1 Microsoft PowerPoint 2010 Quick Reference Guide Union Institute & University
2 Contents Using Help (F1)... 4 Opening PowerPoint... 4 Window Contents:... 4 Title Bar... 4 Control Buttons... 4 File tab... 4 Quick Access Toolbar... 5 Backstage View... 5 The Ribbon... 6 The Status Bar... 6 PowerPoint Window... 6 Working with Presentations... 7 Opening a Presentation... 7 Opening a Recent Presentation... 7 Creating a New Blank Presentation... 7 Saving a Presentation... 7 Adding Text to a Slide... 8 Adding Text to an Existing Slide... 9 Moving Text Boxes... 9 Moving Test Boxes in Small Increments... 9 Resizing a Text Box Deleting a Text Box Formatting Text Checking Spelling, Grammar and Context Using Bullets and Numbers Cutting, Copying, and Pasting Text Paragraph Formatting Inserting Header and Footers Inserting Page Numbers Removing Page Numbers Inserting Date and Time Inserting a Slide Changing Slide Layout Applying Designs to a Presentation
3 How to Change Theme Colors How to Change Theme Fonts Theme Effects Formatting Background Styles Editing Searching for Text Replacing Text (Ctrl + H) Illustrations Adding a Picture to the Presentation Resizing a Picture Deleting a Picture Moving an Image Moving a Image in Small Increments Inserting Pictures, Clip Art and Shapes on a Blank Layout Slide Inserting a Chart Adding a Table Inserting a Screen Shot Snipping Tool Open Snipping Tool Use Snipping Tool to Capture Screen Shots Changing Snipping Tool Options Adding a Hyperlink (Web Link) to a Slide Presentation Navigation Organizing Slides Deleting a Slide Moving Between Slides Adding Slide Transitions Adding Animation to Test on Slides Viewing a Presentation Output Previewing and Printing (Ctrl + P) Print Options Saving a Presentation ing a Presentation Recovering Files
4 Recovering Unsaved Presentations Recovering Previously Saved Presentations Comparing a Presentation with an AutoSaved Version Additional Features Customize Your Ribbon Creating a Presentation from a Template Creating a Presentation from an Office.com Template
5 Getting Started with Microsoft PowerPoint Using Help (F1) Get Help by clicking the Microsoft Help Button located in the upper left hand corner of the screen. Or, click File, click Help and select Microsoft Office Help Chose an item from Browse PowerPoint 2010 Support Click the book icon at the top of the window to browse the Table of Contents Click on the book icon next to each topic listed Use the search window to type in keywords Click on the desired topic Note: Once a topic is displayed, click on the print icon, select the desired options, click Print. Opening PowerPoint Double click on the PowerPoint icon on your desktop or click on the Microsoft Start button, click on all programs, click on Microsoft Office and select Microsoft PowerPoint. Window Contents: Title Bar The Title Bar is located at the top center of the screen. It contains the title or file name of your presentation. Control Buttons The control buttons allow you to manage the PowerPoint window. You can Minimize, Restore and Close the program. File tab New- The Microsoft Office Button in PowerPoint 2007 has been replaced with a File tab. By clicking the File tab, a drop down box of options appears.
6 It allows users to Save, Save As, Open, Close, View Presentation Information (as seen below), Open Recent Presentations, Open a New Presentation, Print, Save & Send, Open Microsoft Office Help, Change Options and Exit. 5 Quick Access Toolbar-The top toolbar (above the File tab) contains shortcuts for tools. (e.g.: save, undo, redo, etc.) Note: Clicking the arrow will allow the user to select more tools for the toolbar. (e.g.: New, Open, Save, , Quick Print, Print Preview, Spelling and Grammar, etc.) Backstage View Below the Quick Access Toolbar, is the Backstage View, which contains Tabs to work with files and settings. By clicking on the various tabs, different tools are displayed below the Backstage View in the Ribbon. The Home tab displays tools in the Ribbon for: Clipboard, Slides, Font, Paragraph, Drawing and Editing. Pictured below, the Insert Tab displays tools in the Ribbon for: Tables, Images, Illustrations, Links, Text, Symbols and Media.
7 6 The Ribbon is below the Backstage View and changes as the tabs on the Backstage View are changed. The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity. To reduce clutter, some tabs are only shown when needed. For example, the Picture Tools is shown only when a picture is selected. Pictured below is the Design tab in the Backstage View and the corresponding Ribbon which includes tools for Page Setup, Themes, and Background. You can customize your Ribbon by clicking on the File tab then click Options and select Customize Ribbon. The Status Bar is located at the bottom of the screen. It contains Presentation information (e.g.: the current slide number and the number of slides in the presentation)and shortcuts. The following buttons allow you to change the view of your PowerPoint presentation. PowerPoint Window The left side of the screen is the Slides/Outline Pane. The Slides tab displays the slides as a thumbnail. You can navigate to different slides by clicking on the desired thumbnail. The outline tab will display an outline of your presentation. The slide plane is on the right side of the screen. This is where you will add content to the presentation. The Notes Pane is located at the bottom of the slide pane. This is where you can add notes for each slide in your presentation.
8 7 Working with Presentations Opening a Presentation Click on File Select Open A new window will open Locate and select the file to open Click Open Opening a Recent Presentation Click on File Click on Recent Recent Presentations are displayed in the left pane Click on the desired Presentation Creating a New Blank Presentation By default, PowerPoint will automatically create a new presentation when you open the program. To create a new presentation with PowerPoint open: Click on File Click New Click on Blank Presentation Click Create Saving a Presentation 1. Click on File
9 Select Save 2. Select Save As to save the Presentation in another format Select where you want to save the Presentation Name the Presentation in the file name box Click the arrow on the save as type box and select a type Click Save 8 Adding Text to a Slide By default, the first slide of your presentation will have the layout of a title slide. The title slide layout will contain two text boxes, which act as place holders for text.
10 1. Click in the title text box and type the desired text 2. Click in the subtitle text box and type the desired text 3. Click on a blank area (outside of the text box) to deselect the text box 9 Adding Text to an Existing Slide To add additional text to a slide without changing its layout: Click on the Insert tab Click on Text Box in the Text group The cursor will change to an upside down cross Place the cursor in the desired location, and click and drag to insert a text box The cursor will appear in the text box you created Type the desired text Click outside of the text box to deselect it Moving Text Boxes Click on the border around the text box to select it Place your cursor on the border until you see a four sided arrow Note: Do not place the cursor on the circles or squares. Click the left mouse button, hold it down and drag the text box to the desired position Release the mouse button Moving Test Boxes in Small Increments Click on the text or text box Place your cursor on the border until you see a four sided arrow Note: Do not place the cursor on the circles or squares. Left click on the mouse (release) Use the arrow keys on the keyboard to move the text Click outside of the text box to deselect it
11 Resizing a Text Box Click on the text of the text box to be resized Place the mouse on one of the circles in the border The mouse will turn into a double-sided arrow Left click the mouse button and hold it down Drag the text box in the desired direction to expand or condense Release the left mouse button when it is the desired size Click on a blank area of the slide to deselect the text box 10 Deleting a Text Box Click on the text to be deleted The text box will be selected Place your cursor on the border of the text box Left click Click Delete Formatting Text 1. Click the Home tab Select the text you want to format Use the format tools in the Font group 2. Click Home Click on the show font dialog box Select desired Formatting Click OK Checking Spelling, Grammar and Context 1. PowerPoint will automatically check spelling grammar and context as you type. Errors are indicated by a red, green, or blue wavy line under the text. To correct errors, place your cursor on the text with the wavy line and right click the mouse. Select from the options provided. 2. Click Review Click Spelling in the Proofing group Note: To change the Editing options: Click File, Options, Proofing, select desired options and click OK. Using Bullets and Numbers 1. Click Home Highlight the text to add bullets or numbers In the Paragraph group click: The bullet icon Number icon Note: To promote or demote a bulleted or numbered item use the Decrease or Increase Indent buttons in the Paragraph group. Cutting, Copying, and Pasting Text Click on Home
12 Highlight the desired text Place the cursor where you want the text 1. Click the Paste button 2. Click the arrow below the Paste button a. Select the desired paste option i. Keep Source Formatting ii. Merge Formatting iii. Keep Text Only (no formatting) 3. Right click a. Select the desired paste option i. Keep Source Formatting ii. Merge Formatting iii. Keep Text Only (no fromatting) Note: To preview pasting text, place the cursor over the various paste options using the Paste arrow key in the Clipboard group or right clicking the mouse. 11 Paragraph Formatting Click on Home 1. Use the Paragraph group tools 2. Click on the Show Paragraph dialog box Select desired options Click OK Inserting Header and Footers Click on the Insert tab Click on Header or Footer Select from the following to include on slide: Date and time Update automatically Fixed Slide number Footer Enter desired text Select for it to Apply to all slides or the current slide by clicking Apply Inserting Page Numbers Click on the Insert tab Select Slide Number from the Text group A Header and Footer window will open Select from: Date and time to update automatically or remain fixed Slide number Footer Don t show on title slide Select to Apply to All, Apply or Cancel
13 12 Removing Page Numbers Click on the Insert tab Click on Slide Number Uncheck the desired boxes to Remove Page Numbers Inserting Date and Time Click on Insert Place your cursor in the Presentation where you want the Date & Time Click on Date & Time Select the desired format Click OK Check the update automatically box if you want the date and time to update when you open or print Inserting a Slide Click on Home Click the New Slide drop down arrow and select desired slide format or layout Layout Options include: Title and content Section Header Two Content Comparison Title only Blank Content with caption Picture with caption Duplicate Selected Slides Slides from Outline Reuse Slides Changing Slide Layout Click on the thumbnail of the slide you want to change the layout Click on the Layout drop down arrow Click on the new layout
14 Applying Designs to a Presentation PowerPoint provides you with a collection of design templates that you can apply to your presentation. The design template will add a background to the slides and modify the font color and size automatically. 13 Click on the Design Tab A sample of design thumbnails is visible Click the drop down arrow to view more designs. Click on the desired thumbnail to apply it to the presentation How to Change Theme Colors On the Design tab, click the Colors drop down arrow Select a new color scheme or click on Create New Theme Colors A new window will open Select the desired Theme colors on the left side by clicking on the down arrow View a corresponding sample on the right side You can name the new theme in the Name box and click Save Click Reset to return the theme to the original colors
15 How to Change Theme Fonts On the Design tab, click the Fonts drop down arrow Select from the fonts listed or click on Create New Theme Fonts A new window will open Select the desired Theme fonts on the left side For the Heading font For the Body font View a corresponding sample on the right side You can name the new Theme Fonts in the Name box and click Save 14 Theme Effects Theme effects are sets of lines and fill effects. Click on the Design tab Click on the Effects drop down arrow Click on the desired effect Formatting Background Styles Click on the Design tab Click on the Background Styles Select a desired background color or click Format Background The options are: Fill Solid fill- Select the desired Color and Transparency Hide background graphics if desired Gradient fill select: Picture or texture fill Pattern fill Fill Color Transparency Picture Corrections Sharpen and Soften Brightness and Contrast Picture Color Color Saturation Color Tone Recolor Artistic Effects
16 15 Editing Searching for Text Click Home Click Find Type the text you are searching for The results will appear in the Navigation pane Note: Use the drop down arrow in the Search Presentation window to search for items other than text. Replacing Text (Ctrl + H) Click Home Click Replace Enter the text to be replaced in the Find what box Enter the new text in the Replace with box Click Find Next Select from Find Next, Replace, or Replace All Click Close Illustrations Adding a Picture to the Presentation Insert a new Slide with a content place holder in the layout Click on the picture icon in the content place holder
17 16 Note: You can also select Insert Table, Insert Chart, Insert SmartArt Graphic, Insert Clip Art or Insert Media Clip. Hover your mouse over each icon to see a description. Locate the picture, select the picture and click Insert Resizing a Picture Note: This is the same method used to resize a text box. Click on the image to select it Place the mouse on the handles or circles The mouse will turn into a double sided arrow Note: The diagonal handles will allow you to resize the height and width of the picture at the same time. Left click and hold on the handle and drag the image outward to increase and inward to decrease the size Release the mouse and click away from the image to deselect it Deleting a Picture Note: This is the same method used to delete a text box. Click on the picture to select it Press the Delete key Moving an Image Click on the image to select it and hold down the left mouse button Drag the picture to the desired location Release the mouse button Moving a Image in Small Increments Click on the image to select it Use the arrow keys on the keyboard to move the text Click on a blank area of the slide to deselect the image Inserting Pictures, Clip Art and Shapes on a Blank Layout Slide Click on the Insert tab Place your cursor where you want the illustration in the Presentation 1. Click Picture to insert a picture from a file Locate and select the file Click Insert 2. Click Clip Art to insert clip art Enter the item you want in the Search for box Click Go Select the desired item 3. Click Shapes Select the desired shape Click and drag to place it in the Presentation Note: The Format tab (as pictured below) will appear to format the illustration.
18 17 Inserting a Chart Add a slide with a content item placeholder Click on the Chart icon A new window will open Select the desired chart Click OK A Microsoft Excel worksheet will open Enter the desired information and customize the specifications Adding a Table Add a slide with a content item placeholder Click on the Table icon A new window will open
19 Select the desired number of columns and rows Click OK A blank table will be inserted in your presentation The Table Tools Design tab will open 18 Inserting a Screen Shot You can take a screen shot of any window that is not minimized and insert it into a Presentation. Click on the Insert tab Place your cursor in the Presentation where you want the screen shot Click Screenshot 1. Click Available Windows to insert a screen that is open 2. Click Screen Clipping to insert a screen shot you create from an open window Click and drag the area you want to select and insert Note: The Formatting tab will appear. Snipping Tool You can use Snipping Tool to capture a screen shot, or snip, of any object on your screen, and then annotate, save, or share the image by using a mouse or tablet pen to capture a snip. Open Snipping Tool Click the Start button Click All Programs Click Accessories Click Snipping Tool Use Snipping Tool to Capture Screen Shots Click the New drop down arrow in the Snipping Tool Window Select from: Free-form Snip - Draw an irregular line, such as a circle or a triangle, around an object Rectangular Snip - Draw a precise line by dragging the cursor around an object to form a rectangle Window Snip - Select a window, such as a browser window or dialog box that you want to capture Full-screen Snip -Capture the entire screen when you select this type of snip Use the mouse or pen to capture the desired snip
20 Note: When Snipping Tool is open, a white overlay appears on your screen until you capture a snip. After you capture a snip, it's automatically copied to the mark-up window, where you can annotate, save, or share the snip. 19 Changing Snipping Tool Options Click Options Check or uncheck the desired Application Click OK
21 Adding a Hyperlink (Web Link) to a Slide Highlight the text you want to link Click on the Insert tab Click on the Hyperlink icon in the Links group A new window will open 20 Click in the Address box, located at the bottom of the window Type the address of the web site Click OK Click a blank area of the slide to deselect the text Presentation Navigation From the View tab, you can change the view of the presentation. Select from Normal Slide Sorter Notes Page Reading View There is also a tool bar located at the bottom of the screen to change views From left to right on the tool bar below the view options are: Normal View Slide Sorter View All slides appear on the screen you can click on a slide and drag it to a new location. You can also right click the slide and copy /paste it in this view. Reading View Slideshow View Organizing Slides Slide order can easily be changed
22 In the Slide View or Slide Sorter View Click on the thumbnail of the slide to be moved and hold down the left mouse button Dragging the slide to the desired location Release the mouse button. 21 Deleting a Slide In the Slide View or Slide Sorter View Click on the thumbnail of the slide to be deleted Click delete Moving Between Slides 1. Click on the thumbnail of the desired slide 2. Click on the up or down arrow in the scrollbar Adding Slide Transitions Click on the Transitions tab Click on the desired slide (the transition will be applied from the previous slide to the selected slide) The transition can also be applied to all slides by clicking Apply to All in the Timing group Select the desired transition to be applied between the slides Adding Animation to Text on Slides Click on the Animations tab Highlight the desired text Click on the desired Animation Viewing a Presentation Open the presentation Click on the Slide Show tab You can select to view the presentation from the beginning or from the current slide in the Start Slide Show group Click on the Slideshow View icon on the tool bar To advance slides Left click the mouse button Press enter Press the down or right arrow To go to the Previous slide Right click the mouse and select previous Right click and select go to slide and select the desired slide To move to the beginning of the presentation Click Home To move to the end of the presentation Click End To exit the presentation Click Esc
23 Output Previewing and Printing (Ctrl + P) Click on the File tab Click Print The preview is automatically displayed on the right side of the screen Select the desired print options Click Print 22 Print Options Print All Slides drop down arrow gives you the following options Print Selected (only prints selected slides) Print Current Slide Print Custom Range Slides - You can enter the desired slides Full Page Slides drop down arrow gives you the following options Print Layout Full page Notes pages will include the notes you made in the bottom portion of the screen Outline
24 Handouts You can select the number of slides to be printed per page Note: If you select 3 slides per page, blank lines will be printed next to each slide for note taking. 23 Saving a Presentation Click File Click Save The Save As window will open Enter the File name Click Save Once your presentation has been saved and given a file name to quickly save any changes: 1. Click the save icon on the toolbar 2. Click File and click save ing a Presentation Click on the File tab Click Save & Send Select Send Using Select from Send as Attachment, Send as PDF, Send as XPF, or one of the other options if available An will open with the Presentation attached Complete the To box Click Send
25 24 Recovering Files Recovering Unsaved Presentations Auto Recover and Auto Save are automatically turned on, to allow you to recover a file you closed without saving. Click the File tab Click Info Click on Manage Versions (in the middle of the screen) Click Recover Unsaved Presentations Select the desired Presentation Click Open Recovering Previously Saved Presentations If you close a file that was previously saved, without saving your most recent changes, you can overwrite the file with the last AutoSaved version. Click on the File tab Under Versions Select the version labeled When I closed without saving
26 Click Restore Click OK 25 Comparing a Presentation with an AutoSaved Version You can compare a previously AutoSaved Version of a Presentation with your current Presentation and pick the changes you want to save. Click on the File tab Select the desired version you want to view Click Compare Use the Review tab to accept or reject Additional Features Customize Your Ribbon Click on the File tab Select Options Select Customize Ribbon Select an option from the drop down menu under Choose commands from: On the Right Side of the screen, click the drop down arrow under Customize the Ribbon Select: All Tabs, Main Tabs, or Tool Tabs 1. To hide or display a tab, check or clear the box next to the item 2. To rename a tab or group, select the current name and click Rename Enter a new name and Click OK 3. To rearrange tabs and groups, select the tab or group Click the Move Up arrow or Move Down arrow Click OK
27 Creating a Presentation from a Template Click on File Select New On the left under Available Templates select Blank presentation from the options: Blank presentation Recent templates Sample templates Themes My Templates New from Existing Click Create 26 Creating a Presentation from an Office.com Template Click on File Select New Click on the desired Office.com Template category Click on the desired template Click Download