Exercise 1 - Creating A New PowerPoint Presentation From Scratch

There are a variety of ways of creating your PowerPoint presentation, and one of them is to start from scratch. In doing so, you are creating your presentation from a blank presentation, and you have much more flexibility over how it looks. In another tutorial, we will look at how to create a presentation using templates, but for now, to start from scratch click the File tab > New, and the following panel will be displayed (click the image to see a larger version).

Ensure that Blank presentation is selected. You can click on the thumbnail image to select it if it isn't, and then click Create (see hints in the image above). A new presentation based on a blank presentation opens for you to start work on. As soon as you can, save the presentation so you don't lose any changes. Learn how to save your presentation. If you want to sacrifice flexibility for speed, you may prefer instead to create a presentation using a template.

Exercise 2 - Creating A Presentation Using A Template
One way of creating a presentation is to start from scratch. However, you can save time and effort if you base your new presentation on a template. A template defines the background, font styles, colours and sizes for your placeholders, as well as selected bullets that match the template. Using a template means that you don't need to worry about defining those aspects yourself. PowerPoint comes with a number of stylish templates built in that you can use immediately, and you can download additional ones from office.com. To create a PowerPoint presentation using a template, click the File tab > New, and the following panel will be displayed.

Clicking on a template category will display thumbnail images of all the templates within that category. When you find a template you like the look of, click on its thumbnail to select it and you will see a preview of it on the right of the panel. You can then click Create to create your PowerPoint presentation based on this template.

Sometimes you just can't find a template that precisely matches what you need, and in these circumstances, what many people do is use a template that is the closest fit and then modify it. There are many free templates available from within PowerPoint, and also freely downloadable from other websites on the internet. In addition to using those that ship with PowerPoint, you can also purchase stylish and professionally designed templates for PowerPoint presentations from vendors like StockLayouts.

Exercise 3 - Open Existing Presentations
There are several reasons why you might need to open an existing Microsoft PowerPoint presentation instead of creating a new one. You might have previously saved an incomplete presentation and now need to dos ome more work on it. Alternatively, you might want to

This means that if you want to insert a slide before the end of the presentation. Exercise 4 – Adding New Slides There are a couple of ways to add a new slide. click Home > Slides > New Slide. you will need to select the slide that appears before the one you want to insert. Whatever the reason. Once you have selected a slide. The usual Open file dialogue box that you may already be familiar with opens and you use this to locate your presentation. either double click it to open it. The keyboard shortcut for opening a presentation the same as that for opening existing documents in other Microsoft Office programs: ctrl-o. just click on it. You'll notice that the New Slide button is in two halves. To select the slide.open a complete presentation and actually run it for an audience. Start PowerPoint and then click the File tab > Open. the slide that is currently selected is important as the new slide will be placed after the selected one. When you find your presentation. whether it's Slides View or Outline View. In each way. You can select the slide in whichever view you happen to be using. or select it and then click Open. . opening an existing presentation is quite easy. The presentation will then open for you to either work on it or run it.

instead.If you click the top half of the New Slide button. you will be able to select what type of slide is added. . the default Title and Content type slide will be added. you click the bottom half of the button. If.

Exercise 6 . you will delete all the selected slides. All you have to do is move the slide. You can select multiple slides by holding down the control key as you click on additional slides.Once the new slide has been added.Getting Rid Of Slides We Don't Want Now that you've learned how to add slides to a presentation. the time has come to learn how to delete unwanted slides. You can change the sequence of your slides by moving them around your presentation. Exercise 5 . The keyboard shortcut for adding new slides is ctrl-m. If you have many slides to delete. you may find it easier from an organisational point of view to work in Slide Sorter View (read all about PowerPoint Views). start again from scratch? There is no need. in the Presentation Views group. Deleting slides can be performed in three ways. . If you have a group of slides that run in sequence. you know see that slide 6 actually belongs before slide 5! What do you do. If you press the delete key now.Moving Slides In Powerpoint You've spent time planning how you want your presentation to look and you've painstakingly designed it's look and feel. You've taken great care with every stylish slide you've added. there are a variety of places that you can delete the slide in question. You can then work on either Slides or Outline tab: find and select the slide you want to delete and then press the delete key. The easiest way is to work in Normal View (on the View tab. you can click into one of the editable content boxes to make your changes. Select the slide and then • • • Press the delete key on the keyboard Pres the backspace key on the keyboard Right click on the slide and select Delete Slide Also. you can select them all by selecting the first one and then holding down the shift key whilst you click on the last slide. click Normal). But oh oh. The same process applies: select single or multiple slides and then press the delete key.

Alternatively. . Select the slide that is positioned before where you want the slide to go and then right click > Paste. press ctrl-x to cut it and then ctrl-v to paste it. Dragging and dropping your slides is probably the easiest method to use. Alternatively. You can move several slides around as a group by selecting them all first and then dragging and dropping them. you should see an insertion point that looks like eithe a horizontal or vertical line. Exercise 7 . if the slides you need to select occur in an unbroken sequence. all you have to do is drag and drop it where you need it. you can use keyboard shortcuts: select the slide you want to move. If you want to speed things up. The slide(s) will appear after the selected slide. • You should now see the Format Background window. that tells you where your slide will appear.To move a slide in your presentation. hold down the control key on your keyboard as you click on additional slides. you can select the first slide and then hold down the shift key as you click on the last slide. you can right click on a free area on a slide (and area that doesn't contain an object) and then select Format Background from there. depending on which PowerPoint view you are using. To select multiple slides.Creating A Powerpoint Background For the background to your PowerPoint presentation. Moving Slides With Keyboard Shortcuts Another way to move slides around is to cut and paste them. As you drag the slide. and want to get an overall view of how your slides are organised. click Design > Background > Background Styles > Format Background. you can specify the following: A solid fill • A gradient fill • A picture or texture fill • A Pattern fill To change your presentation background. Select the slide(s) you want to move and then right click > Cut. If you have many slides to move around. using the Slide sorter view is your best option.

A panel is displayed for you to select a colour. . ensure that the appropriate radio button is selected and then click on the Fill Colour swatch. Solid Fill To specify a solid fill colour.Ensure that the fill tab is selected (as in the image above) and then make changes according to what kind of background you want for your presentation.

The colours in the main part of the grid are all theme colours. Gradient Fill A gradient is the smooth transition of one colour into another. so if you select one. you can click More Colours at the bottom. you can be pretty confident that the background will blend in well with the rest of the presentation's colours. At the bottom of the colour selection panel are standard colours and if you want even more colours to choose from. .

path or shade from title. you can choose from a selection of ready made gradients by clicking on the Preset colours button.When this option is selected. These properties include what the colour is. angle. you can exercise more control by defining the gradient yourself. Additionally you will need to specify the gradient direction. Picture Or Texture Fill When specifying a picture or texture fill for your PowerPoint background. where the colours are positioned on the gradient (with the Gradient stops) and the properties of each colour in the gradient. If you do this. . radial. you are actually using a picture as the background. rectangular. Alternatively. you will need to tell PowerPoint whether the gradient is linear. how bright its is and also how transparent.

PowerPoint ships with a selection of pre-made patterns that you can use as your background. or you can select an image that is stored on your hard drive. When you select an image in this way. you can choose to have the image appearing just once in the background. or to have it repeating like a texture. Pattern Fill As with textures. there are many other attributes you can set that control the picture's appearance. .PowerPoint comes with some built in textures you can use. As you can see from the screenshot.

brickwork and many more. You can specify whatever foreground and background colours you want to use. stripes. . zig zags.Patterns available for selection include dots.

It's then a simple case of clicking into each of those boxes and then typing your content. You can resize the textbox by clicking and dragging on any of those handles. Once the text box has been drawn. When you drag out your initial text box.Adding A Textbox In PowerPoint When adding text to their PowerPoint presentations. . When you typr multiple lines. many people limit themeselves to using only the placeholder boxes that are present by default when you add a new slide. the height will adjust to fit. though. there is always a title placeholder in which you will see the words "Click to add title" and a content placeholder that displays the words "Click to add text". Moving A Textbox In PowerPoint Moving a textbox around in PowerPoint is as easy as drag and drop. when you add a title and content slide.Exercise 8. it retains it's width. To do this position the cursor over one edge of the textbox until you see a double headed cursor. another way of adding text that gives you more flexibility over positioning is to add a textbox. you can start typing in it. However. but the width of the textbox will remain fixed. but the height contracts temporarily to be the height of one line of text. This is what the textbox looks like: You can see resizing handles at each corner and also halfway along each edge. you will end up draging the resizing handles. Click Insert > Text > Text Box. For example. and the cursor will change to this shape: Left click with the mouse and drag out the textbox. The first thing you have to do is select the textbox as a whole. If you are not careful.

why not spice them up by inserting images. When the textbox is selected. . placeholders are boxes with dotted borders that contain content and reside within a slide layout. PowerPoint displays all the slide layouts you can insert. the dashed bounding lines become solid lines. and on each you can see content placeholders.When you see the cursor change shape. If you click on the bottom half of the New Slide button. Now that you've learnt how to add textboxes to your PowerPoint presentations. as shown below.Placeholders In Microsoft PowerPoint. Now you can mov ethe textbox around either by clicking and dragging with the mouse. All built-in slide layouts that come with PowerPoint contain content placeholders. or by pressing the arrow keys on your keyboard. Exercise 9 . click on the box.

You can style the text however you please. you get a choice of placeholders to add. and two for the content. But how does PowerPoint know what placeholders should appear on each slide? This is determined by the slide master. Click on any slide layout to select it and you'll see the placeholders already present. among other things. . you can see all the slide layouts available for use in your presentation. for example. the content placeholders on them.If you insert a two content slide layout. You can add new placeholders by clicking Insert Placeholder in the Mater Layout group of the Slide Master tab. whereas if you click the bottom half. If you click the top half of the button. If you click View > Master Views > Slide Master. using the usual formatting options. you will get three placeholders: one for the slide's title. The layout on each is controlled by. To add you own text. click in a placeholder and start typing. you'll add the same placeholder as you added last time.

Exercise 10 . Using it. you can bold text. sometimes you might like to style certain pieces of text so that it stands out.Usually. You will probably be familiar with all of the commands available on the mini toolbar. the Format contextual tab appears. you won't add content placeholders to existing slide layouts (though you might). However. head over to the ribbon. all at the click of a button. Placeholders are more useful when you create a new slide layout. If you want to apply more adventurous formatting. without formatting it. As you move the cursor. you will probably leave the text you type in your PowerPoint presentation as it is. italicize it and do various other text formatting tasks. the mini toolbar appears as if by magic. The mini toolbar contains some of the more commonly used formatting commands that PowerPoint gueses you are likely to use. so we won't dwell on them. To format some text. . first of all select it. When you select text.How To Format Text In Powerpoint Most of the time. Let's get to grips with formatting text by running through a quick example. We'll cover this in more detail in the Slide Master Tutorial. On this tab are many different formatting functions.

hover over a style to see a live preview applied temporarily. or select a specific font size from the ribbon. the live preview is removed. Pick a style that you like and click to apply it. This is what I came up with when I applied a WordArt style: That looks pretty good! . all we have to do is select the text and then press ctrl-b.Let's increase the font size and bold some text. Click on the Format contextual tab and then click on the More button in WordArt styles. To do that. When you move the mouse away from the style. To increase the font size incrementally. Alternatively. press ctrl-shift->. You can keep pressing it until you get the right size.

. the Clip Art panel opens on the right of the workspace. and we'll explore each one now. You can see hat there are four different types of image you can insert here. on your PC's hard drive. click Insert > Images.Exercise 11 . for example a photo you have taken. Insert A Picture If you have an image.Inserting Images In PowerPoint To insert an image in PowerPoint. Insert Clip Art When you click the Clip Art button. Then you would navigate to the place on your hard drive where the picture was located and either double click on it or select it and then click Insert. you would click on the Picture button.

Searching Clip Art In PowerPoint PowerPoint provides a large selection of ready made Clip Art images. When you click the Clip Art button. To narrow down the saerch. In the image above. These images are simple in design but their use can really help get your point across in your presentation. you can click on the Results should be drop down list and select one of the categories of: Illustrations • Photographs • Videos • Audios To insert a Clip Art image. One advantage of using Clip Art is that the collection of images is right there raedy for you to use.We can use this panel to search for Clip Art images of certain things. I searched for "telephone" and found four related images. . • Exercise 12 . click on it. and you don't have to touch Photoshop. You don't have to go out and take photos for your presentation. the Clip Art panel opens on the right of the workspace.

Alternatively you can postpone the spellchecking until you have completed your presentation. Exercise 13. To narrow down the saerch. and green lines). indeed. Additionally. so you shouldn't neglect this important but often overlooked step. Fortunately.We can use this panel to search for Clip Art images of certain things. You have different options when it comes to checking your spelling. Spelling and grammar mistakes can distract readers from the work that you put into your documents. designing it and then adding the whistles and bells in the form of graphics. you can click on the Results should be drop down list and select one of the categories of: Illustrations • Photographs • Videos • Audios To insert a Clip Art image. You'll notice that the Picture Tools contextual tab appears in the ribbon to help you perform picture related tasks. There's one last thing you need to check. click on it. video or animation.com content checkbox when you search. you can always check the Include Office. you can visit the site yourself by clicking the link at the bottom of the panel. You can allow PowerPoint to use its automatic spellchecker as you create your presentation (the wavy red. I searched for "telephone" and found four related images. • If there isn't a big enough selection of Clip Art images for you here. When you have finished working with Clip Art.PowerPoint Spelling You've spent a lot of time and effort into planning the structure of your presentation. Spelling! Poor spelling can really let down an otherwise professional presentation. PowerPoint has it's own tools to perform your proofing tasks. In the image above. you can close down the panel to reduce clutter by clicking the "x" in the top right corner. so you want to eliminate these mistakes. any image) is selected. This tab will remain visible as long as the item of Clip Art (or. blue. Viewing PowerPoint Proofing Options .

You can view your current PowerPoint proofing options by clicking the File tab > Options > Proofing. For example. The first button allows you to set the auto correction settings (more on that in another tutorial). if you select this option. the spelling checker does not flag beep beep as a . Ignore repeated words. if you select this option. the setting that you select applies to all the programs. the spelling checker does not flag a1b2c3 as a mistake. the spelling checker does not flag ABC as a mistake. The following is an explanation of what the proofing options do. Towards the bottom you can set PowerPoint specific proofing options in the section titled When correcting spelling in PowerPoint. For example. Proofing Option Ignore words in UPPERCASE Ignore words that contain numbers Ignore Internet and file Ignore words that are Internet and file addresses. Some of the options shown in the window that is displayed apply to all Microsoft Office programs. These options are titled When correcting spelling in Microsoft Office programs. Ignore words that contain numbers. Regardless of which program you are using to change the option. For example. This window gives you a lot of control over how PowerPoint will proof your presentation. addresses Flag repeated words Explanation Ignore words in which all letters are uppercase. if you select this option.

When you are using the Enforce accented French (Canadian) dialect. add it to the dictionary or change it to one of the words that PowerPoint suggested as a replacement. As a Check spelling as you result. so that you can easily see them. by default this option is always turned on. This can save type you time. Manually Proofing Your PowerPoint Presentation At any point you can decide to spell check your entire presentation. because the dictionary for this language uppercase in French includes the accented uppercase form of words in this language. If you select this option. when you finish the draft that you are working on. check this box. Your PowerPoint flags misspelled words while you work. For example. the check spelling process goes faster. Alert you to French words that contain uppercase letters that are missing an accent mark. If you don't want Hide spelling errors PowerPoint to do this. searching for mistakes. Suggest words only from the main dictionary that is built into the spelling checker. the spelling checker can work in the background. While you work in a document. together with a brief description of the mistake and also possible actions on the word. Moving on to the next example misspelling and we can see a contextual misuse of the word "pear" in "a pear of shoes": . Click Review > Proofing > Spelling. this is a word that wasn't found in the PowerPoint dictionary: There is a variety of buttons to the right of the window that allow us to take different actions. PowerPoint will use context to determine whether a word is misspelled. words Suggest from main from your custom dictionaries are not included in the list of suggested words when you check the spelling of a dictionary only document. especially with large documents. such as to ignore the misspelling. The next misspelled word in the presentation is highlighted in the spelling window. "a pear of shoes" would flag Use contextual spelling "pear" as being misspelled.mistake. For example.

In addition. or send a CD with a self- . you might want to set up a presentation to run unattended in a booth or kiosk at a trade show or convention.Exercise 14. PowerPoint 2010 brings you the power to broadcast slide shows! • Self-Running PowerPoint Presentations Microsoft give you the ability to create self-running PowerPoint presentations. you can run it to see a preview. and then choose the most appropriate way to run your slide show. This will show you how your presentation looks when you run it for real. or from the beginning. You can: click on the Slide Show button at the bottom of your workspace (next to the zoom slide) • press F5 • click Slide Show in the ribbon > Start Slide Show. which are a great way to communicate information without having to have someone available to run a slide show presentation. For example. Generally speaking.Slide Show Presentation At any time during the creation of your PowerPoint presentation. There are several ways to start your presentation. you have two options: to start the presentation from the current slide.

Keep saving! If you don't. for those who haven't seen it before: . sooner or later you will lose some of your hard work. PowerPoint will prompt you to give it a name and locate a place on your computer to save it. Exercise 15. A self-running presentation restarts when it has finished and also when it has been idle on a manually advanced slide for longer than five minutes. The usual save as dialogue box will appear. It's also a good idea to keep saving your work periodically as you never know when you will lose power or when your computer is likely to crash.and it's better if you do this sooner rather than later. and saving your changes takes so little time that there is no excuse.running slide show to a client. It's happened to us all. Here is that dialogue box. There are two ways to save: using the ribbon and using the keyboard shortcut. prompting you to supply a name and location for the presentation. If you are working on a new presentation. Let's look at using the ribbon first: click the File tab > Save. the first time you save.Saving Your New PowerPoint Presentation When you create a PowerPoint presentation you will have to save it at some point .

If this is the first time you have saved your presentation. There is a quicker way of saving presentations using keyboard shortcuts. you will again be prompted to name it and find a place for it to be stored. It's better to use names like "Introducing Science" etc. . You can also perform a file save by pressing ctrl-s. navigate to a location on your computer's hard drive and save it there. you can periodically press ctrl-s and your changes will be saved immediately. Thereafter. Try to avoid names like Presentation2 as you will soon forget what the purpose of the presentation is.Think of a meaningful name for your presentation and type it into the File name input box. Once you have named your presentation.