Microsoft PowerPoint in 2 Hours

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Index
Page #
The PowerPoint Ribbon 4-11
Spacing within PowerPoint slides 12-17

Keyboard shortcuts 18-20

Quick Access Toolbar buttons 21-25

Aligning objects 26-28

The Format Shape Menu 29-37

Working with Text in PowerPoint 38-43

Adjusting the size of objects in PowerPoint 44-45

Organizing your PowerPoint Presentation with a Slide Master 46-48

Bring to Front and Send to Back 49-50

Learn how to Insert a Table 51-54

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1. The PowerPoint Ribbon

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The PowerPoint Ribbon

• The PowerPoint Ribbon contains the commands that you need to complete a task

• The Ribbon is composed of tabs (File, Home, Insert, Design, Transitions, Animations, Slide Show, Review,
View etc.) Each of these tabs relate to a specific type of activity
• Each tab is organized into groups of commands with a similar/complementary function

PowerPoint 2010 Ribbon

The concepts
shown in this
PowerPoint 2013 Ribbon course apply for
both
PowerPoint
2010 and 2013

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The PowerPoint Ribbon

1 Within the File
tab, we will find several
basic commands such as Save,
Save as, Open and Close

2 If we click on Info, we will

find the Permissions section, in
which we can create a password
for the document
3
Under Print we find all the
options related to printing. We can
select whether we want to print all
slides or just a specific part of the
document

4
By clicking on Options, a
dialog box opens. We are able to
select some of the user interface
options, the type of proofing to be
applied, saving options, language
options and advanced options

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The PowerPoint Ribbon

2 3

1 2 3
The Home tab contains some Cut, Copy and Paste are A large part of the
of the most frequently used probably the three commands functionalities necessary to
commands in PowerPoint that you will use every time elaborate text are included here
when you open PowerPoint as well, including: Font, Font Size,
Bold, Italic, Underline, Bullet
Points, Text direction, Text
position, Text alignment, etc.

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The PowerPoint Ribbon

The Insert tab allows us to add various objects to our PowerPoint slides:
• Tables
• Images
• Shapes
• SmartArt graphs
• Text Boxes
• Header & Footer
• Slide numbers
• Equations
• Video, etc.

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The PowerPoint Ribbon

The Design tab contains the basic slide formatting tools.

• Themes are an easy way to design a whole slide show. Every slide in the presentation will change to
match the background, font, colors, and effects that are preset for each theme
• The good point about themes is that they are easy, quick and make your presentation look nice
• The bad point about themes is that there are only four or five really good ones to choose from, and
everyone repeatedly uses them

The Transitions tab enables users to change slide transitions, set different properties or timings for the
transitions of their slides and generally adjust their preferences relating to slide transitions

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The PowerPoint Ribbon

By using the Animations tab you can make just about any object move in and out, and fly around in almost
any way that you can imagine

Animation effects are often used for entrances and exits of objects

The Slide Show tab contains tools that control the Slide Show’s presentation

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The PowerPoint Ribbon

The Review tab enables you to proofread your PowerPoint files. In addition to that, you will also find the
“comment” and “review” functionalities here

The way you see your presentation can be customized in the View tab. Inside of this tab, we have all the
Slide Master options. Zoom, Color, Window and Macro options could be found here as well

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2. Spacing within PowerPoint slides

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Spacing within PowerPoint – Good Example

The slide that we see on the

left is well organized for
several reasons:
• A reasonable amount of
blank space is left between
its content and its outer
borders
• The title and the content are
Content well aligned
• The slide is not cluttered as
an adequate amount of
blank space separates the
title, the content and the
footer elements

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Spacing within PowerPoint – Negative Example

This slide has several flaws from a

formatting point of view:
• It is cluttered – there is too much
content/the content is not well
organized
• Some of its elements are not
aligned (see the title and the
paragraph below it)
• No blank space separating the
content from the slide’s outer
borders
• It is quite difficult to understand
the logical flow of the information
that is presented

Structure is critical if you want to

create quality and professional
output

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Spacing within PowerPoint – Gridlines

Gridlines are a useful tool that

allows us to get a better idea of
spacing in PowerPoint.

In order to enable Gridlines, we

have to open the “View” tab and
click on Gridlines.

We can use Gridlines when we

need to determine whether two
objects are symmetrically
positioned.

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Spacing within PowerPoint – Content (1/2)

Typically, the content of slides in business presentations is organized in one of the following
ways:

Full Page Horizontal Half Page

The whole slide represents a single page The slide is divided in two horizontal parts

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Spacing within PowerPoint – Content (2/2)

Typically, the content of slides in business presentations is organized in one of the following
ways:

Vertical Half Page Quarter Page Structure

The slide is divided in two vertical parts (a The slide is organized as four pages
table and a chart on the left side and text
comments on the right side)

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3. Keyboard shortcuts

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Keyboard shortcuts

Keyboard shortcuts are the favorite tool of

experienced users. They allow you to save a lot of
time, especially when the number of operations
to be carried out on a specific slide is substantial.

There are two main types of shortcuts:

• The ones involving the Ctrl key
• The ones involving the Alt key

We can easily find many keyboard shortcuts by

using the Alt key. By pressing Alt (without
holding), we can activate the Tabs of the
PowerPoint Ribbon. Then, we can click the letter
corresponding to the tab that we want to open
and subsequently select the command that we
need.

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Keyboard shortcuts

Control shortcuts are slightly different than Alt

Shortcuts.

The Ctrl key must be held down, while pressing

the other keys that are part of the shortcut
sequence.

Therefore, when using Ctrl shortcuts, we have to

know them by hard, while Alt shortcuts allow us
a moment of hesitation.

Examples of Control Shortcuts:

Ctrl + C  Copy
Ctrl + X  Cut
Ctrl + V  Paste
Ctrl + G  Group
Ctrl + Shift + G  Ungroup

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4. Quick Access Toolbar Buttons

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Adding Quick Access Toolbar buttons

Quick Access Toolbar buttons are a

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good way to save time and have the
most frequently used commands only a
single click away.
There are a few steps that you need to
carry out in order to add commands to
your Quick Access Toolbar.
1
Open the File tab

2
Click on Options
2
3
Click on Quick Access Toolbar

4
Add the commands of your choosing

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Adding Quick Access Toolbar buttons

Quick Access Toolbar buttons are a

good way to save time and have the
most frequently used commands a
single click away.
There are a few steps that you need to
carry out, in order to add commands to
your Quick Access Toolbar.
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1
Open the File tab

2
Click on Options

3
Click on Quick Access Toolbar

4
Add the commands of your choosing
4

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Using Quick Access Toolbar buttons

Once you’ve added Quick Access Toolbar buttons, you will be able to find them in the upper left part of
your screen.

Quick Access Toolbar buttons are a good replacement of shortcut sequences and are much easier to use

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Using Quick Access Toolbar buttons as shortcuts

Quick Access Toolbar Buttons and Keyboard Shortcuts can be combined in an interesting way.

As we already saw, the Alt key activates the Tabs of the PowerPoint Ribbon. In addition to that, the Alt key
activates the Quick Access Toolbar buttons that we have created as well.
For Example, in the screen that we have above, the following shortcut sequences can be used:
Alt +1 - Align Left Alt + 2 – Align Center Alt + 3 – Align right, and so on.

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5. Aligning objects

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Aligning objects
Very frequently we need to align two or more objects. The way to do that is the following:
1 4
Select the objects that have to be aligned Select Align
2 5
Open the Home tab Choose the direction, in which you would
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like to align the objects
Click Arrange

1 4 5

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Aligning objects

A much simpler alternative is to use the Quick Access Toolbar buttons once you have added
them.

2
1
Select the objects that you
would like to align

2
Press the Align command
within the Quick Access Toolbar
1

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6. The Format Shape Menu

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Format Shape

The Format Shape menu is one of the most important features of PowerPoint. It allows us to
carry out many operations, which shape an object’s appearance in a variety of ways.

In order to open the Format Shape

menu, we have to do the following:
• Select a shape
• Right-click on it
• Click on Format Shape

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Format Shape

There are a number of properties that

can be adjusted for a given object. We
can modify its:
• Fill
• Line Color,
• Line Style
• Shadow
• Reflection, etc.

All of these features are grouped on the

left side of the menu (1). Each group on
its own contains a number of options
that are displayed once we select it (2)

1 2

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Format Shape - Fill

1
For example, Fill allows us to modify
the color of an object’s fill – the interior
of the shape that we have selected.
• If we select No fill, then the interior
of the box will become transparent
(1)
• Solid fill is the default option on
PowerPoint. We can select a color
that will fill the box (2) 2

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Format Shape - Fill

The Transparency of the applied colors

can be adjusted by using the
transparency percentage scale.

Sometimes, a Gradient fill is used as

well. It is an advanced tool and
represents a shape fill that gradually
changes from one color to another
across the surface of the shape.
• The default number of gradient
stops is three (1)
• We can click on each of the stops 1 3
and modify its color (2)
2
• If necessary, we can adjust the
position of each of the stops until
we eventually obtain the desired
effect (3)

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Format Shape – Line Color

Line Color settings allow you to modify

the external border of the selected
shape.

The options that we have here are very

similar to the ones that we saw in the
Fill section. We can modify the line’s
color by choosing one of the following
options:
• No line
• Solid line (with or without a degree
of transparency)
• Gradient line

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Format Shape – Line Style

The Line Style settings allow us

to modify the style of the 1
2
external border of the selected 3
shape.

We can adjust the following

options:
• Width (1) – adjust the line’s
thickness
• Compound type (2) - This
option reveals a drop-down
menu, where you can choose
any of compound types
available for outlines
• Dash Type (3) - This option
allows you to apply a dash
attribute to the shape outline

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Format Shape – Shadow

Newly created objects in PowerPoint do

not have a shadow by default. We can
add a shadow effect by opening the
Shadow settings

The shadow effect can be customized

by adjusting some of the following
functionalities:
• Preset type
• Color
• Transparency
• Size
• Blur
• Angle
• Distance

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Format Shape – Reflection

Newly created objects in PowerPoint do

not have a reflection by default. We can
add a reflection effect by opening the
Reflection settings

We can customize the reflection effect

that we want to obtain by adjusting a
number of preferences:
• Preset type
• Color
• Transparency
• Size
• Blur
• Angle
• Distance

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7. Working with Text in PowerPoint

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Working with text in PowerPoint – Insert text

There are two main ways to add text to PowerPoint:
1 2
Insert a text box Edit Text within a shape

• Open the Insert Tab • Right-click on a shape

• Insert a text box into the • Choose Edit Text and type
document text within the shape

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Working with text in PowerPoint – Font

In order to modify the font of text in

PowerPoint, we have to open the Home tab
and change it from the drop-down list
containing hundreds of fonts:
• The type of font that we will choose for
a presentation is important as it
contributes significantly to its final
appearance
• It is important to remain consistent
• Almost all business presentations use a
single, uniform font

We can adjust the text’s font size from the

button, which stands right next to Font

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Working with text in PowerPoint – Emphasis

There are several ways to emphasize text in

PowerPoint. Two of them are shown here: 1
• We can put the text in bold by clicking
on this button (1) in the Home tab. A viable
alternative for this command is the Ctrl + B
shortcut
• We can apply the Italic style by opening
the Home tab and clicking on the Italic
button (2) or through the Ctrl + I shortcut
combination
2

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Working with text in PowerPoint – Bullet points

You can change text color by doing the

following:
• Select the text
• Open the Home tab
• Click on the Font Color button and
choose your color of preference

Depending on the information you need to

present, you may find that bullet points
make your text clear, concise and easy to
read.
We can introduce Bullet points in the
following way:
• Select the text
• Open the Home Tab
• Click on the Bullet points button
• Select the type of bullets that you
prefer

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Working with text in PowerPoint – Alignment

In the Paragraph section of the Home tab are the commands that allow us to modify the
alignment of text

Align Left Center Align Right

Align Top Align Middle Align Bottom

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8. Adjusting the size of objects in
PowerPoint

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Adjusting size of objects

There are two main ways to resize an object/shape in PowerPoint:

1 2
Drag its corner Use the Format tab

In order to resize an object with the In order to type in the object’s

mouse, we need to: measurements:
• Select the object •Open the Format tab
• Position the mouse cursor in one of •Adjust the object’s size, by using
its corners the commands that are in the right
• Drag as much as needed side of the tab

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9. Organizing your PowerPoint
Presentation with a Slide Master

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Using Slide Masters

A Slide Master is the top slide in a hierarchy of

slides that stores information about the theme
and slide layouts of a presentation. Through a
Slide Master, we can adjust a presentation’s:
• Background
• Colors
• Fonts
• Effects
• Placeholders
• Positioning
Every presentation has a Slide Master. The main
advantage of using Slide Masters is that we can
make changes to every slide in a given
presentation, by modifying it only once. We
don’t have to redo the changes to all slides, as
once they have been performed to the master
slide they will automatically be included in the
rest of the slides of the presentation as well

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Using Slide Masters

Given that they affect the look of your entire

presentation, when you create and edit a Slide
Master, or corresponding layouts, you work in
the Slide Master view. In order to access the
Slide Master view, you have to select the View
tab and then click on the Slide Master button

Slide Master
The top slide in a hierarchy of slides.
The modifications that we do here will
be shown on Sub Master Slides

Sub Master Slides

The modifications of the single Sub
Master slides will not affect the Slide
Master

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10. Bring to Front and Send to Back

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Bring to Front / Send to Back

An object can block the sight of another if it has

a higher order. By default, PowerPoint gives a
higher order to newer objects, and they block
the sight of the objects that were previously in
the slide.
In the example that we have on the right, the
dark blue box blocks the sight of the other blue
box, because it was inserted later

The order can be modified by using the

following commands:
• Send to Back
• Send Backwards
• Bring to Front
• Bring Forward
We can find these commands in 3 ways
1. Through a right-mouse click
2. By opening the Home tab
3. By opening the Format tab

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11. Learn how to Insert a Table

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Insert a Table

In order to Insert a Table, which is native to 1

Microsoft PowerPoint, we have to do the
following:

1. Open the Insert tab

2. Click on Table
3. Select the number of rows and columns that
the table will contain
We can pick the number of rows and columns
that will be added to the table either from the
(1) scheme, in which we can visualize a small 2
table in front of us, or instead by clicking on the
Insert table button (2). It allows us to type the
number of rows and columns that the table will
have. There is no difference between these two
methods, as the final output is the same

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Format Tables

A table is mainly made up of text. By

default, all sections of text in a table
use the same font and the same font
size. You can change the font
characteristics of only one word, the
content of one cell or the text in all
cells, depending on your needs. To
change the font of only one word, a
cell or of the whole table, you need to
make the necessary selection. Then,
change the Font or the Font size of the
selected text

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Format Tables

There are a number of If we would like to change a table’s borders,

We can decide whether we
ready-made table styles then we can do it from here. We have to
would like to emphasize
that we can choose from. select the cells the borders of which we will
one of the rows or columns
Once we click on one of modify and click on Borders in order to
of the table in the Table
them, the table’s layout is choose the type of border that will be
Style Options section
instantly modified applied to the selected cells.

We can easily add a new row (or

column) to the table. We have to Modify the size of one
Modify the size of the entire table
select one of the table’s current rows of the table’s cells
and specify whether we would like
the new row to be added above or
below the row that we have selected

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