Microsoft PowerPoint 2010

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1 Microsoft PowerPoint The PowerPoint Ribbon Getting Started 1 Quick Access Tool Bar Contains shortcuts for commonly used tools. 2 Backstage View Contains tools to work with files and manage PowerPoint settings. 3 Groups Contains like commands within each tab. Some groups include an arrow button with more commands. 4 Tab Bar Contains tabs that display tools and commands in the ribbon. Note: Contextual tabs display on the Ribbon only when particular types of objects are selected or when specific tasks are being performed. Customize the Quick Access Toolbar 1. From the Quick Access Toolbar, select the drop-down menu. 2. Select the desired command on the list. To add a command to the toolbar, click it to turn on the checkmark. To remove a command from the toolbar, click it to turn off the checkmark. 1. Click the Customize Quick Access Toolbar 2. Click More Commands. 3. From the PowerPoint Options window, select the arrow under Chose Commands From to display the drop-down list. 4. Click on the desired command from the list on the left, and then click Add. To remove a command, click to select it from the list on the right, and then click Remove. 5. Click OK. Create a Presentation from a Template 1. File Tab > New. To use a recently used template, select Recent templates. To use a sample template, select Sample templates. To use a template that you have created, select My templates. 2. Select the template you want to use. 3. Click Create. Create a New Blank Presentation 1. File Tab > New. 2. In the Available Templates and Themes pane, select Blank presentation. 3. Click Create. Save a New Presentation 1. File Tab > Save As. 2. Select location of where you want to save the presentation. 3. In the File name field, enter a file name. 4. Click Save. Open a Presentation 1. File Tab > Open. 2. In the Open dialog box, locate and select the file you want to open. 3. Click Open. To open a recent presentation, select Recent in the left pane. Select the presentation in the Recent Presentations pane. To open a recent folder, select the folder in the Recent Places pane. Select the file you want to open and click the Open (480)

2 Themes Apply a Theme 1. Design Tab>Themes Group. Duplicate a Slide 1. In the Slides pane on the left, select one or more slides to duplicate. 2. From the drop-down menu select the desired theme. Customize a Theme 1. Design Tab > Themes Group. To change the theme colors, from the Colors drop-down menu, select the desired colors. To change the theme fonts, from the Fonts dropdown menu, select the desired fonts. To change the theme effects, from the Effects drop-down menu, select the desired effects. To change the theme background styles, Design Tab > Background Group > Background Styles. From the drop-down menu, select the desired background. Save a Theme 1. Design Tab>Themes Group. 2. From the drop-down menu select Save Current Theme. 3. In the File name field, enter your theme name. 4. Select an appropriate location to save your theme. 5. Click Save. Slides Create a New Slide 1. Home Tab > Slides Group. 2. From the New Slide drop-down menu, select the desired slide layout. To change the layout of an existing slide, select the Layout drop-down menu, and then select the desired slide layout. Delete a Slide 1. In the Slides pane on the left, select the slide(s) that you want to delete. 2. Press the Delete key on keyboard. 1. In the Slides pane on the left, right-click the slide(s) that you want to delete 2. Select Delete Slide from the menu. 2. Home Tab > Slides Group. 3. From the New Slide drop-down menu, select Duplicate Selected Slides. The duplicate slide(s) are added to your presentation after the selected slide(s). Reuse (Import) a Slide 1. In the Slides pane on the left, click between the slides where you want to insert the slide(s) from another presentation. A blinking horizontal line will display in the location where the new slide will be inserted. 2. Home Tab > Slides Group. 3. From the New Slide drop-down menu, select Reuse Slides. 4. In the Reuse Slides pane, click the Browse Button. 5. From the drop-down menu, select Browse File. 6. In the Browse window, locate and double-click the presentation that contains the slide(s) to insert. In the Reuse Slides pane, the presentation slide thumbnails display. 7. Place the mouse over a thumbnail to display a larger version of the slide. To insert the slide(s) with the original presentation format, click in the Keep Source Formatting checkbox. To insert the slide(s) with the current presentation format, leave the Keep Source Formatting checkbox blank. To insert a single slide, click the slide thumbnail. To insert all slides, right-click on a thumbnail, and then select Insert All Slides. 8. When finished, close the Reuse Slides Pane. 2

3 Insert a Footer (Slide) 1. Select the slide(s) to which you want to add the footer. The header option is not available on slides. 2. Insert Tab > Text Group > Header & Footer. 3. In the Header & Footer dialog box, on the Slide Tab: Hide a Slide 1. In the Slides pane on the left, select the slide(s) that you want to hide. 2. Slide Show Tab > Set Up Group > Hide Slide. The selected slide(s) will display a box with a diagonal line through the slide number. The slide thumbnail will be grayed out. Unhide a Slide 1. In the Slides pane on the left, select the hidden slide. 2. Slide Show Tab > Hide Slide Text Cut, Copy, and Paste Preview 1. Select the text you want cut or copy. 2. Home Tab > Clipboard Group. To cut the text, click the Cut To insert a footer on selected slides, place a checkmark in the appropriate checkbox(es) of the items that you want to display, and then click Apply. To insert the footer on all slides in the presentation, place a checkmark in the appropriate checkbox(es) of the items that you want to display, and then click Apply to All. Insert a Header & Footer (Notes/Handouts) 1. Select the slide(s) to which you want to add the header and footer. 2. Insert Tab > Text Group > Header & Footer. 3. In the Header & Footer dialog box, select the Notes and Handouts Tab: To insert a header, place a checkmark in the Header checkbox, and then enter the desired text. To insert the date and time, place a checkmark in the Date and time checkbox. Select the Update Automatically or Fixed radio The date and time will automatically display in the header. To insert a footer, place a checkmark in the Footer checkbox, and then enter the desired text. To insert the page number, place a checkmark in the Page number checkbox. The page number will automatically display in the footer. 4. Click Apply to All. To copy the text, click the Copy 3. Click in the document where you want to paste the selection. 4. Click the drop-down menu of the Paste 5. Place your mouse pointer on the buttons to preview the text, and then click to paste text. To use the destination theme, click the Use Destination Theme To keep the source formatting, click the Keep Source Formatting To paste the text as a picture, click the Picture To paste the text without any formatting, click the Keep Text Only Illustrations Insert Clip Art 1. Select the slide and place the insertion point where you to insert the clip art. 2. Insert Tab > Images Group >Clip Art. 3. In the Clip Art task pane, click in the Search for field. 4. Place a checkmark in the Include Office.com content checkbox. 5. In the Search for field, insert a brief description of the clip art, and then click the Go 6. Click once on the desired clip art. 3

4 Insert a Shape 1. Select the slide where you want to insert the shape. 2. Insert Tab > Illustrations Group > Shapes. 3. Select the desired shape. The insertion point will display as a drawing tool. 4. Click, drag, and release mouse to draw the shape. Format a Shape (Insert Text) 1. Select the slide and the shape that you want to format. 2. Drawing Tools Tab > Insert Shape Group > Text Box. 3. Enter text. 4. Click in a blank area to deselect the shape. Insert a Screen Shot 1. Open the document or application for which you want a screenshot. 2. Place the insertion point in the document where you want to insert the screenshot. 3. Insert Tab > Illustrations Group > Screenshot. To insert the entire screen, select the screen in the Available Windows section. To insert a specific area of a screen, select Screen Clipping. Click and drag the area you want to insert in the document. Animation Add Animation and Effects 1. Select the slide to which you want to apply an animation. 2. Select the specific text or object. 3. Animations Tab > Advanced Animations group > Add Animation. 4. Select the specific animation effect. 5. Select the Animation Pane To customize the animation, from the drop-down menu, select the start, timing, or effect options. 6. Click the Play button at the top of the Animation pane to preview of the animation. 7. Close the Animation pane. Remove Animation and Effects 1. Select the slide to which you want to remove an animation. 2. Animations Tab > Advanced Animations group > Animation Task Pane. 3. From the drop-down menu, select Remove. Transitions Add Slide Transitions 1. In the Slides pane > Click on the first slide press the Home key. 2. Transitions Tab > Transition to this Slide Group > select the down arrow to view More 3. Select a transition style. 4. On the Transitions Tab, in the Timing Group, select transition options for sound, duration, and advancement. 5. Transitions Tab > Timing Group > Apply to All. 6. Test in Normal View: Transitions Tab > Preview Group > Preview. 7. Save your presentation. Slide Views 1. Normal View: PowerPoint opens in Normal View. The Slides and Outline tabs are displayed in the left pane. The Slide is displayed in the right pane. The Notes are displayed in the bottom pane. 2. Slide Sorter View: Displays your entire presentation in slide thumbnails. In this view, you can rearrange the slide order and view slide timings. 3. Slide Show View: Displays the slides fullscreen on your computer. 4. Reading View: Displays your slide show within the PowerPoint window instead of full-screen. 5. Notes Page View: Displays your slide and presentation notes in a print layout. You can add, edit, and view notes for any or all of your slides. Backstage View The File Tab provides access to the Backstage view. This view includes a set of commands that allow you to create, save, print, print preview, and set options to turn different features on and off. To access the Backstage view, click on the File tab on the Ribbon. To exit the Backstage view, click any tab (including the File tab). Customize the Ribbon (Add Developer Tab) 1. File Tab > Options > Customize Ribbon. To turn on the Developer Tab, place a checkmark in the checkbox next to the Developer Tab on the right. 2. Click OK. 4

5 Multimedia Insert a Video 1. Save the video file and presentation in the same folder. 2. Select the slide where you want to insert the movie. 3. Insert Tab > Media Group > Video. 4. From the drop-down menu, select Video from File. 5. At the Insert Video dialog box, locate and select the specific file. 6. Click Insert. Set Video Playback Options 1. Select the slide and select the video. 2. Video Tools Playback Tab > Video Options Group. 3. From the Start drop-down menu, select On Click or Automatically. The default playback setting is to start on click. To play the video in full screen mode, place a checkmark in the Full Screen checkbox. To hide the video placeholder during the presentation, place a checkmark in the Hide video while not playing checkbox. Insert a YouTube Video 1. Insert or select a slide with a blank layout. 2. From the Start Menu, open a web browser. 3. Locate your video on YouTube in web browser. 4. Select below your video. 5. Select. 6. Below the code select the checkbox next to Use old embed code. 7. Select all the code from the text box; press Ctrl+C to copy it. 8. Return to PowerPoint, select the slide for the YouTube video. 9. On the Insert Tab in the Media group, click Video. 10. Select Video from Web Site. 11. From the Insert Video window, click in textbox and press Ctrl+V to paste code. 12. Click Insert. 13. A black box will appear on your slide, resize the box as desired. 14. From the Video Tools Tab on the Format Tab in the Preview group, select Play to test your video. 15. Save your presentation. 16. Test the video in Slide Show View. Insert a Hyperlink 1. Select the text or picture that you want to make a hyperlink. 2. Insert Tab > Links Group > Hyperlink. To link to a Web site, click the Existing File or Web Page button and enter the complete URL in the Address box. To link to an Address, click the Address Enter the address in the address box. Enter the message subject in the Subject box. 3. Click OK. Slide Shows View a Slide Show 1. Slide Show Tab > Start Slide Show Group. To view a slide show from the beginning, click From Beginning. To view a slide show from the current slide, click Current Slide. To broadcast a slide show via the web, click Broadcast Slide Show. (Windows Live ID required) To view a custom slide show, click Custom Slide. 2. Press the Esc key to exit the presentation and return to Normal View. Rehearse Timing Use this feature to record the time you will need to present each slide in the show. 1. Slide Show Tab > Set Up Group > Rehearse Timing. The rehearsal toolbar will then display. 2. From the Recording Toolbar, click the arrow to advance through your slides. 3. After the last slide is recorded, a confirmation window will display with the total time for all slides and if you want to keep the timings. To keep the timings, click Yes. To change the timings, click No. Set Up a Slide Show 1. Slide Show Tab > Set Up Group > Set Up Slide Show. 2. In the Set Up Show dialog box, select the show type, show options, slides to display, and mehtod to advance the slides. 3. Click OK. 5

6 Rearrange Slides 1. View Tab > Presentation Views Group > Slide Sorter. 2. Click and drag a slide to the desired location. 3. When the vertical insertion line displays release the mouse 4. View Tab > Presentation Views Group > Normal. 5. In the Slide Tab, click and drag the slide to the desired location. 6. When the horizontal insertion line displays release the mouse Setting Up a Self-Running Presentation 1. View Tab > Presentation Views Group > Slide Sorter. View Tab > Presentation Views Group > Normal. 2. Select the first slide. 3. Transitions Tab > Timing Group > Advance Slide. 4. Deselect the checkmark in the On Mouse Click checkbox. 5. Place a checkmark in the After checkbox. 6. Click in the time field and enter the desired number of seconds. To apply the same timing to every slide, Transitions Tab > Timing Group > Apply To All To apply a timing exception, after applying the same timing to all, select the slide for the exception and repeat steps 2 6. To apply a unique timing to each slide, select each slide and repeat steps Quick Access Toolbar > Save. 8. Test your presentation in Reading or Slide Show View. Add Presenter Notes to a Slide 1. Select the desired slide. 2. View Tab > Presentation Views Group > Notes Pages. To increase the view, click the plus sign (+) or drag the slider on the Status Bar. 3. Click in the Notes pane at the bottom of screen. 4. Enter text. 5. Click the Next Slide button, and then repeat steps 4 and 5. Output Preview and Print Slides 1. File Tab > Print. Print Preview displays in the right pane. 2. In the middle pane, select the number of copies. 3. Select Print All, Current, Custom, or Selected Slides. To print slides, select Full Page Slides To print slide handouts, select Handouts and the number of slides per page. To print slides with notes, select Note Pages. To print the text of each slide, select Outline. 4. Select Collated or Uncollated. 5. Select Color, Grayscale, or Black and White. 6. Click Print. Save as PDF The Portable Document Format (PDF) is a static document. Transitions, animations and sound will not be saved. 1. File Tab > Save As. 2. In the Save As dialog box, select the Save as type drop-down menu, and then select PDF. 3. Navigate to the appropriate folder on your computer. 4. In the File name box, enter a name. 5. Click Save. The document will open in Adobe Reader by default. Save as Video 1. File Tab > Save & Send. 2. In the File Types section, click Create a Video. The Create a Video section displays on the right. 3. Select the desired display size. 4. Select the desired recorded timings and narration option. If necessary, specify the number of seconds the video should spend on the slides without timings. 5. Click Create Video. 6. Navigate to the appropriate folder on the computer. 7. Enter a file name, and then click Save. Note the status bar progress indicator at the bottom of your screen; this process may take some time. 6

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