PowerPoint Lesson 1: PowerPoint Essentials

Guided Notes

1. PowerPoint Window: Being able to navigate around the PowerPoint Window is extremely
helpful as well as knowing what the areas are called. There are different _______________ in
PowerPoint but __________ is the most ________ view and the one where you will do most of
your work.

2. Ribbon: The Ribbon for PowerPoint appears below. Note that each tab contains several
_____________ of related commands. By default, the ___________ tab is active when
PowerPoint is first opened.
In the lower-right corner of some of the groups, there is a _____________________________
(the small box with a diagonal, down-ward-pointing arrow, right).

3. Mini Toolbar: This toolbar appears when you ______________________________________.

This toolbar displays tools for formatting text appearance and alignment. It is faint and
_______________________________ until you point to it and then it becomes bright and
opaque showing that the toolbar is active.

4. Quick Access Toolbar: Quick Access Toolbar is located in the upper-_______________________

corner of the PowerPoint window. These are commands that are used frequently. By default the
save, undo and redo commands appear. You can add any commands you need.

5. Key Tips: By pressing the ________________. key, ______________ and ________________

appear on the Ribbon and the Quick Access Toolbar. These characters show you which
_________________ keys you can press to access the tabs or the items on the Quick Access
Toolbar. _____________________ are one type of a keyboard shortcut. They allow you to issue
commands without using the _______________________.

6. Backstage View: Info = shows info about the active presentation and provides commands that
control permissions, sharing and version management
________________ = lists available templates that you can create a new presentation
_________________ = opens an existing presentation

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 _______________ = saves the presentation in your choice of locations
_____________________ = Lets you re-save a previously saved presentation with a different
name, type, or location than before.
__________________ = provides settings and options for printing
____________________ = options for sending a presentation via email, inviting others to view it
online and publishing slides to a library
__________________ = offers options for saving a presentation in different formats, and
publishing it to video, CD or other media
_____________________ = closes the currently open presentation
Account = allows you to choose which account you are signed into
______________________ = opens the PowerPoint Options dialog box where you can configure
many aspects of program operation
**In 2010 and previous there was an Exit command on the File menu.

7. Help System: Help System is rich in information, illustrations and tips that can help you
complete any task. Some of the info is stored on your computer and some is located on the
____________ the Microsoft Office the PowerPoint _______________ button is in the upper
right corner of the PowerPoint window. As in Word, F1 can also be used to access help.

8. Close a Presentation: When you close a presentation, PowerPoint removes it from the screen.
PowerPoint continues running so you can work with other files. You should always _________
and close any open presentations before you exit PowerPoint or shut down your computer.
Click the File tab; Backstage view appears. Click Close. PowerPoint clears the presentation from
the screen.
9. Open an Existing Presentation: You can save a PPT on your computer or other device like a
flash drive. Also, can use ______________ which is a free online Cloud storage location
provided by Microsoft.

10. PowerPoint Views: Change views on the View tab. Normal View is default and lets you focus on
the current slide. The left pane is called the Slides pane and you can click the thumbnail images
of the slides to jump from slide to slide.

11. Outline View: Same as normal view except instead of thumbnail images of the slides, a text
_____________ of the presentation appears in the ___________ pane. Only ____________
from placeholders appears in the outline graphical objects like SmartArt does NOT appear in the
outline.

12. Slide Sorter View: Displays many slides on a __________ screen. You can reorganize a Slide by
____________ it to a new location in your presentation.

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13. Notes Page View: Shows ______________ slide at a time along with any ________ that are
associated with the slide. This view allows you to edit and create _________. You may find it
easier to work with notes while in this view.

14. Slide Show View: Lets you ________________ your presentation on the screen so you can see
it the way our audience will see it.

15. Reading View: Is like slide show view except it is in a ________________ rather than filling the
entire screen. Displaying the presentation in a window allows you to work with other windows
at the same time.
Some of the PowerPoint Views are available on the ________________ bar. All of the views can
be accessed on the _____________ Ribbon.

16. Zoom: Zoom allows you to change the magnification of slides on the screen. Zooming out –
you can see an ______________________. Zooming in – you can inspect one area of the slide.
On the View Ribbon, you can use the ______________________ option…PowerPoint zooms out
to fit the entire slide in the Slide pane.
The magnifying glass icon on the View Ribbon allows you to select from one of
the_____________ preset magnification levels or type in an exact magnification by using the
Zoom Dialog Box.

17. Color and Grayscale Modes: Grayscale – is a viewing mode where there are
__________________, only shades of gray. It is sometimes useful to look at your slides in
Grayscale mode on the screen so you can identify any potential _________________ that might
occur when slides are printed without color.
There is also a Black and White viewing mode that can check how slides will look with only black
and white (no gray shades). Some fax machines only transmit in black and white so you might
want to see how your slides would look if you transmitted them. These commands are located
on the __________________ Ribbon in the Color/Grayscale group.

18. Arrange Multiple Presentation Windows: Click the View tab. Click _____________ in the
Window group. The presentations appear side-by-side.

19. Moving Between Slides: You have a number of methods for moving through a presentation.
You can move from one slide to another by the _____________ or the _______________.

20. Using the Mouse to Scroll through a Presentation: PowerPoint’s ____________ let you move
up and down through your presentation. When you drag the scroll Box in the Slide pane, PPT
displays a ____________ with the slide number and slide title to show you which slide will
appear on screen when you release the mouse. Click the scroll buttons to move up or down one
slide at a time.
• The current slide number always appears in the lower-left corner of the _________ bar.
• In normal view, both the slide pane and the slides pane have scroll bars, buttons and
boxes.
• If there is text in the notes pane, ____________________ will appear there to let you
move up and down through the text.
• In slide sorter view and notes page view, scroll tools will appear on the right side of the
window if they are needed.
• In normal view, you can click the previous slide button to move up to the previous slide
and click the next slide button to move to the following slide.
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21. Move through a Presentation Using the Keyboard: Your keyboard’s cursor control keys let you
jump from one slide to another as long as no text or object is selected on a slide.
a. __________________________
b. _______________________
c. ________________________
d. _______________________

22. Add Text to a Text Placeholder: Text is not typed directly onto a slide in PPT but is placed in
________________________. Text can be placed on a slide either by typing it directly or by
typing in the ____________________ in Normal View. A textbox can also hold a graphical
image.

23. Add Text in Outline View: Working in Outline view is like working in a ____________________.
PPT displays the text from each slide on the Outline pane – without any backgrounds,
placeholders or anything else that might distract you from your writing. You can navigate a
presentation in the Outline pane the same way you use the Slides pane – scroll to the desired
slide outline and then click it.

24. Select, Replace, and Delete Text: You can edit, replace and delete text directly on a slide. First,
_____________ the text to let PPT know what you want to edit. When text is selected and you
begin typing, the text is _________________. Whenever you select text it is highlighted with a
___________________________________-.

25. Copy and Move Text from One Slide to Another: Using the cut, copy and paste commands
allows you to move text from one slide to another. You can use these commands on many
kinds of objects in PPT including:
 _______________________
 _______________________
 ________________________

26. Print a Presentation with the Default Settings: PPT print command sends the currently open
presentation to the printer. The default settings produce a printout of the entire presentation,
___________________________________.

27. Save an Edited Presentation: Whenever you work on a presentation you should save it often.
You can also change the location of where the presentation is saved. Steps: file, save as
Just as we saw in Word, if you want to save it as a new file name, extension, or location you
must use __________________. PowerPoint 2013 file Extension is .__________________

28. Exit PowerPoint: When you exit PowerPoint by clicking on the X in the upper
________________ side of the PPT Window, the program closes as does your current
presentation. If you go to the backstage view by clicking File and then Close, you will close your
current presentation but PPT will still be __________________________.