Select the desired action button.
4. Insert the button into the slide by clicking the desired location.
The Action Settings dialog box will appear.
5. Select the Mouse Click or Mouse Over tab. Selecting the Mouse
Click tab means the action button will perform its action only
when clicked. Selecting the Mouse Over tab will make the
action button perform its action when you move the mouse
over it.

6. In the Action on click section, select Hyperlink to:, then click

the drop-down arrow and choose an option from the menu.
7. Check the Play Sound box if you want a sound to play when the
action button is clicked. Select a sound from the drop-down
menu, or select Other sound to use a sound file on your
computer. When you're done, click OK.
To insert an action button on all slides:
If you'd like to add an action button to every slide, you can do this with a
feature called Slide Master view. However, using Slide Master view can be
tricky if you've never used it. If you're going to edit your slides this way,
you may want to review our Slide Master View lesson first.
1. Click the View tab.
2. In the Master Views group, click the Slide Master command.
In the left navigation pane, scroll up and select the first slide.
 3. Go to the Insert tab and select an action button from the
bottom of the Shapes menu. Click the slide to add the action
button, and choose the desired options from the dialog box that
appears.
4. Return to the Slide Master tab and click Close Master View.
The new action button will now be on every slide.

To edit, move, or delete an action button inserted this way, click

the View tab, then click Slide Master. Click Close Master View after
making any desired changes.

If you notice that an action button isn't appearing on certain slides, you
may need to uncheck the Hide Background Graphics box.
To test an action button:
After you create an action button, you should test it.

1. Click the Slide Show tab.

2. In the Start Slide Show group, click From Current Slide.

3. Click your action button.

4. After you have tested it, right-click anywhere on the screen and
select End Show.
 5. If your action button did not work as you intended, follow the
instructions below to edit it.

To edit an action button:

1. Select the action button.
2. Click the Insert tab.
3. In the Links group, click the Action command. The Actions
Settings dialog box will appear.
 4. Edit the action or hyperlink, then click OK.

To change the appearance of an action button:

1. Select the action button.
2. Click the Format tab.

3. To change the button style or color, use the tools in the Shape
Styles group.
4. To change the shape of the action button, click Edit Shape in
the Insert Shapes group. Select a new shape from the drop-
down menu.
Challenge!
1. Open our practice presentation.
2. Open Slide Master view. In the left navigation pane, scroll up
and select the first slide.
3. In the bottom-right corner of the slide, insert the Action
Button: Information.
4. Link the action button to the last slide.
 5. Change the shape style of your action button to one of
the green styles.
6. When you're finished, your slide master should look like this:

7. Close Master View, play your slide show, and test your action
button.

Lesson 32: Rehearsing and Recording Your

Presentation

Introduction
There are many things to keep in mind when preparing to give a
presentation. How long will it last? What will you say? Fortunately,
PowerPoint offers several tools that can help you rehearse your slide
show. You can even record a copy with voiceover narration, allowing
viewers to watch the presentation on their own.
Optional: Download our practice presentation.

Watch the video below to learn how to rehearse and record your
presentation.

Rehearsing slide show timings

Rehearsing timings can be useful if you want to set up a presentation to
play at a certain speed without having to click through the slides yourself. It
also gives you the opportunity to practice your talking points. Using this
feature, you can save timings for each slide and animation. PowerPoint will
then play the presentation automatically using these timings.

Rehearsing is often one of the last steps in creating a polished presentation.

If you've never presented a slide show, you may want to review our lesson
on Presenting Your Slide Show to become familiar with the basics.

To rehearse timings:
1. Go to the Slide Show tab, then click the Rehearse
Timings command.

2. You'll be taken to a full-screen view of your presentation.

Practice presenting your slide show. When you're ready to
move to the next slide, click the Next button on the Recording
toolbar in the upper-left corner. You also can also use the right
arrow key on your keyboard.
 3. When you reach the end of the show, a dialog box will appear
with the total time of your presentation. If you're satisfied
with your timings, click Yes.

4. The timings will be saved. The next time you present,

PowerPoint will use these timings to advance the
slides automatically.

If you need more than one try to get the timings just right, the Recording
toolbar can be used to take a break or start over on a slide. To pause the
timer, click the Pause button. No actions taken while the timer is paused
will be included in the timings. To re-record the timings on the current
slide, click the Repeat button.

Recording your slide show

The Record Slide Show feature is similar to the Rehearse
Timings feature, but it's a bit more comprehensive. If you have a
microphone for your computer, you can record voiceover narration for
the entire presentation. This is useful if you plan to use your slide show as a
self-running presentation or video.

To record a slide show:

1. From the Slide Show tab, select the Record Slide Show drop-
down arrow, then choose either Start Recording from
Beginning or Start Recording from Current Slide.

2. A dialog box will appear. Select the desired options, then

click Start Recording. Remember, you can only record
narration if you have a microphone attached to your
computer.

3. Your presentation will appear in full-screen view. Perform your

slide show. Make sure to speak clearly into the microphone if
you're recording narration.
 4. When you're ready to move to the next slide, click
the Next button on the Recording toolbar or use the right
arrow key.

5. When you reach the end of the show, PowerPoint will close the
full-screen view.
6. Your slide timings and narration are now part of your
presentation. The slides with narration will be marked with
a speaker icon in the bottom-right corner.

In recorded slide shows, the mouse pointer isn't visible in the finished
product; therefore, if you want to point something out, you'll need to use
the laser pointer feature. Simply hold Ctrl on your keyboard while you
click and hold your mouse. The cursor will appear as a small red dot.

To remove slide timings or narration:

If you change your mind about including slide timings or narration, you can
easily remove one or both. You can clear them from the entire
presentation or just the current slide.

To do this, simply go to the Slide Show tab, click the Record Slide
Show drop-down arrow, hover over Clear, then choose the desired option
from the menu.
Challenge!
1. Open our practice presentation. If you already downloaded
our practice presentation to follow along with the lesson, be
sure to download a fresh copy.
2. Record the slide show. If you have a microphone and want to
practice recording narration, you can read the slides.
3. When you're finished, play your slideshow. The slides should
advance automatically at the pace you recorded them.

Lesson 33: Sharing Your Presentation Online

Introduction
PowerPoint offers several options to enhance or even totally change the
way you deliver presentations. Instead of presenting your slide show
normally, you can choose to present it as a video, or you can even present
it live online so others can view it remotely. No matter how you choose to
give your presentation, you can enhance it by customizing your slide show
to remove or reorder slides. All of these options can help you give a
polished and professional presentation.

Optional: Download our practice presentation for this lesson.

Watch the video below to learn more about the different ways you can
share your presentation.

Exporting a presentation as a video

The Create a Video feature allows you to save your presentation as a
video. This can be useful because it lets your viewers watch the
presentation whenever they want. To make sure your viewers have enough
time to view each slide, you might want to rehearse the timings
or record your slide show before using this feature.

To create a video:
1. Click the File tab to access Backstage view.
2. Select Export, then click Create a Video. Video export options
will appear on the right.
3. Click the drop-down arrow next to Presentation Quality to
select the size and quality of your video.

4. Select the drop-down arrow next to Use Recorded Timings

and Narrations. Choose Don't Use Recorded Timings and
Narrations if you don't have or don't want to use recorded
timings. You can also choose Use Recorded Timings and
Narrations if you have already recorded timings and
narrations and want to use them in your video.
5. Click Create Video. The Save As dialog box will appear.
6. Select the location where you want to save the presentation,
then enter a name for the presentation.

7. Click Save. As PowerPoint creates your video, a status bar will

appear at the bottom of the PowerPoint window. When the bar
is complete, your video is ready to view, send, or upload.
In addition to emailing your video, you can upload your video to
free video-sharing sites like YouTube. Once your video is uploaded, you
can give the link to anyone you want to see it. To learn more about using
YouTube to share videos online, review our YouTube tutorial.

Presenting your slide show

online
Presenting a slide show online is surprisingly easy. All you and your
viewers need is an Internet connection—they don't even need PowerPoint.
Once your viewers are connected, you can start the presentation as you
normally would.

Please note that you cannot edit your presentation or mark it with a
highlighter or pen while you are presenting a slide show online. You also
cannot use PowerPoint to speak to your audience. Plan to communicate
with your viewers through teleconferencing, or pre-record your narration.

To present online:
1. Select the Slide Show tab, then locate the Start Slide
Show group.
2. Click the Present Online command.

3. A dialog box will appear. Click Connect. A status message will

appear as PowerPoint prepares your online presentation.
4. A link will appear. If it's not already selected, select the link.
5. Click Copy Link to make a copy of the link, which you can paste
just about anywhere—including Facebook, a blog, or an email.
You'll just want to make sure each of your viewers receives a
copy of the link before beginning your presentation.
6. Click Start Presentation.
7. Present the slide show as you normally would, using the mouse
or keyboard to advance the slides.
8. When you are finished, click End Online Presentation.

9. A dialog box will appear to confirm that you want to end the
presentation. Click End Online Presentation.
Challenge!
1. Open our practice presentation.
2. Export the practice presentation as a video, and save it to your
computer.
3. If you have a friend or family member with an Internet
connection, try to present the slide show online.

Lesson 34: What is Office 365?

What is Office 365?

Office 365 is a subscription-based version of the Microsoft Office Suite,
and you have a few options when purchasing an account. One is Office 365
Personal, which gives a single user full access to every Office application.
Another is Office 365 Home, which is designed for families where multiple
people will be using Office.

Watch the video below to see more of what Office 365 has to offer.

Exclusive features
There are a lot of similarities between Office 365 programs and the
traditional Microsoft Office Suite, so the overall experience should feel
familiar if you've used Office before.
However, Office 365 offers several advantages that aren’t available with the
Microsoft Office Suite. For instance, a subscription to Office 365 grants you
access to more features, including the Translator, a Resume Assistant, and
Smart Lookup. You can also collaborate with others in Excel via the co-
authoring feature, which lets others edit your workbook in real time.

Office mobile apps also come with more features when you subscribe. For
example, you can do things like insert page breaks, use more colors, or
make PivotTables with the Excel mobile app. Free editions of the mobile
apps, however, only let you perform basic tasks, like creating a file and
entering text.

Office 365 includes other benefits as well, like more file storage in OneDrive
and technical support.

SharePoint and software updates

Another distinct advantage to using Office 365, especially for businesses, is
access to SharePoint Online. This is a service included in some versions of
Office 365 that allows you to share and collaborate with others, whether
they’re colleagues or customers. Because the documents live in the cloud,
security permissions can be set up to allow anyone in the organization,
regardless of their location, to view a document.

Office 365 subscribers also get more frequent software updates than
those who have purchased Office without a subscription. This means Office
365 subscribers have access to the latest features, security updates, and
bug fixes.
 Lesson 35: New Features in Office 2019

New features in Office 2019

Office 2019 was released in September 2018. If you've used Office 2016 or
earlier versions, you'll probably find Office 2019 familiar. The interface is
similar, and most of the features still work the same. However, there are
several improvements designed to make Office 2019 more powerful and
easier to use.

Office 2019 is only available for computers running Windows 10 or one of

the three most recent versions of macOS.

Watch the video below to learn more about Office 2019's new
improvements and features.

Visual updates
Office 2019 comes with several new features that customize the visuals of
your projects. There's a new library of graphics called Icons that you can
use and customize however you want. You can also turn your drawings into
standard shapes using the Ink to Shape function and insert interactive 3D
models into your projects.

Word
Word has a new feature called Learning Tools that can help make text
easier to read without making permanent changes to your document. You
can change the text spacing, page color, or even have Word read your text
aloud.
PowerPoint
PowerPoint includes a new Morph transition that allows you to animate
objects between slides in a short amount of time. If you like saving your
presentations as video files, PowerPoint now also gives you the ability to
export your presentation at 4K resolution.
Excel
There are a couple of new chart types in Excel: map charts and funnel
charts. There's also a feature called precision selection, which lets you
deselect individual cells after you've highlighted them.
Office 2019 vs. Office 365
It's important to note that Office 2019 doesn't have as many new
features as Office 365. If you're interested in more dynamic updates, you
may want to look into the subscription-based Office 365 instead.

Many of the changes and improvements in Office 2019 are small, but they
can help to increase your productivity and ease of use in certain situations.

Lesson 36: Office Intelligent Services

Office Intelligent Services

Microsoft Office contains many useful features, including a language
translator and PowerPoint Designer. But when you try to use these
features, a prompt may ask you to activate Intelligent Services first. While it
may seem like an easy decision, you should consider what you're agreeing
to when you decide to turn on Intelligent Services.
What are Intelligent Services?
Intelligent Services power several cloud-enhanced features throughout
Office. In order for these features to work, however, Microsoft must collect
and analyze the contents of your document. In addition, it will collect
data on how you use Office.

Should you use Intelligent Services?

Before deciding whether to enable Intelligent Services, you should first
know what Microsoft does with the data it collects. According to its privacy
statement, it uses collected data for things like product development,
research, and targeted advertising.
Before activating Intelligent Services, ask yourself if you're comfortable
with Microsoft having access to your work. If you're concerned about the
company collecting your data or seeing confidential documents, you may
not want to use any Intelligent Services-based features.

Activating Intelligent Services

By default, Intelligent Services is turned off, and you have two ways to
activate it.

The quickest method is to select an Intelligent Services-based feature, such

as Translate. A prompt will appear, asking you to turn on Intelligent
Services. Simply click Turn on to enable it.

The other method involves a few more steps.

1. Click the File tab in Word, Excel, PowerPoint, or Outlook.

2. Click Options.

3. Click the checkbox labeled Enable services, then click OK.

Notable features
PowerPoint Designer can analyze the images, lists, and text in your
presentation to generate professional-looking slides, and
it uses Intelligent Services to give you more personalized suggestions.

To use it, select the Design tab, then click Design Ideas on the right. As you
add elements to your slide, the feature will update with new ideas. It’ll even
give you suggestions if you have a completely blank presentation.

Keep in mind, however, that PowerPoint Designer is exclusive to Office

365 subscribers.
Smart Lookup allows you to conduct an online search of a word or phrase
within Word, Excel, or PowerPoint. To use it, right-click a term, then select
Smart Lookup. A window will appear on the right, giving you the most
relevant search results and definitions.
To use Translate, simply right-click on a word or phrase, then select
Translate. You can then translate your selection into dozens of languages.

Keep in mind that this feature isn’t perfect, so don’t be surprised if the
results aren’t totally accurate.

Office 365
It’s worth noting that some Intelligent Service-based features, like the
PowerPoint Designer, only work with an Office 365 subscription. Microsoft
also plans to add more Intelligent Service-based features to Office 365 in
the future. Upcoming features include Ideas in Excel, which suggests
different ways to display your data; and the LinkedIn Resume Assistant,
which uses the entire LinkedIn database to help make your resume stand
out.

From presentation ideas to Smart Lookup, Intelligent Services can provide

a number of useful features if you’re comfortable with Microsoft collecting
your data.

Lesson 37: Using the Draw Tab

Using the Draw tab
Whether you use a digital pen, touchscreen, or mouse, the drawing
features in Office can help you add notes, create shapes, edit text, and
more. The Draw tab is available in Word, Excel, and PowerPoint.

Most of the features mentioned below are available in Office

365 and Office 2019, although some of them are only available in Office
365.

Watch the video below to learn more about using the Draw tab.

Adding the Draw tab to the Ribbon

The Draw tab is normally found on the Ribbon. However, if you don't see it
on yours, here's how to add it.

1. Right-click the Ribbon and select Customize the Ribbon.

2. Check the box next to Draw, then click OK.

3. The Draw tab will now be available in the Ribbon.
What can the Draw tab do?
The Draw tab offers three types of drawing textures: pen, pencil,
and highlighter, each with a different look. To choose one, simply click it
and you're ready to start drawing.

If you want to change its color or thickness, click the drop-down arrow
next to the pen and select your preference. When you're done, click away
from the menu to resume drawing.
Advanced features
When you're drawing shapes by hand, it can be difficult to draw them
perfectly. Luckily, the Ink to Shape tool can help with this. Simply click Ink
to Shape, then draw the shape of your choice.
The Ink to Shape feature will then figure out what type of shape you've
drawn and correct any imperfections to make it look more polished.
In addition to shapes, you can write out complex math equations with
the Ink to Math tool. As you write out an equation, the tool reads what
you're writing and translates it into a properly formatted equation.
Word also has an exclusive drawing feature called Ink Editor. You can
circle text to select it, cross out text to delete it, and more. This feature
is only available with Office 365, not Office 2019.
These drawing features give you more options for customizing your
projects and make it easier to use Office on tablets and touchscreens.

Lesson 38: Working with Icons

Working with icons

If you need graphics for a project, there's a feature you can use called icons.
Icons are a library of modern, professional graphics included with Office
365 and 2019, and they can be customized to fit your needs. Icons are
available in Word, Excel, Outlook, and PowerPoint.

Watch the video below to learn more about icons.

Inserting icons
To insert an icon, click the Insert tab and then select Icons.

The Insert Icons menu will appear. You can scroll through a wide range of
subjects, including people, technology, commerce, the arts, and more. Once
you find an icon you like, select it and then click Insert.
Customizing icons
After inserting an icon, there are several different ways you can customize
it.

To change the color of an icon, select the icon you'd like to edit.
The Format tab will appear. Then click Graphics Fill and select a color
from the drop-down menu.
To add an outline to your icon, click Shape Outline and select a color from
the drop-down menu.
You can also change an icon's size by grabbing one of the sizing
handles and dragging it. Because they're vector graphics, you can make
the icons as large as you want without them looking pixelated.
Breaking an icon into several parts
Some icons can be broken down into separate parts, allowing you to edit
each of them individually for further customization.

1. Right-click the icon and select Convert to Shape.

2. Click Yes in the dialog box.

3. If your icon has individual parts, you can now edit each part by
itself, changing its size, color, and location.
Icons offer a lot of possibilities for customizing the appearance of your
project. Give them a try if you're looking for some simple, polished visuals
to enhance your content.