Student Guide

40568A
Microsoft PowerPoint associate
2019
Module 1: Introducing the PowerPoint fundamentals
 Introducing the PowerPoint fundamentals

Contents
Contents........................................2
Module overview...........................4
Description.................................4
Scenario.....................................5
Cornerstone................................5
Lesson 1: Creating a presentation.6
Overview....................................6
Warm-up.....................................6
Topic 1: Create and save a new presentation 7
Create a presentation.............7
Save a presentation................9
Open a presentation..............10
Save an existing presentation10
Activity: Show me how..........11
Try-it: Create and save a new presentation 11
Try-it 1...................................11
Try-it 2...................................12
Topic 2: Insert slides and add text 12
Insert additional slides..........13
Enter content into a slide......14
Activity: Show and learn........15
Try-it: Insert slides and add text 15
Try-it 1...................................15
Try-it 2...................................15
Try-it 3...................................16
Wrap-up....................................17
Lesson 2: Modifying slide content18
Overview..................................18
Warm-up...................................18
Topic 1: Reuse content in slides19
Copy content.........................19

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 Introducing the PowerPoint fundamentals

Copy slides............................20
Duplicate slides.....................20
Move content........................20
Activity: Discuss and learn....21
Try-it: Reuse content on slides21
Try-it 1...................................21
Try-it 2...................................22
Try-it 3...................................22
Topic 2: Change the slide layout23
Change slide layout...............23
Reset slide layout..................24
Activity: Show and learn........25
Try-it: Change the slide layout25
Try-it......................................25
Wrap-up....................................26
Lesson 3: Exploring the interface and views 28
Overview..................................28
Warm-up...................................28
Topic 1: Explore the interface. .29
Explore the ribbon.................31
Activity: Guess and tell.........32
Try-it: Explore the interface. .32
Try-it......................................33
Topic 2: Change presentation views and slide size 33
Change the Presentation View33
Change the slide size and orientation 35
Activity: Guess and tell.........36
Try-it: Change presentation views and slide size 37
Try-it 1...................................37
Try-it 2...................................37
Wrap-up....................................38
Lesson 4: Designing a presentation40
Overview..................................40
Warm-up...................................40

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 Introducing the PowerPoint fundamentals

Topic 1: Design a slide.............41

Apply a theme.......................41
Design Ideas..........................42
Activity: Think-pair-share......42
Topic 2: Edit the slide design. . .43
Edit Slide Design...................43
Format slide background.......44
Activity: Challenge................45
Try-it: Edit the slide design. . .46
Try-it......................................46
Wrap-up....................................47
Glossary.......................................48
Cornerstone.................................49
Overview..................................49
Objectives.................................49
Duration...................................49
Instructions...............................49
Tasks........................................50
File 1: Cornerstone1_annual_events_starter.pptx 50
File 2: Cornerstone2_staff_profiles_starter.pptx 51

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 Introducing the PowerPoint fundamentals

Module overview
Description
Welcome to the first module of the PowerPoint associate course where you
will get an introduction to PowerPoint 2019.
Anyone can create a presentation, but upon completion of this module, you
will create amazing presentations. You will gain an understanding of color
contrast and an awareness of accessibility. Your presentations will be
engaging for your audience and you will be able to use various tools to
enhance the content of your slides.
Your ability to successfully use PowerPoint will help you to present data in
any situation, whether at home, class, or work. At the end of each module,
you will complete a Cornerstone project that will demonstrate the skills you
have learned. During each lesson, you will participate in activities and try-its
to practice and learn new skills (refer to Table 1). As you navigate through
the lessons, you will find helpful links to websites for further learning and
even a little homework! You will also find handy notes and tips. At the end of
the course there will be a Capstone, where you can consolidate your skills
and use your imagination to use PowerPoint to its fullest potential. Good luck
and enjoy the course!

Lesson Learning objective Exam objective(s)

Creating a Create, save, and add slides into a new  Not mapped
presentatio presentation using the blank and design
n templates.
Modifying Add content to a slide and change the  2.1.3
slide slide layout.
content
Exploring Change the screen view and size and  1.2.1
the identify key elements of the PowerPoint  1.2.2
interface interface.
and views
Designing a Apply design themes and slide  2.2.2
presentatio variations to a presentation.
n
Cornerston Create a flyer advertising a public event  All previous
e: Event at Munson’s Pickles and Preserves
flyer Farm.

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 Introducing the PowerPoint fundamentals

Table 1: Objectives by lesson

Scenario
An intern has recently joined the Events Management team and has been
asked to create a flyer in PowerPoint advertising the next Blueberries and
Balloons event. A fellow colleague created a presentation highlighting
various events throughout the year.
The intern needs to quickly get familiar with the PowerPoint application and
learn how to create a presentation. Open the presentation the colleague
created, then modify and save it, navigate the application interface and work
with the ribbon, and take a sneak peek at slide design.

Cornerstone
This module concludes with a Cornerstone, in which you’ll create a flyer for
the upcoming summer Blueberries and Balloons event and edit an existing
presentation that will be used for intern trainings. In the Cornerstone you’ll:
 Create and edit a presentation
 Change the slide size, layout, and view
 Insert a new slide into an existing presentation
 Format the slide background

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 Introducing the PowerPoint fundamentals

Lesson 1: Creating a
presentation
Overview
This module will show you how to create, save, and open presentations. It
will also show you how to add additional slides and enter text.

Warm-up
Ask your neighbor if they have ever used any type of design or presentation
software. Then use these questions to find out what you already know about
this lesson’s topics:
1. What is the shortcut key to create a new presentation?
Select the correct option.
a. Ctrl+O
b. Ctrl+M
c. Ctrl+N
d. Ctrl+P
2. Which of the following methods can you use to save a new presentation?
Select all that apply.
a. Ctrl+S
b. F12
c. File>Save As
d. Ctrl+F12
3. In which group will you find the New Slide command?
Select the correct option.
a. Clipboard
b. Editing
c. Font
d. Slides
4. The first slide in a new presentation is the Select here to enter text.
slide.

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 Introducing the PowerPoint fundamentals

Fill in the blank space.

Topic 1: Create and save a new

presentation
PowerPoint will open on the Home page in what is known as Backstage
view. You will be offered some choices on how to create a new presentation.
You can use a blank template or any template available. You can even
choose to create an outline, take a tour through PowerPoint, or select More
themes to choose from a number of fantastic templates or themes. The
following screenshot depicts the Backstage view:

Figure 1: Home page, Backstage view

Create a presentation
1. Open PowerPoint and select Blank Presentation.
2. If you choose any other theme, you will need to select Create to
download it first.
The following image is based on a new blank presentation:

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Figure 2: New title slide

3. Select the first placeholder and enter the title of your presentation.
4. Any text you enter will automatically use the default font type and size
that belongs to the PowerPoint theme.
5. Select the second placeholder to enter a subtitle if needed.
6. When you are in a presentation you can create a new presentation by:
o Going to File and selecting New. Then select a template or theme, or
o Selecting Ctrl+N to create a new blank presentation.
To delete a placeholder:
 Select the border of the placeholder and select Delete on your keyboard.
Or, from the Slide Layout command in the Slides group on the Home
tab, select a different layout, such as Title Only.

Video
To review the video on creating a presentation, go to: Create
a presentation in PowerPoint

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 Introducing the PowerPoint fundamentals

Save a presentation
When you are ready to save your presentation, it’s the same as saving any
other file in the Microsoft Office suite (refer to Figures 3 and 4). You can do
any of the following:
 Select File, Save or Save As, and then select the location under Recent
to save the file; for example, a OneDrive location or This PC.
 If the location is listed, then select it and enter a suitable name. Then,
select Save.
 Otherwise, select Browse to locate a different folder in which to save the
file.

Figure 3: Save As window in Backstage

 Select F12 to open the Save As dialog box. Enter a suitable name for the
presentation. Locate the folder in which to save the file and select Save
or Enter on your keyboard.

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Figure 4: Save As dialog box

Open a presentation
There are many methods to open an existing presentation including:
 Open PowerPoint and select the presentation from the Recent folder list.
 Go to File, then Open (Ctrl+O) and select the presentation from the
Recent folder list. Or, select the location, such as a OneDrive location or
This PC and locate the folder in which the file is stored. If you navigated
to the wrong folder, select the Up arrow to navigate back through the file
system. When you find the presentation, select it once and then select
Open or Enter on your keyboard.
 Select Ctrl+F12 to access the Open dialog box, locate the folder in which
the file is stored, select it once, and then select Open or Enter on your
keyboard.
 Access the context menu (right-click) and select Recent, and then select
Open or Open a copy from the submenu.

Save an existing presentation

When a file has already been saved, you can save it again anytime, either
by:
 Selecting Save on the Quick Access Toolbar (Ctrl+S).
 Via File>Save.
 Select File>Save As (or F12) to save the file using a different name or to
save it to a different location.

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 Introducing the PowerPoint fundamentals

Activity: Show me how

In this activity your teacher will demonstrate to how create a new
presentation, enter text, and save it.

Resources required
You will need the following resources for this activity:
 PowerPoint 2019

Activity instructions
Participate in the activity by following these instructions:
1. Open PowerPoint 2019 and select Blank Presentation.
2. Enter Munson’s into the title slide.

Try-it: Create and save a new presentation

This try-it is leveled. Try-it 1 will create a new presentation using the
blank presentation template and Try-it 2 will create a presentation using a
specific theme.

Try-it 1
Resources
You will need the following resources for this try-it:
 Open PowerPoint if it is not already open.

Instructions
The following are the general tasks to perform during this try-it:
1. Create a new presentation using the blank presentation template.
2. Enter your name into the title placeholder.
3. Enter any other information into the subtitle placeholder.
4. Save the presentation as My_presentation and append your initials on
the end.

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Try-it 2
Resources
You will need the following resources for this try-it:
 Open PowerPoint if not already open.

Instructions
The following are the general tasks to perform during this try-it:
1. Create a new presentation using the Wood Type theme or any other
theme available in Backstage view.
2. Enter your name into the title placeholder and your state or region into
the subtitle placeholder.
3. Save the presentation as My_presentation and append your initials on
the end.

Topic 2: Insert slides and add text

Before describing how to add more slides and content, there are a few
best practice behaviors to consider. Do you know the phrase “less is more?”
Well, this is something you should always keep in mind when creating slides.
Here are a few things to consider:
 Do you need to fit all of your content into one slide?
 Should you divide the content into several slides?
 Do you need full sentences, or can you use quick, snappy phrases in
which you can elaborate when you present?
As you progress through this course, you will pick up many other hints and
tips to make sure you are using PowerPoint as effectively as possible.
Now, back to inserting slides! In most cases, every time you create a
presentation you will need to add extra slides. The first slide is usually an
introduction slide (a posh way of welcoming your audience to your
presentation). You will need additional slides to give further information to
your audience.

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 Introducing the PowerPoint fundamentals

Insert additional slides

1. Select New Slide in the Slides group on the Home tab (or Ctrl+M) as
depicted in Figure 5. The default Title and Content slide will pop into
your presentation immediately after the slide that is currently selected.

Figure 5: Slides group on the Home tab

2. Select the drop-down arrow on the New Slide button to choose a

different type of slide from the available layout options. Depending on the
theme that you are using, you might have different layouts than the one
in the following image.

Figure 6: New Slide layout options

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 Introducing the PowerPoint fundamentals

Alternatively,
 Select any slide thumbnail and then the Enter key, or
 Access the context menu (right-click) on any slide thumbnail and select
New Slide or Duplicate Slide.

Enter content into a slide

1. Add any additional slides you need.
2. Select the title placeholder and begin typing.
3. Select the content placeholder and begin entering text or select one of
the options in the center of the placeholder, such as the Pictures option
to insert a picture from your computer (refer to Figure 7).

Figure 7: Options in a content placeholder

As soon as you begin entering text the options will disappear. However, you
can simply go to the Insert tab and use the appropriate command to insert
whatever you need at any time. (Most of the options in the center of the
placeholder will be covered in detail in later modules of this course. But feel
free to experiment anytime!)
Any text you enter will automatically wrap to the next line if necessary.
If there is more text than can fit into the placeholder, PowerPoint will shrink
the text to fit it all in. This is known as AutoFit. If this happens to you, don’t
panic, you have a couple of options:
1. Resize the placeholder by dragging the resize handles outward.
2. Turn off the AutoFit feature (the following link provides further
information on how to do this).
3. Enter less text into the placeholder!

Additional information
For additional information on AutoFit, go to: Control text size
in a placeholder by using AutoFit

Activity: Show and learn

In this activity, your teacher will insert additional slides into an existing
presentation.

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Resources required
You will need the following resources for this activity:
 Open the presentation that you created in the previous topic’s try-it.

Activity instructions
Participate in the activity by following these instructions:
1. Follow along with the teacher’s demonstration.
2. Ask questions if you are unsure about anything.

Try-it: Insert slides and add text

There are three leveled try-its for inserting slides.

Try-it 1
Resources
You will need the following resources for this try-it:
 Open L1_T2_try1_annual_events_starter.pptx in this lesson’s Learning
Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Open L1_T2_try1_annual_events_starter.pptx.
2. Use any method to insert an additional slide at the end of your
presentation.
3. Save the presentation.

Try-it 2
Resources
You will need the following resources for this try-it:
 Open L1_T2_try2_annual_events_starter.pptx in this lesson’s Learning
Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Open L1_T2_try2_annual_events_starter.pptx.
2. Use any method to insert an additional slide at the end of your
presentation.

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3. Enter the text Fall Harvest Fest into the slide title.
4. Save the presentation with the original name and append your initials on
the end.

Try-it 3
Resources
You will need the following resources for this try-it:
 Open L1_T2_try3_annual_events_starter.pptx in this lesson’s Learning
Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Open L1_T2_try3_annual_events_starter.pptx.
2. Use a keyboard shortcut to insert an additional slide at the end of your
presentation.
3. Enter the text Fall Harvest Fest into the slide title.
4. Enter the following text into the slide content placeholder:
o Public event
o Pumpkin carving and lots of fun
o 18 days in October
5. Save the presentation with the original name and append your initials on
the end.

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Wrap-up
Challenge your neighbor to name the options in the middle of a new slide’s
content placeholder before you name them. Then use these questions to
check what you learned in this lesson:
1. The default second slide in a new presentation is the Title and
Select here to enter text
Slide.
Fill in the blank space.
2. What are the text boxes in a slide known as?
Select the correct option.
a. Text boxes
b. Placeholders
c. Bulleted lists
d. Shapes
3. On which tab will you find the New Slide command?
Select the correct option.
a. View
b. Design
c. Insert
d. Home
4. Which of the following keyboard shortcuts can you use to open an existing
presentation?
Select all that apply.
a. Ctrl+O
b. F12
c. Ctrl+F12
d. Ctrl+M

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Lesson 2: Modifying slide

content
Overview
In this module you will use various techniques to modify slide content,
including changing the slide layout and reusing content from other slides
using copy and paste.

Warm-up
In the wrap-up for the last lesson, you challenged your neighbor to name the
options in the middle of a new slide content placeholder before you did. Was
there any option you wanted to know more about? Make a note of it and in
the next module, you will learn a great method of researching anything you
are interested in learning. In the meantime, use these questions to find out
what you already know about this lesson’s topics:
1. On the Home tab, which of the following commands can you find in the
Clipboard group?
Select the correct option.
a. Find
b. Replace
c. Clear Formatting
d. Cut
2. Which of the following methods can you use to duplicate a slide?
Select all that apply.
a. Shift+D
b. Ctrl+D
c. Copy and Paste
d. Ctrl+X

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3. Which command on the Home tab can you use to set a slide back to the
default settings?
Select all that apply.
a. Layout
b. New Slides
c. Reuse Slides
d. Reset
4. Which of the following are standard layout styles?
Select all that apply.
a. Blank
b. Two Content
c. Title and Content

Topic 1: Reuse content in slides

Sometimes when you are creating or editing a presentation, you can save
time by using content from other slides, which gives you more time to
experiment with PowerPoint. As you might know, there are many methods to
copy and paste content such as text, images, graphics, and slides. Here are
a few of these methods:

Copy content
1. Select the content you would like to copy, and then choose one of the
following:
o Select Ctrl+C.
o Select the Copy button on the Home tab.
o Access the context menu (right-click) and select Copy.
2. Select where you would like to paste the content and then choose one of
the following:
o Select Ctrl+V.
o Select the Paste button on the Home tab.
o Select the drop-down arrow on the Paste button on the Home tab and
choose one of the paste options.
o Access the context menu (right-click) and select Paste.
3. If you do not like the format of the pasted content, you can select the
Paste Options button and switch to another method of pasting (refer to
Figure 8).
The available Paste Options will depend on what you have copied.

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 Introducing the PowerPoint fundamentals

Figure 8: Paste Options

Copy slides
1. Select the slide you wish to copy (use the Shift key to select multiple
blocks of slides or use the Ctrl key to select random slides).
2. Access the context menu (right-click) and select Copy (or Ctrl+C).
3. Select the slide you would like to paste the slides after and access the
context menu (right-click) and select Paste (or Ctrl+V).

Duplicate slides
1. Select the slide you wish to duplicate (use the Shift key to select multiple
blocks of slides or use the Ctrl key to select random slides).
2. Access the context menu (right-click) and select Duplicate (or Ctrl+D).
Note: you can also duplicate images using Ctrl+D. This avoids adding the
content to the clipboard and you don’t need to use the paste function.
Excellent!

Move content
If you want to move content around in a presentation, you can cut it. This will
add it to the clipboard for pasting to the new position when you are ready. If
you don’t intend to reuse the content, delete it rather than cut it.
1. Select the context you would like to cut or move, then either use Ctrl+X,
or select Cut on the Home tab, or access the context menu (right-click)
and select Cut.
2. Select where you want to move the content, then use any method to
paste it.
Alternatively,
 Select the content you want to move and simply drag and drop it to the
new position using your pointer device.

Additional information
For additional information on copying and pasting slides, go
to: Copy and paste your slides

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Activity: Discuss and learn

In this activity, your teacher will ask you to propose methods to copy and
paste content. The teacher will then demonstrate methods suggested by the
students to copy text, slides, or images from one presentation to the other.

Resources required
You will need the following resources for this activity:
 Open L2_T1_act_autumn_winter_starter.pptx and
L2_T1_act_planting_schedule.pptx in this lesson’s Learning Activity
Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Think about the different ways that you might copy and paste content.
2. Be prepared to share with the class when asked.

Try-it: Reuse content on slides

This topic has three leveled try-its for reusing content from other slides.

Try-it 1
Resources
You will need the following resources for this try-it:
 Open L2_T1_try1_summer_events_starter.pptx in this lesson’s
Learning Activity Resources.

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Instructions
The following are the general tasks to perform during this try-it:
1. Copy the text Pickle Camp from the third slide and paste it into the
second row of the table on slide 2.
2. Copy the text Balloon & Blueberries from the last slide and paste it into
the third row of the table on slide 2.
3. Save the presentation with the original name and append your initials on
the end.

Try-it 2
Resources
You will need the following resources for this try-it:
 Open L2_T1_try2_summer_events_starter.pptx and
L2_T1_try2_summer_starter.pptx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Insert a new slide after the first slide on the
L2_T1_try2_summer_events_starter.pptx presentation.
2. Enter Schedule into the new slide title placeholder and delete the
content placeholder.
3. Copy the table in L2_T1_try2_summer_starter.pptx and paste it on the
new slide in L2_T1_try2_summer_events_starter.pptx using the
destination theme.
4. Save the Summer Events presentation with the original name and append
your initials on the end.

Try-it 3
Resources
You will need the following resources for this try-it:
 Open L2_T1_try3_summer_events_starter.pptx and
L2_T1_try3_summer_starter.pptx in this lesson’s Learning Activity
Resources.

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Instructions
The following are the general tasks to perform during this try-it:
1. Insert a new slide after the first slide on the
L2_T1_try3_summer_events_starter.pptx presentation.
2. Enter Schedule into the new slide title placeholder and delete the
content placeholder.
3. Copy the table in L2_T1_try3_summer_starter.pptx and paste it on the
new slide in L2_T1_try3_summer_events_starter.pptx keeping the
source formatting.
4. Insert Hot_air_balloon_magenta_illustration.png into the Balloons
and Blueberries slide and position it so that it doesn’t cover any text.
5. Save the Summer Events presentation with the original name and
append your initials on the end.

Topic 2: Change the slide layout

Most presentations use a Title Slide layout to introduce the presentation
and take the chance to advertise their company. The second slide and
beyond typically use the Title and Content slide layout. However, depending
upon the theme or template that your presentation is based on, you might
find many more slide layouts available that you want to choose. It doesn’t
matter if your slide already contains content, you can easily apply different
slide layouts at any time. If you prefer, you can manually resize or reposition
placeholders. Luckily, you can also reset the layout any time if your
alterations are a little messy or you’re not happy with it.

Change slide layout

1. Select any slide that you wish to change and then select the Layout
button in the Slides group on the Home tab (refer to Figure 9).
2. Select the layout you would like to apply.

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 Introducing the PowerPoint fundamentals

Figure 9: Slide Layout button

3. Any content already on the slide will be repositioned into the new layout
(you might need to make a few tweaks).
4. If the layout is not suitable, go ahead and try another one.

Reset slide layout

If you have manually resized or repositioned the default placeholders in a
slide you can easily fix them.
 Select the slide you wish to reset back to default settings and select
Reset in the Slides group on the Home tab, or
 Apply the same layout or another slide layout from the Layout button.
Did you know?
Every presentation has a master! In fact, every presentation
has three masters: the Slide, Handouts, and Notes Page
masters! Can you think of any other place where it is
politically correct to have a master?

Video
To review the video on changing the slide layout go
to: Apply or change a slide layout

Activity: Show and learn

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 Introducing the PowerPoint fundamentals

In this activity, your teacher will demonstrate how to change the layout of a
slide with too much data.

Resources required
You will need the following resources for this activity:
 Open L2_T2_act_events_summary_starter.pptx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L2_T2_act_events_summary_starter.pptx and examine the
contents of the slides.
2. Do you think they could be presented better?
3. Follow the teacher’s demonstration on how to change the layout.

Try-it: Change the slide layout

This is a standalone try-it in which you will work in pairs to decide the
best layout for the slide content.

Try-it
Resources
You will need the following resources for this try-it:
 Open L2_T2_try_events_summary_starter.pptx in this lesson’s
Learning Activity Resources.

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Instructions
The following are the general tasks to perform during this try-it:
1. There are five slides in the presentation.
2. Decide with your partner which layouts best display the content.
3. Consider moving content around and inserting a couple of images from
the media folder on any slide.
4. Save your work with the original name and append your names on the
end.

Wrap-up
Pose one question to your neighbor that addresses an important concept
from this lesson. If they don’t know the answer help them out. Then use
these questions to check what you learned in this lesson:
1. How many standard layouts does a presentation normally have?
Select the correct option.
a. 3
b. 6
c. 9
d. 12
2. Which of the following statements are correct?
Select all that apply.
a. The Reset command resets a slide to the default settings.
b. You can use the Layout button to reset a slide to the default settings.
c. To reset a slide to its default settings, it's best to delete it and create a
new one.
d. To reset a slide to its default settings, it's best to add a new slide and
paste the content from the old slide into the new slide.
3. When you paste text from one presentation into another, which of the
following options are available after you paste it?
Select all that apply.
a. Keep Source Formatting
b. Use Destination Theme
c. Pictures
4. Which of the following commands are in the Slides group?

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Select the correct option.

a. New Slide
b. Paste
c. Reuse Slide
d. Section

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Lesson 3: Exploring the

interface and views
Overview
In this module you will explore the PowerPoint interface, change the screen
size, and change the screen view.

Warm-up
Ask your neighbor if they have any questions or concerns about the course
so far. Help them if you can or add a note for the "mud puddle" or "parking
lot" if your class is using one. Then use these questions to find out what you
already know about this lesson’s topics:
1. Which area of the PowerPoint app has the following commands:
AutoSave, Save, Undo, and Redo?
Select the correct option.
a. Quick Access Toolbar
b. Status toolbar
c. Mini toolbar
d. File tab
2. How can you access the Backstage view?
Select the correct option.
a. Select the Windows key
b. Select Home
c. Ctrl+B
d. Select File

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 Introducing the PowerPoint fundamentals

3. Which tab would you select to change the slide size?

Select the correct option.
a. Home
b. Design
c. Transitions
d. Review
4. The ribbon is made up of several tabs which contain
Select here to enter text.
of commands.
Fill in the blank space.

Topic 1: Explore the interface

Now that you’ve had a chance to become familiar with PowerPoint, let’s get
you more acquainted with the finer details of the application.
At the top of the application there is a bar known as the ribbon, which holds
several tabs, usually File, Insert, Design, Transitions, Animations, Slide
Show, Review, View, and Help. Your ribbon might have different tabs.
Each tab contains commands assembled in logical groups.
The first ribbon tab is File. When the File tab is selected it does not display a
ribbon. Instead, it displays a panel on the left-side of the application and
includes commands such as: Home, New, Open, Info, Save, Save As,
Print, Share, and Export. This area is known as Backstage view.
 Think of the Backstage view as opening the curtain to access what is
going on behind the presentation.
 When you have a presentation open and select the File menu, the Home
window will be displayed.
 At any time, select the back arrow in Backstage view to return to the
presentation, or select the Esc key on your keyboard.
When a presentation, even a blank one, is opened in PowerPoint, other
elements in the application interface will become active. The slide area takes
up most of the application area and a slide panel on the left displays each
slide as a thumbnail.
Directly above the ribbon, in the upper-right corner of the application (in the
Title bar), are the commands Minimize, Restore, and Close to manage the
size of the screen.

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 Introducing the PowerPoint fundamentals

Next to that you’ll find Ribbon Display Options (refer to Figure 10). From
here, there are three options that can be selected to hide or collapse the
ribbon. For example, if your device is small, temporarily collapsing the ribbon
could be helpful, allowing you more space to work. You can bring it back into
view at any time when you need it.
 Auto-hide Ribbon: Hide the ribbon. Select the top of the application to
show it. As soon as you select this option, the entire ribbon will collapse.
To display the ribbon for a quick view or access of the commands, simply
select More, which is represented by the ellipses (…) at the top right of
the window or select the Alt key. To fully restore and show the ribbon and
commands again, select the third option.
 Show Tabs: Show ribbon tabs only. Select a tab to show the commands.
This will collapse the commands, leaving the tab names only. However,
the commands are still accessible from the tab name.
 Show Tabs and Commands: Show ribbon tabs and commands at the
same time. This is the default view, where the entire ribbon is expanded
displaying all the tabs and their associated commands.

Figure 40: Ribbon Display Options

Note: if you double-click on any tab label twice, the ribbon will automatically
hide. Double-click again to show the full tabs and commands.
On the opposite side of the ribbon is the Quick Access Toolbar. The Quick
Access Toolbar can be displayed above or below the ribbon and can be
customized to your needs, similar to any other Office application. By default,
the Quick Access Toolbar will display the AutoSave, Save, Undo, Redo,
Start From Beginning and a drop-down menu.
Search (also known as Tell Me) is in the center of the Title bar. There
should never be any need for you to struggle in PowerPoint. Help is always
nearby! Alternatively, you can use the "old school" method to get help by
using the F1 key on your keyboard or by using the Help tab on the ribbon.
Search/Tell Me is also available in other Office 2019 and Office 365
applications and is in the same position for each application.
The status bar, which is near the bottom of the presentation, includes the
number of slides in the presentation, the language currently in use, options

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to expand or collapse the Notes panel, and various screen views (refer to
Figure 11). You can also use the zoom tool's slider to zoom in or zoom out of
the slide.

Figure 51: Status bar

Did you know?

PowerPoint was created in April 1987 and purchased by
Microsoft in July 1987. Back then it was probably a little
clunky, and not as slick and effortless to use as it is these
days.

Explore the ribbon

Here is a brief description of the tabs within the ribbon. Note that your tabs
might be slightly different.
 File (Backstage view): Access and manage application and presentation
settings; open, save, and print your file.
 Home: The popular tools and commands used most, like the Font,
Paragraph, Drawing, and Editing groups.
 Insert: Add objects and elements into your slide, such as images,
illustrations, comments, and headers and footers.
 Draw: Draw on screen with a digital pen, convert ink to a shape and
convert ink to math. (If your device is not touch-screen enabled you might
need to add this tab to the ribbon via File>Options).
 Design: Apply design themes, variants, and alter slide size.
 Transitions: Apply transitions to slides, meaning how the slides move
from one to the other when running a Slide Show.
 Animations: Apply interesting effects to graphics or text when running a
Slide Show. (You’ll have some fun experimenting with transitions and
animation effects in Module 6).
 Slide show: Run a Slide Show, rehearse timings, and create custom
shows.
 Review: Perform proofing, use Smart Lookup, add comments, and track
changes.
 View: Manage presentation views, zoom in and out, arrange presentation
windows, and access the slide masters.

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 Help: Access PowerPoint help, contact Microsoft support, give feedback

about PowerPoint and access learning.

Activity: Guess and tell

A guess and tell activity requires you to pay close attention to the
demonstration so that you can respond to the teacher’s question or prompt.

Resources required
You will need the following resources for this activity:
 Any open presentation or create a new blank presentation.

Activity instructions
The following are the steps to perform during this activity:
1. Observe as the teacher demonstrates the different PowerPoint interface
elements.
2. Follow along with the steps and note where the teacher has navigated so
that you have a solid understanding of each interface element. Pay close
attention to each command that the teacher mentions and note the group
and tab on which it resides.
3. The teacher might ask you to guess the purpose of a command. You
might be able to identify commands not specifically called out in this
activity.
4. Feel free to share your knowledge with your classmates or ask your
teacher questions to get further clarification. For example:
o What is the purpose of the Quick Access Toolbar?
o When you select File, you are taken to Backstage view. Why is it
called Backstage view?
o How can I change the bullets to anything I want?

Try-it: Explore the interface

Explore the PowerPoint interface on your device to locate key elements.
When you find the key elements, consider their purpose.

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Try-it
Resources required
You will need the following resources for this activity:
 Any open presentation or create a new one and
L3_T1_try_interface_starter.docx.

Instructions
1. Refer to the first column on the table in
L3_T1_try_interface_starter.docx.
2. Identify the commands to locate in the interface.
3. Fill in the columns in the table.
4. If you need help, ask your teacher to pair you up with a partner.

Topic 2: Change presentation views

and slide size
One day you might find yourself having to present important information
to a number of people, including your colleagues and boss. Depending upon
the capabilities of the projector or whatever device you are using to present
your slides, you might need to change the size or view settings.

Change the Presentation View

As with any Office application, occasionally you will need to change the
screen view. The default view is Normal View. You can change the view
using File>Options. The following figure provides more information.
 To change the view, go to the View tab and select the preferred option.

Figure 62: The Presentation Views and Master Views groups on the
View tab

 Select your preferred option from the status bar. Note: There are not as
many view options on the status bar (Figure 13).

Figure 13: Presentation Views in status bar

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Normal View: The most commonly used view for editing slides. The current
slide is the main focus on the screen, with the slide thumbnails on the left.
You can display or hide the speaker notes area.
Outline View: The emphasis is on the text, not the slides and is great for
moving text from slide to slide and for demoting or promoting bullets and
headings.
Slide Sorter View: Great for organizing slides and grouping slides into
sections.
Notes Page View: The emphasis is on the speaker notes area. The best
practice is to add anything you intend to mention in a presentation, rather
than typing everything into the slide itself. You can then print the notes
pages as a handy guide while presenting. Even the most experienced and
confident speakers occasionally "lose the plot" and need a little guidance.
Reading View: This view displays the presentation in full screen, which can
be useful as a sneak preview of how the slides will display during a Slide
Show, without having to switch into Slide Show mode.
Slide Show View: This view can be accessed via the status bar or via the
Slide Show tab. F5 will run the show from the beginning and Shift+F5 will
run the show from the current slide.
Presenter View: This view is accessed via the Slide Show tab and is great
for using while presenting your slides because you can view your notes, but
your audience can’t. You will only be able to notice what happens with this
view during a Slide Show.
Master Views: These commands control the contents of the entire
presentation. You’ll learn more about these in Module 7.

Additional information
For additional information on changing the view, go to:
Choose the right view for the task in PowerPoint
For additional information on changing the default view, go
to: Change the default view

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Change the slide size and orientation

Unlike Microsoft Word, it is not possible to change the size of individual slides
in a presentation like you can with a Word document. Similarly, you cannot
change the orientation of individual slides. It’s all or nothing!
1. Select the Design tab and the Slide Size command from the Customize
group.
2. Select Standard (4:3), Widescreen (16:9) aspect ratio.

Figure 74: Maximize or Ensure Fit dialog box

3. For further options, such as A4 or Overhead, select the Design tab and
the Slide Size command then Custom Slide Size to open the Slide
Size dialog box (Figure 15).
4. Select the drop-down arrow under Slides sized for to choose an option
or manually edit the Width and Height if you need to.
5. Use this dialog box to switch from Portrait to Landscape and vice versa.

Figure 85: Slide Size dialog box

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Did you know?

Widescreen (16:9) aspect ratio is the most common ratio
for television and computer monitors. Do you have a TV at
home? What’s the ratio of it? Is it the same as all your
classmates?

Additional information
For additional information on changing the slide size, go to:
Change the size of your slides

Activity: Guess and tell

Your teacher will change the view of a presentation and ask you to guess
why you might use that view.
You will need the following resources for this activity:
 Open L3_T2_act_staff_profiles_starter.pptx in this lesson’s Learning
Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Observe as the teacher demonstrates the different PowerPoint views.
2. Follow along with the steps and note where the teacher has navigated, so
that you have a solid understanding of where to go to change the view.
3. The teacher will ask you to guess the purpose of a view.
4. You will soon have the opportunity to change the screen view in the try-it
that follows.

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Try-it: Change presentation views and slide

size
This is a leveled try-it to change the screen view.

Try-it 1
Resources
You will need the following resources for this try-it:
 Open L3_T2_try1_staff_profiles_starter.pptx in this lesson’s Learning
Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Change the slide size to Standard (4:3) and ensure fit.
2. Save the presentation with the original name and append your initials on
the end.

Try-it 2
Resources
You will need the following resources for this try-it:
 Open L3_T2_try2_staff_profiles_starter.pptx in this lesson’s Learning
Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Change the slide to 35 cm slide and ensure fit.
2. Delete the notes in all slides containing notes.

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Wrap-up
Are there any concerns that are still unanswered by any of your classmates?
Can you help clear them up? If not, use these questions to check what you
learned in this lesson:
1. Which of the following views do you use to edit slides in PowerPoint?
Select the correct option.
a. Outline
b. Slide Sorter
c. Reading View
d. Normal
2. To display a presentation as if it were a slide show—but without running a
slide show—which view would you use?
Select the correct option.
a. Outline
b. Slide Sorter
c. Reading View
d. Normal
3. To change the slide size to A3, what sequence of steps would you follow?
Indicate the correct sequence by adding numbers 1 through 4 next to the
following items.
a. Select Custom Slide Size - Select here to enter text.
b. Select the Design tab - Select here to enter text.
c. Select Maximize or Ensure Fit - Select here to enter text.
d. Select A3 from the drop-down arrow - Select here to enter text.

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 Introducing the PowerPoint fundamentals

4. In which group will you find these commands?

o Duration
o Fly In
o Notes Page
o Text box
Categorize the following items by adding the appropriate group name
next to each item.
a. Duration - Select here to enter text.
b. Fly In - Select here to enter text.
c. Notes Page - Select here to enter text.
d. Text Box - Select here to enter text.

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Lesson 4: Designing a
presentation
Overview
In this lesson you will apply a design theme to a presentation, select different
design variations, and edit the slide background.

Warm-up
Ask your neighbor what their favorite topic has been so far in PowerPoint.
Have they been able to use it for any of their other classes? Then use these
questions to find out what you already know about this lesson’s topics:
1. Which of the following statements are true?
Select all that apply.
a. A design theme contains built-in colors.
b. A design theme contains built-it bullet styles.
c. It is not possible to change the built-in font in a design theme.
d. You can only apply one theme to a presentation.
2. To apply a textured background to a presentation from the Design tab,
what sequence of steps would you follow?
Indicate the correct sequence by adding numbers 1-4 next to the
following items.
a. Select Format Background - Select here to enter text.
b. Select any texture - Select here to enter text.
c. Select the Texture drop-down arrow - Select here to enter text.
d. Select Picture or texture fill - Select here to enter text.
3. To change the color scheme of a presentation, start the process by going
to the Select here to enter text. tab.
Fill in the blank space.

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4. To apply a custom theme to a presentation, what sequence of steps

would you follow?
Indicate the correct sequence by adding numbers 1-4 next to the
following items.
a. Select Browse for themes - Select here to enter text.
b. Locate the theme and select Open - Select here to enter text.
c. Select the More arrow in the Themes group -
Select here to enter text.

d. Select the Design tab - Select here to enter text.

Topic 1: Design a slide

When you create a new presentation, you can apply a design theme
immediately or you can apply a design when you have the core content
written. You can apply the built-in themes quickly and you can customize
them, for example, to match company branding. In fact, you can use any
presentation as if it was a theme to apply to other presentations. But why
bother? There are many reasons, and here are a few:
 The entire presentation will have a similar appearance, avoiding "death
by PowerPoint" thoughts.
 Consistency across your slides is easier for your audience to consume.
 The font color, font type, background colors, and bullets will be
coordinated and less likely to have accessibility issues such as color
contrast problems.
 Applying themes saves time and is super easy!

Apply a theme
1. Select the slides for which you want to apply a theme and go to the
Design tab.
2. Select the theme thumbnail you want to apply from the Themes group
(Figure 16).
3. Select the More arrow for more themes.

Figure 96: Themes group

4. Select Browse for theme to locate any themes available to you or to

access any presentation that you would like to use as a theme. Theme
files will have the extension .thmx.

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 Introducing the PowerPoint fundamentals

Design Ideas
If you have access to the Internet, it’s likely that you have already noticed
the persistent Design Ideas feature. As soon as you insert any type of
image or even sometimes as soon as you enter text, the Design Ideas pane
opens on the screen. All you need to do is select any of the suggestions that
are offered. It’s fantastic! The most difficult part is deciding which option to
choose. If Design Ideas does not open automatically, go to the Design tab
and select the Design Ideas command.
Note: You will need internet access to get the full benefit of this feature.

Video
To review the video on applying themes to your slides, go to:
Add color and design to your slides with Themes

Activity: Think-pair-share
In this activity, you will work in pairs to create a quick presentation and apply
any theme available to you. Use Design Ideas if this feature is available.
There are a couple of themes stored in your learning resources folder that
you can use if needed.

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

Activity instructions
Participate in the activity by following these instructions:
1. Work with a partner to create a new presentation with a maximum of four
or five slides.
2. Take a minute or two to decide on the topic or choose one of the
following:
a. Any sport or fitness activity
b. The life of a happy pet
c. Any school topic
d. Favorite book or author
e. The best things about PowerPoint
3. Enter a couple of lines of text on each slide and apply any design theme.
4. Apply any suggestions from the Design Ideas pane if you like.

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5. Save the presentation as Our_presentation and append your names on

the end.
6. Compare your creation with another pair or group. (Sometimes observing
other people’s creations can give you inspiration for the future!)
7. You can use your presentation for the next topic try-it.

Topic 2: Edit the slide design

Imagine you inherited a presentation and you wanted to know what
theme was already applied, or that you didn’t like the color scheme or the
theme that had been applied. Luckily, it’s easy to figure out what theme has
been applied and apply a different one. You can even apply different themes
to different slides in the same presentation.

Edit Slide Design

To discover which theme has been applied to a presentation:
When you move your pointer device over any of the thumbnails in the
Themes group, a screen tip will indicate that slides that have the theme
applied; for example, Integral: used by all slides or Office theme: used by
slides 3-4.
To remove the themes from a presentation:
1. Select all slides in the presentation by selecting any slide thumbnail and
then using Ctrl+A or by selecting Select from the Editing group on the
Home tab and then Select All.
2. Select the Office Theme thumbnail in the Themes group on the Design
tab.
To change the colors used in a design theme:
 Select the option you would like to apply from the Variants group on the
Design tab, or
 Select the More drop-down arrow to access further options (Figure 17):
o Colors will offer a huge list of color schemes to apply.
o Fonts will allow you to change the entire font theme for the
presentation.

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 Introducing the PowerPoint fundamentals

o Effects offer lots of interesting effects that will be applied to graphics

in a presentation.
o Background allows you to change the background color of your slides.

Figure 107: Variants group

Format slide background

When you apply a theme to a presentation, it includes the background color
and there is usually no need to change it. However, you might still need to
occasionally change it; for example, an unsuitable color contrast might
obscure your slide content or your company might have specific colors that
you need to use.
To format the background:
1. Select the slides for which you want to change the background.
2. Select the Format Background command in the Customize group on
the Design tab (Figure 18).
3. Select from:
o Solid Fill: To apply a specific color or set the transparency.
o Gradient Fill: To apply a linear, radial, or other effect.
o Picture or texture fill: To apply an image to the slide background or
apply a built-in texture.
o Pattern fill: To apply a customized pattern.
o Hide background graphics: To remove any graphics that belong to
the slide master – useful when graphics detract or get in the way of
slide content.
4. Depending upon which option you select, Format Background will offer
many choices (you can have hours of fun here!).
5. Select Apply to All if you would like to apply your changes to the entire
presentation.

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6. Select Reset Background to set the slide back to the theme default
settings.

Figure18: Format Background pane

One of the best methods to understand these options is to experiment. You

can always undo anything you don’t like or close the presentation without
saving it.

Additional information
For more information on creating your own theme or color
scheme, go to: Create your own theme in PowerPoint

Activity: Challenge
In this activity you will investigate what theme, font, and color scheme has
been applied to a presentation.

Resources required
You will need the following resources for this activity:
 Open L4_T2_act_Munsons_vegetables_starter.pptx in this lesson’s
Learning Activity Resources.

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Activity instructions
Participate in the activity by following these instructions:
1. Investigate the following and note the answers:
o What theme has been applied to the presentation?
o If there is more than one theme, to which slides have they been
applied?
o What color scheme has been used?
o What Font theme has been used?
2. If you are having difficulty, ask your teacher or a fellow classmate for
help.

Try-it: Edit the slide design

In this try-it you will edit the presentation you created earlier by
applying a slide variant and specific background to the first slide.

Try-it
Resources
You will need the following resources for this try-it:
 Open Our_presentation.pptx (the presentation you created earlier with
your partner) in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks to perform during this try-it:
1. Apply a different color scheme to the entire presentation.
2. Apply a different background color to the first slide.
3. Compare your changes with your partner.

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Wrap-up
As this is the last lesson before your first Cornerstone, take this opportunity
to ask for help to solve any questions or clarify any topics covered in this
module. Then, use the following questions to check what you learned in this
lesson:
1. What is the keyboard shortcut to select all slides in a presentation?
Select the correct option.
a. Ctrl+S
b. Ctrl+D
c. Ctrl+A
d. Ctrl+T
2. Which of the following statements are false?
Select all that apply.
a. All slides must have the same design theme applied.
b. You can apply a maximum of two themes to a presentation.
c. You cannot change the background of individual slides; they all have to
be the same.
d. You need internet access to change the design theme.
3. You can discover the theme that has been applied to a presentation by
hovering your pointer device over the Select here to enter text. in the
Themes group.
Fill in the blank space.
4. In which group will you find the following commands?
o Colors
o Browse for theme
o Format Background
o Design Ideas
Categorize the following items by adding the appropriate group name
next to each item.
a. Colors - Select here to enter text.
b. Browse for theme - Select here to enter text.
c. Format Background - Select here to enter text.
d. Design Ideas - Designer - Select here to enter text.

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Glossary
Placeholder Default text boxes for entering text on any slide.

Slide Layout Built-in styles containing placeholders to easily re-align

data on a slide. Most popular are the Title Slide and
the Title and Content layouts.
Design theme Built-in themes that can be applied to any presentation.
The default theme is the Office Theme. Most companies
will have a preferred design theme.
Paste Options When data is pasted, a Paste Options button will
immediately appear to change the paste type to
something else. For example, change Use Destination
Theme to Keep Source Formatting.
Design Ideas A helpful feature that can help give your slides a
makeover.

Table 2: Glossary terms and definitions

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Cornerstone
Overview
You have recently moved from the Finance team to the Events Management
team and need to create a flyer in PowerPoint advertising the next
Blueberries and Balloons event. You also need to update an existing
presentation that will be used for future intern inductions.

Objectives
The following table outlines the Cornerstone objectives and their
corresponding Microsoft Office Specialist (MOS) exam objectives.

Create a  Not mapped

presentation
Modify slide  2.1.3: Insert slides and select slide layouts
content
Modify screen  1.2.1: Change a slide size
size and view  1.2.2: Display presentations in different views

Design a slide  2.2.2: Modify individual slide backgrounds

Table 3: Cornerstone objectives

Duration
30-40 minutes

Instructions
1. Complete the following tasks for each file.
2. When saving your file, add your name to the end of the filename, for
example: “Event_Flyer_Dwayne_Espino.” Follow your teacher’s directions
for where to save your files.
3. When you finish the Cornerstone, assess your completion and enter the
points you think you earned within the following task lists. Ask your
teacher for help if you need it.

Tasks
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 Introducing the PowerPoint fundamentals

You will work with two files in this Cornerstone. The following are the tasks
for each file:

File 1:
Cornerstone1_annual_events_starter.pptx
Task: Create and save a presentation (2 points)
1. Create a new blank presentation. (1 point)
2. Save the file as Event_flyer and append your name on the end. (1 point)
Points scored: Select here to enter text. /2

Task: Copy a slide (4 points)

1. Open Cornerstone1_annual_events_starter.pptx. (1 point)
2. Copy slide 6 and paste it into the Event_flyer presentation. Keep the
source formatting. (2 points)
3. Delete the title slide. (1 point)
Points scored: Select here to enter text. /4

Task: Change the slide size (2 points)

 Change the slide 1 size to A3 ensuring maximum fit. (2 points) (Exam
objective 1.2.1)
Points scored: Select here to enter text. /2

Task: Edit slide content (2 points)

1. Edit the text in the placeholder as follows:
a. Summer festival with hot air balloons, food, and fun
b. Starts at 1pm daily
c. 20-24 August
2. Close and save the Event_flyer presentation.
Points scored: Select here to enter text. /2

FILE 1 TOTAL POINTS: Select here to enter text. /10

File 2:
Cornerstone2_staff_profiles_starter.pptx

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Task: Change the slide layout (2 points)

 Change the slide layout of slide numbers 3 and 7 so that they are using
the same layout as slides 2, 4, 5, and 6. (1 points) (Exam objective 2.1.3)
Points scored: Select here to enter text. /2

Task: Insert slide (2 points)

1. Insert a new slide at the end of the presentation using the Two Content
layout. (1 point) (Exam objective 2.1.3)
2. Enter Vacancies into the title placeholder. (1 point)
Points scored: Select here to enter text. /2

Task: Format the slide background (2 points)

 Hide the background graphics in all slides except the first slide. (2 points)
(Exam objective 2.2.2)
Points scored: Select here to enter text. /2

Task: Change screen views (2 points)

 Hide the Notes pane, leaving the slide at 70% zoom. (2 points) (Exam
objective 1.2.2)
Points scored: Select here to enter text. /2

FILE 2 TOTAL POINTS: Select here to enter text. /8

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