POWER POINT BY Floredest

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FLOREDEST ICT GLOBAL TRAINING INSTITUTE

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.

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.
    Clicking the File tab
  2. Select New on the left side of the window, then click Blank Presentation.
    Creating a new 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.
    Searching for templates
  3. Select a template to review it.
    Selecting a template
  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.
    Creating a new presentation with a 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,

  1. Select the File tab to go to Backstage view, then click Open.
    Clicking Open
  2. Click Browse. Alternatively, you can choose OneDrive to open files stored on your OneDrive.
    Clicking Browse
  3. The Open dialog box will appear. Locate and select your presentation, then click Open.
    Opening a presentation

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.

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.
    Pinning a presentation
  3. The presentation will stay in the Recent presentations list until it is unpinned. To unpin a presentation, click the pushpin icon again.
    The pinned presentation

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 PowerPoint 2016 features, including newer types of slide transitions.

Compatibility mode

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.

To convert a presentation:

If you want access to all PowerPoint 2016 features, you can convert the presentation to the 2016 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.
    Clicking the File tab
  2. Locate and select the Convert command.
    Converting the presentation to the newest file type
  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.
    Saving a new version of the workbook
  4. The presentation will be converted to the newest file type.

Challenge!

  1. Notice that the presentation opens in Compatibility Mode. Convert it to the 2016 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.
  2. In Backstage view, pin a file or folder.

Lesson 4: Saving Presentations

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.

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.
    Clicking the Save command
  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. Alternatively, you can click OneDrive to save the file to your OneDrive.
    Clicking Browse
  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.
    [ICT] CYBER CRIME BY Floredest
  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.

Clicking Save As

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.
    Clicking the File tab
  2. Click Options.
    Clicking 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.
    Changing the default save location

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.
    The Document Recovery pane

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.

Recovering an unsaved file

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 in a variety of file types.

  • PDF: Saves the presentation as a PDF document instead of a PowerPoint file
  • Video: Saves the presentation as a video
  • Package for CD: Saves the presentation in a folder along with the Microsoft PowerPoint Viewer, a special slide show player anyone can download
  • Handouts: Prints a handout version of your slides
  • Other file type: 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.
    Clicking Change File Type
  3. Select a file type, then click Save As.
    Choosing a file type and clicking 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.
    Saving as an PowerPoint 97-2003 presentation

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.

Choosing a file type from the Save As dialog box

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.
    Clicking Share
  2. The Share pane will appear.

Click the buttons in the interactive below to learn more about different ways to share a presentation.

Present Online

From here, you can share your presentation online as a live presentation. PowerPoint will generate a link that others can open in their web browser.

Challenge!

  1. 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.
  2. Export the presentation as a PDF file.

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.

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.preview of a full page slide printout
  • 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.
    previewing the notes pages layout
  • 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.
    preview of an outline printout
  • 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.
    preview of a handouts printout

To access the Print pane:

  1. Select the File tab. Backstage view will appear.
    selecting the File tab
  2. Select Print. The Print pane will appear.
    clicking Print in the Backstage view

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

the print 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.
    selecting the File tab
  2. Select Print. The Print pane will appear.
    clicking Print in the Backstage view
  3. Choose the desired printer and print range.
  4. Chose the desired print layout and color settings.
    changing the print settings
  5. When you’re done modifying the settings, click Print.
    clicking the Print button

Challenge!

  1. In the Print Pane, change the number of copies to 2.
  2. Choose a Handout version of the presentation with 6 Slides Horizontal per page.
  3. When you’re finished, your print pane should look like this:
  4. Optional: If you have a printer and would like to practice printing, print your presentation.

Lesson 12: Presenting Your Slide Show

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.

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

Presenting a slide show

Before you present 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.
    clicking the Start From Beginning command on the Quick Access Toolbar
  • Select the Slide Show view command at the bottom of the PowerPoint window to begin a presentation from the current slide.
    Switching to Slide Show view from the Status bar in the lower-right corner
  • Go to the Slide Show tab on the Ribbon to access even more options. From here, you can start the presentation from the current slide and access advanced presentation options.
    starting a presentation from the Slide Show tab

To advance and reverse slides:

You can advance to the next slide by clicking your mouse or pressing the spacebar on your keyboard. Alternatively, you can use or 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.

hovering the mouse to access navigation buttons in Slide Show view

To stop a slide show:

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

ending a slide show

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

returning to PowerPoint after the final slide

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.
    showing the Taskbar
  3. Your taskbar will appear. Choose a program you want to open, such as a web browser. When you’re done, close the window or click the PowerPoint icon on the taskbar to return to the presentation.
    selecting another program on the taskbar

Slide options

You can also access any of the menu items above by right-clicking anywhere on the screen during your slide show.

opening the Slide options menu

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.
    clicking the See All Slides button
  2. Thumbnail versions of each slide will appear. Select the slide you want to jump to.
    switching to another slide
  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.
    selecting the Pen tool
  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.
    using the pen tool

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.

selecting the Laser Pointer

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.
    erasing ink on slides

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.

deciding to keep or discard annotations

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. Alternatively, you can press Alt+F5 on your keyboard to start the slide show in Presenter view.

opening presenter view

Click the buttons in the interactive below to learn more about using Presenter view.

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.
    clicking Set Up Slide Show
  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.

setting custom options for slide show playback

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.

setting automatic slide advancement

Challenge!

  1. In the Set Up Slide Show options, change the pen color to purple.
  2. Start your slideshow, then access Presenter view.
  3. Advance to slide 8.
  4. Use the pen tool to circle the fundraising amounts for the 2015-2016 school year. These are the amounts over the green bars.
  5. When you’re finished, your screen should look something like this:
    Presenting Challenge

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.

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.
    Clicking the Pictures command
  2. A dialog box will appear. Locate and select the desired image file, then click Insert.
    Choosing a picture to insert
  3. The picture will appear on the currently selected slide.
    The inserted picture

You can also click the Pictures command in a placeholder to insert images.

Inserting a picture from a content placeholder

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.

  • OneDrive: You can insert an image stored on your OneDrive. You can also link other online accounts with your Microsoft account, such as Facebook or Flickr.
    Screenshot of PowerPoint 2013
  • 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.
    Bing Image search results

To insert an online picture:

  1. Select the Insert tab, then click the Online Pictures command.
    Clicking 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.
    Typing a search term
  4. Press the Enter key. Your search results will appear in the dialog box.
  5. Select the desired image, then click Insert.
    Inserting an online picture
  6. The image will appear on the currently selected slide.
    The inserted picture

You can also click the Online Pictures command in a placeholder to insert online images.

Inserting an online picture from a content placeholder

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,

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.
    Selecting a picture

To resize a picture:

  • Click and drag the corner sizing handles until the picture is the desired size.
    Resizing a picture

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.
    Rotating an image

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.
    Moving a picture

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.

The Format tab

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.
    Selecting a window to capture
  3. The screenshot will appear on the currently selected slide.
    The inserted screenshot

To insert a screen clipping:

  1. Select the Insert tab, click the Screenshot command, then select Screen Clipping.
    Clicking 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.
    Taking a screen clipping
  3. The screen clipping will appear on the currently selected slide.
    The inserted screen clipping

Challenge!

  1. Select the last slide.
  2. Use the Online Pictures command to insert a picture of your favorite form of exercise.
  3. Resize your picture so it takes up a majority of the slide without covering the title.
  4. When you’re finished, your slide should look something like this:
    Inserting Pictures Challenge 1
  5. Insert a new slide with a Title Only layout.
  6. In the Title placeholder, type Learn More at Fitness.gov.
  7. Open www.floredest.i.ng in your browser, then insert a screen clipping of the website onto the slide you just created.
  8. When you’re finished, your slide should look something like this:

Lesson 16: Formatting Pictures

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.

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.
    Clicking 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.
    Cropping an image
  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.
    Selecting a shape
  3. The image will appear formatted as the shape.
    The image cropped to a 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.
    Changing the picture border
  4. The border will appear around the image.
    A picture with a green border

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.

Image Adjustment Options

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.
    The Corrections command
  • 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).
    The Color command
  • Artistic Effects: This command is located in the Adjust group. From here, you can add artistic effects such as pastels, watercolors, and glowing edges.
    The Artistic Effects command
  • Picture Styles Group: This group contains a variety of styles you can apply to your picture, such as frames, borders, and soft edges.
    The Picture Styles drop-down menu

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.
    Clicking 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.
    The Compress Pictures dialog box

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.

Challenge!

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

Lesson 17: Shapes

Introduction

Shapes are a great way to make your presentations more interesting. PowerPoint gives you a lot of different 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.

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.
    Selecting a shape
  3. Click and drag in the desired location to add the shape to the slide.
    Inserting a new shape

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.
    Resizing the shape
  • Rotation handle: Click and drag the rotation handle to rotate the shape.
    Rotating 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.
    Modifying the shape

In addition to resizing, customizing, and rotating shapes, you can align, order, and group them. To learn more,

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.
    Clicking the More drop-down arrow
  3. A drop-down menu of styles will appear. Select the style you want to use.
    Selecting a shape style
  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 more color options, select More Fill Colors.
    Changing the shape fill color
  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.
    Changing the shape outline color
  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.

A thicker outline

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.
    The Shape Effects menu
  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.

The Shape Options pane

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.
    Changing a shape
  3. The new shape will appear.
    The new shape

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.

Entering text in a shape

Challenge!

  1. On slide 5, titled Stress Management Tips, insert a Folded Corner shape from the Basic Shapes category.
  2. Rotate the shape slightly.
  3. Change the shape fill to gold.
  4. Change the shape outline to No Outline.
  5. Use shape effects to add a shadow from the Outer category.
  6. Add the following text to the shape: Make stress relief a priority!
  7. Change the shape to one of your choice. Note: You may have to resize the shape in order to see all of the text.
  8. When you’re finished, your slide should look something like this:
    Shapes Challenge

Introduction

In PowerPoint, you can animate text and objects such as 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.

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 “fall” onto the slide and then bounce several times.
    Entrance effects
  • 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.
    Emphasis effects
  • Exit: These control how the object exits the slide. For example, with the Fade animation the object will simply fade away.
    Exit effects
  • Motion Paths: These are similar to Emphasis effects, except the object moves within the slide along a predetermined path, like a circle.
    Motion Paths

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.
    Clicking the More drop-down arrow
  3. A drop-down menu of animation effects will appear. Select the desired effect.
    Selecting an 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.
    The number and the star indicate that an effect has been added

At the bottom of the menu, you can access even more effects.

More animation 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.

Viewing the options for the Fly In effect

To remove an animation:

  1. Select the small number located next to the animated object.
    Selecting the number
  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 a little silly and can even be distracting to your audience. Consider using mostly subtle animations, or not using animations 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 an Entrance and an Exit effect. 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.
    Adding an additional animation
  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.
    An object with two animations

To reorder the animations:

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

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.
    Clicking an object
  2. From the Animations tab, click the Animation Painter command.
    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.
    After copying the effects

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.
    Previewing the animation

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.
    Opening the Animation Pane
  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.
    The Animation Pane

If you have several animated objects, it may help to rename the objects 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.

Renaming an object in the Selection Pane

To reorder effects from the Animation Pane:

  1. On the Animation Pane, click and drag an effect up or down.
    Dragging an effect to change the order
  2. The effects will reorder themselves.

To preview effects from the Animation Pane:

  1. From the Animation Pane, click the Play button.
    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.
    The timeline indicates which effect is playing

If the timeline is not visible, click the drop-down arrow for an effect, then select Show Advanced Timeline.

Clicking 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.
    The drop-down arrow for an 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.
    The three start options

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 fine tune 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.
    Selecting 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.
    The Effect Options dialog box

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.
    Selecting 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.
    Changing the timing options

Challenge!

  1. On slide 2, select the text box that contains Answer: Neil Armstrong, and add a Pulse animation from the Emphasis group.
  2. In the same text box, add a Wipe animation from Entrance group.
  3. Change the Effect Options so it wipes From Left.
  4. Reorder the animations so the Wipe animation will happen first.
  5. Change the Start options for the Pulse animation so it starts After Previous.
  6. Use the Animation Painter to copy your animations to the Answer: Mercury text box on slide 3.
  7. Remove the animations from the text box on slide 3 containing What planet is closest to the sun?
  8. 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, add a fade in, and much more.

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, save it to your computer.

  1. From the Insert tab, click the Video drop-down arrow, then select Video on My PC.
    Inserting a video from a file
  2. Locate and select the desired video file, then click Insert.
    Selecting a video to insert
  3. The video will be added to the slide.
    The inserted video

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.

the Screen Recording button on the Insert tab

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.

Inserting an online video

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.
    The Play/Pause button and the timeline
  3. To jump to a different part of the video, click anywhere on the timeline.
    Jumping ahead on the timeline

To resize a video:

  • Click and drag the corner sizing handles until the video is the desired size.
    Resizing a video

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.
    Moving a video

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.
    Clicking 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.
    Setting the start and end time
  4. To preview the video, click the Play button.
    Clicking the Play button to preview the changes
  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.
    Adding a Fade In and Fade Out

To add a bookmark:

  1. Click the timeline to locate the desired part of the video.
    Selecting the desired location in the video
  2. From the Playback tab, click the Add Bookmark command.
    Clicking the Add Bookmark command
  3. The bookmark will appear on the timeline. Click the bookmark to jump to that location.
    The added bookmark

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.

The Video Options group
  • Volume: Changes the audio volume for the video
  • Start: Controls whether the video starts automatically or when the mouse is clicked
  • Play Full Screen: Lets the video fill the entire screen while playing
  • Hide While Not Playing: Hides the video when not playing
  • Loop until Stopped: Replays the video until stopped
  • Rewind after Playing: 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.
    Adding a poster frame
  3. The current frame will become the poster frame.
    The new 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.
    Clicking the More drop-down arrow
  3. Select the desired style.
    Selecting a video style
  4. The new style will be applied to the video.
    The applied style

To learn more about corrections, color adjustments, borders, shapes

Challenge!

  1. On slide 2, Insert our example video file.
  2. Resize the video so it fits next to the text box.
  3. Apply a video style of your choice.
  4. Trim the video so the start time is around 00:17.5 and the end time is around 00:25.
  5. Add a bookmark somewhere in the middle of your video.
  6. 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.

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

To insert audio from a file:

  1. From the Insert tab, click the Audio drop-down arrow, then select Audio on My PC.
    Inserting audio from a file
  2. Locate and select the desired audio file, then click Insert.
    Selecting the desired audio file
  3. The audio file will be added to the slide.
    The inserted audio file

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.
    Clicking Record Audio
  2. Type a name for the audio recording if you want.
    Renaming the audio recording
  3. Click the Record button to start recording.
    Clicking the Record button
  4. When you’re finished recording, click the Stop button.
    Clicking the Stop button
  5. To preview your recording, click the Play button.
    Previewing the recording
  6. When you’re done, click OK. The audio file will be inserted into the slide.
    The recorded audio file

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.
    Playing an audio file
  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.
    Moving an audio file

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.
    Clicking the Playback tab
  2. Click the Trim Audio command.
    Clicking 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.
    Setting the start and end time
  4. To preview the audio file, click the Play button.
    Clicking the Play button to preview the changes
  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.
    Adding a Fade In and Fade Out

To add a bookmark:

  1. Click the timeline to locate the desired part of the audio file.
    Selecting the desired location in the audio file
  2. From the Playback tab, click the Add Bookmark command.
    Clicking the Add Bookmark command
  3. The bookmark will appear on the timeline. Click the bookmark to jump to that location.
    The added bookmark

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.

The Audio Options group
  • Volume: Changes the audio volume
  • Start: Controls whether the audio file starts automatically or when the mouse is clicked
  • Hide During Show: Hides the audio icon while the slide show is playing
  • Play Across Slides: Continues playing the audio file across multiple slides instead of just the current slide
  • Loop until Stopped: Replays the audio file until stopped
  • Rewind after Playing: 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.
    Clicking the Change Picture command
  3. The Insert Pictures dialog box will appear. Click Browse to select a file from your computer. Alternatively, you can use the online image search tools to locate an image online. In our example, we’ll search using the phrase music note.
    Clicking Browse
  4. Locate and select the desired picture, then click Insert.
    Selecting the desired picture
  5. The icon will change to the new picture.
    The updated audio icon

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

Challenge!

  1. On slide 3, insert our example audio file.
  2. Move the file to the bottom-left corner of the slide.
  3. Trim the audio so the start time is around 00:15 and the end time is around 00:55.
  4. Change the Fade Duration to 02:00 for fade in and 08:00 for fade out.
  5. Set the audio to Start Automatically and Play Across Slides.
  6. Change the icon to an online picture of your choice.
  7. When you’re finished, your slide should look something like this:
  8. 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.

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 (6×6).
    inserting a table
  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.
    adding text to a new table

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

inserting a table from 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.
    moving a table

To resize a table:

  • Click and drag the sizing handles until the table is the desired size.
    resizing a table

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.
    selecting a cell
  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.
    inserting a row
  4. The new row or column will appear.
    the newly inserted row

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.
    selecting the empty row
  2. From the Layout tab in the Rows & Columns group, click the Delete command, then select Delete Rows or Delete Columns from the menu.
    deleting a row
  3. The selected row or column will be deleted.
    the deleted row

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

righ-clicking to access the Insert and Delete options

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.

using commands on the Table 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.
    clicking the More drop-down arrow to see more Table styles
  3. Select the desired style.
    choosing a table style
  4. The selected table style will be applied.
    the applied table style

To change table style options:

You can turn various options on or off to change the appearance of the table. There are six 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.
    applying different Table Style options

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.
    customizing the border style
  3. Click the Borders drop-down arrow, then select the desired border type.
    applying cell borders
  4. The border will be added to the selected cells.
    the applied borders
  5. To remove borders, select the desired cells, click the Borders command, and select No Border.

Challenges

  1. On the last slide, insert a table with 5 columns and 3 rows.
  2. 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).
  3. Change the style of the table.
  4. Insert a column on the left side of the table.
  5. On the second row of the new column, type North Region. On the third row, type South Region.
  6. Delete the last column.
  7. Resize your table so it takes up the majority of the slide.
  8. Center your text horizontally and vertically.
  9. When you’re finished, your slide should look something like this (table style and colors may vary):
    Tables Challenge

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.

Types of charts

PowerPoint has several types of charts, allowing you to choose the one that best fits your data. In order 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.

  • Slide 1PowerPoint 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.
  • Slide 1Column 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.
  • Slide 1Line 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.
  • Slide 1Pie 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.
  • Slide 1Bar charts work just like column charts, but they use horizontal bars instead of vertical bars.
  • Slide 1Area charts are similar to line charts, except the areas under the lines are filled in.
  • Slide 1Surface 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.

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.

Book sales 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

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 a 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.

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 well suited to 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 (such as 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. On the last slide, insert a line chart.
  2. Open our practice workbook in Excel. Copy the data and paste it into the chart’s spreadsheet.
  3. Delete the chart title.
  4. Change the chart type to Stacked Column.
  5. Use the Quick Layout drop-down menu to change to Layout 10.
  6. Click the Chart Elements shortcut button, click the arrow next to Axis Titles, and select the Primary Vertical axis title.
  7. Double-click the axis title, then rename it Sale Profits.
  8. Switch the Row/Column data.
  9. When you’re finished, your slide should look something like this:
    Chart Challenge

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.
    selecting the SmartArt command on the Insert tab
  3. A dialog box will appear. Select a category on the left, choose the desired SmartArt graphic, then click OK.
    choosing a SmartArt graphic
  4. The SmartArt graphic will appear on the current slide.
    the inserted smartart

You can also click the Insert a SmartArt Graphic command in a placeholder to add SmartArt.

Inserting a SmartArt Graphic from a placeholder

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.
    adding text to the SmartArt graphic

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.

adding text directly in the shapes of the SmartArt instead of the text pane

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.

  • 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.
    demoting a shape in the text pane
  • 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.
    promoting a shape
  • 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.
    adding a shape to 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.
    deleting unused shapes from the SmartArt graphic

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.
    the Promote and Demote commands
  • Move Up and Move Down: Use these commands to change the order of shapes on the same level.
    the move up and move down commands
  • 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.
    Clicking the add shape command drop-down menu

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 there, 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.
    choosing a SmartArt style
  • 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.
    changing the smartart colors
  • You can also customize each shape independently. Just select any shape in the graphic, then choose the desired option from the Format tab.
    customizing an individual shape

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.
    clicking the More drop-down arrow
  2. Choose the desired layout, or click More Layouts to see even more options.
    choosing a different SmartArt layout
  3. The selected layout will appear.
    the new SmartArt layout

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, Precipitation, 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:
    SmartArt Challenge

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.

To run a spell check:

  1. From the Review tab, click the Spelling command.
    selecting the Spelling command on the Review tab
  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.
    correcting a spelling 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.completing a spell check

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.
ignore, ignore all, and add to dictionary

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.
    correcting a spelling error by right-clicking
  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.clicking the File tab
  2. Select Options. A dialog box will appear.
    clicking Options in the Backstage view
  3. Select Proofing, then customize the options as needed. When you’re finished, click OK.
    modifying proofing options in the Options dialog

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

Challenge!

  1. Run a Spelling and Grammar check.
  2. Ignore the spelling of candygrams on slide 7 and the name of the bakery on the last slide.
  3. Correct all other spelling and grammar mistakes.

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.

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.

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, such as Word and Excel.

Challenge!

  1. Change the theme colors.
  2. Use the Customize Fonts command to change the theme’s heading font to Garamond and the body font to Arial.
  3. Change the theme’s background style.
  4. Optional: Save your customized theme.
  5. When you’re finished, your first slide should look something like this (your colors and background style may vary):
    Modifying Themes Challenge

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.

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 there, 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.

slide master view

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 normal.

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.

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.

mongibello pasta logo
  1. Select the View tab, then click the Slide Master command.
    selecting the Slide Master command on the View tab
  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.
    selecting the slide master
  4. Make the desired changes to the slide master. In our example, we’ll insert a picture of the Mongibello logo.
    inserting a picture on the slide master
  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.moving the logo to the bottom right corner of the slide master
  6. When you’re finished, click the Close Master View command on the Slide Master tab.
    closing Slide Master view
  7. The change will appear on all slides of the presentation.
    the logo appearing on multiple slides

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. On the next page, 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.
    selecting the Slide Master command on the View tab
  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.
    selecting a specific slide layout
  3. In some layouts, the background graphics may be hidden. To show the graphics, uncheck the box next to Hide Background Graphics.
    showing background graphics
  4. Add, move, or delete any objects as desired. In our example, we’ll delete the gray background shape.
    deleting a shape from the slide layout
  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.
    rearranging content on the slide layout
  6. When you’re finished, click the Close Master View command on the Slide Master tab.
    closing slide master view
  7. All slides using the layout will be updated.
    the updated slide layout

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.

changing the title placeholder font 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.

before changing the master slide title placeholder font

Now look at the same slides after changing the title font.

after applying the new font to the placeholder on the slide master

Instead of customizing individual placeholders, you could 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.

changing the theme fonts from the Slide Master tab

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.

a custom theme designed with unique slide layouts

To insert a new slide layout:

  1. Navigate to Slide Master view. From the Slide Master tab, click the Insert Layout command.
    inserting a new slide layout
  2. The new slide layout will appear.
    the new slide layout
  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.
    toggling the title and footer placeholders in the Master Layout group
  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.
    moving an existing placeholder on the new slide layout
  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.
    inserting a picture placeholder
  6. Click and drag to draw the placeholder on the slide.
    drawing a new placeholder on a custom slide layout

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.
    clicking the Rename command
  2. A dialog box will appear. Type the desired name, then click Rename.
    renaming a custom slide layout

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.
    applying a custom layout
  3. The custom slide layout will be applied.
    the new custom slide layout 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.

saving a theme

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.

saving a theme from the design tab

Challenge!

  1. On the slide master, change the Background Style to Style 7.
  2. Delete the tall rectangle shape near the left of the slide master.
  3. Close Slide Master view and select slide 4. Your slide should look like this:
    Slide Master Challenge 2
  4. 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.
  5. When you’re finished, slide 2 should look like this:
    Slide Master Challenge
  6. Optional: Save your theme to your computer.

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.

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 with the basics.

To rehearse timings:

  1. Go to the Slide Show tab, then click the Rehearse Timings command.
    clicking 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.
    moving to the next slide
  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.
    saving timings
  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.

using the Pause and Repeat buttons

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.
    selecting the Record Slide Show command
  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.
    setting the record presentation options
  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.
    moving to the next slide
  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.
    slides with recorded audio

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 dotusing the laser pointer

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.

clearing slide timings

Challenge!

  1. Record the slide show. If you have a microphone and want to practice recording narration, you can read the slides.
  2. When you’re finished, play your slideshow. The slides should advance automatically at the pace you recorded them.

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