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TRAINING MATERIALS FOR IT PROFESSIONALS EVALUATION COPY

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Introducton to Microsoft PowerPoint 2019

(PPT2019.1 version 1.0.2)

Copyright Information

© Copyright 2019 Webucator. All rights reserved.

The Author

Margaux Judge

Margaux Judge has worked as an e-learning editor and instructional designer forover ten years, writing and editing a wide variety of courses, from technical topicsto soft skills. She has a Bachelor's degree in English and Textual Studies fromSyracuse University and a Master's degree in Television Writing from BostonUniversity.

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Table of Contents1. Creating a PowerPoint Presentation....................................................1

Starting Microsoft PowerPoint...........................................................................1Normal View......................................................................................................2Creating a Presentation....................................................................................4Saving a Document...........................................................................................5

Maintain Backward Compatibility..............................................................8Importing a File.................................................................................................8The Status Bar................................................................................................10Closing a Presentation....................................................................................10Exercise 1: Creating a Microsoft PowerPoint Presentation.............................12

2. The Ribbon...........................................................................................17

The Ribbon.....................................................................................................17Tabs................................................................................................................17Groups............................................................................................................19Commands.....................................................................................................21The Tell Me Tab...............................................................................................22Exercise 2: Exploring the Ribbon....................................................................24

3. The Quick Access Toolbar..................................................................29

The Quick Access Toolbar..............................................................................29Adding Common Commands..........................................................................30Adding More Commands with the Customize Dialog Box..............................30Adding Ribbon Commands or Groups............................................................32Placement.......................................................................................................32Exercise 3: Customizing the Quick Access Toolbar........................................34

4. The Backstage View (The File Menu).................................................43

Introduction to the Backstage View.................................................................43Opening a Presentation..................................................................................44Exercise 4: Opening a Presentation................................................................47New Presentations and Presentation Templates............................................50Exercise 5: Creating an Agenda Using a Template.........................................53Presentation Properties..................................................................................57Adding Your Name to Microsoft PowerPoint....................................................57

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5. Formatting Microsoft PowerPoint Presentations.............................61

Selecting a Slide Layout.................................................................................61Adding Text.....................................................................................................63Adding Text from a Text File or Word Outline..................................................65Editing Text......................................................................................................67Formatting Text...............................................................................................71Formatting Text as WordArt............................................................................72Creating Bulleted and Numbered Lists...........................................................73Ink Equation....................................................................................................74Formatting Text Placeholders..........................................................................75

Formatting Text into Columns..................................................................76Adding Slides to a Presentation......................................................................77

Using the Format Painter........................................................................79Duplicating an Existing Slide...................................................................79Deleting Slides........................................................................................80Hiding Slides...........................................................................................80

Arranging Slides.............................................................................................80Exercise 6: Formatting Text.............................................................................82

6. Working with Images...........................................................................89

Adding Images to a Slide................................................................................89Inserting a Picture...........................................................................................90Inserting Icons................................................................................................94

3D Models...............................................................................................95Inserting Clip Art.............................................................................................96Capturing and Inserting a Screenshot..........................................................100Editing an Image...........................................................................................102Formatting Images........................................................................................104

Adding Effects to an Image...................................................................104Creating Custom Color with the Eyedropper................................................105Applying a Style and Cropping an Image.....................................................108Grouping and Ungrouping Images................................................................109Arranging Images.........................................................................................113Adding Shapes.............................................................................................116

Apply Borders to a Shape.....................................................................118Modify Shape Backgrounds..................................................................119Aligning and Grouping Shapes.............................................................120Merging Shapes....................................................................................122Object Smart Guides.............................................................................125Apply Styles to a Shape........................................................................126Create a Custom Shape.......................................................................127Displaying Gridlines for Shapes............................................................127Adding Text to Shapes in Columns.......................................................128

Using Digital Ink............................................................................................130Exercise 7: Working with Images and Shapes..............................................133

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7. Working with Tables and Charts.......................................................141

Inserting a Table............................................................................................141Formatting Tables..........................................................................................143Importing Tables from External Sources.......................................................145Exercise 8: Working with a Table...................................................................146Inserting a Chart...........................................................................................151Formatting a Chart........................................................................................154

Modifying Chart Type............................................................................157Adding Legends to Charts....................................................................158Modifying Number of Rows and Columns.............................................159

Importing Charts from External Sources......................................................159Exercise 9: Working with Charts...................................................................162

8. Finalizing Microsoft PowerPoint Presentations.............................169

Checking Spelling.........................................................................................169Accessing Different Views of a Presentation................................................170

Presenter View......................................................................................172Changing the View to Grayscale...........................................................176Changing Page Setup Options..............................................................176

Exercise 10: Viewing the Presentation..........................................................178Organizing a Presentation in Sections..........................................................183

Inserting Section Headers.....................................................................184Adding Transitions to Slides..........................................................................185

Adding Multiple Transitions....................................................................188Modifying Transition Options.................................................................188

Adding Speaker Notes..................................................................................189Printing Speaker Notes.........................................................................190

Running a Slide Show..................................................................................192Configuring Slideshow Resolution........................................................193

Printing a Presentation.................................................................................194Printing Selections................................................................................196Printing in Grayscale.............................................................................198

Exercise 11: Finalizing Your Presentation.....................................................200

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Creating a PowerPoint Presentation1.In this lesson, you will learn...1. To start Microsoft PowerPoint.2. About Normal view.3. To create a PowerPoint presentation.4. To save a PowerPoint presentation.5. To import a file into PowerPoint.6. About the Status Bar.7. To close a PowerPoint presentation.

Starting Microsoft PowerPoint1.1

To start Microsoft PowerPoint:

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1. Click on the PowerPoint icon in the Taskbar. If you do not see the icon, go tothe Start button, right-click and choose Search. Type "PowerPoint" in thesearch field, and when PowerPoint appears, double-click it.

2. PowerPoint will open prompting you to select a theme. Click on BlankPresentation.

Normal View1.2

When PowerPoint starts, it opens by default in Normal view. In Normal view, theapplication window includes the following areas:

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• Slides tab - A pane in the left pane with thumbnail previews of your slides.You can click and drag the thumbnails to rearrange slides.



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• Slide pane - Displays the slide that is currently selected in the Slides tab.• Notes pane - Displays speaker notes for the slide currently active in the Slide

pane.

In PowerPoint 2010, theNotes pane will open by default in Normal view; however,in PowerPoint 2013, 2016, and 2019, you must enable it by clicking Notes in theStatus bar.

Creating a Presentation1.3

When you open Microsoft PowerPoint, a presentation is automatically opened aswell. As you can see in the screenshot below, the default presentation is named"Presentation1".

To start creating a presentation, simply click in a text box and begin typing yourtext. "Click to add title" in the screenshot denotes where you can click and startentering text.



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Saving a Document1.4

The first time you save a Microsoft PowerPoint presentation, you need to give it aname and location. To do this:



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1. From the File menu, select Save As.

2. Now, select a location to save your document. (In PowerPoint 2010, this stepdoes not apply.)



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3. The Save As dialog box opens, in which you can see:A. The document location or where on your computer PowerPoint will save

your presentation. You can choose a different location by navigating tothe new location and selecting it.

B. The file name.Note that this is highlighted becauseMicrosoft PowerPointexpects you to provide your own name for the presentation. Simply begintyping to do so.



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C. The file type. Note that this defaults to "PowerPoint Presentation," whichis the default file type forMicrosoft PowerPoint 2013 presentations.Whenfinal, you can save your presentation as another type, such as a pdf, byselecting the file type from the Save as type drop-down list.

4. After you provide this information, click Save to save the presentation.

Watch and follow along as your instructor shows you how to navigate the file systemwith the Save As dialog.

Maintain Backward CompatibilityTo maintain backward compatibility with previous versions of PowerPoint, selecttheMaintain compatibility with previous versions of PowerPoint check box.This will ensure that the 2016 document can be opened in earlier versions ofPowerPoint.

Importing a File1.5

You can import a file into PowerPoint, including text files.

To import a text file:



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1. From the File menu, select Open.

2. Select where the file is located and in the Open dialog box, select the file andclickOpen. Select the drop-down arrow, if necessary, to show all file formats.

3. The file is displayed in PowerPoint.



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The Status Bar1.6

The Status Bar, located at the bottom of the PowerPoint application window, showsbasic information about your presentation and enables you to change your viewsettings. Specific items on the Status Bar include:

1. Slide number.2. Notes pane button. Click to enable the Notes pane.3. Comments pane button. Click to enable the Comments pane.4. View controls.You can choose from a variety of views (Normal, Slide Sorter,

Reading, and Slide Show).5. Zoom control. You can zoom in or out to make the presentation bigger or

smaller based on your personal viewing preference. Zooming changes the sizeof what you're viewing, not the print-out size.

Closing a Presentation1.7

The two most common ways to close a Microsoft PowerPoint presentation are:



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1. Click the white "X" in the upper right corner.

2. From the File menu, select Close.

When you close your presentation, you will be prompted to save if you have madeany changes since the last time you saved.



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Creating a Microsoft PowerPoint PresentationExercise 15 to 10 minutes

In this exercise, you will create, save, and close aMicrosoft PowerPoint presentation.

1. If you currently haveMicrosoft PowerPoint open, please close it before startingthe exercise.

2. Create a presentation, name it "My First PowerPoint Presentation", and saveit to the Webucator/PowerPoint2019.1/Exercises folder.



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Exercise Solution

1. Click the PowePoint icon in your taskbar. (If you do not have it in your taskbar, right-clickthe Start icon, and select Search. Type "PowerPoint" into the Search field at the upper-right.)

2. Click on the slide in the box labeled "Click to add title" and type "My First Presentation".

3. Select File > Save As.

4. Navigate to Webucator/PowerPoint2019.1/Exercises.5. File name: Type "My First PowerPoint Presentation".6. Save as type: Select "PowerPoint Presentation" if it is not already selected.



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7. Click Save.8. Select File > Close.



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Conclusion1.8In this lesson, you learned how to create and save Microsoft PowerPointpresentations.



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The Ribbon2.In this lesson, you will learn...1. About tabs.2. About groups.3. About commands.4. Which groups and commands are found on which tabs.

The Ribbon2.1

The Ribbon is the display you see at the top of the Microsoft PowerPoint window.It is your primary interface with PowerPoint. It allows you to access most of thecommands available to you in PowerPoint. The Ribbon is composed of three typesof objects: tabs, groups, and commands.

Tabs2.2

Microsoft PowerPoint is a robust program which is used to create many differenttypes of presentations, including charts and diagrams, flyers, invoices, and muchmore. Microsoft PowerPoint has hundreds of commands for working with differentpresentations. To make it easier for users to find the specific commands they arelooking for, commands are organized onto eight main tabs:

1. Home. The Home tab includes commands for formatting presentations.2. Insert. Use the Insert tab to insert tables, clip art, pictures, links, headers and

footers, and more.3. Design. Use theDesign tab to change your page setup, slide orientation, fonts,

background styles, and more.4. Transitions. Use the Transitions tab to add transitions to a slide and to

customize transition effects.5. Animations. Use the Animations tab to add animation to text in a slide and

to manage the animation order.6. Slide Show. Use the Slide Show tab to finalize the slide show details, timings,

and more.7. Review. Use the Review tab to check spelling, to collaborate by adding

comments, and to access editor tools.


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8. View. Use the View tab to access the various presentation views, to show andhide the ruler and grid lines, and more.

9. Help. Use the Help tab to access resources to help resources and providedfeedback to Microsoft on any issues or problems.

Note that the File tab is not a typical tab. The File tab takes you to the Backstageviewwhere youmanage, rather thanmake changes to, your document. TheBackstageview is covered in the next lesson.

Tool Tabs

In addition to the main tabs, there are numerous tool tabs which include lesscommonly used commands. Individual tool tabs are covered in detail in the advancedMicrosoft PowerPoint class. For now you should know:


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1. That they exist. Some of the most commonly used tool tabs are:A. SmartArtB. ChartC. DrawingD. PictureE. Table

2. That they will appear when you select commands which have related tooltabs. For example, when you insert a table, two table-specific tool tabs (Designand Layout) appear:

Groups2.3

Functionally related commands in PowerPoint are organized in groups on each tab.The following table lists the groups found on each tab:


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GroupTabHome 1. Clipboard

2. Slides3. Font4. Paragraph5. Drawing6. Editing7. Add-ins

Insert 1. Slides2. Tables3. Images4. Illustrations5. Links6. Comments7. Text8. Symbols9. Media

Design 1. Themes2. Variants3. Customize

Transitions 1. Preview2. Transition to This

Slide3. Timing

Animations 1. Preview2. Animation3. Advanced

Animation4. Timing

Slide Show 1. Start Slide Show2. Set Up3. Monitors


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GroupTab1. Proofing2. Accessibility3. Insights4. Language5. Comments6. Compare7. Ink8. OneNote

Review

1. PresentationViews2. Master Views3. Show4. Zoom5. Color/Grayscale6. Window7. Macros

View

1. HelpHelp

In some groups, you will see a button in the lower right corner next to the groupname. This is the dialog box launcher. Opening a group's dialog box gives you accessto additional commands associated with the group:

Commands2.4

Commands are controls that enable you to accomplish specific tasks, such as boldingtext, adding a list, inserting a picture, or adding slide numbers.

Watch and follow along as your instructor walks you through theRibbon and pointsout some of the groups and commands located on each tab.


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The Tell Me Tab2.5

The new Tell Me tab on theRibbon is a shortcut to actions in PowerPoint 2016 and2019.

1. Click the Tell me what you want to do... tab on the Ribbon

2. A search field will activate with a menu of commonly searched terms belowit.

3. Type "align" in the search field.


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4. A list of align options will appear.

5. Click on Align Objects and then select Align Center.


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Exploring the RibbonExercise 215 to 25 minutes

In this exercise, you will explore the Ribbon to answer the following questions:

1. How many tabs are there?2. How many groups are there on the View tab?3. Which tab contains the most commonly used groups and commands?4. What is another name for the File tab?5. On what tab are the following groups found:

A. TimingB. Set UpC. ZoomD. Advanced AnimationE. Background

6. On what tabs and groups are the following commands found?A. SmartArtB. New SlideC. New CommentD. Spelling


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Exercise Solution

If your installation ofMicrosoft PowerPoint has been customized, some of your answers may differ.

1. How many tabs are there? 92. How many groups are there on the View tab? 73. Which tab contains the most commonly used groups and commands? Home4. What is another name for the File tab? The Backstage view5. On which tabs are the following groups found:

A. Timing - AnimationsB. Set Up - Slide ShowC. Zoom - ViewD. Advanced Animation - AnimationsE. Themes - Design

6. On what tabs and groups are the following commands found?A. SmartArt - Insert > IllustrationsB. New Slide - Home > SlidesC. New Comment - Review > CommentsD. Spelling - Review > Proofing


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Conclusion2.6In this lesson, you learned about tabs, groups, and commands and which groups andcommands are on which tabs.


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