PowerPoint 2016 – Basics

What is PowerPoint?

Microsoft PowerPoint is a presentation graphics program. It is a software that

creates a slide show presentation. A slide show presentation may contain a

number of materials including: graphs, charts, bulleted lists, images, multimedia

video, hyperlinks, sound clips and eye catching text.

PowerPoint makes it easy to build presentations for business meetings, product

pitches, and school presentations. PowerPoint also can be used to create

supplemental material. For instance: handouts, speaker’s notes, and

transparencies.

PowerPoint Vocabulary

Slide: An individual screen in a presentation.

Presentations: A saved file that contains slides, speaker’s notes, handouts, and

more; that makes up your presentation.

Object: Any element on a slide, such as clipart, text, drawings, charts, sounds,

and video clips.

Slideshow: A series of slides displayed in sequential order. A slideshow can be

controlled manually or automatically.

Transition: A special effect used to introduce the next slide in sequence. AN

example would be a fade-in.

Slide View: In slide view, you can edit the objects that make up the slide.

Outline View: In outline view, your presentation appears as an outline, made up

of titles and main text from each slide. You can see all your presentation in one

window, rather than one slide at a time.

Slide Sorter View: In slide sorter view, you see small versions of each of your

slides in the order that they appear in your presentation. It is easy to add slides

anywhere in the presentation or rearrange the order of the slides.

Where do I get Microsoft PowerPoint?

PowerPoint is sold as a separate program but is always packaged with Microsoft

Office Suite, which includes Word, Excel, OneDrive, Outlook, Publisher, and

Access. There are several versions of Microsoft Office that include or exclude

different programs. Microsoft Office Suite can bought with a monthly subscription.

If you have a newer PC, you may have Microsoft Office already installed, as

Office is usually added on as a package deal. If not you can purchase Microsoft

PowerPoint or the Suite package and install the software onto your computer.

One, free alternative is Open Office, which is an open source software suite of

programs that are equivalent to Microsoft’s Word, PowerPoint, Excel, and

Access. A word of warning, Open Office can have a slightly different appearance

and set of commands from Microsoft’s.

Another Alternative is Google Slides.

Opening and Running PowerPoint

To open PowerPoint, simply double-click the desktop icon. You can also

press the start key or search for it in the Windows 10 search bar feature.

Power Point uses the Office Ribbon to organize control choices into

categories. The ribbon consists of a collection of menus and buttons to

control different aspects of the program.

The First Slide and Entering Text

In a new presentation, the first slide consists of two text blocks, the topmost block

is the title block and the second one is the subtitle. To enter text, you simply have

to click within the text block that you wish to edit. If needed, the text block can be

adjusted. The size can be extended and the block can be moved for better

placement.

Changing Text Font

To change the font and size of your text, I recommend that you first highlight the

words or letters you wish to change, first. Next, look to the office ribbon and

make sure the home tab is selected. There will be a rectangular section titled

font. This section can change the style, color, and size of the text.

Rearranging Slides

Slides can be rearranged by clicking and dragging a

slide and moving it in front of or behind another slide.

Right clicking a slide also gives you some more

options. You can hide a slide, delete a slide, or even

duplicate a slide.

Copy and Pasting

If you wish to copy text from one slide or maybe

to include a quote from a website article, all you

have to do is highlight the text that you wish to

copy. From there, you can right click and select

copy or you can use the keyboard shortcut Ctrl +

C.

To paste the text you copied, you

should click on the area you wish to

insert the text. Next, you can right click

and select paste from the menu or use

the keyboard shortcut Ctrl + V.

To add images you can also just copy and paste them. Images also can be

clicked and dragged from the browser to the PowerPoint slide.

Hands on Activity

1. On the first slide, click on the text block, at the top, and enter “My Favorite

Books”.

2. In the second text block, please enter “By [Your First Name]”.

3. To add a new slide you can click the “New Slide” button under the Home tab.

a. You can also look to the left hand side, right click, and then select the new

slide option in the drop down menu.

4. On the new slide, title it with your favorite book. In the text block below, enter the

Author’s Name.

5. Hit enter, which should bring you to the next line, now look towards the office

ribbon and find the paragraph section under the home tab.

6. From there click the Increase List Level Butto. You can also just simply hit the

Tab key to indent the list. Now enter the Author’s birthdate.

Hands on Activity Part 2

1. On the next line, click on the decrease indent button or hold Shift and press the

Tab key.

2. On this line, enter the genre of the book. For example “Fantasy, Fiction, or Non-

Fiction.”

3. On the last line just enter the number of pages.

4. Finally, insert a New Slide.

Hands on Activity Part 3

1. On this slide, please enter:

a. Book Title – Title of the Slide

b. Author Name

c. Genre

d. The number of pages

2. Once finished you can start the Slide Show.

a. Go to the Slide Show tab, and on the left hand side of the ribbon, you can

click on From Beginning button. This will start the presentation from the

first slide.

b. You can also press the F5 key to start the presentation as well.

Adding Background and Images

Microsoft PowerPoint has built-in design templates. To use them, simply click on

the Design tab. In the Themes section of the ribbon, you may choose whichever

design you prefer. On the right, there is a section called variants. This will give a

different color scheme for a design that you choose.

Once you chose your design, you may notice that the title background might be

different then the rest of the slides. This is to help your content, stand out.

Images

In PowerPoint, you can search for a certain type by using a keyword, for

example: “Cat”. Once added to your presentation, the image can be moved,

scaled up/down, add borders/shading, rotate, and even add an animation.

To find an image, go to the Insert tab. Within the Images section, click on the

button “Online Pictures.” In the Bing search, enter a keyword for an image, and

then click on an appropriate image which will then be added to your presentation.

Once the image is inserted, there should be tiny circles, which are called

connectors. Connectors can be used to resize or rotate an image. Place your

mouse arrow on the top right corner circle and it should change into a diagonal

double headed arrow. This means that the image can now be resized. Click and

hold then drag the image to scale it down. You can also hold shift to keep the

dimensions of the image the same relative size. As you can accidently make the

image too narrow or short, otherwise. Release the mouse button when the image

is scaled correctly.

To rotate the image, move the mouse cursor to the curved arrow, the mouse

cursor should now look like a curved arrow. Click and hold to rotate the image by

moving the mouse left and right. Release the mouse button to set the rotation.

To make the image move, hover the mouse cursor over the line connecting the

circles, it should like a plus sign with 4 arrowheads. Click and hold to move the

image to another spot. Release the mouse button to drop the image in what you

feel is the right spot.

Creative Commons

You may see a little checkbox called “Creative Commons Only.” When it’s check

marked, it means it will only show images that are not copyrighted and can be

used commercially. You can use copyright material when it fits under Fair Use.

Fair use means a copyrighted image may be used for criticism, parody, news

reporting, research and scholarship, and education.

Hands on Activity Part 4

1. Go ahead and start a new slide and then add another book for the title. For the

second text block content add:

a. Author

b. Genre

c. Number of Pages

2. Finally, add some clipart to the new slide.

Saving Your Presentation

There are two ways to save files in Microsoft programs:

Save-As: Used to save a file for the first-time, when saving a different version

(with a different filename), and/or saving the file to a different location (folder or

drive.)

Save: Used to save a previously saved file under the same name and location.

You should first save the presentation, as soon as you start. To do so, just click

the “File” tab, which should open a new screen. Save-as will be listed on the

menu on the left hand side of the screen. The default pathway would be to your

documents folder, but you can save the file to your desktop or to a specific folder.

Give the file a name and then save it to your desired location.

To continue saving the same program, you can simply use the shortcut Ctrl + S.

Otherwise, you can click the white floppy disk icon on the left hand corner of the

program. You can also save by clicking on “File” and clicking Save on the left

hand menu.

Backing up the file is also important. You can do so on a USB Flash Drive, which

most of them are inexpensive and can now hold vast amounts of data. Once the

Flash Drive is plugged in, you can then copy the files over to the Flash Drive.

Once it’s finished, then you have successfully backed up your files.

Learning Resources

https://support.office.com/en-us/article/powerpoint-for-windows-training-

40e8c930-cb0b-40d8-82c4-bd53d3398787

https://support.office.com/en-us/article/basic-tasks-for-creating-a-powerpoint-

presentation-efbbc1cd-c5f1-4264-b48e-c8a7b0334e36

https://edu.gcfglobal.org/en/powerpoint2016/

Thank you for Attending!

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