Student Guide

40568A
Microsoft PowerPoint associate
2019
Module 2: Managing content on slides
 Managing content on slides

Contents
Contents..............................................................2
Module overview.............................................5
Description....................................................5
Scenario..........................................................6
Cornerstone..................................................6
Lesson 1: Inserting slide headers and footers 7
Overview.........................................................7
Warm-up........................................................7
Topic 1: Insert slide footers.....................8
Enter information in a slide footer. .8
Remove information from the slide footer 10
Activity: Discuss and learn................10
Try-it: Insert slide footers..................11
Try-it 1......................................................11
Try-it 2......................................................11
Try-it 3......................................................12
Topic 2: Insert notes and handouts headers and footers 12
Insert information into the notes and handouts header and footer 13
Remove information from the Notes and Handouts header or footer 14
Activity: Discuss and learn................14
Try-it: Insert Notes and Handouts headers and footers 15
Try-it 1......................................................15
Try-it 2......................................................15
Wrap-up.......................................................16
Lesson 2: Formatting text..........................17
Overview......................................................17
Warm-up.....................................................17
Topic 1: Use theme fonts......................18

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Apply font theme color.....................19

Eyedropper.............................................20
Applying a different font theme....21
Activity: Think-pair-share..................21
Try-it: Use theme fonts......................22
Try-it 1......................................................22
Try-it 2......................................................22
Try-it 3......................................................23
Topic 2: Format text in multiple columns 23
Create columns.....................................23
Remove columns.................................24
Manage columns.................................24
Activity: Group observation.............26
Try-it: Format text in multiple columns 26
Try-it 1......................................................26
Try-it 2......................................................27
Topic 3: Create bulleted and numbered lists 28
Select text...............................................28
Apply bullets to text...........................29
Demote or promote bullets.............29
Apply numbering to text..................29
Apply different bullets or numbering 29
Remove bullets or numbering from text 31
Bullets and numbering indents......31
Format Painter......................................32
Activity: Demo.......................................33
Try-it: Create bulleted and numbered lists 34
Try-it 1......................................................34
Try-it 2......................................................34
Wrap-up activity.......................................35
Lesson 3: Proofreading and getting insights 36

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Overview......................................................36
Warm-up.....................................................36
Topic 1: Use spell checker and Thesaurus 37
Spell check..............................................37
Correct errors........................................38
Thesaurus and synonyms.................40
Activity: Challenge...............................42
Try-it: Use spell checker and Thesaurus 42
Try-it 1......................................................42
Try-it 2......................................................43
Try-it 3......................................................43
Topic 2: Use Smart Lookup...................44
Smart Lookup........................................44
Activity: Pose a question...................44
Try-it: Use Smart Lookup..................45
Wrap-up.......................................................46
Lesson 4: Importing content.....................47
Overview......................................................47
Warm-up.....................................................47
Topic 1: Import a Word document outline 48
Import an outline from Word.........48
Activity: Tell a story.............................49
Try-it: Import a Word document outline 50
Try-it 1......................................................50
Try-it 2......................................................50
Try-it 3......................................................51
Topic 2: Import slides from another presentation 52
Reuse slides............................................52
Activity: Show and learn....................53
Try-it: Import slides from another presentation 53
Try-it 1......................................................53

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Try-it 2......................................................54
Wrap-up.......................................................54
Lesson 5: Adding linked content............56
Overview......................................................56
Warm-up.....................................................56
Topic 1: Import text by using Paste Special 57
Import linked text from Word........57
Update linked content.......................59
Activity: Pose a question...................60
Try-it: Import text by using Paste Special 60
Try-it 1......................................................60
Try-it 2......................................................61
Topic 2: Insert hyperlinks......................62
Insert hyperlinks...................................62
Hyperlink to an existing file.............62
Activity: Each one, teach one..........64
Try-it: Insert hyperlinks......................64
Try-it..........................................................65
Wrap-up.......................................................65
Glossary............................................................67
Cornerstone....................................................68
Overview......................................................68
Objectives....................................................68
Duration.......................................................69
Instructions.................................................69
Tasks..............................................................69
File 1: Cornerstone1_fruit_starter.pptx 69
File 2: Cornerstone2_cookbook_starter
.pptx..........................................................70

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 Managing content on slides

Module overview
Description
As you discovered in Module 1, creating a presentation in Microsoft PowerPoint is
relatively easy. You can create a great presentation in a few minutes. Keep in mind,
however, that you can always add extra touches to make your presentation even better
and more informative, not only for yourself but also for your audience and other users.
In this module, you'll learn how to use Microsoft PowerPoint 2019 to manage content
on slides. You'll begin by adding headers, footers, and page numbers to slides, and
formatting text, which includes applying and removing bullets or numbering. You'll then
move on to the important task of proofing your presentation, because no matter how
hard you work on any document, people always notice any spelling and grammar errors!
Do you know the phrase “why reinvent the wheel”? Well, in this module, you’ll learn how
to reuse slides from other presentations and how to create a presentation by using a
Word document. This will save you from having to create slides from scratch.
Finally, you'll learn how to import linked text from Microsoft Word and insert hyperlinks
to other documents, webpages, or places within the same presentation.
At the end of the module, you'll complete a Cornerstone project, and throughout each
lesson, there will be various activities and try-its. All these activities will help you become
a PowerPoint wizard.
The following table outlines the lessons in this module and their corresponding
objectives.

Lesson Learning objective Exam objective(s)

Inserting Add header and footer content.  2.2.3

slide headers
and footers

Formatting Format text and create bulleted or numbered  3.1.1

text lists.  3.1.2
 3.1.3

Proofreading Perform a spell check and use Smart Lookup.  NM

and getting

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insights

Lesson Learning objective Exam objective(s)

Importing Create a presentation from an existing Word  2.1.1

content document and reuse slides from other  2.1.2
presentations.

Adding Add linked content by using Paste Special  3.2.1

linked and insert hyperlinks.
content

Cornerstone: Edit an existing presentation and use a Word  All the above
Creating a outline to create a presentation for the
presentation cookbook launch party.
for a
cookbook-
launch party

Table 1: Objectives by lesson

Scenario
The farmers market team at Munson’s Pickles and Preserves Farm manages the farm
store and all local farmers market stands. As an intern on the Events Management team,
you're helping to promote the farmers market and a cookbook that'll soon be launched.
To do this, you'll create presentations that reuse content from existing documents and
presentations, and you'll modify the content per the requirements.

Cornerstone
The Events Management intern must create presentations that highlight farm produce
and offer a preview of the upcoming cookbook.
The events team has a Word document outline that needs to be converted for the
cookbook preview presentation. In the Cornerstone, you’ll:
 Import content by using a Word outline and Paste Special and reusing slides.
 Add header and footer content.
 Format text and apply bullets and numbering.
 Create a hyperlink to another place in the same presentation.

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Lesson 1: Inserting slide

headers and footers
Overview
This lesson introduces you to the PowerPoint features for adding headers, footers, and
page numbers to slides in a presentation.

Warm-up
What do you remember from Module 1? Ask your neighbor what their favorite topic
was.
Use these questions to find out what you already know about this lesson’s topics:
1. How many fields can be used to enter information in a slide footer?
Select the correct option.
a. 1
b. 2
c. 3
d. 4
2. How many fields can be used to enter information in a notes or handout header and
footer?
Select the correct option.
a. 1
b. 2
c. 3
d. 4

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3. Which of the following statements are correct?

Select all that apply.
a. There are no fields that can be edited on a slide header.
b. You can only add a header to a notes page or a handout.
c. All footers must be the same on every slide.
d. The date and time can only be entered in the header.
4. The date and time can be entered into a presentation footer so that it either updates
automatically or it is Select here to enter text..
Fill in the blank space.

Topic 1: Insert slide footers

You might find it useful to add information into a presentation slide footer. For
example, if you printed the presentation, having it time-stamped could help you ensure
that you have a copy of the most up-to-date version. The footer has three fields by
default that can display the date and time, slide numbers, and any other information
that you wish to display on each slide. The footer is hidden until you enter data into it,
and it is usually positioned at the bottom of each slide. At Munson’s, the preferred
option is to have the words Munson’s Pickles and Preserves Farm in the footer of every
slide except the first slide.

Enter information in a slide footer

To create a footer and enter information in it, perform the following steps:
1. Select the Insert tab, and then select Header & Footer in the Text group. The
Header and Footer dialog box opens with a Slide tab and a Notes and Handouts
tab.
2. On the Slide tab, there are three fields that you can choose to include on a slide.
3. To add the date and/or time to a slide, tick the check box next to the Date & Time
and then choose whether the date should be automatically updated or if you would
prefer a fixed date. If you select Update automatically, you can then choose the style
of date to display from the drop-down lists. If you select Fixed, you can enter the
date and/or time however you wish, and it won't be updated unless you edit it.
4. To add the slide number to a slide, select the check box next to Slide number.

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5. To add more information into a slide, select the check box next to Footer, then enter
the information that you want added into the box. The following screenshot depicts
the Header and Footer dialog box:

Figure 1: Header and Footer dialog box for slides

6. In the top-right corner of the dialog box, you'll find a preview picture indicating the
position of the fields for the date, slide number, and footer on each slide.
7. As you activate any of the fields, the preview picture will update to display that you
have added a field by adding a thicker border around it.
8. Select Don’t show on title slide if you don’t want anything displayed on the first slide.
9. Finally, select Apply to apply the changes to the selected slide(s) or Apply to All to
close the dialog box and return to your presentation.
10. Select Cancel or select Esc on your keyboard to close the dialog box without
applying any changes.
Note: You can also open the Header and Footer dialog box by selecting the Date &
Time button or the Insert slide number button in the Text group on the Insert tab.

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Did you know?

You and your friends and family use the Gregorian calendar. It’s the
international standard and it’s a solar calendar. There are also many
religious calendars, national calendars, and fiscal calendars.
In Microsoft Outlook, you can currently display an Arabic, English,
Hebrew, Hindi, Chinese, Japanese, Korean, or Thai calendar.

Remove information from the slide footer

It's important to note that if you add anything in a slide footer, it'll automatically appear
when you run the presentation. However, it’s easy to remove any content from the
footer. You can always add content again whenever you wish. (You'll learn about
running a presentation later in this course.)
To remove the footer information, perform the following steps:
1. As described previously, open the Header and Footer dialog box.
2. Clear any item that has been selected, and then select Apply to All.
3. Select Apply if you only want to remove footer content from the current slide.

Additional information
For more information on inserting headers and footers, go to: Insert or
change the slide numbers, date, or footer for on-screen slides

Activity: Discuss and learn

This activity will be a discussion about the best practices and advantages and
disadvantages of adding headers, footers, page numbers, and dates to presentations.

Resources required
You'll need the following resource for this activity:
 Open L1_T1_act_fruit_starter.pptx in this lesson’s Learning Activity Resources.

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Activity instructions
Participate in the activity by following these instructions:
1. Select Insert and then Header & Footer.
2. Examine the Header and Footer dialog box.
3. Participate in the discussion about adding information into slide headers or footers.
4. Consider the advantages and disadvantages of having information in a slide footer
when printed or when presented onscreen.

Try-it: Insert slide footers

In this leveled try-it activity, you'll insert information into a slide footer.

Try-it 1
In this try-it, you'll enter information in a slide footer.

Resources
You'll need the following resource for this try-it:
 Open L1_T1_try1_fruit_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Enter the text Munson’s Pickles and Preserves Farm in the footer of every slide
except the title slide.
2. Save the presentation.

Try-it 2
In this try-it, you'll enter the date and information in the slide footer.

Resources
You'll need the following resource for this try-it:
 Open L1_T1_try2_fruit_starter.pptx in this lesson’s Learning Activity Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Add the date to automatically update in the slide footer by using your preferred date
and time style. Then enter the text Munson’s Pickles and Preserves Farm into the
footer of every slide and page numbers on all slides except the first slide.
2. Save the presentation.

Try-it 3
In this try-it, you'll enter the date into the slide footer in the title slide and other
information in the following slides only.

Resources
You'll need the following resource for this try-it:
 Open L1_T1_try3_fruit_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Add the date to automatically update in the slide footer by using your preferred date
and time style on the first slide only.
2. On slides 2 through 8, enter the text Munson’s Pickles and Preserves Farm into the
footer of the selected slides.
3. Save the presentation.

Topic 2: Insert notes and handouts

headers and footers
Headers and footers contained in notes and handouts are very similar to footers on
a slide, except that there are usually four fields: two in the header area and two in the
footer area. Adding text into the note and handouts header and footer is useful when
you print any notes pages or print handouts for people attending a presentation. At
Munson’s, the preferred option is to have the text Munson’s Pickles and Preserves Farm
in the header of every notes page and handout.

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Insert information into the notes and handouts

header and footer
Although there is only one tab in the Header and Footer dialog box for notes and
handouts, they are separate items that look completely different when printed. They just
contain the same information in the header and footer areas.
To create headers and footers in PowerPoint Notes and Handouts, perform the
following steps:
1. On the Insert tab in the Text group, select Header & Footer.
2. The Header and Footer dialog box will open with a Slide tab and a Notes and
Handouts tab.
3. On the Notes and Handouts tab, there are four fields that you can choose to
activate: Date and time, Slide number, Header text and Footer text.
4. In the top-right corner of the dialog box, there is a preview picture, indicating the
position of the fields for on each page.
5. As you enable any of the fields, the preview picture will update to display that you
have added a field by placing a thicker border around it. The following screenshot
depicts the Notes and Handouts tab in the Header and Footer dialog box:

Figure 2: Header and footer dialog box Notes and Handouts tab

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6. After you've enabled the selected fields and entered the relevant information, select
Apply to All to close the dialog box and return to your presentation, or select Cancel
or Esc on your keyboard to close the dialog box without making any changes.

Remove information from the Notes and Handouts

header or footer
Here is what you'll do to remove headers and footers from notes and handouts:
1. As described previously, open the Header and Footer dialog box.
2. Clear any item that has been selected and select Apply to All.

Additional information
For more information on inserting headers and footers into the notes
page, go to: Edit page numbering, footers, and headers for Notes
pages in PowerPoint

Additional information
The fields in the header and footer can be edited via the PowerPoint
Slide Master, Handout Master, and Notes Master. This will be covered
in more detail in Module 7: Managing Slide Masters and presentation
settings. If you can’t wait to find out more, go to: Edit page
numbering, footers, and headers for Handouts in PowerPoint

Activity: Discuss and learn

This activity will be a discussion about the difference between the slide footer and the
notes and handouts header and footer.

Resources required
You'll need the following resources for this activity:
 Open L1_T2_act_fruit_starter.pptx in this lesson’s Learning Activity Resources.

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Activity instructions
Participate in the activity by following these instructions:
1. Access the Header and Footer dialog box and select the Notes and Handouts tab.
2. Participate in the discussion by answering or asking questions.
3. Add information into the handout and notes page.
4. Close the dialog box and observe the position and contents of the header and footer
in Notes Page view.

Try-it: Insert Notes and Handouts headers and

footers
This try-it has two levels for inserting information into a header or footer.

Try-it 1
In this try-it, you will add the current date in the notes page and the handouts.

Resources
You'll need the following resources for this try-it:
 Open L1_T2_try1_fruit_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Add the current date and time to the notes page by using any date and time style
and language available.
2. Save the presentation.

Try-it 2
In this try-it, you'll add a fixed date in the notes page and a header in the handouts.

Resources
You'll need the following resources for this try-it:
 Open L1_T2_try2_fruit_starter.pptx in this lesson’s Learning Activity Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Add a fixed date to the notes page to display the current month and year only.
2. Add page number and enter the text Seasonal Fruit into the handouts header.

Wrap-up
Now that you know all about headers and footers, use these questions to check what
you learned in this lesson. Then ask your neighbor to describe one thing about headers
and footers:
1. Which of the following information fields can be entered into a notes page?
Select all that apply.
a. Author
b. File Path
c. Slide number
d. Date
2. The Header & Footer command belongs to the Select here to enter text. group.
Fill in the blank space.
3. Which of the following statements is correct?
Select the correct option.
a. Any information added into the slide footer will be repeated in the notes page
and Handout footer.
b. Notes and Handouts are two separate documents.
c. There is no difference between the information contained in a slide footer and in
a Notes or Handouts footer.
d. A notes page can display information in every page header and leave the first
page header empty.
4. When you add a header in the Notes and Handouts header to save the information,
you must select Select here to enter text..
Fill in the blank space.

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Lesson 2: Formatting text

Overview
In this lesson, you'll learn how to apply built-in styles to format text in a slide, how to
format text in multiple columns and how to add bullets and numbers to a list.
Formatting text in a PowerPoint presentation is very similar to formatting text in Word.
You can select any text on a slide and apply any formatting you like from the Home tab.
For example, you can change the font type, color, or size; apply italics, bold, or
underline; or change the alignment. However, in this lesson, you'll learn how to apply
built-in styles to format text in a slide, how to format text in multiple columns, and how
to add bullets and numbers to a list.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. The Select here to enter text. command allows you to format a list of text into
multiple lists in the same placeholder.
Fill in the blank space.
2. In which group would you find Segoe?
Select the correct option.
a. Styles
b. Paragraph
c. Font
d. Clipboard
3. When a bullet is indented under another bullet, it is known as:
Select the correct option.
a. A level 2 bullet
b. An indented bullet
c. A level 3 bullet
d. A sub-bullet

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4. What tool allows you to pick up a color from another object on a slide?
Select the correct option.
a. Eyedropper
b. Font Color
c. Text Highlight Color
d. Format Painter
5. Which of the following statements is true?
Select the correct option
a. Columns cannot be applied in PowerPoint; it is a feature of Word only.
b. You cannot have more than two columns in a placeholder.
c. You can have more than two columns in a placeholder.
d. Multiple columns must have bullets applied.
6. The Numbering command is part of which group?
Select the correct option
a. Clipboard
b. Font
c. Paragraph
d. Styles

Topic 1: Use theme fonts

Most companies, large or small, including Munson’s Pickles and Preserves Farm,
have their own brand theme colors and fonts. This ensures that everyone is using
consistent colors and font styles in all their documentation and helps people recognize
the company brand. No matter what theme has been applied to your presentation,
there are a set of colors and fonts that belong to the theme; however, you can quickly
change the theme font and colors if needed.

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Apply font theme color

To change the theme color of your font, perform the following steps:
1. Select the text that you would like to change.
2. From the Font Color drop-down arrow on the Home tab, select the color that you
would like to apply from Theme Colors.
3. Be careful to choose a color that has good contrast against any other colors applied
to the slide, such as the background color.
4. You can choose any color from under Standard Colors or go to More Colors to
choose a more specific color to apply. Again, be careful to choose a color that
matches the rest of the slide content.

Did you know?

Every color that you use has a unique RGB (Red, Green, Blue) code,
whether it’s a font color, background color, picture color, or anything
else. Why not apply your favorite color to anything in your
presentation and find its code by using the More Colors > Custom
option from the Font color drop-down arrow? Maybe you can create
your own new color that is even better than your favorite!
Here's a super nerdy question
How do colors appear in binary? Every color has a binary reference.
RGB colors are coded from 0 to 255 (256 total values) in a binary
arrangement of 0s and 1s in a sequence of 8. The first value in the 8-
bit sequence is 1, then 2, then 4, then 8, then 16, then 32, then 64,
then 128, totaling 255. Then, including the 0, there are 256 bits. There
needs to be a decimal to hexadecimal conversion, but it too is found
within binary.

Additional information
For more information on color contrast, go to: Combining colors in
PowerPoint – Mistakes to avoid
 For more information on Munson’s brand guidelines, open
Munson_style_guide_document.docx in the Learning Resources
folder.

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Eyedropper
At the bottom of the Font Colors list, you'll find the Eyedropper Text Fill tool (a button
with an eyedropper icon). This is an excellent tool that helps you quickly apply the exact
same color from anything on your slide to any text on your slide.
Here is how you can use the Eyedropper tool to change font color:
1. Select the text to change.
2. Select the drop-down arrow next to Font Color.
3. Select the Eyedropper tool, then select the top of any object on the slide that has
the color you want to use.
4. The eyedropper will pick up the exact color and apply it automatically to the selected
text.
5. The next time you select the drop-down arrow against Font Color the color you
selected will be listed under Recent Colors. The following screenshot depicts the
font color drop-down menu:

Figure 3: Font Color drop-down menu

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Applying a different font theme

To apply a different font theme, perform the following steps:
1. Select the More arrow in the Variations group on the Design tab.
2. Select Colors and select any color scheme from the list.
3. Select Fonts and select any font type from the list.
Your entire presentation will be automatically updated to match your chosen colors and
font.

Did you know?

You can use the PowerPoint Slide Master to make changes to every
slide in your presentation. You can even save your presentation as a
theme or a template, making your life much easier in future. You’ll get
to learn about slide masters in future modules.

Additional information
For more information on fonts, go to: Change the default font in
PowerPoint

Activity: Think-pair-share
You and your elbow partner will review a presentation together. The presentation hasn’t
been designed very well. Discuss with your partner how the presentation could be
edited to make the information more readable.

Resources required
You'll need the following resources for this activity:
 Open L2_T1_act_farmers_market_starter.pptx in this lesson’s Learning Activity
Resources.

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Activity instructions
Participate in the activity by following these instructions:
1. Examine the information on each slide. Do you think that anything should be
changed to help make the information more readable?
2. Would you present the data any differently for different audiences?
3. Offer your partner suggestions for alterations would be useful.
4. Be prepared to share your ideas with the class.

Try-it: Use theme fonts

This try-it has three levels about fonts. On level 3, you could imagine that you are a
forensic scientist trying to work out what formatting has been applied to a slide.

Try-it 1
In this try-it, you'll apply a specific font to text on the slide.

Resources
You'll need the following resources for this try-it:
 Open L2_T1_try1_farmers_market_starter.pptx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Apply the Verdana font to the title text on slide 2.
2. Increase the font size on the bulleted list on slide 4 to match the size of the bulleted
lists on other slides.

Try-it 2
In this try-it, you'll apply a font theme to the entire presentation.

Resources
You'll need the following resources for this try-it:
 Open L2_T1_try2_farmers_market_starter.pptx in this lesson’s Learning Activity
Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
 Apply the Trebuchet MS font theme to the entire presentation.

Try-it 3
In this try-it, you'll examine the formatting applied to the text on a slide.

Resources
You'll need the following resources for this try-it:
 Open L2_T1_try3_farmers_market_starter.pptx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Examine the contents of slide 3.
2. Note the formatting that has been applied to title text and the bulleted list.
3. Ensure that the text on slide 2 and slide 4 matches the formatting on slide 3.

Topic 2: Format text in multiple

columns
PowerPoint enables you to create columns in placeholders, text boxes, and shapes
to present information in lists across the slide, without using tables. As you enter text or
other items into a column, PowerPoint fills up the first column and then wraps text to
the next column.

Create columns
To create columns in presentations, perform the following steps:
1. Select the placeholder, text box, or shape that you wish to create columns in and
then select the Add or Remove Columns command in the Paragraph group on the
Home tab.

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2. Choose the number of columns you would like from the list or select More columns
to add more columns and/or set the spacing between each column. The following
screenshot depicts the Columns dialog box:

Figure 4: Columns dialog box

Remove columns
To remove the columns, perform the following steps:
1. Select the placeholder, text box, or shape you wish to remove columns from.
2. Select the Add or Remove Columns command in the Paragraph group on the
Home tab.
3. Select 1 from the list.

Manage columns
To manage the columns that you created earlier, perform the following steps:
1. Access the context menu or right-click in the placeholder, text box, or shape.
2. Select Format Shape from the menu.
3. Select Text Options on the format panel on the right of the Textbox. The following
screenshot depicts the Format Shape pane:

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Figure 5: Format Shape pane – Text Options

4. From the Format Shape, Text Options pane you can:

o Set the Vertical alignment.
o Set the Text direction.
o Choose to not AutoFit content, shrink on overflow or resize shape to fit text.
o Alter the left, right, top, and bottom margins.
o Choose to wrap text within the shape.
o Select Columns to open the Columns dialog box to alter the number of columns
and/or set the spacing between each column.

Additional information
For more information on formatting columns, go to: Create columns of
text in a text box or shape in PowerPoint

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Activity: Group observation

Work in small groups (or in pairs) to examine a presentation’s contents. What do you
and your fellow classmates notice about the text? What would you change?

Resources required
You'll need the following resources for this activity:
 Open L2_T2_act_spring_crops_starter.pptx in this lesson’s Learning Activity
Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Examine the slides within your group and consider these questions:
a. Is there anything odd about the bullets?
b. Are the fonts the same size on each line?
c. Which slide is easier to understand?
d. If the Design Ideas pane pops up on the screen, are there any suggestions for
making the slides more readable?
2. Compare your group's observations with other groups' observations.
3. You'll get to practice this in the upcoming try-its and in the next topic.

Try-it: Format text in multiple columns

This is a leveled try-it about formatting text in columns.

Try-it 1
In this try-it, you'll format columns of text in a placeholder.

Resources
You'll need the following resources for this try-it:
 Open L2_T2_try1_spring_crops_starter.pptx in this lesson’s Learning Activity
Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Compare the contents of the May slide with the March and April slides.
2. Make any alteration that is required to make sure that both columns of information
have the same font size and type applied as the May slide.
3. Remove any unnecessary gaps within the list to make the columns line up better
with each other.
4. Format the April slide to display the bulleted list in two columns and apply the same
size font as the bulleted list on the May slide.

Try-it 2
In this try-it, you'll apply and format columns to the text in a placeholder.

Resources
You'll need the following resources for this try-it:
 Open L2_T2_try2_spring_crops_starter.pptx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Format the text on the March slide into three columns.
2. Manage the columns so that the top and bottom margins are 0.1 inches (0.25
centimeters, or cm).
3. Increase the gap between columns to 0.2 inches (0.5 cm).
4. On the May slide, use the Delete key and Enter key on your keyboard to ensure that
the same indents are applied to all the bullets in the third column.

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Topic 3: Create bulleted and numbered

lists
Applying bullets or numbering to text is a great way to organize your text or show
a sequential process within your PowerPoint presentation. Applying bullets or
numbering to text is easy. However, be careful about ensuring consistency with the
indents (the gap between the bullet or number and the text, and the gap between the
placeholder and the bullet or number).

Did you know?

There are many opinions all around the world about the maximum
number of bullets to include on a slide and the maximum number of
words to include per bullet. The most common opinion is that a slide
should have no more than six bullets and no more than eight words
per bullet. As you learn more about using PowerPoint, you might
agree or disagree. It will be interesting to find out what you think.

Select text
Before you apply bullets or numbering to text within a placeholder, shape, or text box, it
is worth checking that you know how to select text, and of course there are many ways
to do it! The process is very similar to selecting text in Word.
You can either:
 Use your pointer device to drag across text.
 Double-click on a word to select it. Or use Ctrl+Shift+Arrow keys to select a word
from current position in any direction. Continue to select the arrow key to select
more words in the same direction.
 Select the border of the placeholder to select everything contained within the
placeholder.
 Select anywhere within the placeholder and select Ctrl+A to select everything.

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Apply bullets to text

To apply bullets to the text, perform the following steps:
1. Select the text to have bullets applied.
2. Select the Bullets command in the Paragraph group on the Home tab.
3. All selected text will have first-level bullets applied.

Demote or promote bullets

 Select Increase Indent to demote a bullet from a first-level to second-level bullet, or
second- to third-level bullet, for example. (This means that the next-level bullet
becomes a "sub-bullet" of the bullet above.)
 Select Decrease Indent to promote a bullet from second to first level, or third to
second level bullet. (This means that the bullet becomes the parent of the bullet
below.)

Apply numbering to text

To add numbering to text, perform the following steps:
1. Select the text to have numbering applied.
2. Select the Numbering command from the Paragraph group on the Home tab.

Did you know?

You can have up to nine levels of bullets on a slide. How cool is that!

Apply different bullets or numbering

To apply different bullets or numbering styles, perform the following steps:
1. Select the text with the bullets or numbering that you wish to change.

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2. Select the drop-down arrow on the Bullets command to choose a different style
from the gallery. Or select the drop-down arrow on the Numbering command to
choose a different numbering style.
3. Select Bullets and Numbering at the bottom of either menu to open the Bullets
and Numbering dialog box.
4. Use the Bulleted tab to customize the bullet style.
From the Bulleted tab, you can:
 Change the bullet size and color.
 Select Picture to use a picture from your own files, an online source, or from the
Icons options as bullets.
 Select Customize to use a symbol as bullets. There are many font styles to use as a
base, for example Segoe UI Emoji. The following screenshot depicts the Bulleted
tab in the Bullets and Numbering dialog box.

Figure 6: Bullets and Numbering dialog box – Bulleted tab

 Use the Numbered tab to customize the number style.

From the Numbered tab, you can:
 Change the bullet size and color.
 Change the number to start at 1. The following screenshot depicts the Numbered
tab in the Bullets and Numbering dialog box.

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Figure 7: Numbered tab in the Bullets and Numbering dialog box

Remove bullets or numbering from text

To remove the bullets or numbering from the slide text, perform the following steps:
1. Select the text to have bullets or numbering removed.
2. Do one of the following:
o Select the Bullets or the Numbering command in the Paragraph group on the
Home tab.
o Select immediately before the text (between the bullet and the text, or between
the number and the text) and use Backspace to remove the bullet.

Bullets and numbering indents

Working with bullets and numbering can be a little tricky. You always must make sure
that every bullet is lined up with the same size gap between the bullet and the text. It’s
one of the things that people notice if it's wrong, like spelling and grammar mistakes.
When you have applied bullets or numbering to text, indents are applied by default.
However, it might be easier to work with indents if you have the ruler displayed. To
display the ruler, select Ruler on the View tab on the ribbon.

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The diagram below displays the three default indent markers on left side of the ruler.

Figure 8: Indents on the ruler

The arrow that points downward is known as the First line indent, which means where
the bullet or number will be positioned in the placeholder. A bullet or number is usually
flush to the left margin of the placeholder. You can drag the marker left or right to
reposition the bullet.
The arrow that points upward has two purposes. It has a small triangle at the top and a
small square underneath. The triangle is known as the Hanging indent, which refers to
the gap between the text and the bullet or number. Just like the first line indent, you can
drag the hanging indent to make the gap wider or smaller. The square is the Left
indent, which if dragged left or right will move the bullet and the text position at the
same time.
It’s a little tricky to get your pointer device in the correct position. Hover your pointer
over either of the markers and a ScreenTip will appear to help.

Did you know?

You can change normal bullets into emojis, hearts, cars, airplanes, and
almost anything you can think of. Maybe you and your classmates
can have some fun experimenting to find out who can apply the most
interesting bullets on a slide.

Format Painter
Sometimes working with bullets and numbering can be slow and tedious. Luckily, you
can use the Format Painter to apply bullets, including the indentation, from one bullet to
another.
To use the Format Painter tool, perform the following steps:
1. Select the line of text that has the bullets and indentation exactly as you want them.
2. Select Format Painter in the Clipboard group on the Home tab once, and then
select any other line(s) of text. They'll have the same bullets and indentation applied.
Or

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1. Select Format Painter to paint the formatting as many times as you like on as many
slides as you like.
2. Select Esc on your keyboard or select Format Painter to turn the feature off.
Remember how long you spent on the last topics? Wouldn’t it have been great to know
about the Format Painter?

Additional information
For more information on adjusting indents on a bulleted or numbered
list, go to: Adjust the indent in a bulleted or numbered list on the ruler

Video
To review a video on creating a bulleted list, go to: Add bullets or
numbers to text

Activity: Demo
In this activity, your teacher will demonstrate the following by using the data that you
provide:
 Applying bullets to text.
 Removing bullets from text.
 Applying a different bullet style from the library.
 Applying numbering.
 Using Format Painter.

Resources required
You'll need the following resources for this activity:
 Create a new blank presentation.

Activity instructions
Participate in the activity by following these instructions:
1. Create a new blank presentation and insert two new Title and Content slides.
2. Enter the heading Favorites in one slide and Least favorite in another.
3. When prompted, shout out your favorite or least favorite food.
4. Add any food items to create a bulleted list on either slide as appropriate.

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5. Follow the teacher's demonstration on how to change the default bullets to

something else and how to create sub-bullets.
6. Save your presentation as Our_food.pptx plus your initials in the Learning resources
folder for use in the try-it.

Try-it: Create bulleted and numbered lists

This leveled try-it is about creating bulleted and numbered lists.

Try-it 1
In this try-it, you'll apply bullets to text on the slide.

Resources
You'll need the following resources for this try-it:
 Open Our_food.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Apply any bullet style to the text on the Favorites slide.

Try-it 2
In this try-it, you'll change bullets to numbering and create sub-bullets.

Resources
You'll need the following resources for this try-it:
 Open Our_food.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Change the bullets on the Favorites slide to numbering.
2. Increase the gap between the numbering and the text to the next mark on the ruler.
3. Apply the same formatting to the list on the Least favorites slide.

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Wrap-up activity
Open L2_wrap_up_farmers_market.pptx and use the eyedropper tool to change the
font color to any color on the Munson’s logo on slide 1. Challenge your neighbor to find
the exact RGB color you have used first. Then select this link, Combining colors in
PowerPoint – Mistakes to avoid, for considerations when you're using PowerPoint in
future. After reading this article, you might start to notice mistakes that others make
when presenting data in PowerPoint.

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Lesson 3: Proofreading and

getting insights
Overview
Imagine being faced with the task of creating a presentation about a subject that you
don’t know much about. Don’t worry too much if that ever happens to you! There are
some great features in PowerPoint that can really help, such as Smart Lookup. All you
need to do is enter a subject to research and Smart Lookup will come to the rescue. This
resource can lead to enriched slide content that not only inspires your audience but also
you, too!
When you've created the slide content, you can use spell check to check for errors and
use Thesaurus or Synonyms to replace words with similar words. How cool is that?

Warm-up
Do you have any concerns about we've covered in this course so far? Ask your neighbor
if they would like any help or a reminder of anything that's been covered already.
Use these questions to find out what you already know about this lesson’s topics:
1. The Spelling command can be found on which tab on the ribbon?
Select the correct option.
a. Slide Show
b. Home
c. Insert
d. Review
2. If you would like to learn more about a word or phrase, you can use Select here to
enter text. Lookup.
Fill in the blank space.

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3. Which of the following statements are correct?

Select all that apply.
a. Thesaurus can be accessed by right-clicking or activating the context menu.
b. Synonyms can be found on the Review tab.
c. Thesaurus can be found on the Review tab.
d. Synonyms can be found on the Home tab.
4. Which of the following is the shortcut key to access Thesaurus?
Select the correct option.
a. F7
b. Shift+F7
c. F11
d. Shift+F11

Topic 1: Use spell checker and

Thesaurus
Always remember to spell check any work you do, whether in Word, Outlook,
PowerPoint, or any other application. Your presentation could be brilliant, a work of
genius, but that one spelling mistake might be the thing that people notice and
remember. There is no excuse for spelling mistakes. That’s something you’re sure to
discover in the future, especially if you end up working an organization that deals with
international companies.
In addition, not everyone has a wide range of vocabulary. Fortunately, you can enter a
simple word such as nice, happy, or fun and then use Thesaurus or Synonyms to replace
it with a different, more exciting word.

Spell check
When a spelling error has been detected, a red wiggly line will appear underneath the
word, as depicted in Figure 9.

Figure 9: Example of a spelling error

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Grammar errors will have a blue double underline underneath, as depicted in Figure 10.

Figure 10: Example of a grammar error

Correct errors
You can correct errors as you proceed or run a spell check at any time to scan through
your work. Here is how:
 Access the context menu or right-click the marked error and select the correct
option if it is listed.
Or
1. Select Spelling in the Proofing group on the Review tab (or select F7). The Spelling
pane will pop up in the right side of your application. Suggestions will be offered on
the pane for the first spelling error that has been detected.
2. Select any of the suggested corrections and then select Change or Change All. The
spell check will continue from error to error until there are no more detected errors.
3. At any time during the spell check, you can edit anything on a slide and then select
Resume to continue with the spell check. The following screenshot depicts the
Spelling pane:

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Figure 11: Spelling pane

4. At the bottom of the pane, if there are any synonyms available for the word that you
selected on the pane, these will be listed for your information.

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Here is a list of the possible options that you can use on the Spelling pane:

Ignore Once Select to ignore this instance of the detected error and
continue checking.

Ignore All Select to ignore every instance of the detected error and
continue checking.

Add Select to add the detected error to your dictionary so that it is

not considered an error in future.

Change Select to change the current error to a suggested word from

the pane.

Change All Select to change all entries of the detected error with a
suggested word from the pane.

🔊 (Read Aloud) Select to hear the word spoken aloud.

Resume This option will appear if you have edited a slide without using
the Spelling pane. Select resume to continue with the spell
check.

Thesaurus and synonyms

Thesaurus is a fantastic tool to help you make your text livelier. Simply select any word
that you have entered on a slide, and then either:
1. Access the context menu (or right-click) and select Synonyms.
2. Select any offered replacement word or select Thesaurus to open the Thesaurus
pane, or select Thesaurus in the Proofing group on the Review tab.
3. Select any suggested replacement word or phrase from the Thesaurus pane.
In the example below, the word fantastic was used as a starting point. It’s amazing how
many replacement possibilities there are. More than 20 displayed!

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The following screenshot depicts the Thesaurus pane:

Figure 12: Thesaurus pane

Note: You could replace a word with a different word and then use the Find and
Replace tool to find every entry of the original word and replace it with the new word.

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Video
To review the video on spell checking your presentation, go to: Check
spelling in PowerPoint

Activity: Challenge
In this activity, your teacher will ask you to open the presentation for this activity and
ask who can find interesting substitute words for enables, collect and make. You'll then
compare your choice of words with your partner or neighbor's choices.

Resources required
You'll need the following resources for this activity:
 Open L3_T1_act_bees_starter.pptx in this lesson’s Learning Activity Resources.

Activity instructions
The following are the steps that you must perform during this activity:
1. Find enables, collect, and make.
2. Use Synonyms or Thesaurus to find substitute words.
3. Compare with your classmates.

Try-it: Use spell checker and Thesaurus

This is a leveled try-it for proofing a presentation.

Try-it 1
In this try-it, you'll spell check a presentation.

Resources
You'll need the following resources for this try-it:
 Open L3_T1_try1_planting_schedule_starter.pptx in this lesson’s Learning Activity
Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Run a spell check on all slides.
2. Make changes as necessary.
3. Save the presentation using the same filename plus your initials.

Try-it 2
In this try-it, you'll spell check a presentation and use Synonyms to substitute words.

Resources
You'll need the following resources for this try-it:
 Open L3_T1_try2_fruit_veg_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Use a shortcut key to run a spell check on all slides.
2. Make changes as necessary.
3. Use Synonyms to change the following words to something more interesting:
Versatile and Aromatic.
4. Save the presentation using the same filename plus your initials.

Try-it 3
In this try-it, you'll use Thesaurus, Find and Replace.

Resources
You'll need the following resources for this try-it:
 Open L3_T1_try3_fruit_veg_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Find all instances of the word flavour and replace them with flavor.
2. Use Thesaurus to find another word for full.

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3. Use the Find and Replace tool to replace all entries of the word full with the word
that you would like to use instead.
4. Go through the presentation to check that all the slides make sense.
5. Make edits where necessary.
6. Save the presentation using the same filename plus your initials.

Additional information
For more information on using Find and Replace in PowerPoint, go to:
Find and replace text

Topic 2: Use Smart Lookup

Have you ever found yourself struggling for inspiration or maybe wishing you knew
more about specific subjects? Well, the Smart Lookup feature is available in many
Microsoft Office applications and it’s there to help. You’ll never have to search around
for content again, and you never know what you might learn!

Smart Lookup
To perform a Smart Lookup, perform the following steps:
1. Select any word on your slide.
2. Access the context menu or right-click and select Smart Lookup from the menu, or
select Smart Lookup from the Insights group on the Review tab.
3. Select any article offered on the Search pane.
Note: You'll need access to the internet to use Smart Lookup.

Additional information
For more information on getting insights with Smart Lookup, go to:
Get insights into what you're working on with Smart Lookup

Activity: Pose a question

In this activity, the teacher will pose a question asking if you can think of any reason to
use the Smart Lookup feature. You'll need to think of a subject that you would like to
know about.

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Resources required
You'll need the following resources for this activity:
 Create a new blank presentation.

Activity instructions
Participate in the activity by following these instructions:
1. Come up with a list of subjects that you're interested in.
2. Be prepared to share your thoughts with your classmates.
3. Your teacher might use your suggestion to demonstrate using Smart Lookup.

Try-it: Use Smart Lookup

This try-it will be an Each one, teach one try-it. Pick a topic out of a container (or
whatever is available to pick from) to research. Then take a few minutes to explain the
topic to your neighbor.

Resources
You'll need the following resources for this try-it:
 Open any presentation or create a new blank presentation.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Choose a topic.
2. Use Smart Lookup to research the topic.
3. Add an extra slide or two to enter some notes about the subject that you researched.
4. Explain the topic to your partner/neighbor.

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Wrap-up
Now that you've had a chance to research various topics, can you think of any other
topic to research that will help you in any other class at school or at home? Challenge
your friends and family to see who can find the most interesting subject to research.
1. What is the keyboard shortcut for checking spelling in a presentation?
Select the correct option.
a. F1
b. F4
c. F7
d. F11
2. Which of the following marks a grammar error on a slide?
Select the correct option.
a. A red wiggly line
b. A golden dashed line
c. A blue single underline
d. A blue double underline
3. When running a spell check, select the Select here to enter text. symbol on the
Spelling pane to have the selected text read aloud.
Fill in the blank.
4. In which group will you find the Replace, Spelling, and Smart Lookup commands?
 Insights
 Editing
 Proofing
Categorize the following items by adding the appropriate group name next to each
item.
a. Replace - Select here to enter text.
b. Spelling - Select here to enter text.
c. Smart Lookup - Select here to enter text.

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Lesson 4: Importing content

Overview
What if you've created content before in other applications and needed to create a
presentation that uses the same content? That could take some time and, let's face it,
we're all busy these days! Well, it just so happens that you can use several methods to
take data from other applications such as Word or Excel and pop it into PowerPoint
whenever you need to.

Warm-up
Before getting into Lesson 4, is there anything that you are unsure about in the last
three lessons? Write down any questions or topics on which you'd like more details and
drop them into the mud puddle. The teacher or your fellow students might be able to
address your concerns during the wrap-up or at some point during the lesson.
You can use these questions to find out what you already know about this lesson’s
topics:
1. To import an outline from Word, you would start the process by selecting the Select
here to enter text. command from the Home tab.
Fill in the blank.
2. To use an outline from Word to create a presentation, what kind of formatting must
be applied to any text in the Word document you would like automatically inserted
in PowerPoint?
Select the correct option.
a. Heading styles
b. Bold text
c. Bold and underlined text
d. Bold text with at least font size 24

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3. Which of the following statements are correct?

Select all that apply.
a. Slides can be reused from other slides by using Copy and Paste.
b. Slides can only be reused from other slides by using Cut and Paste.
c. Text can only be used from a Word document by using Copy and Paste.
d. Slides can be reused from several presentations to create a new presentation.
4. In which group will you find the Copy, Paste, New Slide, and Reuse Slide
commands?
o Slides
o Clipboard
Categorize the following items by adding the appropriate group name next to each
item.
a. Copy - Select here to enter text.
b. New Slide - Select here to enter text.
c. Paste - Select here to enter text.
d. Reuse Slide - Select here to enter text.

Topic 1: Import a Word document

outline
If you have created a document in Microsoft Word, you can use it to help create a
presentation in PowerPoint. There's no need to copy content from Word and paste it
into PowerPoint.

Import an outline from Word

Before you import a Word outline into PowerPoint, you should check the formatting
that has been applied to the Word document. Any text that has a Heading 1, Heading 2,
or Heading 3 style applied will be recognized in PowerPoint. (There is a link under the
Additional information section if you would like to learn more about applying styles to
text in a Word document).
Text with Heading 1 applied will be the slide titles, Heading 2 will become bullets, and
Heading 3 will become sub-bullets.

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Here are some pointers to keep in mind:

 Make sure that the Word document to be imported is closed.
 Switch back to PowerPoint and create a new presentation or select the slide in any
existing presentation where you wish to import the outline.
 Select New Slide from the Slides group on the Home tab.
 Select Slides from Outline.
 Locate the document to import and select Open (double-click it).
 New slides will automatically be inserted after the slide that you selected.

Video
To review the video on importing a Word outline into your PowerPoint
presentation, go to: Import a Word outline into PowerPoint

Activity: Tell a story

In this activity, your teacher tells you that they have a Word document that they have
spent some hours creating and they need to create a PPT to present to all the students.
The teacher wonders if there's any way to use some of the text in the Word document
rather than having to type it again. The teacher explains that they normally use copy and
paste, but points out that doing that takes time, too. The teacher then asks if you have
any suggestions.

Resources required
You'll need the following resources for this activity:
 Create a new blank presentation and open L4_T1_act_farm_food_starter.docx in
this lesson’s Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L4_T1_act_farm_food_starter.docx and notice any headings or text with
heading styles applied.
2. Close the document.
3. Enter Farm Foods in the title slide.
4. Follow the teacher’s demo to import the outline
5. Save the presentation as Farm_food plus your initials.

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Try-it: Import a Word document outline

This is a leveled try-it that uses a Word document to create new slides in
PowerPoint.

Try-it 1
In this try-it, you'll insert slides by using an existing Word outline.

Resources
You'll need the following resources for this try-it:
 Open L4_T1_try1_farm_food_starter.pptx in this lesson’s Learning Activity
Resources.
 L4_T1_try1_farm_food_starter.docx will be required for the outline.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Insert new slides at the end of the presentation from an outline by using the
L4_T1_try1_ farm_food_starter.docx document.
2. Save the presentation using the same filename plus your initials.

Try-it 2
In this try-it, you'll check the Word document for styles and import the document to
create a new presentation.

Resources
You'll need the following resources for this try-it:
 New blank presentation in this lesson’s Learning Activity Resources.
 L4_T1_try2_farm_food_starter.docx will be required for the outline.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Scan through L4_T1_try2_farm_food_starter.docx.
2. Notice any styles that have been applied to headings.
3. Import the Word document into a new presentation.

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4. Add the heading Farm Foods into the first slide title.
5. Save and close the presentation as Farm_foods_try2 plus your initials.

Try-it 3
In this try-it, you'll apply styles to a Word document and then use it to create a new
presentation in PowerPoint.

Resources
You'll need the following resources for this try-it:
 New blank presentation in this lesson’s Learning Activity Resources.
 L4_T1_try3_farm_food_starter.docx will be needed for the outline.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Scan through L4_T1_try3_farm_food_starter.docx.
2. Notice any styles that have been applied to headings.
3. Apply Heading 1 style to the Apples for eating raw, Apples for cooking, and
Pears text.
4. Apply Heading 2 style to the text From our farm to your table.
5. Save and close the document.
6. Import the Word document into a new presentation.
7. Enter Farm Foods into the first slide title.
8. Save and close the presentation as Farm_foods_try3 plus your initials.

Video
To review the video on applying styles in Word, go to: Apply styles

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Topic 2: Import slides from another

presentation
Remember the phrase “Why reinvent the wheel?” from Lesson 1? If you don’t, then
that’s a good phrase to use Smart Lookup on. Why create slides that have been created
before? In this topic, you'll learn how to reuse slides rather than create them from
scratch.

Reuse slides
When you import a slide from one presentation to another, it's a copy of the original.
Changes that you make to the copy do not affect the original slide because the
presentations are not linked in any way.
To reuse slides from another presentation, perform the following steps:
1. Open or create the presentation that you would like to reuse slides in.
2. Select Reuse Slides from the Slides group on the Home tab.
3. Recent presentations will pop up in the Reuse Slides pane on the right side of the
application.
4. Clear the check mark next to Use source formatting if you would rather not use the
formatting from the original presentation.
5. If the presentation that you would like to use is listed, select it.
6. Select any slide that you would like to reuse.
7. The slide will be copied into your presentation.
8. Select Browse to locate any other presentation that you have access to and select
any slide that you would like to reuse.
9. Repeat as necessary.
Alternatively,
1. Open or create the presentation that you would like to reuse slides in.
2. Open the other presentation that contains slides that you would like to use.
3. Select the slide to reuse and use any method to copy it.
4. Switch back to the other presentation and use any method to paste the slide.

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5. Use the Paste Options button to paste the slide by using the destination theme, by
keeping the source formatting, or by pasting the slide as a picture.
6. Repeat as necessary.

Additional information
For more information on reusing slides from another presentation, go
to: Reuse (import) slides from another presentation

Activity: Show and learn

In this activity, the teacher will create a new presentation for Summer crops by reusing
slides from two existing presentations.

Resources required
You'll need the following resources for this activity:
 Create a new blank presentation and open L4_T2_act_seasons_starter.pptx and
L4_T2_act_harvest_schedule_starter.pptx in this lesson’s Learning Activity
Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Follow the teacher's demonstration.
2. Ask and answer questions.

Try-it: Import slides from another presentation

This is a leveled try-it that will reuse slides from other presentations.

Try-it 1
In this try-it, you'll copy slides from one presentation to another.

Resources
You'll need the following resources for this try-it:
 Open L4_T2_try1_planting_schedule_starter.pptx and
L4_T2_try1_seasons_starter.pptx in this lesson’s Learning Activity Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Copy slide 1 from the Seasons presentation and it paste between the February and
March slides in the Planting Schedule presentation.
2. Continue to put all the season slides in the correct position on the Planting Schedule
presentation.
3. Save the document as the same filename plus your initials.

Try-it 2
In this try-it, you'll reuse slides from one presentation in another presentation.

Resources
You'll need the following resources for this try-it:
 Open L4_T2_try2_planting_schedule_starter.pptx and
L4_T2_try2_seasons_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Reuse the September, October, and November slides from
L4_T2_try2_planting_schedule_starter.pptx and the Autumn slide from
L4_T2_try2_seasons_starter.pptx to create a new presentation.
2. Save as Autumn.pptx plus your initials.

Wrap-up
Now that you know how to import from Word and reuse slides from other
presentations, use these questions to check what you learned in this lesson.
1. What sequence should you follow when importing an outline from Word?
Indicate the correct sequence of steps by adding the numbers 1 to 4 next to the
following items.
a. Select the New Slide command - Select here to enter text.
b. Check the heading styles applied to the Word document - Select here to enter
text.
c. Select Slides from Outline and locate the document - Select here to enter text.
d. Close the Word document - Select here to enter text.

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2. Which of the following styles can be applied to a Word document and then used to
create new slides in PowerPoint?
Select all that apply.
a. Heading 1
b. Heading 2
c. Heading 3
d. Heading 4
3. Instead of copying and pasting slides from one presentation to another, you can use
the Select here to enter text. command.
Fill in the blank.
4. How many presentations can you reuse slides from?
Select all that apply.
a. Only one presentation
b. Up to two presentations
c. Up to three presentations
d. As many presentations as you wish

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Lesson 5: Adding linked content

Overview
In this lesson, you'll learn how to paste data as a link and how to link to other items such
as documents, webpages, or other places within your presentation.
When you copy data from Word, Excel, or other applications, you can paste it into
PowerPoint as a link. This is a great way to keep your presentation up to date if the
original data changes. Another way to ensure that the data included in your
presentation is current is to hyperlink directly to it.

Warm-up
Now that you're nearing the end of Module 2, what is the favorite topic that you've
learned about so far? What would you tell your family or friends about PowerPoint? Be
prepared to share your thoughts with your partner or neighbor.
Then use these questions to find out what you already know about this lesson’s topics:
1. In PowerPoint, you can access Paste Special by:
Select all that apply.
a. Selecting Ctrl+V.
b. Selecting Ctrl+Alt+V.
c. Selecting the drop-down arrow next to the Paste command on the Home tab.
d. Accessing the context menu.
2. On which tab will you find the Link command?
Select the correct option.
a. Home
b. View
c. Design
d. Insert

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3. Which of the following methods can you use to insert a link to another item?
Select all that apply.
a. Select Ctrl+K.
b. Right-click or access the context menu and select Link.
c. Select Link from the Insert tab.
d. Select Link from the Home tab.
4. You can insert a linked object by using the Insert Select here to enter text.
command in the Text group on the Insert tab.
Fill in the blank

Topic 1: Import text by using Paste

Special
If you've already created content in Word, Excel, or other Office applications, you don’t
need to enter it again. You can simply copy it and paste it as a link. That way, if the
original content gets updated in the source file, it will automatically be updated in the
presentation.

Import linked text from Word

To import linked content, perform the following steps:
1. Select the content you wish to link in the Word document.
2. Use any method to copy it.
3. Switch to your presentation and select the drop-down arrow on the Paste command
on the Home tab (or Ctrl+Alt+V).

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4. Select Paste Special. The following screenshot depicts the Paste Special dialog box:

Figure 13: Paste Special dialog box

5. Select the Paste link option from the Paste Special dialog box.
6. Choose to paste as a Microsoft Word Document Object or to Attach Hyperlink.
Or
1. From the Text group on the Insert tab, select Object. The following screenshot
depicts the Insert Object dialog box:

Figure 14: Insert Object dialog box

2. Select Create new and then select which type of object to create.

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Or
1. Select Create from file to browse to the file to insert.
2. Select OK to return to your presentation.
When an object has been inserted, you can select it and select Enter on your keyboard
to edit it. This action will open the file in its source application, and you can go ahead
and edit as necessary.

Update linked content

At any time, you can easily update the linked content by accessing the context menu or
right-clicking and then selecting Update Link.
The following screenshot depicts the Update Link option in the context menu.

Figure 15: Context menu for updating a link

 Select Linked Document Object to open the source document or edit the source
document.

Additional information
For more information on importing content from other applications,
go to: Import content from other applications into PowerPoint

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Activity: Pose a question

In this activity, your teacher asks you the question, “What do you know about Paste
Special?“ After you share what you do or don’t know, the teacher demonstrates copying
formatted text from a different source, such as a Word document, an Excel workbook, or
a website, and what it looks like when it is pasted with the default setting. Then, your
teacher will explain how to use Paste Special from the ribbon and the context menu
when pasting.

Resources required
You'll need the following resources for this activity:
 Create a new blank presentation.
 Open L5_T1_act_produce.xlsx and L5_T1_act_cookbook.docx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Share what you know about Paste Special.
2. Follow the teacher’s demonstration.
3. Be prepared to answer questions.

Try-it: Import text by using Paste Special

This is a leveled try-it that uses Paste Special to paste linked content into
PowerPoint.

Try-it 1
In this try-it, you'll copy text from Word and paste it as an object by using Paste Special.

Resources
You'll need the following resources for this try-it:
 Open L5_T1_try1_apples_starter.pptx and L5_T1_try1_apples_starter.docx in this
lesson’s Learning Activity Resources.

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Instructions
The following are the general tasks that you must perform during this try-it:
1. Open L5_T1_try1_apples_starter.docx and copy the paragraphs following Apples
for eating raw, starting from Honeycrisp and ending at Fuji, It is very sweet and
firm and very popular for eating.
2. Paste the copied content into slide 2 in L5_T1_try1_apples_starter.pptx using Paste
Special to paste as a Microsoft Word Document Object.
3. Resize the text box to fit better on the slide.
4. Save the presentation with the same name plus your initials.

Try-it 2
In this try-it, you'll copy text from Word and paste it as a link by using Paste Special.

Resources
You'll need the following resources for this try-it:
 Open L5_T1_try2_apples_starter.pptx and L5_T1_try2_apples_starter.docx in this
lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open L5_T1_try1_apples_starter.docx and copy the paragraphs following Apples
for eating raw, starting from Honeycrisp and ending at Fuji, It is very sweet and
firm and very popular for eating.
2. Paste the copied content into slide 2 in L5_T1_try2_apples_starter.pptx to paste as
a linked Microsoft Word Document Object.
3. Resize the text box to fit better on the slide.
4. Edit the paragraph beneath the heading Fuji in the Word document to read, Named
after Mount Fuji, the Fuji was developed in Japan in the late 1930's.
5. Check if the slide also updated. 
6. Save the presentation with the same name plus your initials.

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Additional information
For more information on pasting as a link from Excel, go to: Insert a
linked Excel chart in PowerPoint

Topic 2: Insert hyperlinks

Pasting content from another application into a slide can be a little annoying, especially
if you’re having trouble fitting the content neatly on the slide. If that's the case, it might
be easier to link to the content by using a hyperlink. That way, the file size isn't
increased too much and the linked content will always appear the way it should in its
original application.

Insert hyperlinks
When you enter a properly formatted email address or a web address into a slide, it
automatically becomes a hyperlink. If you select the email address, an email message
will pop up with the email address added to the recipient field. If you select the web
address, the web page will open if you have internet access.

Hyperlink to an existing file

7. To hyperlink to an existing file, select any text on the slide, then select the top half of
the Link button on the Insert tab (or select Ctrl+K).
The Insert Hyperlink dialog box will open, offering four options to create a link to:
 Existing File or Web Page
 Place in this document
 Create a new document
 E-mail Address

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The following screenshot depicts the Insert Hyperlink dialog box:

Figure 16: Insert Hyperlink dialog box

To link to another document from PowerPoint, perform the following steps:

1. Select Existing File or Web Page and then check where the file is located.
2. You might need to select Up one level or Browse for file, Current Folder, Browsed
Pages, or Recent Files to help locate the file to link to.
3. Edit the text to display if necessary, and then select ScreenTip to add a message
when your pointer moves over the text. The following screenshot depicts the Set
Hyperlink ScreenTip dialog box:

Figure 17: Set Hyperlink ScreenTip

4. Select OK to return to the Insert Hyperlink dialog box, then select OK again to close
the dialog box.

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Alternatively, there is a quick way to insert a link to a recently used file:

1. Select the position to insert the linked file or select any text on the slide.
2. Select the bottom half of the Link button on the Insert tab and choose one of the
recently opened files listed.

Additional information
For more information on adding hyperlinks to a slide, go to: Add a
hyperlink to a slide

Activity: Each one, teach one

In this activity, you'll research as much as you can about hyperlinks in 10 minutes. You'll
then teach your partner what you learned and vice versa.

Resources required
You'll need the following resources for this activity:
 Open any presentation in this lesson’s Learning Activity Resources as a starting point
or use a new blank presentation.

Activity instructions
Participate in the activity by following these instructions:
1. Research the term hyperlinks by using any tool that you have available.
2. Make notes and create hyperlinks as you wish.
3. If there is no internet available to link to an external website, link to other documents
or places within the same presentation.
4. When the time is up, teach your partner what you learned.
5. If time permits, your teacher might ask you to create a short presentation to present
to your partner.
6. Allow your partner to teach you what they learned also.

Try-it: Insert hyperlinks

In this try-it, you'll insert hyperlinks into your presentation.

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Try-it
In this try-it, you'll insert a hyperlink to another presentation.

Resources
You'll need the following resources for this try-it:
 Open L5_T2_try_harvest_schedule_starter.pptx and
L5_T2_try_plant_schedule_starter.pptx in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open L5_T2_try_harvest_schedule_starter.pptx and insert a hyperlink to
L5_T2_try_plant_schedule_starter.pptx by using the slide title text on slide 1.
2. Add a ScreenTip Select to open the Planting schedule presentation.

Wrap-up
Begin a discussion with your neighbor about how you might use PowerPoint to help
with projects at school, home, or in your social life. Be prepared to share with the class.
Then use these questions to check your knowledge.
1. The Object command can be found in the Select here to enter text. group on the
Select here to enter text. tab
Fill in the blanks.
2. What steps should you follow when using text on a slide to link to a webpage?
Indicate the correct sequence of steps by adding the numbers 1 to 4 next to the
following items.
a. Enter the URL address into the address box - Select here to enter text.
b. From the Insert tab, select Link and then Insert Link - Select here to enter text.
c. Select OK - Select here to enter text.
d. Select the text on the slide to apply the hyperlink - Select here to enter text.

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3. Which of the following statements are false?

Select all that apply.
a. It's not possible to hyperlink to an Excel file from PowerPoint.
b. The Hyperlink command is on the Insert tab on the ribbon.
c. The Link command is on the Insert tab on the ribbon.
d. You can only link to another document by using the Insert Hyperlink dialog box.

4. If you forgot to add a ScreenTip to a hyperlink to a webpage, what sequence should

you follow?
Indicate the correct sequence by adding numbers 1 to 4 next to the following items.
a. Right-click or access the context menu - Select here to enter text.
b. Select Screen tip - Select here to enter text.
c. Select Edit Link - Select here to enter text.
d. Enter the tip and select OK - Select here to enter text.

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Glossary
Bullets Applied to text to make a bulleted list. The bullet can be any
symbol or picture you choose.

Columns Text that is split into multiple columns within a placeholder,

shape, or text box.

Header / Footer An area where text can be repeated on every slide or page.

Hyperlink An active link to another file, website, or place in the same

presentation.

Linked content A linked item that is updated in the original application and is
automatically updated in a slide. Content can be linked by using
Paste Special or the link command.

Numbering Applied to text to make a numbered list, for example, 1, 2, 3 or

a, b, c.

Smart Lookup A tool that can help you find definitions, images, and more
information on any selected text.

Sub-bullet A bullet that belongs to another higher-level bullet. A sub-

bullet usually offers more detail to the higher-level bullet.

Synonyms A feature that suggests alternate words or phrases based on a

selected word.

Theme A design theme that includes fonts, colors, and effects that help
create a consistent style in a presentation.

Thesaurus A tool that suggests alternate words or phrases based on a

word that is selected.

Word Outline A Microsoft Word document that can be used to create slides in
PowerPoint. This only works if text has Heading styles applied
to them.

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Cornerstone
Overview
The Events Management intern must create presentations that highlight farm produce
and offer a preview of a cookbook that will be launched soon.
The event team has a Word document outline that needs to be converted for the
cookbook presentation.

Objectives
The following table outlines the Cornerstone objectives and their corresponding MOS
exam objectives.

Reuse slides from  OD 2.1.2: Insert slides from another presentation

another
presentation

Apply and remove  OD 3.1.3: Create bulleted and numbered lists

bullets or
numbering to a list
on a slide

Format text into  OD 3.1.2: Format text in multiple columns

columns

Apply built-in styles  OD 3.1.1: Apply built-in styles to text

to text

Create a  OD 2.1.1: Import Word document outlines

presentation from a
Word document
outline

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Add content into  OD 2.2.3: Insert slide headers, footers, and page numbers
notes and handouts
header and footer
and add page
numbers

Insert hyperlinks  OD 3.2.1 Insert hyperlinks

Table 2: Cornerstone objectives

Duration
50 minutes

Instructions
1. Complete the tasks below for each file.
2. When saving your file, add your name to the end of the filename, for example:
Fruit_Dwayne_Espino. Follow your teacher’s directions on where to save your files.
3. When you’re done with the Cornerstone, assess your completion and enter the
points that you think you earned within the task lists below. You can ask for help
from your teacher if required.

Tasks
You'll work with two main files in this Cornerstone and a couple of other files to provide
content. The following are the tasks you must complete within each file.

File 1: Cornerstone1_fruit_starter.pptx
Task: Reuse slides (4 points)
 Reuse the strawberry and the blackberry slides from Cornerstone_S&B.pptx so that
they are inserted into Cornerstone1_fruit_starter.pptx in alphabetical order. (4
points) (Exam objective 2.1.2)
Points scored: Select here to enter text. / 4

Task: Apply bullets and numbering (4 points)

1. Change the numbered list on the Apples slide to filled square bullets. (2 points)
(Exam objective 3.1.3)

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2. Increase the indent between the square bullets and the text to the next marker to
make the gap wider. (2 points)
Points scored: Select here to enter text. / 4

Task: Use font themes (4 points)

1. Apply the Dark Gray, Text 2 font to the bulleted list on the Apples slide. (2 points)
(Exam objective 3.1.1)
2. Use Format Painter to apply the same style bullets to all other bulleted lists in the
presentation. (2 points) (Exam objective 3.1.3)
Points scored: Select here to enter text. / 4
FILE 1 TOTAL POINTS: Select here to enter text. /12

File 2: Cornerstone2_cookbook_starter.pptx
Task: Import Word outline (4 points)
1. Create new slides in Cornerstone2_cookbook_starter.pptx from the outline by
using Cornerstone2_cookbook.docx. (2 points) (Exam objective 2.1.1)
2. Delete any blank slides. (2 points)
Points scored: Select here to enter text. / 4

Task: Use Paste, format columns, and resize (5 points)

1. Copy the ingredients and cooking instructions for Pumpkin Pie and paste into the
Pumpkin Pie slide. (1 points)
2. Format the text into two columns (2 points) (Exam objective 3.1.2)
3. Resize the text box to fit better on the screen. To be specific you can use the Format
Shape tab on the Ribbon to set the width to 9.44 inches (24 cm) and height of 3.94
inches (10 cm). Then reposition the text box to display better on the slide if
necessary. (2 points)
Points scored: Select here to enter text. / 5

Task: Add headers and footers (2 points)

 Enter the text Munson’s Pickles and Preserves Farm Cookbook into the slide
footer, and don’t let it appear on the first slide. (2 points) (Exam objective 2.2.3)
Points scored: Select here to enter text. / 2

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Task: Link to another presentation (2 points)

 Use the text Cookbook on the first slide to link to
Cornerstone2_harvest_schedule.pptx with a ScreenTip Select link to review
seasonal produce. (2 points) (Exam objective 3.2.1)
Points scored: Select here to enter text. / 2
FILE 2 TOTAL POINTS: Select here to enter text. / 13

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