Word Basics

One of the most widely used programs of Microsoft Office suite, MS Word is a word processor developed by
Microsoft.
An introduction to MS Word, its features and its uses, have all been discussed in detail, in this article. Also, a few
sample questions based on this MS Office program have been given further below for the reference of candidates
preparing for competitive exams.
To know further about the MS Office suite and the various programs included in it, visit the linked article.
Since MS Word is one of the most used programs of the Office Suite, some basic information regarding its creation
and development has been given below:
 Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two creators of MS Word
 This program was initially named “Multi-Tool Word” but later, was renamed as MS Word
 It was introduced in 1983
 Word for Windows is available standalone or as a part of MS Office suite
 MS Word for Mac was introduced by Microsoft as Word 1.0 in 1985
 The extension for any word file is “.doc”
 Basics of MS Word
 Let us first understand some basic aspects of Microsoft Word.


 What is MS Word
 Used to make professional-quality documents, letters, reports, etc., MS Word is a word processor developed by
Microsoft. It has advanced features which allow you to format and edit your files and documents in the best
possible way.
 Where to find MS Word on your personal computer?
 Follow these simple steps to open MS Word on your personal computer:
 Start → All Programs → MS Office → MS Word.
 What are the uses of MS Word?
 MS Word enables users to do write-ups, create documents, resumes, contracts, etc. This is one of the most
commonly used programs under the Office suite.
 How to create an MS Word document
 To create an MS Word doc, follow the steps mentioned above to open Microsoft Word. Then once the program is
open, click on “File” followed by “New”. This opens a new doc where something new can be created.
 Since it is used by people of all age groups, in schools, in colleges and for official purposes, having proper
knowledge of Microsoft Word is a must. The preview of the MS Doc file once it is opened is given below: students
to open MS word in laptop

 Also, from a competitive exam perspective, one must be well aware of this topic. To get the list of all
major Government exams conducted in the country, aspirants can visit the linked article.
 For a better understanding of how MS Word works and the features that are included in it, you can refer to the
video given below and analyses its functioning easily.

Basic task in MS word

Word 2016 is designed to help you create professional-quality documents. Word can also help you organize and
write documents more efficiently.
When you create a document in Word, you can choose to start from a blank document or let a template do much
of the work for you. From then on, the basic steps in creating and sharing documents are the same. And Word's
powerful editing and reviewing tools can help you work with others to make your document great.
Start a document
It’s often easier to create a new document using a template instead of starting with a blank page. Word templates
come ready-to-use with pre-set themes and styles. All you need to do is add your content.
Each time you start Word, you can choose a template from the gallery, click a category to see more templates, or
search for more templates online.
For a closer look at any template, click it to open a large preview.
If you’d rather not use a template, click Blank document.

Open a document
Every time you start Word, you’ll see a list of your most recently used documents in the left column. If the
document you’re looking for isn’t there, click Open Other Documents.

If you’re already in Word, click File > Open and then browse to the file’s location.
When you open a document that was created in earlier versions of Word, you see Compatibility Mode in the title
bar of the document window. You can work in compatibility more or you can upgrade the document to use Word
2016.
 Save a document
To save a document for the first time, do the following:
1. On the File tab, click Save As.
2. Browse to the location where you’d like to save your document.
3. Note: To save the document on your computer, choose a folder under This PC or click Browse. To save your
document online, choose an online location under Save As or click Add a Place. When your files are online, you can
share, give feedback and work together on them in real time.
4. Click Save.
Note: Word automatically saves files in the .docx file format. To save your document in a format other than .docx,
click the Save as type list, and then select the file format that you want.
To save your document as you continue to work on it, click Save in the Quick Access Toolbar.

Read documents
Open your document in Read Mode to hide most of the buttons and tools so you can get absorbed in your reading
without distractions.

1. Open the document you want to read.

Note: Some documents open in Read Mode automatically, such as protected documents or attachments.
2. Click View > Read Mode.
3. To move from page to page in a document, do one of the following:
 Click the arrows on the left and right sides of the pages.
 Press page down and page up or the spacebar and backspace on the keyboard. You can also use the arrow keys or
the scroll wheel on your mouse.
 If you’re on a touch device, swipe left or right with your finger.
Tip: Click View > Edit Document to edit the document again.
Track changes
When you’re working on a document with other people or editing a document yourself, turn on Track Changes to
see every change. Word marks all additions, deletions, moves, and formatting changes.
1. Open the document to be reviewed.
2. Click Review and then on the Track Changes button, select Track Changes.
 Print your document
All in one place, you can see how your document will look when printed, set your print options, and print the file.
1. On the File tab, click Print.

1. Do the following:
 Under Print, in the Copies box, enter the number of copies you want.
 Under Printer, make sure the printer you want is selected.
 Under Settings, the default print settings for your printer are selected for you. If you want to change a setting, just
click the setting you want to change and then select a new setting.
2. When you’re satisfied with the settings, click Print.

 Features of MS Word-( to be demonstrated in class )

 Now let us read more about the features and components of an MS Word doc file in detail. The image given below
shows the different elements and categories which are available in MS Word doc:
 Home
This has options like font color, font size, font style, alignment, bullets, line spacing, etc. All the basic elements
which one may need to edit their document is available under the Home option.
 Insert
Tables, shapes, images, charts, graphs, header, footer, page number, etc. can all be entered in the document. They
are included in the “Insert” category.
 Design
The template or the design in which you want your document to be created can be selected under the Design tab.
Choosing an appropriate tab will enhance the appearance of your document.
 Page Layout
Under the Page Layout tab comes options like margins, orientation, columns, lines, indentation, spacing, etc.
 References
This tab is the most useful for those who are creating a thesis or writing books or lengthy documents. Options like
citation, footnote, table of contents, caption, bibliography, etc. can be found under this tab.


 Review
Spell check, grammar, Thesaurus, word count, language, translation, comments, etc. can all be tracked under the
review tab. This acts as an advantage for those who get their documents reviewed on MS Word.
Apart from all the above-mentioned features, the page can be set in different views and layouts, which can be
added and optimized using the View tab on the Word document. Margins and scales are also available for the
benefit of the users.
Uses of MS Word
Given below are the different fields in which MS Word is used and simplifies the work of an individual:
 In Education: It is considered as one of the simplest tools which can be used by both teachers and students.
Creating notes is easier using MS Word as they can be made more interactive by adding shapes and images. It is
also convenient to make assignments on MS Word and submitting them online
 In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents, can all easily be done
using MS Word
 Creating & Updating Resume: One of the best tools to create your resumes and is easy to edit and make changes
in it as per your experience
 For Authors: Since separate options are available for bibliography, table of contents, etc., it is the best tool which
can be used by authors for writing books and adjusting it as per the layout and alignment of your choice
Also, creating a Doc file and converting it into PDF is a more suitable option, so it is highly recommended.
For competitive exam aspirants, given below are links which may help you prepare yourself for the upcoming
exams:
1. What can you use MSWORD for?
Many organizations now use computers to produce and organize written material, correspondence, membership
lists and so on. This guide deals with the most common programme, MSWORD, that is used on most computers. It
is written for people who have not used the programme before and has very basic information about the keyboard
and MSWORD. If you have taught yourself to use MSWORD, it may also be useful to you.
Your MSWORD programme is called a word-processing package. This means that it is useful for typing and storing
letters, articles and anything that consists mainly of words. It is basically a fancy typewriter with a built in filing-
system.The more you use your computer the more you will learn about what it can do. This guide contains a few
basic things to help you get started.
If you have not used a computer much, print the next section out and look at your keyboard and MSWORD
programme with it. Try to do everything as you read it.
2. Important things to know about your computer and keyboard
Your computer
A computer usually has six important parts:
1. A keyboard – that you use to type on and to give commands to the computer
2. A screen – where you can see your document and all the commands a programme offers
3. A hard drive with stiffy and CD Rom ports – The hard drive is the actual computer where all programmes and
information is stored. Stiffy disks or CD Rom can be used to store your back-up files. They can also be used to
transfer information from one computer to another.
4. A mouse – this is a tool you use to give orders to the programme by moving an arrow or line [cursor] that appears
on the screen and clicking on command symbols or clicking on a letter or word where you want to work. You can
use the mouse to highlight sections that you want to delete, move or format.
5. A printer – the printer is connected to the computer and prints paper copies of your documents
6. A modem – this can be connected to the computer or can be built in. It is used to make a phone call from your
computer to another computer so that you can send information between the two - eMail and internet needs a
modem.
Your keyboard
The keyboard has many keys that make typing and layout easier. Here is a list with a short explanation of useful
keys:
Esc - this means escapes and is what you press to escape from any control key you have pressed.
Tab – this makes indents [a bigger than normal space between the text and the margin.]
 Caps Lock – if you press this key a green light will appear on the right hand side of the keyboard and any typing you
do will be in capital letters. This is useful for headings.
Shift – this button shifts you into a capital letter when you just want to use it briefly –for example to start a
sentence. Press shift and the key you want to use. It is also useful when you want to put in the punctuation marks
or other symbols that are on top on the keys of the numbers and some of the punctuation keys on the keyboard.
So, if you need a question mark you will need to press the shift key and the key with the? on it.
Home – if you press this you will get to the first letter of the line you are typing. If you press CTRL [control] and
Home at the same time you will get to the first letter of the first word of your document. This is useful if you have
typed a long document and want to make a change in the first paragraph.
End – takes you to the end of a line. Ctrl and End at the same time takes you to the very end of the whole
document.
Delete – this is an eraser – it erases or deletes any letter or word, or line or paragraph you decide you don’t want
anymore. If it is a letter, use the mouse to go to the letter and click on the letter. Then press delete – the letter in
front of the cursor will be deleted. Sometimes it is easier and quicker to use the
Backspace arrow just above the Enter button can be used if you want to delete the last letter you have typed. The
letter should disappear. If it is a whole word, or line or paragraph then use your mouse to go to the beginning of
the part you want to delete. Keep your finger clicked down on the left hand mouse button and drag it over the
whole bit you want to delete. This is called HIGHLIGHTING a section and the screen shows this by making the
section black and the typing white. Then press delete and the whole bit will disappear.
Page Up and Page Down - take you to the top and bottom of the page you are currently busy on.
Arrows - Use the arrows on the right hand side of the letters to move the cursor (line on the screen showing your
position - where the next letter will be typed) up, down or sideways. You can also use the mouse to do this. If you
want to add or delete something, move your cursor to the right place and then either delete or add letters.
3. How to use MSWORD
Switch on your computer and wait until a whole lot of picture symbols appear with a Start button on the bottom
left of the screen. Use the left button on the mouse to click on the Start button. Then click on programmes and
then double-click on the MSWORD programme. Some computers have a MSWORD symbol that will come up when
your computer is on and you do not have to go to start – simply double click the left button of the mouse on the
symbol.
The Microsoft word programme will appear on the screen.
There will be a blank screen called Document 1. Everything you type is called a document. Above the blank screen
there are various terms and signs you should know about.
 The first line has a list of titles called commands - File, Edit, View, etc.
 The second and third lines are called the toolbar and have different blocks that you can use to give quicker
commands to the computer.
 The fourth line [if there is one] shows your page margins – it is called the ruler.
The File title
Click on this and a box with different sections will appear. This is your file organizer and you use the first section:
 To start a new document (click on new) You can use the block with a folder on it on the toolbar to do this more
quickly. Use your mouse to click on it.)
 To open an old document (click on open) and then click on the name of the document you want to open
 To close a document. The computer will ask you if you want to save it before you close it and then you click on Yes
or No.
The next section is to do with saving documents.
If you press save, the document will be saved under its heading in the general folder called My Documents. You
can do this with the block on the toolbar showing stiffy disk. Click on it with your mouse.
Save As allows you to save a document under a new name in the folder of your choice. When you click on Save as,
a new box will open on screen. First go to the Save In square. It should say My Documents. In the block below
yellow folders will appear if you have made them. (See Step 2 in Using MSWORD as an Office) Click on the folder
you want to save the document in. Click on Open. Then check that you like the name of the document. If you like it
press save. If you don’t like it delete the file name and type a new name. Then click save.
If your document is an update of an old document but you want to save it as a new version click on Version in the
Save box under file. Type in your comments and click Save. (I don’t use this much as I just give the document a new
date and use Save As to save it under a new name.)
The next section is to do with how the document looks (Page Set Up) and Print Preview and to print documents.
Page set up allows you to change the margins of the page so that you can get more (or less) typing on a page. If
you click on Paper Size it allows you to change the page into Portrait (normal A4) or Landscape (sideways A4)
Print preview allows you to see what the document will look like on a printed page. You can also to this by using
the block on the toolbar with a page and magnifying glass on it.
Print allows you to print the document if your computer is connected to a printer. You can also print quickly by
using the block with a printer on your toolbar.
The next section allows you to Send your document either to another computer via email or to a fax machine. Your
computer has to be set up for this. You can also email your document by using the block on the bottom toolbar
with an envelope on it. Properties allows you to store information about your document.
The next section is a list of the last four documents you worked on. Clicking on the right file name is a quick way of
opening the any of these documents.
The last section says Exit. If you click on this the MSWORD programme will shut down and you can return to
Windows. If you have forgotten to save any documents the computer will ask you if you want to Save. Click on Yes
or No. You can also exit or close down MSWORD by clicking on the X in the last square on the top right hand side of
the screen.
The Edit title
This section allows you to change or edit your work.
The most useful tools in the list are Cut, Copy and Paste.
Cut: this allows you to delete a section but not to throw it away completely in case you need it later. Use your
mouse and drag it over the section you want to delete. Then go to Edit. Click Cut. If you want to use it again you
can add it in later or move it to another section. You use the Paste command to move the section to a new place.
Take your cursor to where you want to place the section. Click on Edit. Click Paste and the cut section will be
pasted or put in this new place. We call this Cutting and Pasting.
You can also Copy a section of your work and use it again. Highlight the section with your mouse. Click on edit.
Click on Copy. Then take your cursor to the new place you want to put it. Click on Edit. Click Paste and the section
will be repeated.
If you want to do it quickly, you can use the scissors symbol on your toolbar to cut, the two pages next to it to copy
and the clipboard next to that, to paste.
WARNING: Your computer will only keep the last section that you cut or copied. As soon as you cut or copy
another section, the first one will be deleted.
The View title
When you type a document the view on screen is in Normal mode – or as it appears on the screen. You can look at
it in Layout (as it would appear) printed or in other ways. A quick way of looking at your page layout is to use the
toolbar and click on the blank page with a magnifying glass on it.
You can also change your Toolbar using View. Just click next to the tools you want displayed on the screen. Do not
open too many since the part of your screen that you type on will become very small. It is best to leave this until
you know your computer well, as it is not really necessary!
If you have poor eyesight you can change the size of the letters you see on screen. Use the Zoom command at the
bottom of View and set your view to 100% or more – just click next to 100% if that is big enough or go down to the
box at the bottom and type in 110%.
The Insert title
This is useful for inserting Page Breaks (that is, beginning a new page), page numbers, footnotes, pictures and so
on.
You can also use this box to insert page numbers. Click on Page Numbers and then click on OK. If you want to copy
documents on both sides of a page, it is best to put your page number in the middle of the page at the bottom. To
do this click on the box called Alignment and then click on Centered.
Play with this box on a practice document to see what you can do with it.
The Format title
This is useful for layout or making your document look attractive. There are various headings.
Font: This is the type of print or shape of print you are using. Your MSWORD programme comes with a few options
like Arial, New Times Roman, Century Gothic and so on. You can set the font type and the size of letters for a
document before you start working. The format also appears in the second white block on the toolbar below the
titles, with an arrow next to it and followed by a block with a number in it and another arrow. You use these to
quickly change the font and the size of the font. So you can write big or small and in different styles. For normal
typing is best to use a font size of 11 or 12. For headings you can use a bigger size or make the headings in bold.
Just highlight the heading and then click on the B at the top of your screen. Fonts are fun to play with.
Paragraph: The paragraph section allows you to change the margins of a paragraph. It also allows you to change
your line spacing to single, or bigger. You can also make the gaps between paragraphs a bit bigger – just click on
Paragraph and then on Spacing Before – change the 0 to 0.6.
Bullets and Numbers: Bullets allow you to mark points in different ways, using dots, or arrows or blocks and so on.
Highlight the section you want to bullet and then click on Format, then on Bullets and Numbering and then on the
type of bullets you like. A new bullet will appear wherever you pressed enter to make a new paragraph. Numbers
allow you to number your sentences or paragraphs in different styles (a, b, c, 1, 2, 3 and so on.)
The quick way to do this is by clicking on the little blocks with numbers or the little block with dots (bullets) on
your toolbar.
Borders and shading: allows you to put a border around your whole document or to put a box or border around a
paragraph. Highlight the piece you want to border. Go to Format. Go to Borders and click on the kind of border you
want. You can also put in a background shade. Play with this until you find the style you like best.
The quick way to place a border around a section is to highlight it and then to click on the square on the top
toolbar near the right end.
Columns: allow you to arrange your whole document into columns. Normally it is in one column, but you may
want to make it look like a newspaper and have different columns. I think it is easiest to do this before you begin
typing, but you can do it afterwards. Decide on how many columns you want. Go to Format. Click on Columns.
Click on the style you like and then type.
Change case: Sometimes one types in capitals by mistake. Rather than retyping the whole section you can highlight
it. Go to Format. Go to Change case. Click on Sentence case and it will correct it for you.
The Tools title
This has a helpful button to check the spelling in your whole document.
Miss-spelt words are underlined in red as you make the error. It is quicker to correct all the errors at the end,
rather than do them one by one. You do this by going to Tools. Click on Spelling. The spell-check will give you
options – click on the correct spelling and the click on Change. If the word is correctly spelt, but not in their
dictionary click on Ignore or Add.
You can also highlight a word you are not sure of and the click on the ABC symbol on your toolbar.
The Table title
Often we want to arrange information in tables. Decide whether you need a table. Decide how many columns you
want. Then go to Table before you type the information you want in the table.
Insert Table allows you to make a new table. Click on the number of lines and columns you need. You can change
the numbers by clicking on the little black arrows next to the number. Then click on OK. The computer will put in a
table for you. You can change the size of the columns by using your mouse to drag the downward lines closer or
further apart. Then type in your
information in the columns you want. If you want lines and borders to appear on the table when it is printed click
on the borders box on the toolbar. A new toolbar will open. Go to the border box on that toolbar and click on the
arrow next to it and then on the box with gridlines on it.
The Window title
I never use this but it allows you to work on two documents at once.
The Help title.
Play with this. It will tell you how to do things. The contents are arranged alphabetically and you find out more
about what you want your MSWORD to do.
The toolbar
 Look at your toolbar. On the top left it will show the font and size in white boxes. You can change your font and its
size by clicking on the arrows next to each and selecting what you want.
These are a quick way for you to make some words or headings Bold (B), to type some words in italics (I) or
to underline them (U).
Then there are 4 blocks with lines in them. These can align your typing in different ways. Get to know them by
typing a paragraph and highlighting it. Then try what each looks by clicking each of the 4 blocks. The first one is the
normal way your text will be aligned. The second one centers your typing in the middle of the page. It is most
useful to make headings if you want them in the center of the page. The third one is not used often since it aligns
the right side of page and the left side is uneven. The fourth one is used to align both sides – this makes your
document look nice, but it sometimes stretches out the spaces between words and can make a line look strange
Then there are the numbers and bullets tools. Highlight the section you want numbered or bulleted and click on
the right tool. If you do not like the type of bullets or numbers, you will have to go to format and change the bullet
type and then click on Reset [if you want to use this type for bullets in your whole document] and OK.
The next two tools have stripes and an arrow. They are useful for indenting a paragraph. Highlight the paragraph
and the click on the first one to move it to the left and the second one to move it to the right.
A square box is the next tool. This can help you arrange your borders quickly. Click the mouse button on the arrow
next to it and it will give you the options. Choose the one you like and click on it.
If you go to any other tool on the third line with your mouse, it will light up and tell you what it is for. We covered
most of them already. A very useful tool is the curved blue arrow. This is called the undo button and it reverses an
action you have taken that you don’t like. So if you deleted something and want to put it back – click undo
immediately.
4. How to set up a filing system on MSWORD
Your MSWORD programme can be a mini – office if you set it up in an organized way from the beginning. In the
same way as you would file paper copies of documents, all your MSWORD documents should be filed in folders so
that they are easy to find.
STEP ONE
Imagine that you are setting up a filing system and decide what files you will need. For example, you will need a file
for membership, for staff issues, for funders, for training and so on. Where possible your computer files should be
the same as your office paper files. [see guide on Filing] Make a list of all the separate files you think you will need
and write them on a piece of paper and then go to your computer.
STEP TWO
Switch the computer on and click on the icon [symbol] saying My Computer. Then click on C drive. Then click on
the folder marked My Documents. Go with your mouse to File. Click on New. Click on Folder. Make the folders you
need by typing the name and remember to press enter each time you have typed in the name of the folders from
the list you made in Step ONE.
Now, under the main heading of My Documents you will have separate folders with different titles. Every time you
use MSWORD and click Open these folders will appear and you can open an old document by clicking on the folder
and then on Open. The list of documents in that folder will then appear. When you click on Save As, the list of
folders will also appear. Save your new documents or letters or anything you type in the correct folder.
STEP THREE
You can now file all your old documents into the right folders. Switch on your computer and click on My Computer.
Click on C and then on My Documents. All the folders and all the old documents should appear on the screen.
Simply put your cursor on a document and hold the left mouse button down. Now drag the file document to the
right folder and release the button. If some of your documents are on the C drive and not on My Documents, you
first have to move them to My Documents. Click the right mouse button on the document and a new box of
commands will open. Then click on Send To and then on My Documents.
How to make back-up copies.
A back-up is a file saved onto a stiffy disk. It is a good idea to store your completed documents on stiffy disks in
case your computer is stolen, or gets a virus and crashes. This means you have a copy which you can use on
another computer. Get into the habit of doing this at least once a week. Use a different stiffy for each folder. Go to
My Computer, then click on My Documents. Put in a stiffy disk and click the right hand mouse button on the first
folder. Click on Send To and then on 3½ " Stiffy. If you want to take a document to another computer, you can
simply click Save As and the click on 3½" Stiffy.
 A hard copy is a paper copy. You do this by using the printer. Very important documents [ like financial records and
reports] should always be printed out. In this way you also have a readily available copy which someone may want
to look at without using the computer. Store hard copies in files in a filing cabinet.

Power Point Basics

What Is Microsoft PowerPoint?

Microsoft PowerPoint is presentation software. In PowerPoint, you can use templates or create presentations from
scratch. In this software, you can use text, images, videos, and more to explain a topic. Besides, PowerPoint has
some main features such as animations and adding images and videos.
How to Customize a PowerPoint template: If you’re going to create a PowerPoint presentation, you need to have
some basic PowerPoint skills.

1. Decide on Your Topic

It's PowerPoint basic knowledge that you should decide on your topic before you start making your PowerPoint
presentation. Once you've picked a topic, here are some steps to take:
1. Start by creating an outline on what you want to talk about.
2. Decide what important information you want to put on your slides. You don’t want a lot of text on your slides, so
only include the most important information.
3. Complete any research and put together any information you want in your presentation. Have this all planned out
before starting your presentation because it makes the process easier.

2. Choose a Template
After choosing your topic choose the next step is to decide which PowerPoint presentation template you want to
use. A topic-related template may help streamline your PowerPoint creation.
There are many topics related to premium PowerPoint presentation templates. But if you can’t find a topic-related
template, then you can use a simple template that doesn’t have a theme.
Just because you’re using a premium template doesn’t mean that you’ll give up customization options. You can
easily customize premium templates as much as you need to. Plus, you save time with a premium template
because you don’t need to start from scratch. All you need to do is add in images and information.

2. Add Text
More PowerPoint 101 common knowledge is that text is essential to a PowerPoint presentation. The text allows
you to back up your main points. It also keeps readers' minds on the key terms and concepts.
But never have your text appear in large blocks on the slides. Large blocks of text can be overwhelming to the
audience.
Instead, your text should appear lists of single words or short, easy-to-understand statements. Limit the text on
your slide to:
 definitions
 key points
 captions
 essential facts
Here are some step-by-step instructions on how to add text to a PowerPoint template: step by step process
demonstrated to the students in classroom
On slide two of the Be. PowerPoint, there's room to add a text box.
1. To add a textbox, click on the Insert tab.
2. In the toolbar, click on the Text Box button. Your cursor turns into a drawing tool.
3. Draw a diagonal line where you want the text box to be.
4. Click inside the text box until you see a blinking cursor.
5. Now you can start typing.

3. Add Pictures
Another element of a PowerPoint presentation, according to PowerPoint 101, is images. Images can be used to
evoke emotion in the audience. You can also use images to show what you’re talking about.
mages can add an extra visual element to your slides. Here are some steps for adding images to a template:
1. Double-click on the Insert Picture from File button in the middle of the picture placeholder on slide two to add an
image.
2. Your file finder appears. Locate your image file.
3. Once you find your image file, double click on it. This adds the image to the placeholder.

. Have a Consistent Color Palette

PowerPoint basic knowledge is to have a consistent color palette in your presentation. If you use a premium
template, you don’t need to worry about this unless you change the theme colors.
When choosing a color theme, remember to use contrasting colors for the text and slide background. For example,
if you've got a navy-blue background, white text will make the text easy to read and stand out.
With these PowerPoint basics covered, let’s change the slide background color on slide two.
1. To start, click on the slide background.
2. Next, click on the Design tab.
3. In the toolbar, click on the Format Background button. A side panel appears on the right of your screen.
4. In the panel, you’ll see a color field. Click on the Fill Color button.
5. A color palette drops down. Choose a color you want.

5. Allow White Space

White space is the unused space between elements (shapes, text, boxes, pictures, etc.) on a slide. When you allow
white space on your slide, your slide looks clean, professional, and elegant.
So, when making the slides for your PowerPoint presentation remember that less is more.

6. Use Icons and Infographics

Many premium PowerPoint presentation templates come with icons and infographics.
ere are some steps for adding icons and infographics to your slides:
1. Slide 105 of the Be. PowerPoint template has an infographic chart. To change the data in the chart, start by
clicking on one of the bars in the chart.
2. Click on the Chart Design tab.
3. Click on the Edit Data in Excel button. A window appears so you can add your data. Type your data.
4. To change the chart's colors, click on the Change Colors button under the Chart Design tab. A color menu drops
down. Choose the colors that you want.

7. Format Text and Adjust Pictures

A basic PowerPoint skill is to format your text and adjust your images. If there was no picture placeholder when
you added an image, you’ll need to adjust that image.
Formatting text is also essential. You can change the font, font size, and font color.
When putting your PowerPoint presentation together, keep in mind the need to have your font size, color, and
type consistent throughout your presentation. For example, if you've blue title text in size 30, every slide should
use a blue title text in size 30. Consistent text throughout your presentation looks more professional.
You can easily adjust text boxes and images by clicking on them. Use the handles on the selected item to adjust the
size.
Here are some text formatting steps to follow:
1. To change the font of the text, start by highlighting the text.
2. Next, click on the Home tab.
3. In the toolbar, you’ll see a Font Menu. Click on the arrow next to the current font.
4. When you click on the arrow, a font menu drop down. Choose the font you want to sue for your text.
 8. Use Speaker Notes
Another essential PowerPoint basics skill that you should know about is Speaker Notes. You shouldn’t put
everything you’re going to say on the slides. That much text can be overwhelming for the audience.
Speaker Notes are a PowerPoint feature that lets you add references and notes. These are only visible to the
speaker.
Here's how to use Speaker Notes:
1. At the bottom (under your slide) you’ll see a Speaker Notes section. Type your notes in there.
2. Then, to present your presentation so that the audience can’t see your speaker notes, click on the Slide Show tab.
3. Next, in the toolbar, click on the Presenter View button.

5 Top PowerPoint Tips

You've just learned the basics of PowerPoint. These will get you started as you create your PowerPoint
presentation.
But there's some much more you can do. Here are some PowerPoint tips to help you make your presentation even
better. Here are some top tips:

1. Use Animations
Animations can make your PowerPoint presentations more exciting to the audience. Use animation to draw
attention to a specific point or image on your slide.
Be careful not to use too much animation. If you use too much animation, it can overwhelm the audience. And too
much animation can look amateur.

2. Use Charts and Graphs to Present Data

When you've got data, it's best to present it using charts and graphs. Charts and graphs add a visual element to
your that can make it easy to see comparisons or trends. Also, It can be hard to see data in an excel spreadsheet if
you're seated in the audience.

3. Make Your Presentation Interesting for the Audience

Besides charts and graphs, there's another way you can make your audience want to pay attention. An interactive
quiz can make your audience pay attention.
Let your audience know ahead of time that there'll be an interactive quiz with a prize at the end. This will make the
audience want to pay attention and cause them to learn about the topic of your presentation.

4. Add Images to Your Presentation

Images add not only a visual element, but also an emotional element. They can also be used to keep the audience
interested in your presentation. You can use images to simplify and reinforce the goal or the message of your
presentation.

5. Use an Outline
When preparing your presentation, it’s best to start with an outline. Outlines help you make sure that you talk
about everything you need to. A good premium template will come with labeled slides that can be used as an
outline. Learn more about how to create an outline from PowerPoint here:

If you're new to PowerPoint, it can seem overwhelming. It can be hard to know where to start. Once you
understand the basics of PowerPoint, then using the software is much easier.
Power Point is the original presentations app for the Mac and PC, but it's a complex app with a lot of features.
Making a simple presentation can be confusing.
Are you making your first PowerPoint? Do you find it a bit confusing? Here's the guide you need to make a perfect
PowerPoint presentation.
In this tutorial, we’ll look into what you should and shouldn’t do when creating a PowerPoint presentation. I’ll also
show you how to customize your PowerPoint template. But most of all, we'll go over the PowerPoint basic
knowledge you need to know.
 Some Dos and Don’ts of Writing a PowerPoint Presentation
Before creating a PowerPoint presentation, you should know some basic things about making a great
presentation. Here are some dos and don’ts basics of PowerPoint:

Dos
Here's a list of guidelines for creating your PowerPoint Presentation:
 Use one theme for the entire background.
 Use simple easy to read fonts.
 Use bullet points.
 Only include key information on each slide.
 Be direct and use concise wording.
 Have minimal text on a slide.
 Provide definitions when necessary.
 Use white space to make visual elements stand out more.
 Use high contrasting text color and background color.

Don’ts
These are things you want to avoid doing when creating your PowerPoint presentation:
 Using too many graphics on one slide.
 Adding unimportant information on a slide
 Writing your script on your slide.
 Using distracting images or backgrounds.
 Using hard to read color combinations.