Microsoft PowerPoint 2016: How To

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The Basics

Create a New Presentation

Option 1

1. Open Powerpoint
2. Select
   1. One of the Templates
   2. Blank Presentation 
   3. Search for more Templates

 

Option  2

1. Click File
2. Click New
3. Select
   1. One of the Templates
   2. Blank Presentation 
   3. Search for more Templates

 

Option 3

1. Press Ctrl + N

 

 

 

Open a Presentation

Option 1

1. Click File
2. Click Open
3. Select
   1. From the recently used files
   2. Select a Folder to browse

 

Option  2

1. Ctrl + O
2. Select
   1. From the recently used files
   2. Select a Folder to browse

 

Save a Presentation

Option 1

1. Click File 
2. Click Save
3. Select a Folder to save it in

 

 

Option  2

1. Ctrl + S
2. Select a Folder to save it in

 

 

 

Option 3

1. Click the save icon
2. If it is the first time-saving select a folder

 

 

Save With a Different Name

1. Click File
2. Click Save As
3. Select a place to save it
4. Enter a new name
5. Click Save

 

Preview and Print a Presentation

Option 1

1. Click File
2. Click Print
3. Go through the Page Options
   • Print One Sided
   • Print on Both Sides long edge
   • Print on Both Sides short edge
4. Go through the Print Layouts
   • Full page
   • Notes Page
   • Outline
   • 1 to 9 slides vertical or horizontal
   • Frame, Scale and Quality

 

Option 2

1. Ctrl + P

 

 

 

Close during a Presentation

Option 1

• Press Esc

 

Option 2

• Click End Slide Show

 

 

 

Option 3

• Click the X in the top right corner

 

 

 

Option 4

1. Right click in the slideshow
2. Select End Show

 

 

 

Get Help

Option 1

• Press F1

 

 

 

Option 2

• Type in the Tell me…

 

 

 

Close a Presentation

Option 1

1. Click File
2. Click Close

 

Option 2

• Ctrl + W

 

Option 3

• Click the X in the top right

 

 

 

Slides

Insert a New Slide

Option 1

1. Click the Home tab
2. Click New Slide
   • Click the down arrow for layout options

 

 

Option 2

1. Right Click on the side bar
2. Click New Slide

 

Option 3

• Ctrl + M

 

Change the Slide Layout

1. Click the Home tab
2. Click the Layout button

 

 

 

Return a Slide to Default Settings

1. Click the Home tab
2. Click the Reset button

 

 

 

Check out Different Themes

1. Click the Design tab
2. Click More in the Themes group

 

 

View the Slide Master

1. Click View tab
2. Click Slide Master

 

 

Insert Header/Footer

1. Click Insert tab
2. Click Header & Footer
3. Select Options
4. Click Apply or Apply to All

 

 

Add a Section

1. Click Home
2. Click Section

 

 

 

Editing the Sections

1. Right click on the Section text you wish to edit
2. Go through the options

 

 

 

 

Images, Multimedia, and Objects

Insert a Picture

1. Click Insert tab
2. Click Pictures
3. Find and select the desired picture
4. Click Insert

 

 

Insert Online Picture

1. Click Insert tab
2. Click Online Pictures
3. Insert by:
   • Searching Bing
   • Browsing your online photos

 

Insert Video

For Video stored on the Computer

1. Click Insert tab
2. Click the Video button
3. Click Video on My PC

 

 

For Online Video

1. Click Online
2. Click Online Video

 

 

 

Insert Audio Clip

Insert Audio from the Computer

1. Click Insert tab
2. Click Audio
3. Click Audio on my PC
   • Browse through your folders

 

Record Audio

1. Click the Insert tab
2. Click Audio
3. Click Record Audio…
   • Name it
   • Press the Red circle to start recording

 

Draw a Shape

1. Click the Insert tab
2. Click Shapes
3. Browse and select preferred shape
4. Resize it as needed

 

 

Insert SmartArt

1. Click the Insert tab
2. Click SmartArt
3. Browse and select
4. Press OK
5. Adjust its size as needed

 

Format an Object

1. Double click the object
2. Make adjustments with the Format tab
   • Insert Shapes
   • Style the shapes
   • Insert WordArt Styles
   • Arrange the order of shapes
   • Increase or Decrease the Size

 

Move an Object

• Click and drag in the middle of the object

 

 

 

 

Resize an Object

• Click and drag one of the corners or sides of the object

 

 

 

Delete an Object

1. Select the object
2. Click Delete

 

 

Transition and Animation Effects

Add a Slide Transition

1. Click the Transitions tab
2. Click More
3. Select one

 

 

Add an Animation Effect to an Object

1. Select the object
2. Click the Animations tab
3. Choose an option
   • Preview the choice
   • Animation choice
   • Advanced Animation
   • Timing

 

Copy Animation Effects

 

Then select picture you want to change

1. Select the Text or Object with the formatting you like
2. Click the Format Painter
3. Select something else to automatically apply the formatting

 

To apply the formatting in multiple places

• Double-click Format Painter.

 

Formatting

Cut Text

Option 1

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. Right-click in the highlighted/selected area
3. Click Cut

 

Option 2

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. In the Home tab click the Cut button

 

Option 3

1. Ctrl + X

 

Copy Text

Option 1

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. Right-click in the highlighted/selected area
3. Click Copy

 

Option 2

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. In the Home tab click the Copy button

 

Option 3

1. Ctrl + C

 

Duplicate

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. In the Home tab click the down arrow of Copy button
3. Click Duplicate

 

Paste Text

Option 1

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. Right-click in the highlighted/selected area
3. Click Paste (hover your mouse over the options)
   1. Use Destination Theme
   2. Keep Source Formatting
   3. Paste as a Picture
   4. Paste text with no Formatting

 

Option 2

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. In the Home tab click the Paste button

 

Option 3

1. Ctrl + P

 

Paste Special

Option 1

1. Select the text or object
   • Double-Click the word
   • Hold and drag the mouse over text or objects
2. In the Home tab click the down arrow of the Paste button
3. Select Paste Special

Option 2

1. Ctrl + Alt + V

 

Format Selected Text

Increase a Font Size

Option 1

1. Press The Increase Font Size button

Option 2

1. Ctrl + Shift + >

 

Decrease a Font Size

Option 1

1. Press The Decrease Font Size button

Option 2

1. Ctrl + Shift + <

 

Clear all Formatting

1. Press the Clear all Formatting button in the Home tab

 

 

 

 

Basics

	Bold	Italic	Underline	Shadow
Option 1	Click Bold	Click Italic	Click Underline	Click Shadow
Option 2	Press Ctrl + B	Press Ctrl + I	Press Ctrl + U

 

 

Spacing Options

1. Click Character Spacing 
   • Very Tight
   • Tight
   • Normal
   • Loose
   • Very Loose
   • More Spacing

 

Casing Options

1. Click Change Casing
   • Sentence case.
   • lowercase
   • UPPERCASE
   • Capitalise Each Word
   • tOGGLE cASE
   • Font Color

 

More Options

1. Use the Font Section
2. Click Dialog Box Launcher for more options

 

 

 

Change Paragraph Alignment

	Align Left	Align Center	Align Right	Justify
Option 1	Click Align Left	Click Align Center	Click Align Right	Click Justify
Option 2	Press Ctrl + L	Press Ctrl + E	Press Ctrl + R

 

Create a Bulleted or Numbered List

1. Click Bullets or Numbering
2. Press the arrow next to the icons for more options

 

For Multi-Level List

1. Press Tab on any level you want indented

 

Change Paragraph Line Spacing

1. Highlight paragraph to adjust
2. Click Line Spacing
3. Hover over the Options to preview
4. Click desired Spacing option

 

Correct a Spelling Error

Option 1

1. Right-click the error
2. Select the correct option

 

 

 

Option 2

1. Press F7 on your keyboard
2. Follow prompts

 

 

 

Option 3

• Click the Review tab
• Click Spelling

 

 

Slide Show Delivery

Present a Slide Show

Option 1

• Click the  Slide Show button

 

 

 

Option 2

1. Click the Slide Show tab
2. Options
   • Start from Beginning
   • Start From Current Slide 
   • Present Online
   • Custom Slide Show

 

Option 3

• Press F5

 

Use the Laser Pointer

Option 1

1. When presenting Click the Pen icon
2. Select Laser Pointer
3. Now you can point out things

 

Option 2

• Pres Ctrl + Click on the left mouse button

 

Option 3

• Right Click on the Slide
• Select Laser Pointer

 

 

 

Use the Pen

Option 1

1. When presenting click the Pen icon
2. Select Pen 
3. Use your mouse to Write on the Slide

 

Option 2

• Ctrl + P to use the pen
• Ctrl + A to stop

Option 3

• Right Click on the Slide
• Select Pen

 

 

 

Use the Highlighter

Option 1

1. When presenting click the Pen icon
2. Select Highlighter
3. Use your mouse to Write on the Slide

 

 

Option 2

 

• Right Click on the Slide
• Select Highlighter

 

 

 

 

Going Forward a Slide

Option 1

• Spacebar
• Or left mouse button

 

Option 2

• Use the Right arrow button

 

 

 

Option 3

1. Use the scrolling part of your mouse
2. Scroll Backward

 

Option 4

1. Right Click On the slide
2. Select Next

 

 

 

Going Backwards a Slide

Option 1

• Use the Backspace
• Or Page Up

 

Option 2

1. Use the scrolling part of your mouse
2. Scroll Forward

 

Option 3

1. Right Click On the slide
   

2. Select Previous 

 

 

End a Slide Show

Option 1

• Press Esc

 

Option 2

• Click the End Slide Show button

 

 

 

Option 3

• Click the X in the top right

 

 

 

 

Keyboard Shortcuts

 

General

Keys	Task	Keys	Task
Ctrl + O	Open a Presentation	F1	Help
Ctrl + N	Create New	Ctrl + X	Cut
Ctrl + S	Save a Presentation	Ctrl + C	Copy
Ctrl + P	Print a Presentation	Ctrl + V	Paste
Ctrl + W	Close a Presentation	Ctrl + Z	Undo
Ctrl + M	Insert New Slide	Ctrl + Y	Redo/Repeat
Ctrl + O	Open a Presentation	Ctrl + F	Find
Ctrl + N	Create New	Ctrl + A	Select All
Ctrl + S	Save a Presentation	F1	Help

 

Navigation

Keys	Task
Spacebar	Next Slide
Backspace	Previous Task

 

During Slide Show

Keys	Task	Keys	Task
F5	Begin Slide Show	W	Toggle Screen White
Shift + F5	Resume Slide Show	Ctrl + P	Change Arrow to Pen
Esc	End Slide Show	Ctrl + A	Change Pen to Arrow
B	Toggle Screen Black	E	Erase Doodles

 

Click here for the brochure.