Microsoft Powerpoint Tutorial

G E TT I NG S TA RT ED
Microsoft PowerPoint is one of the most popular presentation programs supported by both Mac and PC
platforms. Microsoft PowerPoint can be used to create interactive presentations for classroom, business, or
personal use.

TABLE O
TABLE OFF CONTENTS
C O NT ENTS

1. Getting Started Pg. 3

2. Saving Pg. 4

3. Ribbons Pg. 5

4. Home Tab Pg. 6

5. Insert Tab Pg. 7

7. Transitions Pg. 11

8. Animations Pg. 12

9. Slide Show Pg. 13

11.View Pg. 15

12. Printing Pg. 18

13. Other Helpful Functions Pg. 19

14. Shortcut Keys for Microsoft Office Pg. 20

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 1 . G E T T I NG S T A RT ED
To begin Microsoft PowerPoint, go to Macintosh HD > Applications > Microsoft PowerPoint (Figure
1). Select PowerPoint Presentation from the Project Gallery if a blank document does not open.

Figure 1. Navigation to Microsoft Powerpoint on a Mac

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 2 . S A VI NG
Computers crash and documents are lost all the time, so it is best to save often.

Saving Initially

Before you begin to type, you should save your document. To do this, go to File > Save As. Microsoft
PowerPoint will open a dialog box (Figure 2) where you can specify the new file’s name and location where you
want it saved. Once you have specified a name and a place for your new file, press the Save button. By default,
the format for PowerPoint 2016 is .pptx (Figure 3 )

Figure 2. Saving Dialog Box for Compatible Version (.ppt).

Figure 3. Saving Dialog Box for 2011 Version (.pptx).

Saving Later

After you have initially saved your blank document under a new name, you can begin writing your
paper. However, you will still want to periodically save your work as insurance against a computer
freeze or a power outage. To save, click File > Save.

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 3. Ribbon s
Microsoft PowerPoint uses several tabs to allow you to modify your document. When you first open
PowerPoint, usually the tabs discussed below will open. If you do not see these tabs, go to View > Ribbon.

The Menu bar: (Figure 4). This is constructed solely of word commands and not icons (pictures). The Menu
bar contains all the options available to you in Microsoft PowerPoint.

Figure 4. Menu Bar (Mac).

On the Ribbon under the Home Tab, contains a text editor and the new slide icon. The Home Tab contains
icons such as Paste, Cut, Copy, Format and Layout (Figure 5).

Figure 5. Home Tab

The Insert Tab on the Ribbon toolbar, contains several categories for formatting the design and elements of
your presentation. These include: New Slide, Table, Charts, and Word Art (Figure 6).

Figure 6. Insert Tab

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 4 . Home T a b
New Slide

To add an additional new slide to your presentation go to the Home Tab > New Slide. Click the drop down
arrow and choose the style of slide you would like to apply (Figure 7).

Figure 7. New Slide

Slide Layout

To apply a Slide Layout, select the Home Tab > Layout to customize the layout of your document. From
here, you can specify how the content on your slide is displayed. To apply a layout to your slide click the layout
button, and choose your preferred style (Figure 8).

Figure 8. Slide Layout

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 5 . I n s ert T a b

Pictures

To insert a picture into your presentation select Insert > Picture (Figure 9). Choose either to get the photo
from a browser, or from a file and then locate the image that you want to put into your document and click
Insert.

Figure 9. Inserting Pictures

Word Art

To insert WordArt: Go to Insert > WordArt (Figure 10).You will then be prompted to select the effect of
your choosing. Afterwards, you will be prompted to insert your text. To select your WordArt, click on it, and
small boxes will appear in the corners. Moving the small boxes will allow you to resize the WordArt.

Figure 10. Selecting WordArt

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Inserting Slides from a Previously Created File:

To insert a slide from another presentation go to Insert > Slides From > Other Presentation and select
the directory or disk where the file is located (Figure 11). Select the slide that you wish to insert into your
presentation.

Figure 11. Inserting a Slide from Another Presentation

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Creating a Table

To create a table within your document, go to the Insert > Table. Choose the desired table size by typing in
the required number of rows and columns and click Ok. The table will be inserted into document. To navigate
within your table, use the arrow keys.

Flowcharts

Flowcharts are used to create diagrams in Microsoft PowerPoint.

To insert a Flowchart in PowerPoint: click Insert Tab > SmartArt. (Figure 12). Once the SmartArt
button is expanded, you will have several options to choose from, such as List, Process, Hierarchy, etc. To insert
Shapes, click the Insert Tab > Shapes (Figure 13). SmartArt Shapes will allow you to manipulate the shapes
in Flowchart, as well as in text boxes. To resize the Shapes, simply click and drag any of the four corners on
the object.

Figure 12. Inserting a Flowchart

Figure 13. Selecting an Autoshape

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 6 . De s ign T a b

The default slide design for Microsoft PowerPoint documents is a blank slide. Therefore, if you want your
slides to have a specific design, you must add one. To do this on a Mac, go to the Design Tab (Figure 14).To
change the theme of your presentation, click on the theme that you like and it will automatically apply to your
slide.

Figure 14. Design Tab

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 7 . Tra n s it ion s
Adding Transitions Inbetween Slides

To add a Transition into your presentation select the Transitions Tab (Figure 15).You are then given a
variety to choose from. i.e., “Fade”. When you select a Transition it will show a preview on the existing
slide.You must have text or an image within the slide to see a preview.

Figure 15. Transitions Tab

Duration
Along the right hand side of the Transitions options you will see Duration (Figure 16.) This allows you to
modify the Duration of the Transition that is present on the particular slide. This also features an ablity
to play a sound and to control whether or not to change to the next slide by “On Mouse Click”.

Figure 16. Duration

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 8 . A n ima t ion s
Adding Animations to Objects

To add an Animation to an object, select the Animations Tab (Figure 17).You are then given a variety of
different options. i.e., “Blinds”. When you select an Animation it will show a preview on the existing slide.
You must have text or an image within the slide to see a preview.

Figure 17. Animations Tab

Exit Effect
To add an Exit Effect, select the red star located to the left of the Animation options (Figure 18). Select
the object or sound you would like to add the effect to for a preview. This feature allows for the object to
exit off of the slide by a certain style of choice.

Figure 18. Exit Effect

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 9 . S lid e S h ow
To access Slide Show, select the Slide Show Tab (Figure 19). The purpose of the Slide Show Tab is for the
presenter to have an easy access to the full screen presentation mode as well as Rehearse Timings and
Record Slide Show.

Figure 19. Slide Show Tab with Rehearse Timings and Record Slide Show

Rehearse Timing
Rehearse Timing can be a very useful tool that allows you to set up your presentation to play at a certain
speed without having to click through the slides yourself. Also, this allows you to practice your talking
points. This feature allows you to save timings for each slide and transition, and will start the powerpoint
automatically.

Once you have Rehearse Timings selected under the Slide Show Ribbon the timing will immediatly
begin. To stop the timing, simply click the pause button located at the top left (Figure 20). To save this timing,
click the next arrow button located below the slide preview. (Figure 21.) Then, a box will pop up asking if you
would like to save the time. Click yes.

Figure 20. Pause Button Figure 21. Next Arrow Button

Record Slide Show

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 10 . Re v iew

Spell Check

Located in the Review Tab (Figure 22) you will find ABC Spelling to the far left. ABC Spelling will find
the spelling errors that are within your presentation. Make sure you are on your first slide to get an accurate
result.

Figure 22. ABC Spelling

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 1 1 . Vie w
The View Tab (Figure 23) contains different tools to allow you to view your presentation depending on the
certain way that you choose.

Figure 23.View Tab

Normal
Normal is your ordinary view that allows you to see and create your presentation slides.

Outline
This view allows for you to change the order of the slides in which they appear (Figure 24). To do this click the
desired slide and drag. Once you start dragging a grey line will appear. Drag the slide up or down until you see
the grey line to the right of the correct slide where you would like to move it.

Figure 24. Outline View

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Slide Sorter

This feature allows you to see thumbnails of your slides in a horizontal view. This view allows for you to make
easy changes to several slides at once. If you had recorded timing for your slides, Slide Sorter will also show
you your recorded times below the particular slide (Figure 25).

Figure 25. Slide Sorter

Notes

The Notes Page allows for you to add notes to any particular slide you want. This comes in handy to where
you are visually able to see slide notes while giving your presentation.

To access this, click on Notes Page located under the View Tab (Figure 26). Then a text box will appear with
a slide number that has been selected. Type your Notes. Then, go back to Normal and you should see your
Notes located under the slide preview.

Figure 26. Notes Page

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Slide Master

The Slide Master is where all of the information such as background, color, and theme are stored. Every
powerpoint has at least one Slide Master. In the Slide Master, you are able to change any of these
particular things. Once you have selected Slide Master in the View Tab, (Figure 27) you will be given
different types of layouts to choose from.

Figure 27. Slide Master

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 1 2 . P RI NT I NG

It is important to always save your document before you print!

Printing

To print your document, go to File > Print, select your desired settings, and then click Print again. It is also
possible to print by using the Print icon on the Standard toolbar, however this does not bring up the Print
dialogue box that allows you to change your printing options, so it is advisable to use the other method. There
are several methods for printing your document including Slides, Handouts, and Notes (Figure 28).

Figure 28. Print Window.

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 1 3 . O THER H ELP F U L F U NC T I O NS

Saving as a PDF

On a Mac: To save your document as a PDF on a Mac, go to File > Export and select PDF from the drop-
down menu on the bottom left and select Save.

Undo and Redo

In order to undo an action, go to Edit > Undo. To redo an action, go to Edit > Redo. It is important to
note that not all actions are undoable, thus it is important to save before you make any major changes in your
document so you can revert back to your saved document.

Quitting

Before you quit, it’s a good idea to save your document one final time. Then, on a Mac, go to PowerPoint >
Quit PowerPoint. This is better than just closing the window, as it insures your document quits correctly.

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 1 4. SHO RTCUT KEY S F O R M I C RO S O F T O F F I C E
COMMAND Keystroke

Bold Ctrl-B
Close Ctrl-W
Copy Ctrl-F4
Cut Ctrl-C
Find Ctrl-X
Italics Ctrl-F
Menu Bar Ctrl-I
Move to the end of the entry F10
New (slide) End
Next Window Ctrl-N
Open Ctrl-F6
Outline: Collapse Ctrl-O
Outline: Demote paragraph Alt-Shift -
Outline: Expand Alt-Shift-Right
Outline: Move paragraph down Alt-Shift-Down
Outline: Move paragraph up Alt-Shift-Up
Outline: Promote Paragraph Alt-Shift-Left
Outline: Show All Headings Alt-Shift-A
Outline: Show heading level 1 Alt-Shift-1
Paste Ctrl-V
Print Ctrl-P
Repeat Find Shift-F4
Repeat Redo Ctrl-Y
Replace Ctrl-H
Save Ctrl-S
Select All Ctrl-A
Slide Show: Begin the slide show F5
Slide Show: Black screen show/hide B
Slide Show: End Esc
Slide Show: Erase Annotations E
Slide Show: Go to the next hidden slide H
Slide Show: Hide pointer and button always Ctrl-L
Slide Show: Hide pointer and button temporarily Ctrl-H
Slide Show: Mouse pointer to arrow Ctrl-A
Slide Show: Mouse pointer to pen Ctrl-P
Slide Show: Next Slide N
Slide Show: Previous Slide P
Slide Show: Set new timings while rehearsing T
Slide Show: Stop/restart automatic slide show S
Slide Show: Use mouse-click to advance (rehearsing) M

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 1 4 . S H O RT C U T K EY S c on t ’ d
COMMAND Keystroke

Slide Show: Use original timings (rehearsing) O
Slide Show: White screen show/hide W
Spelling and Grammar check F7
Switch to the next presentation window Ctrl-F6
Switch to the next tab in a dialog box Ctrl-Tab /Ctrl-Page Down
Switch to the previous presentation window Ctrl-Shift-F6
Switch to the previous tab in a dialog box Ctrl-Shift-Tab / Ctrl-Page up
Turn character formatting on or off Num /

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