Fundamentals of

Computers
By / Merhan Atef
Power
Point
By / Merhan Atef
 1- What is Microsoft Power Point ?
is a powerful slide show presentation program. It
is a standard component of the company’s
Microsoft Office suite software, and is bundled
together with Word, Excel, and other office
productivity tools. The program uses slides to
convey information rich in multimedia.

By / Merhan Atef
 1- What is Microsoft Power Point ?
With PowerPoint on your PC, Mac, or mobile device, you
can:
• Create presentations from scratch or a template.
• Add text, images, art, and videos.
• Select a professional design with PowerPoint Designer.
• Add transitions, animations, and cinematic motion.
• Save to OneDrive, to get to your presentations from
your computer, tablet, or phone.
• Share your work and work with others, wherever they
are.

By / Merhan Atef
 2- Getting
Started-The Look
of Office 2016

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
Before we begin looking at the functions we need to introduce
the interface to PowerPoint 2016.

Where are the menus?

In place of the familiar menus and toolbars, PowerPoint 2016
presents a simplified interface with the Office Button, Quick
Access Toolbar, and the Ribbon. Commands and functions are
organized into groups for
ease of navigation.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
File Tab and Quick Access Toolbar:
• The File Tab provides access to the
old File menu commands as well as Quick Access
PowerPoint Options. Toolbar

File Tab
• The Quick Access Toolbar also
provides access to common
commands via an icon toolbar.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :

The Ribbon
The Ribbon contains most of the functions that used to be
found as menu or toolbar items. The Ribbon is composed of
Tabs containing Groups where functions are organized to provide
a visual palette of choices and an ease of use.

By / Merhan Atef
 Tabs

Groups
 2- Getting Started-The Look of Office
2016 :
Slideshow from current slide
Views
The 3 buttons in the bottom right
corner of the document window
allow you to change the way you Normal Slide Sorter Zoom Slider
view your presentation. Also in
this area is the Zoom tool to allow
you to enlarge the view of the
document for a closer look.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
NOTE: you can also choose these options from the View tab in the
Ribbon.
• Normal View contains three panes: the outline pane, the slide pane, and the notes
pane.
• Slide Sorter View displays miniature versions of a slide for changing the order,
transition and timing of your slide show.
• Notes Page View shows slide with note section below.
• Reading View shows the presentation as a slide show that fits in the window

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
Online Help

Use the Microsoft Office PowerPoints Help for quick answers to

PowerPoint 2016 questions. Click on the Help button in the upper right
corner of the Ribbon and type in a question.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
Saving
Save versus Save As: use Save to save a previously saved document; use Save
As to save a new document or to save another copy of the document under a
different name or format.

• Select Save As from the File Tab.

• When the Save As dialog box appears, type in a name for the file in the File Name text box.
• Choose a destination for the file to be saved.
• If you need to change the format of a document for someone who isn’t using PowerPoint 2016, (select
PowerPoint 97-2003 to save in a previous version of PowerPoint).
• Click Save to save the file.
Save: Click once on the Disk icon (or Control- S) in the Quick Access Toolbar to perform a
quick save.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
The Open File Dialog
Quickly open any previous documents used by selecting them from the
Recent Documents pane when you click on File Tab menu. Or choose
Open from the File Tab to locate a document to open.

Tip: Change the Recent Documents setting from PowerPoint Options in

the File Tab.
Select Advanced, and in the Display section, increase or decrease the
number in Show this number of Recent Documents up to 50 documents

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
Templates
Templates are pre-formatted documents that save you time
getting started on typical types of documents.

Accessing a PowerPoint Template:

Select New from the File Tab.

In the center section you can then select templates from the
local Available Templates and Themes or search to download a
template from the online Office.com Templates.
By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
Create your own templates to use for presentations:
• Select New from the File Tab.
• Right-click Blank Presentation from Available Templates and
Themes and then click Create.
• Make the changes you would to have in your template and
then select Save from the File Tab.
• In the Save dialog box, select PowerPoint Template from the
Save as type dropdown menu. The location should default to
the templates folder. Click Save to finish.

By / Merhan Atef
 2- Getting Started-The Look of Office
2016 :
The Undo/Redo Tools
Click on the Undo tool in the Quick Access toolbar or use
Control-Z to reverse the last change. Use the Redo tool to
reverse the last Undo. Click on the black-down arrow to view a
list of history actions.

By / Merhan Atef
3-Adding /
Deleting Slides
 3-Adding / Deleting Slides
Adding Slides
To add a new slide, click onto the Home tab click on the New Slide tool and
use the slide layout thumbnails to select the layout for your new slide. To
change a layout, select the slide you want to change, click on the Layout
tool and select the layout thumbnail that will be replacing the current layout.

Deleting Slides
Delete a slide by right clicking on a selected the slide in the left column,
and selecting Delete Slide from the menu pressing the Delete key on the
keyboard

By / Merhan Atef
4-Customizing
PowerPoint
2016
 4- Customizing PowerPoint 2016

PowerPoint Options allow you to customize how PowerPoint 2016

functions and looks. Access Options from the File Tab to make
changes to your Display, Files Locations, Saving, etc.

Save Tab: to secure an automatic save of any open document, make

sure that Save AutoRecover information every […] minutes has an x
in the checkbox and a time is selected in the time box. You can also
change the default drive and directory for saving PowerPoint
documents and AutoRecover documents.

By / Merhan Atef
 4- Customizing PowerPoint 2016

Advanced Tab: here you can set

the way PowerPoint handles
functions such as copying and
pasting. There are also settings to
customize what is displayed in
the PowerPoint window.

By / Merhan Atef
 4- Customizing PowerPoint 2016

Quick Access Toolbar Tab: This option

allows you to add functions to the
Quick Access Toolbar. Usually this
option defaults to Popular Commands
but selecting All Commands will make
all of the PowerPoint commands
available to add the toolbar. Select
the command you want and then click
Add to place it on the Quick Access
Toolbar.

By / Merhan Atef
 4- Customizing PowerPoint 2016

Customize Ribbon Tab: Here you

can make changes to the Ribbon,
including adding custom groups to
the Ribbon, adding custom tabs to
the ribbon and changing the order
of the tabs in the ribbon

By / Merhan Atef
 4- Customizing PowerPoint 2016

Customize Ribbon Tab: Here you

can make changes to the Ribbon,
including adding custom groups to
the Ribbon, adding custom tabs to
the ribbon and changing the order
of the tabs in the ribbon

By / Merhan Atef
5- Tools
in the
Ribbon
 5- Tools in the Ribbon

New in PowerPoint 2016, the tools that were in the

menus and toolbars are now found in the Ribbon. In
this tutorial, we will show all of the tabs and note the
groups and tools but we will highlight the basic tools
needed for creating and editing a document.

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
The Home tab contains the groups for the Clipboard,
Slides, Font, Paragraph, Drawing and Editing tools.

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
The Home tab contains the groups for the Clipboard, Slides, Font, Paragraph,
Drawing and Editing tools.
Clipboard: The Clipboard contains the familiar Cut, Copy and Paste
functions as well as the Format Painter.

Cut/Copy and Paste

Use the Cut/Copy and Paste capability to move and copy text and graphics
from one document or program to another.
• Select text to cut/copy.
• To cut/copy in PowerPoint 2016, click on the Home tab in the Ribbon
and select Cut or Copy in the Clipboard group, OR press Control-X to Cut
or Control-C to Copy.
• To paste in PowerPoint 2016, position the cursor in the desired position
and select Paste in the Clipboard group, OR press Control-V to Paste

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
Format Painter
With the Format Painter you can easily copy formatting that
includes bold, italics, a font, point-size, etc..
NOTE: this tool copies formatting, not text.

• Select the formatted text that you want to copy.

• Click once on the Format Painter tool to copy the
formatting to one selection; double click on the tool to
copy it to many.
• Click and drag across the text you want to format.
• Repeat as needed, otherwise click once on the Format
Painter tool to close.

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
Slides: To add a new slide click New Slide
and use the slide layout thumbnails to select
your desired slide layout. To select a layout,
click once on a thumbnail. You can change
the layout of a selected slide by clicking on
Layout and making the change. Reset allows
you to bring the slide layout and formatting
back to its default layout.

By / Merhan Atef
 5- Tools in the Ribbon

Home tab
Font: Character formats include bold, italics,
underlining, font and point sizes. Click on either
the Font or Size pulldown arrow to make a
Font dialog box link
change. Make changes to a character’s format
by selecting the text and then applying a format
from the Font group.

By / Merhan Atef
 5- Tools in the Ribbon

Home tab
For additional tools regarding font
formatting or spacing, click on the
link in the lower right corner of
the Font group to bring up the
Font Dialog Box.

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
Paragraph: Here you will find the tools
for formatting paragraphs such as
alignment and columns, indentation,
bulleted or numbered lists, line
spacing, text direction, alignment and
SmartArt.
Modify a paragraph’s format by selecting
the paragraph(s), then selecting a choice
in the Paragraph group. To access
additional Paragraph tools, click on the link
in the lower right corner of the Paragraph
group to access the Paragraph Dialog Box.

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
Drawing: This group contains tools regarding
the creation of objects for your slide. Objects
include lines, shapes and text boxes. Here too
you will find the tools to manipulate the
arrangement and the styles (themes) of the
slide objects. As in other groups, you can bring
up the Format Picture options by clicking on
the link in the lower right corner of the group
to view the side palette to format fill, border,
and effects of any selected drawn object.

By / Merhan Atef
 5- Tools in the Ribbon

By / Merhan Atef
 5- Tools in the Ribbon
Home tab
Another feature in PowerPoint 2016 is Live
Preview where styles (or themes) can be
previewed on the selected object or text by
placing the cursor over the proposed style. For
example, in the Shape Styles gallery, there are
a selection of preformatted styles for the
objects and text selected. Placing the cursor
over each style or theme will preview on the
selected object before actually making a
selection.

By / Merhan Atef
 5- Tools in the Ribbon

If you would like to create a

custom style or theme for a
particular slide object(s), you
can do so through the
individual shape tools for fill,
outlines, and effects.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
The Insert tab contains the groups for the tools regarding the
insertion of Tables, Illustrations, Links, Header & Footer, Text
boxes, Symbols and Media Clips. We will take a look at some of
the basic tools in this tutorial.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Tables: To create a table, click on the Table tool in the Tables group. You can
select various ways to create a table. To create a quick table with more than one
cell, click on the Tables button and drag downward (i.e., 4x4 = four columns/four
rows) until you get the desired table layout. Release and enter text into the table.
Use the Tab key to move within a table. You can also insert an Excel spreadsheet
as a table.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Images: You can insert images from a variety of sources such as
pictures on your computer, clipart and from screenshots.
You can also create a presentation from a collection of images in the
Photo Album tool.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Pictures
Insert scanned images, JPG, PNG and JPEG and etc. files from your computer into a
presentation.

TIP: use JPG or JPEG image files since they are a compressed file format and will
result in smaller PowerPoint files.

To insert a picture:
• Click on the Picture tool in the Images group.
• Search for a .JPG .PNG or .JPEG image from the Insert Picture window and press
the Insert button.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Photo Album
Here you can create a series of
slides or an entire presentation
based on images you select from
your computer. Clicking on the
Photo Album tool brings up a dialog
box to select images and format the
series of slides to place in your
presentation, including frames and
captions.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Illustrations: You can insert an
illustration from this group in
the form of drawn shapes,
charts or Smart Art,

• Smart Art is new in Office

2016 to add preformatted
graphics to illustrate lists,
processes, hierarchies and
simple org charts.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
• After selecting the layout for the
Smart Art, you can then enter text,
adjust the layout size and format the
layout like any other slide object.

• Shapes : Click on the Shapes tool to

reveal the Shapes options. From the
palette click on a shape then click and
drag the shape on a slide to create the
size of the shape.
By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Charts :
Use a chart to graphically demonstrate
comparisons, activity, and trends.

1. To add a chart, click on the Chart tool

and select a chart style.
2. The chart object will be inserted on the
slide and Excel will open so that you
can edit the chart data and display
criteria.
3. Close the Excel window to finish editing
and to return to the PowerPoint slide.

By / Merhan Atef
 5- Tools in the Ribbon

By / Merhan Atef
 5- Tools in the Ribbon

Insert Tab
Charts :
4. You can always return to editing the
chart data and display criteria by clicking on
Edit Data in the Data group in the Chart
Tools Contextual Tab.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab Smart
Art Tool
When you insert an object such as
images, tables, Smart Art or charts,
selecting that item reveals another Table
new feature of PowerPoint 2016, Tools
Contextual Tabs. These menus are
displayed when an inserted object is
selected, providing object specific Picture
Tools
tools, such as bordering and shading,
coloring, effects, and styles.
In addition, many objects, whether it is a text, shape,
picture, etc. will have a rotation tool to free rotate the
object on the slide. The Rotate function is the green
knob attached to the top of the object.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Links: Click on the Hyperlink tool to
quickly add a hyperlink to text or a
graphic in your electronic document.
First select the text or graphic to link
from then click on the Insert
Hyperlink tool and type in or locate
the document or Web page to link to.

Tip: PowerPoint will automatically

detect a Web URL in your document
if you type an http:// before any Web
address in your document.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Text: You can add a text box to a
slide by clicking on the Text Box
tool, then clicking and dragging
the cursor (now shaped like a
down arrow) over the area you
would like to insert the box.

Tips for using text:

• Be clear and concise
• Be big and bold
• Use bullet points to list main points
• Consider your audience and tone
By / Merhan Atef
 5- Tools in the Ribbon

Insert Tab
Add text to a PowerPoint slide by clicking once in a Text Box, and
begin typing new text or over highlighted text. Click away from the
text box when you have finished typing.

Move/Resize a Text Box:

Click anywhere in the text to reveal the text box borders. Click on the gray
shaded border of the text box to select the entire text box

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
• Move a Text Box by clicking on the border
and dragging the box to a new location.

• Resize a Text Box by clicking and dragging

on one of the handles of a box to resize it.

• Delete a Text Box by clicking on the box’s

borders and pressing the Delete key on your
keyboard.

• Modifying Text: Double-click on a word to

select it. Triple-click to select an entire
paragraph. To select everything on a slide:
choose Select All from the Editing group of
the Home tab, or press Control-A.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Header & Footer
Here you can also insert a Footer to
have a slide number, date or other text
appear on a slide. You can also set up
notes and handouts to have both
headers and footers. Headers appear in
the top margin; footers in the bottom
margin.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Header & Footer
1. Click on Header & Footer from the Text
group in the Insert tab. Click on the first
tab for Slides.

a) Here there are choices to add to the

Footer for a single slides or all
slides. You can add the date, slide
number and a text footer.

b) Click Apply to All to add the footer

to every slide or Apply to add the
footer to the current slide.

By / Merhan Atef
 5- Tools in the Ribbon
Insert Tab
Header & Footer
2. Now click on the tab for Notes and
Handouts.

a) Here you can set up a header and/or

footer for your printable handouts or
notes. Date and Time and Header are
set to appear in the upper or header
portion of the document.

b) Page Number and Footer are set to

appear in the lower or footer portion
of the document. Here you can only
apply the settings to all of the
pages
By / Merhan Atef
 5- Tools in the Ribbon

Insert Tab
WordArt
Use the WordArt tool to create interesting and fun
text objects. Click on the WordArt tool to select a
style for your WordArt object. You can then edit the
object through the Drawing Tools Contextual Tab.

By / Merhan Atef
 5- Tools in the Ribbon
Design Tab
The Design tab contains the groups for the tools regarding the
formatting of the layout and general look of the document. Here you
can set the slide size (i.e. 4:3 versus 16:9), add a preformatted
theme or set a background color. Note that Themes and Background
Color employ Live Preview to see what the theme or color would
look like on the slide before applying it.

By / Merhan Atef
 5- Tools in the Ribbon

Design Tab
If you want to create a custom theme, you can set the Colors,
Fonts, and Effects of the fonts and accents, by using the individual
tools next to the preformatted themes.

By / Merhan Atef
 5- Tools in the Ribbon
Design Tab
You can also set a custom background in the Customize
tool. Create a background of

By / Merhan Atef
 5- Tools in the Ribbon
Design Tab
Here you can set up a background with a solid, gradient,
picture/texture or pattern fill

By / Merhan Atef
 5- Tools in the Ribbon
Animations Tab
The Animations tab contains groups for the tools relating to adding
custom animations to slide objects within a slide.

By / Merhan Atef
 5- Tools in the Ribbon
Animations Tab
The Animations tab contains groups for the tools relating to adding custom
animations to slide objects within a slide.

• Adding animation: Choose to have text dissolve onto the screen, art objects
fly in from an angle, or sound build as a slide is presented.

1. On your slide you can add animations to text boxes, images, shapes or
charts (called Slide Objects). Click once on one of the Slide Objects (text or
images) to select it.
2. In the Animations tab click Add Animation to bring up a listing of common
effects to add.

By / Merhan Atef
 5- Tools in the Ribbon

You can also access a complete listing of animations for

Entrance, Emphasis, or Exit effects by selecting More
Entrance/Emphasis/ExitEffects.
By / Merhan Atef
 5- Tools in the Ribbon
Animations Tab
3. Once you have selected this option,
the appropriate palette will appear
on the right side of the slide.

4. Now you can single click on any

animation and preview the effect on
the selected object. This window
also shows the full range of effects
that are available. Click OK to add
the effect.
By / Merhan Atef
 5- Tools in the Ribbon
Animations Tab
NOTE: You can only animate one slide at a time.
Once the animation has been applied, you can click on the
Animation Pane tool to customize the applied animation in terms
of timing, triggers for the animation.

By / Merhan Atef
 5- Tools in the Ribbon
Transitions Tab
In the Transition tab, you can set up effects for transitioning from
one slide to the next. The default transition doesn’t involve any
special effects.

By / Merhan Atef
 5- Tools in the Ribbon
Transitions Tab
1. Select the slide from the thumbnails on the left.
2. Click on the selection to apply the effect on the
current slide. The effect occurs between the
selected and previous slide.

By / Merhan Atef
 5- Tools in the Ribbon
Transitions Tab
3. You can then select Effect Options for the transition and slide
advancement settings in the tools to the right of the transitions.
Click Apply to All to apply the settings to all slides.

By / Merhan Atef
 5- Tools in the Ribbon
Slideshow Tab
The Slideshow tab contains tools for setting up and viewing the
slideshow presentation. Here you can view the slide show from the
beginning or from a current selected slide.

By / Merhan Atef
 5- Tools in the Ribbon
Review Tab
The Review tab contains tools to help proof your
document like the spell check and thesaurus tools.

By / Merhan Atef
 5- Tools in the Ribbon
Review Tab
Spelling & Grammar
Automatic Spell Checking is enabled by default. With Automatic Spell
Checking enabled, misspelled words are underlined in red. To correct a
misspelling, right click on the misspelled word and choose from the
available options.

Use Spelling & Grammar to scan an entire document, a particular word(s)

(by selecting it) and general grammatical errors. You can disable the
grammar check in the Spelling & Grammar dialog.
Start Spelling & Grammar by clicking on the tool in the Review tab.

By / Merhan Atef
 5- Tools in the Ribbon
Review Tab
Spelling & Grammar
Spelling dialog Options:

Option Description
Change Replaces word with suggested word
Change All Replaces the misspelled word anywhere in the document
Ignore once Skips once
Ignore All Skips word throughout the document
AutoCorrect Adds the word to your AutoCorrect dictionary
Suggestions Have PowerPoint suggest words close to the word
Add to Dictionary Adds word to PowerPoint’s supplementary dictionary
Options Choose Options to have PowerPoint take you to the
Spelling options tab for creating or modifying a dictionary.
By / Merhan Atef
 5- Tools in the Ribbon
View Tab
The View tab contains the groups with tools for manipulating the viewing of a
document. We have already mentioned the Presentation Views group and the Zoom
tool but there are also tools to show/hide items like the slide ruler and gridlines.
Here you will also find the tools for creating a master slide, notes or handout.

By / Merhan Atef
 5- Tools in the Ribbon
View Tab
Slide Masters
Use the Slide Master feature in PowerPoint to help develop consistency in
your presentation by adding a new style/format to one slide then have it
apply to all slides in the presentation.

With the Slide Master feature, you can:

• Change the default typeface style and color for all slides in a
presentation
• Add a company logo, name, department or date to a presentation
• Add headers, footers and notes to all slides in a presentation

By / Merhan Atef
 5- Tools in the Ribbon
View Tab
To change to a Slide Master, click on the Slide Master button in the
Presentation Views group. Make desired changes then click on the Close
Master View button to finish.

By / Merhan Atef
 5- Tools in the Ribbon
View Tab
Notes Page:
The Notes Page view allows you to enter information regarding a
slide for either distribution or presenter notes.

By / Merhan Atef
 5- Tools in the Ribbon
Printing a Slide Show
Select Print from the File Tab to choose from a variety of printing
options.
Under Print All Slides, choose All Slides, Current Slide, or a
specific range of Slides, i.e., 2-6.
Under Full Page Slides, you can choose Handouts so that your
audience and take a printed copy of your presentation with them.
Here you can choose how many slides per page.
TIP: 3 slides per page provides a lined space alongside miniature
versions of each slide for note taking.

By / Merhan Atef
 5- Tools in the Ribbon
Printing a Slide Show

By / Merhan Atef
 5- Tools in the Ribbon

Save as a PDF
PowerPoint 2016 has built in PDF
support so you can save your
presentation as a PDF. Select
Export in the File Tab and select
Create PDF/XPS Document.
Click on the icon labeled Create
PDF/XPS to continue.

By / Merhan Atef
 5- Tools in the Ribbon
Save as a PDF
In the dialog box select the
location to save your PDF and
the quality level of the PDF
export. You can also click on the
Options button to configure how
your presentation exports to
PDF. Click OK to exit the
Options window and then
Publish to finish exporting your
PDF.

By / Merhan Atef
 Thanks!
Do you have any
questions ?

By / Merhan Atef