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The presentation name appears in the title bar with [Compatibility Mode] to its right. You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Backstage view, or by saving the presentation as a different file in the PowerPoint Presentation format. If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation.

Saving a file in either type of OneDrive location provides the option of sharing the file with other people. To save a presentation to OneDrive, display the Save As page of the Backstage view, click your OneDrive, and then specify the OneDrive folder in which you want to save the file. When you save a PowerPoint presentation to OneDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Online, which is available in the OneDrive environment.

If you already have a Microsoft account, you can access your OneDrive directly from any Office program, or from onedrive. OneDrive for Business is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider.

You can save the results of the tasks in the same folder. Create presentations Do not start PowerPoint before beginning this task. Start PowerPoint and create a new, blank presentation. Display the available presentation design templates. Preview a template that you like. Without closing the preview window, preview the next or previous template. From the preview window, create a presentation based on the currently displayed template. Notice that the unsaved blank presentation closes.

Leave the presentation open and continue to the next task. Open and navigate presentations Complete the following tasks: 1. From the Backstage view, open the NavigateSlides presentation. Navigate among the slides by using the Thumbnails pane, and then by using the Previous Slide and Next Slide buttons. Use a keyboard method to move to the last slide of the presentation.

Leave the presentations open and continue to the next task. Display different views of presentations Complete the following tasks: 1. Display the presentation in Slide Show view, beginning with Slide 2. Move forward through the presentation to its end. Then return to Slide Sorter view. Display the presentation in Reading view. Use any method to navigate to the fourth slide, and then use the most efficient method to return to the first slide. Hide the Thumbnails pane and display the Notes pane.

Redisplay the Thumbnails pane and hide the ribbon. Arrange the two presentations side by side on the screen. In the NavigateSlides presentation, display the gridlines. Notice that they appear in both open presentations. Notice that this modification affects only the active presentation. Switch to the presentation you created in the first practice task. Display the guides, and then move them so they align with the upper-left corner of the slide content area.

Notice the effect of these actions in the other open presentation. Display and edit presentation properties Maximize the NavigateSlides window, and then complete the following tasks: 1. Display all the presentation properties. Edit the Subject property, entering Colors as the subject of the presentation. Save and close presentations Complete the following tasks: 1. Save the NavigateSlides presentation as MyPresentation, and then close it. Close the presentation you created in the first task without saving it.

You can create slides based on slide templates that are designed to hold specific types of content, or you can copy existing slides from other presentations. Sections are not visible to the audience, but they make it easier to work with slide content in logical segments. A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, can enhance the likelihood that your intended audience will receive the message you want to convey.

This chapter guides you through procedures related to adding and removing slides, dividing presentations into sections, rearranging slides and sections, applying themes, and changing slide backgrounds.

Chapters 4 through 8 of this book are about working with the various types of slide content. A slide master could have only one slide layout, but most have unique slide layouts for slides that display the presentation title, section titles, and various combinations of slide titles and content, and a blank slide with only the background.

The slide layouts that are available in a presentation are displayed on the New Slide menu. In a new presentation based on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a slide added after a slide other than the title slide has the layout of the preceding slide.

To add a slide based on the default slide layout 1. Select the slide after which you want to add the new slide. If you add content to a slide and then realize that the content would work better with a different layout, you can change the slide layout by clicking the Layout arrow in the Slides group, and then clicking the slide layout you want to apply.

In the gallery, click a slide layout thumbnail to add a slide based on that slide layout. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then customize the duplicated slide instead of having to create it from scratch. The slide takes on the formatting of its new presentation unless you specify otherwise. PowerPoint automatically applies the new theme to reused slides 65 Chapter 3: Create and manage slides If the content of your presentation exists in a document, you can configure that content in outline format and then import the outline into PowerPoint.

For the import process to work smoothly, format the document content that you want to port into the presentation as headings. PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other styles. A slide created from an imported outline The following table illustrates how PowerPoint converts Word document styles to PowerPoint slide elements. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select.

To select noncontiguous slides, press and hold the Ctrl key, and then click each additional slide you want to select. To insert a copy of a slide immediately following the original slide 1. In the Thumbnails pane, right-click the slide that you want to copy, and then click Duplicate Slide. To insert a copy of one or more slides anywhere in a presentation 1. Display the presentation in Normal view or Slide Sorter view. Right-click a slide thumbnail, and then click Copy.

Repeat step 3 to paste additional copies of the slide or slides into the presentation. To insert a slide from another presentation 1. Open the source and destination presentations in PowerPoint. Display each presentation in Normal view or Slide Sorter view. Display the two PowerPoint windows side by side. In the source presentation, select the slide or slides you want to copy. Drag the selection to the destination presentation.

A horizontal line between slide thumbnails in Normal view or a vertical line between thumbnails in Slide Sorter view indicates the location at which PowerPoint will insert the slides. PowerPoint creates copies of the slides and applies the destination theme to the copies. Or 68 Add and remove slides 1. Display the destination presentation in Normal view. On the New Slide menu, below the gallery, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Click the Browse button, and then click Browse File.

In the Browse dialog box, browse to the folder that contains the presentation you want to use slides from, and then double-click the presentation. In the Select a Slide Library window, browse to the slide library that contains the slide or slides you want to insert. The Reuse Slides pane displays thumbnails of the available slides. In the Reuse Slides pane, click the thumbnail of each slide you want to use to insert that slide into your presentation.

If you want the slide to retain the formatting from the source presentation instead, select the Keep Source Formatting check box at the bottom of the Reuse Slides pane.

Close the Reuse Slides pane. Enter the content that you want to appear on the slides and any other content in a document. Review the styles applied to the content you want to include in the presentation. Heading 2 through Heading 8 will convert to bulleted list items.

Save and close the document. To create a presentation by importing a Word document 1. On the Open page of the Backstage view, click Browse. Browse to the folder that contains the Word document that contains the slide title and bullet point information.

Double-click the document to create a new presentation. Select all the slides in the new presentation, and then on the Home tab, in the Slides group, click the Reset button. Apply the design template you want. Select the slide after which you want to insert the new slides.

On the New Slide menu, below the gallery, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box. Use standard Windows techniques to browse to the folder that contains the Word document you want to use for the slide titles and content.

Double-click the document to insert slides based on its content. In the Publish Slides dialog box, select the check box of each slide you want to publish. Click the Select All button to select the entire presentation. In the Publish To box, enter or paste the URL of the slide library or click the Browse button and browse to the slide library.

Each slide is published individually 4. Click Publish. They remain available from the Thumbnails pane, but their thumbnails are dimmed and slide numbers crossed through with a backslash. You can edit the content of hidden slides When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to indicate that the command is in effect.

You can unhide a slide to include it in the slide show. To hide or unhide slides 1. Select the slide or slides you want to hide or unhide.

Right-click a single slide, and then click Delete Slide. Select the slide or slides you want to delete. Divide presentations into sections To make it easier to organize and format a longer presentation, you can divide it into sections. In both Normal view and Slide Sorter view, sections are designated by titles above their slides. They do not appear in other views, and they do not create slides or otherwise interrupt the flow of the presentation. You can rename, remove, move, collapse, and expand sections 73 Chapter 3: Create and manage slides Because you can collapse entire sections to leave only the section titles visible, the sections make it easier to focus on one part of a presentation at a time.

Some templates include a slide layout, similar to the title slide layout, that is specifically designed for section divider slides. If you divide a long presentation into sections based on topic, you might want to transfer your section titles to these slides to provide guidance to the audience or to mark logical points in the presentation to take breaks or answer questions. To create a section 1.

In Normal view or Slide Sorter view, select the slide that you want to be first in the new section. On the Home tab, in the Slides group, click the Section button, and then click Add Section to insert a section title named Untitled Section before the selected slide.

To rename a section 1. In the Section name box, replace or edit the existing section name, and then click the Rename button. To collapse or expand one slide section 1. In Normal view or Slide Sorter view, click the arrow that precedes the section title. To collapse or expand all slide sections 1. Right-click any section name, and then click Expand All or Collapse All. Rearrange slides and sections After you have added several slides to a presentation, you might want to rearrange their order so that they more effectively communicate your message.

You can rearrange a presentation by moving individual slides or entire sections of slides. In Normal view or Slide Sorter view, drag the slide thumbnail to its new position. Notice as you drag that the other thumbnails move to indicate where the selected slide will appear when you release the mouse button.

Click between the other slide thumbnails to insert a thin red marker horizontal in Normal view or vertical in Slide Sorter view where you want to move the slide. Right-click the slide thumbnail, and then click Cut. Right-click between the other slide thumbnails where you want to move the slide.

To move a section within a presentation 1. Click the title of the section of slides you want to move, to select all the slides in the section. Drag the section to its new location.

Or 76 Rearrange slides and sections 1. Right-click the section title, and then click Move Section Up or Move Section Down to move the section and all its slides before the preceding section or after the following section. Click the title of the section of slides you want to ungroup. Right-click the section title, and then click Remove Section.

To merge all sections by removing all section dividers 1. To delete a section of slides 1. Click the title of the section of slides you want to delete, to select all the slides in the section. Press the Delete key. If the selected section is collapsed, PowerPoint prompts you to confirm the deletion 2. Even a blank presentation has a theme: the Office theme, which has a white slide background, a standard set of text and accent colors, and the Office font set, which uses Calibri Light for headings and Calibri for body text.

PowerPoint and the other Office apps share a common set of themes and theme elements. This enables you to easily produce coordinated print and presentation materials.

Approximately 30 of these themes are available to you from the PowerPoint Themes gallery. Many of the themes come with predefined variants, which have a different color scheme or background graphic. The built-in Office themes for PowerPoint Each thumbnail in the PowerPoint Themes gallery displays a sample of the font set in the form of an uppercase and lowercase letter A Aa and the color scheme in the form of colored blocks over the default title slide.

Title slides frequently have background graphics that set the tone for the presentation. The standard slides associated with the theme will often have a more-subtle background graphic that coordinates with the title slide background.

You can choose to hide the background graphic and use only a colored background if you want to. You can change the theme that is applied to an entire presentation or to only one section of the presentation. If you like the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements. You can also create your own themes. Simply point to any theme and pause. PowerPoint temporarily applies the selected formatting to the slide in the Slide pane.

This makes it easy to try different themes and theme elements until you find the ones you want. On the Design tab, in the Themes group, click the More button below the scroll arrows to display the menu that includes the Office theme gallery and any custom templates on your computer.

Point to thumbnails in the gallery to display the theme names in tooltips and preview the effect of applying the themes to your presentation. Choose a theme that enhances the content of your presentation 4. Click a theme thumbnail to apply that theme to the entire presentation. On the Design tab, in the Variants group, click a variant thumbnail.

On the Design tab, in the Variants group, click the More button below the scroll arrows to expand the Variants menu. On the Variants menu, click Colors, and then click the color set you want to apply. To change the font set of the presentation 1. On the Variants menu, click Fonts, and then click the font set you want to apply. On the Variants menu, click Effects, and then click the effect style you want to apply. The effect style preview color coordinates with the current color scheme 81 Chapter 3: Create and manage slides To apply a theme or theme variant to only part of a presentation 1.

Create a section that contains the slides you want to have a different theme. Click the section header to select the section. Apply the theme or theme element. Change slide backgrounds The presentation theme includes a standard background.

The background might be a color or it might include a background graphic. A variety of thematic background graphics 82 Change slide backgrounds You can customize slide backgrounds by removing the background graphic and filling the slide background with a solid color, a color gradient, a texture, a pattern, or a picture of your choice.

You make these changes in the Format Background pane. A solid color background is a good choice for readability, but if you want to add some interest without a lot of distraction, you can use a color gradient in which a solid color gradually changes to another. PowerPoint offers several light-to-dark and dark-to-light gradient patterns based on the color scheme.

Each change in color within a gradient is controlled by a gradient stop. For each gradient stop, you can specify the location and specific color including the transparency and brightness of the color. A color gradient can have from 2 to 10 gradient stops. A gradient can include up to 10 color changes 84 Change slide backgrounds If you want something fancier than a solid color or a color gradient, you can give the slide background a texture or pattern.

PowerPoint comes with several built-in textures that you can easily apply to the background of slides. For a dramatic effect, you can even incorporate a picture of your own, although these are best reserved for small areas of the slide rather than the entire background.

Click any pattern to preview it on the slide To display the Format Background pane 1. On the Design tab, in the Customize group, click the Format Background button. To close the Format Background pane 1. To apply a background change to all slides 1. In the Format Background pane, configure the slide background formatting you want. At the bottom of the pane, click the Apply to All button. Display the Format Background pane. In the Format Background pane, select the Hide background graphics check box.

To apply a solid background color to one or more slides 3 1. In the Format Background pane, click Solid fill. Click the Color button to display the color palette. Click a theme color variant, a solid color, or a recent color, or click More Colors and select a custom color. Move the Transparency slider to adjust the background color transparency, or set a specific transparency percentage.

In the Format Background pane, click Gradient fill. Click the Preset gradients button, and then click a gradient option based on the current color palette. Preset color gradients offer linear and radial variants of the theme accent color Or 1.

In the Direction list, click the direction you want the gradient to flow. If you chose the Linear type, you can specify the angle you want the gradient to move along.

Enter the angle in the Angle box. Click the slider in the approximate location where you want to insert the gradient stop. Change slide backgrounds 3 You can precisely control a color by adjusting the transparency and brightness 5.

Then click the Remove gradient stop button. Drag the gradient stop marker off of the slider. In the Gradient stops area, set the color, position, transparency, and brightness for each color in the gradient. You can change the transparency and brightness by moving the markers on the sliders, by entering specific percentages, or by scrolling the dials.

To apply a textured background to one or more slides 1. In the Format Background pane, click Picture or texture fill. Click the Texture button to display the texture gallery. You can select from a variety of textures, including fabric, marble, granite, wood grain, and Formicalike textures in various colors. In the texture gallery, click the texture you want to apply. In the Format Background pane, click Pattern fill. In the Pattern palette, click one of the 48 pattern swatches.

Click the Foreground button, and then select the primary pattern color. Click the Background button, and then select the secondary pattern color. Add two slides after the title slide. First, add a slide that has the default Title and Content layout. Then add a slide that has the Two Content layout. Add 7 more slides, so you have a total of 10 slides.

Use each slide layout at least once. In Normal view, delete slide 3. Switch to Slide Sorter view, and then delete slides 5 through 8. The presentation now contains five slides. Add seven slides to the end of the presentation by inserting the content of the ImportOutline document.

Use the Reuse Slides feature to insert the first slide from the ReuseSlides presentation as slide 2 in the AddRemoveSlides presentation. Then close the Reuse Slides pane. Insert a duplicate copy of slide 2 as slide 3. Hide slide 2, and then delete slide 8. Save and close the presentation. Change the name of the first section to Introduction. Switch to Slide Sorter view, and then change the name of the second section to Process. Collapse both sections, and then expand only the Process section.

Move the first slide in the Step 1 section so that it is the third slide in the Introduction section. Then delete the last slide in the Introduction section. Switch to Slide Sorter view and scroll through the presentation, noticing the sections.

Collapse the sections, and then rearrange them so that the sections for steps 1 through 7 are in order and the End section is at the end of the presentation. Merge the End section into the Step 7 section.

On slide 1, click the slide title. On the Home tab, in the Font group, notice that the title font is blue-gray, point, Times New Roman. Apply the Ion theme to the presentation. On the Home tab, in the Font group, notice that the title font is now white, point, Century Gothic. Switch to Slide Sorter view, and adjust the magnification to display all the slides. Apply the Circuit theme to the presentation. Notice that the slide background is blue.

Apply the gray variant of the Circuit theme to the Past section of the presentation. Apply the red variant of the Circuit theme to the Present section of the presentation. Apply the green variant of the Circuit theme to the Future section of the presentation. Apply a gradient fill background to slide 1. Apply the custom gradient fill to all slides in the presentation. However, no amount of animation, jazzy colors, and supporting pictures convey your message if the words on the slides are inadequate to the task.

Because of the way elements on a PowerPoint slide float independently, PowerPoint presentations offer simpler options for creatively presenting information than Microsoft Word documents and have become an alternative delivery format for reports.

For most of your presentations, text is the foundation on which you will build everything else. Even if you follow the current trend of building presentations that consist primarily of pictures, you still need to make sure that titles and any other words on your slides do their job, and do it well. This chapter guides you through procedures related to entering text on slides; moving, copying, and deleting text; formatting characters and paragraphs; applying WordArt text effects; and checking spelling and choosing the best wording.

For example, a slide might have placeholders for a title and for a bulleted list with bullet points and one or more levels of secondary subpoints. You can enter text into the existing placeholders and place additional text onto slides.

PowerPoint uses placeholders to indicate where the text you enter will appear on the slide Enter text in placeholders You can enter text directly into a placeholder on a slide in the Slide pane in Normal view; or you can switch to Outline view, where the entire presentation is displayed in outline form, and then enter text in the Outline pane. When you point to a text placeholder or to an outline, the pointer changes to an I-beam.

When you click, a blinking cursor appears, indicating where characters will appear when you enter them. As you enter text, it appears both on the slide and on the slide thumbnail Normal view or in the outline Outline view. By default, if you enter more text than will fit in a placeholder, PowerPoint reduces the size of the text so that it fits the placeholder. When PowerPoint reduces text to fit a placeholder, the AutoFit Options button appears to the left of the placeholder.

You can control the AutoFit feature for each individual placeholder, or you can configure it for all placeholders from the AutoFormat As You Type page of the AutoCorrect dialog box.

To enter text in a placeholder 1. Click the placeholder, and then enter the text. To demote the current text by one level 1. Pressing Enter next to a first-level entry in the Outline pane creates a new slide.

To change AutoFit settings for an individual placeholder 1. Click the AutoFit button that appears to the left of the placeholder to display the AutoFit Options menu. In the Format Shape pane, click Text Options. Display the Text Box page of settings.

Click Do not Autofit, Shrink text on overflow, or Resize shape to fit text. To change the default AutoFit settings for all placeholders 1. On the AutoFormat As You Type tab, select or clear the options to automatically fit title text and body text to placeholders. Or you might want to add arrows or graphic icons to convey meaning. You can insert a variety of nonstandard characters, including mathematical operators.

PowerPoint gives you easy access to a huge array of symbols that you can easily insert into any slide. Like graphics, symbols can add visual information or eye-appeal to a slide. However, they are different from graphics in that they are actually characters of a specific font alphabet—usually one of the Wingdings family of fonts.

The AutoCorrect and AutoFormat functions replace the key combinations with the symbols. Fonts might include Latin, Greek, Coptic, Cyrillic, and many other extended character sets. Position the cursor where you want to insert the symbol. On the Insert tab, in the Symbols group, click the Symbol button to open the Symbol dialog box. In the dialog box, click the Font list, and then click a symbol font such as Symbol, Webdings, or Wingdings to display the characters of that font.

Scroll the character pane up and down to display additional characters. If the symbol you want to insert is among those in this area, you can insert it from there. To insert a special character 1. Position the cursor where you want to insert the special character. On the Insert tab, in the Symbols group, click the Symbol button. In the Subset list, click the subset of characters you want to display. Add supplementary text to slides The size and position of the placeholders on a slide, and the formatting of the content within the placeholders, are dictated by the slide layout.

You can modify slide content, and you can reset modified content that is within the placeholders to the defaults by reapplying the slide layout. If you want to add text outside of a placeholder, you can create an independent text box and enter the text there. You can move, size, and format text boxes by using the same techniques that you do with shapes. You can add supplementary text by inserting a text box Enter text on slides The text that you enter into a text box takes on the default formatting associated with text boxes.

You can format the text by using all the usual text-formatting methods. If your presentation must be compatible with these devices, avoid putting important information in text boxes. On the Insert tab, in the Text group, click the Text Box button. The width of the text box expands to fit what you enter on one line. On the slide, drag a box where you want the text box to appear, and then enter the text. The box adjusts to the height of one line, but maintains the width you specified.

When the text reaches the right boundary of the box, the height of the box expands by one line so that the text can wrap. As you continue entering text, the width of the box stays the same, but the height grows as necessary to accommodate all the text. To set the default formatting for text boxes 1.

Apply the formatting that you want to set as the default. Select the text box. But you can also create entire mathematical equations on a slide.

You can insert some predefined equations by selecting them from a menu. Each equation has Professional and Linear forms. The Professional form displays the equation on multiple line levels, whereas the Linear form displays it on only one line. PowerPoint uses the Linear form when you insert the equation in a bulleted list item, and otherwise uses the Professional form. The Professional and Linear form options are available by name in other Office apps If you need something other than these standard equations, you can build your own equations by using a library of mathematical symbols.

You build the equation by using the commands on the Design tool tab in the Equation Tools tab group. You enter the text for the footer in the Header And Footer dialog box Chapter 4: Enter and edit text on slides To add standard footer information to every slide in a presentation 1.

Then click Update automatically, and click the format you want to display the date and time in, or click Fixed, and then enter the date and time as you want to display them. Select the Slide number check box. Select the Footer check box, and then in the text box, enter the text you want to display at the bottom of the page. Click Apply to All. Move, copy, and delete text After you enter text, you can use standard techniques to change it at any time.

Selected text appears highlighted on the screen. To highlight text is to apply the Highlight character format. You can select content by using the mouse, using the keyboard, tapping, or combining multiple tools. When you select content, PowerPoint displays the Mini Toolbar, from which you can quickly format the selection or perform other actions, depending on the type of content you select. This method is easiest to use when you can display the original location and destination on the screen at the same time.

You can cut or copy the text from the original location to the Clipboard and then paste it from the Clipboard into the new location.

On the status bar, click the Notes button. Point to the border between the Slide pane and the Notes pane, and when the pointer changes to a bar with opposing arrows, drag up or down to resize or hide the Notes pane.

To hide the ribbon in Normal, Outline, or Slide Sorter views 1. Collapsing the ribbon hides the groups and buttons but leaves the tab names visible. Click any tab name. The ribbon remains visible until you click a button on it or click away from it. To permanently redisplay the ribbon 1. Change the display of content You can easily switch among multiple open presentations. If you want to compare or work with the content of multiple presentations, you can simplify the process by displaying the presentations next to each other.

Guides are a set of vertical and horizontal alignment tools that you can drag to any location in the Slide pane. To display a different open presentation 1. To display multiple open presentations at the same time 1. On the View tab, in the Window group, click the Arrange All button. To display or hide the ruler, gridlines, and guides 1. To modify the spacing of gridlines 1. On the View tab, click the Show dialog box launcher to open the Grid and Guides dialog box.

In the Grid settings area, change either the fractional or unit measurement of the Spacing setting. Then click OK. To change the magnification of content in the app window 1.

On the View tab, in the Zoom group, click the Zoom button to open the Zoom dialog box. In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then click OK.

Some properties exist to provide information to com- puter operating systems and apps. You can display properties within a presentation for example, you can display the slide number on a slide. PowerPoint automatically tracks some of the properties for you, and you can set others.

You can examine the properties that are attached to a presentation from the Info page of the Backstage view. Display the Info page of the Backstage view. The standard properties associ- ated with a presentation are displayed in the Properties area of the right pane. At the bottom of the Properties pane, click Show All Properties to expand the pane. At the top of the Properties pane, click Properties and then click Advanced Properties to display the Properties dialog box.

To edit presentation properties 1. In the Properties pane, click the value for the property you want to edit to acti- vate the content box. Note that not all properties are available to edit. Those that can be edited will display an edit box when you point to them. Enter or replace the property value, and then press Enter.

Save and close presentations You save a presentation the first time by clicking the Save button on the Quick Access Toolbar or by displaying the Backstage view and then clicking Save As.

Both actions open the Save As page, where you can select a storage location. If your presentation must be compatible with assistive technologies, you need to know the final file format s of your presentation before you create it and start adding content. Some types of content are visible in a PowerPoint file in Normal view but not in other accessible file formats such as tagged PDFs. Before basing a presentation on a template you have not used before, test it for accessibility.

You can save the presentation in a folder on your computer or, if you have an Inter- net connection, in a folder on your Microsoft OneDrive.

Clicking Browse at the bottom of the left pane displays the Save As dialog box, in which you assign a name to the file. After you save a presentation for the first time, you can save changes simply by click- ing the Save button on the Quick Access Toolbar.

The new version of the presentation then overwrites the previous version. If you want to keep both the new version and the previous version, display the Save As page, and then save a new version with a different name in the same location or with the same name in a different location.

You cannot have two files with the same name in the same folder. To adjust the time interval between saves, display the Backstage view, and click Options. If you have only one presentation open and you want to close the presentation but leave PowerPoint running, display the Backstage view and then click Close.

To save a presentation 1. Select a storage location, and then in the right pane, click Browse to open the Save As dialog box. If the Navigation pane and toolbar are not displayed, click Browse Folders in the lower-left corner of the dialog box.

Use standard Windows techniques to navigate to your file folder. In the File name box, enter a name for your presentation, and then click Save to store the file in your file folder.

For example, the extension. When you save a file, PowerPoint automatically adds whatever extension is associated with the type of file selected in the Save As Type box. You can open a. The presentation name appears in the title bar with [Compatibility Mode] to its right. You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Back- stage view, or by saving the presentation as a different file in the PowerPoint Presentation format.

If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation. Saving a file in either type of OneDrive location provides the option of shar- ing the file with other people. To save a presentation to OneDrive, display the Save As page of the Back- stage view, click your OneDrive, and then specify the OneDrive folder in which you want to save the file.

When you save a PowerPoint presentation to OneDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Online, which is available in the OneDrive environment.

If you already have a Microsoft account, you can access your OneDrive directly from any Office program, or from onedrive.

OneDrive for Business is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider. You can save the results of the tasks in the same folder. Create presentations Do not start PowerPoint before beginning this task. Start PowerPoint and create a new, blank presentation.

Display the available presentation design templates. Preview a template that you like. Without closing the preview window, preview the next or previous template. From the preview window, create a presentation based on the currently dis- played template. Notice that the unsaved blank presentation closes. Leave the presentation open and continue to the next task. Open and navigate presentations Complete the following tasks: 1.

From the Backstage view, open the NavigateSlides presentation. Navigate among the slides by using the Thumbnails pane, and then by using the Previous Slide and Next Slide buttons. Use a keyboard method to move to the last slide of the presentation. Leave the presentations open and continue to the next task. Display different views of presentations Complete the following tasks: 1. Display the presentation in Slide Show view, beginning with Slide 2. Move forward through the presentation to its end.

Then return to Slide Sorter view. Display the presentation in Reading view. Use any method to navigate to the fourth slide, and then use the most efficient method to return to the first slide. Hide the Thumbnails pane and display the Notes pane.

Redisplay the Thumbnails pane and hide the ribbon. Arrange the two presentations side by side on the screen. In the NavigateSlides presentation, display the gridlines. Notice that they appear in both open presentations. Notice that this modification affects only the active presentation.

Switch to the presentation you created in the first practice task. Display the guides, and then move them so they align with the upper-left corner of the slide content area. Notice the effect of these actions in the other open presentation. Display and edit presentation properties Maximize the NavigateSlides window, and then complete the following tasks: 1.

Display all the presentation properties. Edit the Subject property, entering Colors as the subject of the presentation.

Save and close presentations Complete the following tasks: 1. Save the NavigateSlides presentation as MyPresentation, and then close it.

Close the presentation you created in the first task without saving it. A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, Practice files can enhance the likelihood that your intended audience For this chapter, use the practice files will receive the message you want to convey.

For practice file download This chapter guides you through procedures related instructions, see the introduction. Chapters 4 through 8 of this book are about working with the various types of slide content. A slide master could have only one slide layout, but most have unique slide layouts for slides that display the presentation title, section titles, and various combinations of slide titles and content, and a blank slide with only the background. The slide layouts that are available in a presenta- tion are displayed on the New Slide menu.

In a new presentation based on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a slide added after a slide other than the title slide has the layout of the preceding slide. To add a slide based on the default slide layout 1.

Select the slide after which you want to add the new slide. If you add content to a slide and then realize that the content would work better with a different layout, you can change the slide layout by clicking the Layout arrow in the Slides group, and then clicking the slide layout you want to apply.

In the gallery, click a slide layout thumbnail to add a slide based on that slide layout. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then customize the duplicated slide instead of having to create it from scratch. The slide takes on the formatting of its new presenta- tion unless you specify otherwise. For the import process to work smoothly, format the document content that you want to port into the presentation as headings.

PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other styles. A slide created from an imported outline The following table illustrates how PowerPoint converts Word document styles to PowerPoint slide elements. In Outline view, click the slide header in the Outline pane. To select multiple slides 1. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select. To insert a copy of a slide immediately following the original slide 1.

In the Thumbnails pane, right-click the slide that you want to copy, and then click Duplicate Slide. To insert a copy of one or more slides anywhere in a presentation 1.

Display the presentation in Normal view or Slide Sorter view. Repeat step 3 to paste additional copies of the slide or slides into the presentation. To insert a slide from another presentation 1. Open the source and destination presentations in PowerPoint. Display each presentation in Normal view or Slide Sorter view. Display the two PowerPoint windows side by side. In the source presentation, select the slide or slides you want to copy. Drag the selection to the destination presentation.

A horizontal line between slide thumbnails in Normal view or a vertical line between thumbnails in Slide Sorter view indicates the location at which PowerPoint will insert the slides. PowerPoint creates copies of the slides and applies the destination theme to the copies.

Display the destination presentation in Normal view. On the New Slide menu, below the gallery, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Click the Browse button, and then click Browse File. In the Browse dialog box, 3 browse to the folder that contains the presentation you want to use slides from, and then double-click the presentation.

In the Select a Slide Library window, browse to the slide library that contains the slide or slides you want to insert. The Reuse Slides pane displays thumbnails of the available slides. In the Reuse Slides pane, click the thumbnail of each slide you want to use to insert that slide into your presentation. If you want the slide to retain the formatting from the source presenta- tion instead, select the Keep Source Formatting check box at the bottom of the Reuse Slides pane.

Close the Reuse Slides pane. Enter the content that you want to appear on the slides and any other content in a document. Review the styles applied to the content you want to include in the presentation. Save and close the document. To create a presentation by importing a Word document 1. On the Open page of the Backstage view, click Browse. Browse to the folder that contains the Word document that contains the slide title and bullet point information. Double-click the document to create a new presentation.

Select all the slides in the new presentation, and then on the Home tab, in the Slides group, click the Reset button. Apply the design template you want. Select the slide after which you want to insert the new slides. On the New Slide menu, below the gallery, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box.

Use standard Windows techniques to browse to the folder that contains the Word document you want to use for the slide titles and content. Double-click the document to insert slides based on its content. To store slides in a slide library, follow these steps: 1. In the Publish Slides dialog box, select the check box of each slide you want to publish. Click the Select All button to select the entire presentation. In the Publish To box, enter or paste the URL of the slide library or click the Browse button and browse to the slide library.

Each slide is published individually 4. Click Publish. They remain available from the Thumbnails pane, but their thumbnails are dimmed and slide numbers crossed through with a backslash. You can edit the content of hidden slides When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to indicate that the command is in effect.

You can unhide a slide to include it in the slide show. To hide or unhide slides 1. Select the slide or slides you want to hide or unhide. Right-click a single slide, and then click Delete Slide. Select the slide or slides you want to delete. Divide presentations into sections To make it easier to organize and format a longer presentation, you can divide it into sections.

In both Normal view and Slide Sorter view, sections are designated by titles above their slides. They do not appear in other views, and they do not create slides or otherwise interrupt the flow of the presentation. Some templates include a slide layout, similar to the title slide layout, that is specifi- cally designed for section divider slides.

If you divide a long presentation into sections based on topic, you might want to transfer your section titles to these slides to provide guidance to the audience or to mark logical points in the presentation to take breaks or answer questions. To create a section 1. In Normal view or Slide Sorter view, select the slide that you want to be first in the new section.

On the Home tab, in the Slides group, click the Section button, and then click Add Section to insert a section title named Untitled Section before the selected slide. To rename a section 1. In the Section name box, replace or edit the existing section name, and then click the Rename button. To collapse or expand one slide section 1. In Normal view or Slide Sorter view, click the arrow that precedes the section title.

To collapse or expand all slide sections 1. Rearrange slides and sections After you have added several slides to a presentation, you might want to rearrange their order so that they more effectively communicate your message. You can rearrange a presentation by moving individual slides or entire sections of slides. In Normal view or Slide Sorter view, drag the slide thumbnail to its new posi- tion.

Notice as you drag that the other thumbnails move to indicate where the selected slide will appear when you release the mouse button. Right-click the slide thumbnail, and then click Cut. Right-click between the other slide thumbnails where you want to move the slide.

To move a section within a presentation 1. Click the title of the section of slides you want to move, to select all the slides in the section. Drag the section to its new location. Right-click the section title, and then click Move Section Up or Move Section Down to move the section and all its slides before the preceding section or after the following section. Click the title of the section of slides you want to ungroup. Right-click the section title, and then click Remove Section.

To merge all sections by removing all section dividers 1. To delete a section of slides 1. Click the title of the section of slides you want to delete, to select all the slides in the section. Press the Delete key.

If the selected section is collapsed, PowerPoint prompts you to confirm the deletion 2. Even a blank presentation has a theme: the Office theme, which has a white slide background, a standard set of text and accent colors, and the Office font set, which uses Calibri Light for headings and Calibri for body text.

PowerPoint and the other Office apps share a common set of themes and theme elements. This enables you to easily produce coordinated print and presentation materials. Approximately 30 of these themes are available to you from the PowerPoint Themes gallery. Many of the themes come with predefined variants, which have a dif- ferent color scheme or background graphic.

The built-in Office themes for PowerPoint Each thumbnail in the PowerPoint Themes gallery displays a sample of the font set in the form of an uppercase and lowercase letter A Aa and the color scheme in the form of colored blocks over the default title slide. Title slides frequently have back- ground graphics that set the tone for the presentation. The standard slides associated with the theme will often have a more-subtle background graphic that coordinates with the title slide background.

You can choose to hide the background graphic and use only a colored background if you want to. You can change the theme that is applied to an entire presentation or to only one sec- tion of the presentation. If you like the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements.

You can also create your own themes. Simply point to any theme and pause. PowerPoint temporarily applies the selected formatting to the slide 3 in the Slide pane. This makes it easy to try different themes and theme elements until you find the ones you want.

To apply a standard theme to a presentation 1. On the Design tab, in the Themes group, click the More button below the scroll arrows to display the menu that includes the Office theme gallery and any custom templates on your computer. Point to thumbnails in the gallery to display the theme names in tooltips and preview the effect of applying the themes to your presentation. Choose a theme that enhances the content of your presentation 4.

Click a theme thumbnail to apply that theme to the entire presentation. On the Design tab, in the Variants group, click a variant thumbnail. On the Design tab, in the Variants group, click the More button below the scroll arrows to expand the Variants menu. On the Variants menu, click Colors, and then click the color set you want to apply.

To change the font set of the presentation 1. On the Variants menu, click Fonts, and then click the font set you want to apply. On the Variants menu, click Effects, and then click the effect style you want to apply. Create a section that contains the slides you want to have a different theme. Click the section header to select the section. Apply the theme or theme element. Change slide backgrounds The presentation theme includes a standard background.

The background might be a color or it might include a background graphic. You make these changes in the Format Background pane. A solid color background is a good choice for readability, but if you want to add some interest without a lot of distraction, you can use a color gradient in which a solid color gradually changes to another. PowerPoint offers several light-to-dark and dark-to-light gradient patterns based on the color scheme.

Each change in color within a gradient is controlled by a gradient stop. For each gradient stop, you can specify the location and specific color including the transparency and brightness of the color.

A color gradient can have from 2 to 10 gradient stops. PowerPoint comes with several built-in textures that you can easily apply to the background of slides. For a dramatic effect, you can even incorporate a picture of your own, although these are best reserved for small areas of the slide rather than the entire background. Click any pattern to preview it on the slide To display the Format Background pane 1. On the Design tab, in the Customize group, click the Format Background button.

To close the Format Background pane 1. To apply a background change to all slides 1. In the Format Background pane, configure the slide background formatting you want. At the bottom of the pane, click the Apply to All button.

Display the Format Background pane. In the Format Background pane, select the Hide background graphics check box. To apply a solid background color to one or more slides 3 1.

In the Format Background pane, click Solid fill. Click the Color button to display the color palette. Click a theme color variant, a solid color, or a recent color, or click More Colors and select a custom color. Move the Transparency slider to adjust the background color transparency, or set a specific transparency percentage. In the Format Background pane, click Gradient fill.

Click the Preset gradients button, and then click a gradient option based on the current color palette. Preset color gradients offer linear and radial variants of the theme accent color Or 1. In the Direction list, click the direction you want the gradient to flow. If you chose the Linear type, you can specify the angle you want the gradient to move along. Enter the angle in the Angle box. Then click the Remove gradient stop button.

In the Gradient stops area, set the color, position, transparency, and brightness for each color in the gradient. To apply a textured background to one or more slides 1. In the Format Background pane, click Picture or texture fill.

Click the Texture button to display the texture gallery. You can select from a variety of textures, including fabric, marble, granite, wood grain, and Formica- like textures in various colors. In the texture gallery, click the texture you want to apply.

In the Format Background pane, click Pattern fill. In the Pattern palette, click one of the 48 pattern swatches. Click the Foreground button, and then select the primary pattern color. Click the Background button, and then select the secondary pattern color.

Add two slides after the title slide. First, add a slide that has the default Title and Content layout. Then add a slide that has the Two Content layout. Add 7 more slides, so you have a total of 10 slides.

Use each slide layout at least once. In Normal view, delete slide 3. Switch to Slide Sorter view, and then delete slides 5 through 8. The presentation now contains five slides. Add seven slides to the end of the presentation by inserting the content of the ImportOutline document. Use the Reuse Slides feature to insert the first slide from the ReuseSlides presentation as slide 2 in the AddRemoveSlides presentation. Then close the Reuse Slides pane.

Insert a duplicate copy of slide 2 as slide 3. Hide slide 2, and then delete slide 8. Save and close the presentation. Change the name of the first section to Introduction.

Switch to Slide Sorter view, and then change the name of the second section to Process. Collapse both sections, and then expand only the Process section. Move the first slide in the Step 1 section so that it is the third slide in the Intro- duction section.

Then delete the last slide in the Introduction section. Switch to Slide Sorter view and scroll through the presentation, noticing the sections. Collapse the sections, and then rearrange them so that the sections for steps 1 through 7 are in order and the End section is at the end of the presentation.

Merge the End section into the Step 7 section. On slide 1, click the slide title. On the Home tab, in the Font group, notice that the title font is blue-gray, point, Times New Roman. Apply the Ion theme to the presentation. On the Home tab, in the Font group, notice that the title font is now white, point, Century Gothic. Switch to Slide Sorter view, and adjust the magnification to display all the slides.

Apply the Circuit theme to the presentation. Sign up for free Log in. Microsoft PowerPoint step by step Item Preview. EMBED for wordpress. Want more? Advanced embedding details, examples, and help! Students will get productive fast with PowerPoint and jump in wherever they need answers–brisk lessons and colorful screen shots show them exactly what to do, step by step. There are no reviews yet.

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This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft PowerPoint and then build your skills as you. MICROSOFT POWERPOINT STEP-BY-STEP GUIDE. Revised: 2/27/ MC-NPL Computer Lab • Powell St • Norristown, PA