Microsoft PowerPoint 2016: How To

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The Basics

Create a New Presentation

Option 1 Select a template

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

 

Option  2Search for a template

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

 

Option 3ctrl + n

  1. Press Ctrl + N

 

 

 

Open a Presentation

Option 1open

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

 

Option  2ctrl + O

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

 

Save a Presentation

Option 1save in a folder

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

 

 

Option  2click ctrl + S

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

 

 

 

Option 3click save

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

 

 

Save With a Different Name

  1. Click Filesave as
  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 1one sided vs both sides

  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 Layoutsmany on one page
    • Full page
    • Notes Page
    • Outline
    • 1 to 9 slides vertical or horizontal
    • Frame, Scale and Quality

 

Option 2ctrl + P

  1. Ctrl + P

 

 

 

Close during a Presentation

Option 1

  • Press Esc

 

Option 2Click End Slide Show

  • Click End Slide Show

 

 

 

Option 3Click the X to close

  • Click the X in the top right corner

 

 

 

Option 4right click end show

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

 

 

 

Get Help

Option 1click F1

  • Press F1

 

 

 

Option 2type in the search bar

  • Type in the Tell me…

 

 

 

Close a Presentation

Option 1click file then close

  1. Click File
  2. Click Close

 

Option 2

  • Ctrl + W

 

Option 3click the X

  • Click the X in the top right

 

 

 

Slides

Insert a New Slide

Option 1Home, new slide

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

 

 

Option 2right click, new slide

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

 

Option 3

  • Ctrl + M

 

Change the Slide Layoutchange slide layout

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

 

 

 

Return a Slide to Default Settingsclick reset

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

 

 

 

Check out Different Themesclick the more button

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

 

 

View the Slide Masterclick the slide master

  1. Click View tab
  2. Click Slide Master

 

 

Insert Header/Footeradd header and footer

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

 

 

Add a Section sections

  1. Click Home
  2. Click Section

 

 

 

Editing the Sectionsedit sections

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

 

 

 

 

Images, Multimedia, and Objects

Insert a Pictureinsert pictures

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

 

 

Insert Online Pictureinsert online pictures

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

 

Insert Video

For Video stored on the Computerinsert a video

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

 

 

For Online Videoinsert an online video

  1. Click Online
  2. Click Online Video

 

 

 

Insert Audio Clip

Insert Audio from the Computerinsert audio

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

 

Record Audiorecord audio

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

 

Draw a Shapeinsert a shape

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

 

 

Insert SmartArtinsert smartart

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

 

Format an ObjectFormat 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 move an object

  • Click and drag in the middle of the object

 

 

 

 

Resize an Objectclick on the bubbles at the edge

  • 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 Transitionclick the more button

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

 

 

Add an Animation Effect to an Objectadd an object transition

  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 changeCopy Formatting

  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 right click cut

  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 objectclick Cut
    • 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 1right click copy

  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 2click copy

  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

 

Duplicateclick copy then 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 1right click paste

  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 2click paste

  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 1Paste Special

  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 Increase Font size

Option 1

  1. Press The Increase Font Size button

Option 2

  1. Ctrl + Shift + >

 

Decrease a Font SizeDecrease Font size

Option 1

  1. Press The Decrease Font Size button

Option 2

  1. Ctrl + Shift + <

 

Clear all FormattingRemove 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

 

bold, italic, underline, shadow

 

Spacing OptionsSpacing Options

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

 

Casing OptionsCasing Options

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

 

More Optionsclick the font dialog box

  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

alignments

 

Create a Bulleted or Numbered Listbullets and numbers

  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 SpacingLine 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 right click choose spelling option

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

 

 

 

Option 2press F7

  1. Press F7 on your keyboard
  2. Follow prompts

 

 

 

Option 3Click review tab and follow

  • Click the Review tab
  • Click Spelling

 

 

Slide Show Delivery

Present a Slide Show

Option 1Click Slide show Icon

  • Click the  Slide Show button

 

 

 

Option 2Start Slide Show

  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 1click on the Pen button, select Laser

  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 3pointer options

  • Right Click on the Slide
  • Select Laser Pointer

 

 

 

Use the Pen

Option 1click on the Pen button, select Laser

  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 3pointer options

  • Right Click on the Slide
  • Select Pen

 

 

 

Use the Highlighter

Option 1click on the Pen button, select Laser

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

 

 

Option 2pointer options

 

  • Right Click on the Slide
  • Select Highlighter

 

 

 

 

Going Forward a Slide

Option 1

  • Spacebar
  • Or left mouse button

 

Option 2Click left and right buttons

  • Use the Right arrow button

 

 

 

Option 3

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

 

Option 4right click, next or previous

  1. Right Click On the slide
  2. Select Next

 

 

 

Going Backwards a Slide

Option 1Click left and right buttons

  • Use the Backspace
  • Or Page Up

 

Option 2

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

 

Option 3right click, next or previous

  1. Right Click On the slide

  2. Select Previous 

 

 

End a Slide Show

Option 1

  • Press Esc

 

Option 2Click End Slide Show

  • Click the End Slide Show button

 

 

 

Option 3Click the X in the right

  • 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

 

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