MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

CHAPTER 8: Microsoft PowerPoint Basics

Objectives:
a.) Recognize the names and functions of the PowerPoint
interface.
b.) Create and manipulate simple slide shows with outlines and
notes.
c.) Create slide presentations that include text and graphics.

Microsoft PowerPoint is a software program developed by Microsoft to produce effective

presentations. It is a part of Microsoft Office suite. The program comprises slides and various
tools like word processing, drawing, graphing and outlining. Thus it can display text, table, chart,
graphics and media in the slides.
There are three main features of the Microsoft PowerPoint window that you need to
focus upon while learning PowerPoint. These features are Microsoft Office Button, Quick Access
Toolbar and Ribbon.
Lesson 1: Exploring the Window

Microsoft Office Button

Microsoft Office
Button is located on the
upper-left corner of the
PowerPoint window.

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Quick Access Toolbar

It is located beside the Microsoft Office Button. By default, it shows three commands;
Save, Undo and Redo.

When you click the drop-down arrow at the right end of Quick Access Toolbar it offers
more commands. The desired command out of these commands can be added to Quick Access
Toolbar with a left click on it.
You can also add the
Office Button and Ribbon
commands. Just right click the
command and select the "Add
to Quick Access Toolbar"
option. See the image, the
command New Slide is added to
Quick Access Toolbar.

Ribbon and Tabs

Ribbon is located on the top of the PowerPoint window just below the Title bar. It is made
up of seven tabs; Home, Insert, Design, Animations, Slide Show, Review and View. Each tab is
divided into groups of related commands that are displayed on the Ribbon. To view additional
commands of a group, click the arrow at the right bottom corner of the group.

See the image:

Features of the Tabs

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The features of Home tab are Clipboard, Slides, Font, Paragraph, Drawing and Editing.
See the image:

The features of Insert tab are Tables, Illustrations, Links, Text and Media Clips.
See the image:

The features of Design tab are Page Setup, Themes and Background.
See the image:

The features of Animations tab are Preview, Animations and Transition to This
Slide.
See the image:

The features of Slide Show tab are Start Slide Show, Set Up and Monitors.
See the image:

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The features of Review tab are Proofing, Comments and Protect.

See the image:

The features of View tab are Presentation Views, Show/Hide, Zoom, Color/Grayscale,
Window and Macros.
See the image:

Slide, Placeholder and Notes

Slide: Presentation is
created on slides. It lies in the
centre of the PowerPoint
window.
Placeholder: By default,
two placeholders appear in the
slide when you open the
PowerPoint.
Click to add notes: This
space is provided to create notes
if needed.
Mini Toolbar

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It is a floating toolbar that appears when you select text or right click the text. It comprises
frequently used formatting tools like Bold, Italics, Font Size and Font Color.
See the image:

Lesson 2: Presentation Basics

Creating a Presentation
When you open PowerPoint window by default a slide appears. The slide has two
placeholders or text boxes. Additional text boxes can be added from the Insert tab.
To start creating presentation click on the placeholder or text box a blinking cursor will
appear. Then type the title and click outside the box. The text box will disappear.

In a similar way, add text or subtitle to the other text box.

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See the image:

Click outside the text box and the slide will look like the image given below:

How to Save a Presentation?

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There are multiple options to save a presentation. The frequently used options are:
 Click on the Microsoft Office Button then select Save or Save As from the menu.
See the image:

 Click on the first icon of the Quick Access Toolbar.

How to Add Slide?

There are multiple ways to add slide in PowerPoint

presentation. The frequently used option is to click the New
Slide button.

See the image:

The other ways to add a slide are: Office Themes, Duplicate
Selected Slide and Reuse Slides.

How to Apply Themes

Themes are design templates that make the presentation colorful and stylist. With a single
click you can apply a theme to the entire presentation.
 Open the Design tab

 Locate the Themes group

 Click the desired theme
 Theme will be added to the entire presentation
To see all available Themes, click the drop- down arrow on the right bottom corner of the Themes
group.

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How to Apply or Change Color in

Themes?
 Open the Design tab
 Click the drop-down arrow next
to Colors in the Themes group
 With a left click select the
desired color set
 To create new color set click the
Create New Theme Colors

See the image:

How to Change the Background of a Theme?

 Open the Design tab

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 Locate the Background group

 Click the Background Styles button
 Select the desired background style
See the image:

Lesson 3: Text Basics

How to Delete Text

Two simple ways to delete text are:
 Place the cursor next to the text then press the backspace key, as the cursor moves left
it starts deleting text.
 Keep the cursor next to text then left click the mouse and without releasing the mouse
drag it over the text to select it.
Then press the Delete key.
How to Format Font Size?
 Select the text you want to
modify
 Open the Home tab and locate
the Font group
 In Font group click the drop-down
arrow next to font size option
 A list of various font sizes appears
 Move the cursor over the list and
select the desired font size
See the image:

How to Format Font Style?

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 Select the text you want to modify

 Select Home tab and locate the Font group
 In Font group click the drop-down arrow next to font style option
 A list of font styles appears
 Move the cursor over the list and select the desired font style
See the image:

How to Format Text Color?

o Select the text you want
to change
o In Home tab locate the
Font group
o In Font group click the
drop-down arrow next
to font color icon
o Font color menu
appears
o Select the desired font
color
See the image:

How to Change Text Alignment?

 Select the text

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 In Home tab locate the Paragraph group

 There are four
alignment options at
the bottom of
Paragraph group
 Select the desired
alignment option
The four alignment options
are:
 Align Text Left: Aligns
text towards left
margin
 Center: Brings the text
at center
 Align Text Right: Aligns text towards right margin
 Justify: Aligns text towards both left and right margin

How to Insert a Text Box?

In addition to placeholders
you can insert text boxes in
the slide. To add a text box
follow the below listed steps.
 Open the Insert tab
 In Text group click the
Text Box command
 Click on the slide and
drag the cursor until
text box takes the
desired width
 Then release the
mouse.

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How to Copy and Paste Text?

 Select the text you want to copy
 In Home tab click the Copy command in
Clipboard group
 Place the cursor where you want to paste the
text
 In Clipboard group click the Paste command

How to Cut and Paste Text?

 Select the text you want to cut
 In Home tab click the Cut command in Clipboard
group
 Place the cursor where you want to paste the
text
 In Clipboard group click the Paste command

Lesson 4: Inserting Picture

How to Insert Picture and Clip Art?

To Add Picture:
 Click the Insert tab
 In Illustrations group click
on the Picture button
 Insert Picture dialogue
box appears
 With a click select the
desired picture
 Click Insert, the picture
will be added to the slide
 Click and drag the picture
to move it to desired
location

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How to Edit Picture and Clip Art?

 Select the Picture or Clip Art that you want to edit
 Format tab appears in the Ribbon next to View tab
 It displays four groups of commands; Adjust, Picture Styles, Arrange and Size group
See the image:

The Adjust group displays six commands.

See the image:

 Brightness: To increase and decrease the picture

brightness
 Picture Contrast: To increase or decrease the
picture contrast
 Recolor: To recolor the picture to give it special
effect
 Compress Picture: To compress picture to reduce
its size
 Change Picture: To change the picture
 Reset Picture: To discard all the changes made to the picture

The Picture Styles group displays picture styles and three commands.
See the image:

 Picture Styles: To apply a

picture style to the picture
or clip art
 Picture Shape: To change
the shape of the picture or
clip art
 Picture Border: To give
colors to the picture border
 Picture Effects: To apply visual effect to the picture

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The Arrange group has six commands:

 Bring to Front: To bring the picture in front of all other

objects
 Send to Back: To send the picture behind other objects
 Selection Pane: It displays selection pane with various
options to format and change order of picture
 Align: To align the multiple pictures on the slide. You can
distribute them evenly across the slide.
 Group: To group different objects together
 Rotate: To rotate the text or objects
The Size group has three commands.
See the image:

 Crop: To remove unwanted parts of the picture

 Height: To change the height of the picture
 Width: To change the width of the picture

How to Create Bulleted or Numbered lists?

 Select the text or list
to which you want to
add bullets or
numbering
 Select Home tab and
locate the Paragraph
group
 Click the Bullets or
Numbering button or
click the drop-down
arrow next to these
buttons to see more
bullet styles and
numbering formats
 Select the style you
want to apply to text

Lesson 5: Microsoft PowerPoint shortcut keys

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Shortcut keys Explanation

(Slide number) It is used to jump to the desired slide during a slide show. For example,
+ Enter during the slide show, if the 5th number slide is being viewed, and you want
to jump to the 8th number slide, press the 8-number key and then the
Enter key.

Shift+Alt+T or It allows you to open the date and time window to insert the current date
D and time.

Ctrl+A It provides users the option to select all items like the text in a text box and
objects in a slide. In slide sorter view, it is used to select all slides.
Furthermore, in slide show, its use is to display the various options as
shown in the below mage:

Ctrl+B It enables you to add or remove bold to the selected content.

Ctrl+C Its use is to copy the selected text, including other objects in the slide. It
can also be done by pressing Ctrl+Insert.

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Ctrl+D It is used to create a copy of the selected slide. For example, if you want to
add a copy of any slide, you need to select it, and press the Ctrl+D shortcut
keys.

Ctrl+E It enables you to align the line or selected text to the center of the slide.

Ctrl+F It provides users the option to find or search content in the file.

Ctrl+H It is mostly used to replace a word or sentences in the file, and in slide
show, it is also used to hide the cursor or any activated tools, like the pen
or a highlighter tool.

Ctrl+I It allows you to add or remove italicize to the selected text. Furthermore,
in slide show view, it is also used to change the cursor to the highlighter
tool. You need to hold the mouse button to use the highlighter on the
screen.

Ctrl+J It enables you to Justify (align your text evenly across the slide) the
selected text.

Ctrl+K It offers an option to insert a hyperlink.

Ctrl+L Its use is to align the content or selected line to the left side of the slide.

Ctrl+M It is used to insert the new or blank slide just below the selected slide.

Ctrl+N It enables you to create a new or blank file in another PowerPoint window.

Ctrl+O It is used to open the dialog box or page, where you can select a file that
you want to open. You can also use Alt+Ctrl+F2 to open a file.

Ctrl+P It provides users with the option to open the Print Preview page to print
the file. It can also be done by using Ctrl+Shift+F12 or Ctrl+F2 shortcut
keys.
Additionally, in slide show view, it is also used to change the cursor to the
pen tool.

Ctrl+R It moves the text or selected paragraph to the right side of the slide.

Ctrl+S It allows you to save the open file. You can also use the Shift+F12 to save a
file.

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Ctrl+T It is used to open the font window, where you can adjust the font size,
style, type, etc. It can also be done by pressing Ctrl+Shift+F shortcut keys.

Ctrl+U It enables the users to add or remove an underline from the selected
content.

Ctrl+V It is used to paste the copied text, slides, and other objects in the file. You
need to copy the data once, and then you can paste it multiple times. You
can also paste the data by using Shift+Insert.

Ctrl+W It enables you to close the currently open document.

Ctrl+X It allows you to cut the selected item.

Ctrl+Y Its use is to repeat the last performed action. It can also be done by
pressing the function key F4.

Ctrl+Z It is used to undo (get back) the deleted text, slide, and other objects.
Suppose, by mistake; you have deleted any slide, you can get back it by
using this shortcut key.

Shift+F3 It allows the users to change the selected text

into uppercase or lowercase and can be used to change the first letter of a
word into a capital letter. If the text is not selected, only the first word
after the cursor will be changed.

Shift+F5 It helps to start the slide show from the selected slide. For example, if you
have 20 slides in your file and you want to start a slide show from the 5th
slide, you need to select the 5th slide, and press Shift+F5.

Shift+F7 It is used to check the thesaurus of the selected word. As shown in the
below image:

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Shift+F9 Its use is to show or hide the grid on the slide in Microsoft PowerPoint.

B It is used to change the display to black during slide show, and again press
B to get back to the slide show.

F1 It is used to open the help menu, and in slide show view, its use is to
display the slide show help window that provides a list of shortcuts for use
in a slide show.

F5 It allows the users to view the slide show of all the slides.

F7 It provides users the benefit of checking grammar and spelling to the

selected word.

F12 It allows you to use the Save As option, in which you can save a file with a
new name.

Ctrl+F1 It is used to show or hide the Ribbon.

Ctrl+Shift+> It is used to increase the font size of the selected text. It can also be done
by pressing Ctrl+].

Ctrl+Shift+< It is used to decrease the font size of the selected text. It can also be done
by pressing Ctrl+[.

Ctrl + Shift + = It helps users to change the selected text into a subscript. For example,
(Equal sign) plain text subscript text, X2 → X2

Ctrl+Spacebar It allows you to change the selected text to the default font size and type.

Ctrl+Home Its use is to move the cursor to the first slide. For example, if you have 50
slides in your file, and the cursor is on 45th slide, by pressing Ctrl+Home,
you can move the cursor to the first slide.

Ctrl+End It is used to move the cursor to the last slide. For example, your
PowerPoint file has 100 slides, and you want to move the cursor to the last
slide, you can press Ctrl+End.

Ctrl+Backspace It will delete the word to the left of the cursor.

Ctrl+Delete It will delete the word to the right of the cursor

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Alt+N, P It enables you to insert a picture in your file. You need to press Alt and N
keys together then press P.

For more knowledge about PowerPoint Basics , please check the link provided;
https://www.youtube.com/watch?v=XF34-Wu6qWU&t=7s

REFERENCES

https://www.javatpoint.com/powerpoint-tutorial

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