2010 New PDF

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Reference:
http://www.gcflearnfree.org/powerpoint2010/getting-started-with-powerpoint/1/
THE PNP BASIC COMPUTER ESSENTIALS e-Learning (MS PowerPoint 2010)
TABLE OF CONTENTS
1
CHAPTER 1: GETTING STARTED WITH POWERPOINT ………………………. 8
Getting to Know PowerPoint 2010
Navigating PowerPoint to Create Slide Presentation
Working with your Powerpoint Environment
The Ribbon
Customize the Ribbon
Minimize and Maximize the Ribbon
The Quick Access Toolbar
Add Commands to the Quick Access Toolbar
Backstage View
Creating and Opening Presentations
Compatibility Mode
Convert a Presentation
CHAPTER 2: SLIDES BASICS ……………………………………………………… 20

About Slides
About Slide Layouts
Customizing Slide Layouts
Change the Layout of an Existing Slide
Delete a Placeholder
Add a Text Box
Use a Blank Slide
Working with Slides
Insert a New Slide
Copy and Paste a Slide
Duplicate a Slide
Delete a Slide
Move a Slide
Managing Slides and Presentations
About Slide Views
View an Outline of your Presentation
Organize Slides into Sections
About Notes to Slides
Use the Notes Pane
Use Notes Page View
CHAPTER 3: TEXT BASICS ……………………………………………………….. 37

Insert Text
Delete Text
Select Text
Copy and Paste Text
Cut and Paste Text
Drag and Drop Text
Find and Replace
Working with Text
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Add a Text Box

Move a Placeholder or Text Box 2
To Rotate the Box
To resize a Place holder or Text Box
Formatting Text
Modifying Text
Insert a Bulleted List
Change Horizontal Text Alignment
Change Vertical Text Alignment
Change Text Direction
CHAPTER 4: APPLYING A THEME ……………………………………………… 48

The Elements
Why Use Theme Elements
Themes and Slid Layouts
Applying Themes
CHAPTER 5: INSERTING IMAGES ………………………………………………. 53

Working with Images
Insert an Image from a File
Locate Clip Art
Insert Clip Art
Inserting Screenshots
Insert Screenshots of a Window
Insert a Screen Clipping from a Window
Resizing and Moving Images
CHAPTER 6: APPLYING TRANSITIONS ………………………………………… 60

About Transitions
Apply a Transitions
Preview a Transitions
Modifying Transitions
Advancing Slides
CHAPTER 7: CHECKING SPELLING …………………………………………….. 65

Run a Spell Check
Ignoring Spelling “Errors”
Automatic Spell Check
Modifying Proofing Options
CHAPTER 8: PRESENTING SLIDE SHOW ……………………………………… 69

Start a Slide show
Advance and Reverse Slides
Stop or End a Slide show
Presentation Tools and Features
Access the Pen or Highlighter
Erase Ink Markings
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Jump to a Nonadjacent Slide

Access the Desktop 3
Menu Access Options
Keyboard Shortcuts
Slide show Setup Options
Access Slide show Setup Options
CHAPTER 9: SAVING AND PRINTING …………………………………………... 78

Saving and Printing Presentations
Use the Save As Command
Use the Save Command
AutoRecover
Other File Formats
Save as a Different File Type
Printing
View the Print Pane
Quick Print
Access the Quick Print Button
CHAPTER 10: MODIFYING LISTS ………………………………………………... 84

Modify the Bullet Style
Modify a Numbered List
Change the Starting Number
Modify the List’s Appearance
Modify the Size and Color
Customizing Bullets
Use a Picture as a Bullet
Use a Symbol as a Bullet
CHAPTER 11: INDENTS AND LINE SPACING …………………………………. 91

Indent Using the Tab Key
Use the Indent Commands
Fine-tuning Indents
Show the Ruler
Customizing Bullet Spacing
Line Spacing
Format Line Spacing
CHAPTER 12: WORDART AND SHAPES ……………………………………….. 95

Creating WordArt
Apply a WordArt Style to Text
Add or Modify Text Effects
Working with Shapes and Tex Boxes
Insert a Shape
Resize a Shape or Text Box
Formatting Shapes and Text Boxes
Change to a Different Shape
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Change the Shape Style

Change the Shape Fill Color 4
Change the Shape Outline
Change Shadow Effects
3D Effects
Use 3D Rotation
Use Bevel
CHAPTER 13: MODIFYING THEMES ……………………………………………. 105

Change Theme Colors
Create New Theme Colors
Change Theme Fonts
Create New Theme Fonts
Change Theme Effects
Saving Your Theme
Background Styles
CHAPTER 14: FORMATTING PICTURES ………………………………………. 111

Crop an Image
Crop an Image to a Shape
Add a Border to a Picture
Image Adjustments
Artistic Effects and Styles
Compressing Pictures
Removing the Background from an Image
CHAPTER 15: ARRANGING OBJECTS ………………………………………… 122

Aligning Objects
Aligning Two or More Objects
Align Objects to the Slide
Distribute Objects Evenly
Ordering and Rotating Objects
Change the Ordering by one Level
Bring an Object to the Front or Back
Rotate an Object
Grouping Objects
Ungroup Objects
CHAPTER 16: ANIMATING TEXT AND OBJECTS ……………………………. 130

Four Types of Animations
Apply an Animation to an Object
Effect Options
Working with Animations
Add Multiple Animations to an Object
Copy Animations with the Animation Painter
Reorder the Animations
Preview Animations
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Animation Pane
Open the Animation Pane 5
Reorder Effects from the Animation Pane
Preview Effects from the Animation Pane
Change and Effect’s Start Option
CHAPTER 17: INSERTING VIDEOS …………………………………………….. 138

Insert a Video from a File on your Computer
Embedding a Video from a website
Working with the Video
Editing and Formatting Videos
Trim the Video
Add a Fade In and Fade Out
Add a Bookmark
Remove a Bookmark
Video Options
Formatting the Appearance of a Video
Create a Poster Frame
Apply a Video Style
CHAPTER 18: INSERTING AUDIO ……………………………………………….. 146

Insert Audio from a File on your Computer
Insert Clip Art Audio
Recording your Own Audio
Working with Audio
Trim the Audio
Add a Fade In and Fade Out
Add a Bookmark
Remove a Bookmark
Audio Options
Formatting the Audio Icon
Change the Icon to a Different Picture
CHAPTER 19: SMARTART ILLUSTRATIONS ………………………………….. 154

Insert a SmartArts Graphic
Add Text to a SmartArt Graphic
Convert Existing Text to SmartArt
Changing the Organization of a SmartArt Graphic
Add Shape to a Graphic
Move Shapes to a Higher or Lower Level
Rearrange Shapes on the Same Level
Modifying the SmartArt Graphic’s Appearance
Change the SmartArt Layout
Change the SmartArt Style
Change the Color Scheme
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CHAPTER 20: HYPERLINKS AND ACTION BUTTONS ………………………. 162

Inserting Hyperlinks 6
About Hyperlinks
Insert a Hyperlink
Insert a Hyperlink to an email Address
Open and Test a Hyperlink
Remove a Hyperlink
More Hyperlinks
Insert a Hyperlink to Another Slide
Insert a Hyperlink to Another File
Inserting Action Buttons
Insert an Action Button on One Slide
Insert an Action Button on All Slides
Test an Action Button
Edit an Action Button
Change the Appearance of an Action Button
CHAPTER 21: WORKING WITH TABLES ………………………………………. 175

Working with Tables
Insert a Blank Table
Move a Table
Modifying Tables
Resize a Table
Add a Column or Row
Delete a Row or Column
Apply a Table Style
Change Table Styles Options
Add Borders to a Table
Modifying a Table Using the Layout Tab
CHAPTER 22: WORKING WITH CHARTS ……………………………………… 185

Types of Charts
Identifying the Parts of a Chart
Inserting Charts
Enter Chart Data
Copying and Pasting Existing Excel Data
Importing a Chart from Excel
Modifying Charts with Chart Tools
Change the Chart Type
Switch Row and Column Data
Change the Chart Layout
Change the Chart Style
CHAPTER 23: REVIEWING PRESENTATIONS ………………………………… 201

Commenting on Presentations
Add a Comment
Edit a Comment
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Respond to a Comment
Delete Comment 7
Delete Multiple Comments
Comparing Presentations
Using the Reviewing Features Safely
Use the Document Inspector
CHAPTER 24: ADVANCE PRESENTATIONS OPTIONS …………………….. 212

Rehearsal and Record Slide shows
Rehearsal Slide show Timings
Recording your Slide show
Remove Narration or Timings from a Recorded Slid show
Sharing Presentation Options
Presenting your Slide show as a Video
Create a Video
Broadcasting your Slide show to Remote Audiences
Customizing your Slide show
Creating Handouts of a Presentation
CHAPTER 25: SLIDE MASTER VIEW …………………………………………… 224

What is Slide Master View
Using Slide Master View
Customizing Slide Layouts
Customizing Text Formatting
Create New Slide Layouts
Using Custom Layouts in Other Presentations
CHAPTER 26: CREATING PHOTO ALBUMS IN POWERPOINT …………… 238

Create a Photo Album
CHAPTER 27: ADDING CALLOUTS TO IMAGES …………………………….. 241

Add Callouts to an Image
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CHAPTER 1: GETTING STARTED WITH POWERPOINT

8
PowerPoint 2010 is a presentation software that allows you to create dynamic

slide presentations that can include animation, narration, images, and videos. In this
lesson, you will learn your way around the PowerPoint 2010 environment,
including getting to know the new Backstage view.
We will also show you how to use and modify the Ribbon and the Quick
Access toolbar, in addition to learning how to create new presentations and open
existing files.
Getting to know PowerPoint 2010
If you are familiar with PowerPoint 2007, you'll notice that there aren't too many
changes to the 2010 interface other than Backstage view, which we'll cover later in
this lesson.
However, if you are new to PowerPoint, you will first need to take some time to
learn about slides and how to navigate PowerPoint.
Navigating PowerPoint to create a slide presentation
PowerPoint uses slides to build a presentation. To create an engaging

presentation, PowerPoint allows you to add text, bulleted lists, images, charts, and
video to your slides. You can add as many slides as you want to a presentation, and
at any time you can view or play back your presentation by selecting one of the slide
show play options.
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Working with your PowerPoint environment
The Ribbon and Quick Access toolbar are where you will find the commands
you need to perform common tasks in PowerPoint. If you are familiar with
PowerPoint 2007, you will find that the main difference in the PowerPoint 2010
Ribbon is that commands such as Open and Print are now housed in Backstage
view.
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The Ribbon
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The Ribbon contains multiple tabs, each with several groups of commands.
Some tabs, like Drawing Tools or Table Tools, may appear only when you are
working with certain items like images or tables. In addition, you can add your own
customized tabs that contain your favorite commands.
Certain programs, such as Adobe Acrobat Reader, may install additional tabs
to the Ribbon. These tabs are called add-ins.
To customize the Ribbon:
You can customize the Ribbon by creating your own tabs that house your
desired commands. Commands are always housed within a group, and you can
create as many groups as you need to keep your tabs organized. You can even add
commands to any of the default tabs, as long as you create a custom group within
the tab.
1. Right-click the Ribbon, and select Customize the Ribbon. A dialog

box will appear.
2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.
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4. Select a command from the list on the left, then click Add. You can also
drag commands directly into a group. 14
5. When you are done adding commands, click OK.
If you do not see the command you want, click on the Choose
commands drop-down box and select All Commands.
To minimize and maximize the Ribbon:
The Ribbon is designed to be easy to use and responsive to your current task;
however, if you find it is taking up too much of your screen space, you
can minimize it.
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1. Click the arrow in the upper-right corner of the Ribbon to minimize it.
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2. To maximize the Ribbon, click the arrow again.
When the Ribbon is minimized, you can make it reappear by clicking a tab.
However, the Ribbon will disappear again when you are not using it.
The Quick Access toolbar
The Quick Access toolbar, located above the Ribbon, lets you access
common commands no matter which tab you are on. By default, it shows
the Save, Undo, and Repeat commands. You can add other commands to make it
more convenient.
To add commands to the Quick Access toolbar:
1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you want to add from the drop-down menu. To
choose from more commands, select More Commands.
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Backstage view
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Backstage view gives you various options for saving, opening, printing, and
sharing your presentation. It is similar to the Microsoft Office button menu from
PowerPoint 2007 and the File Menu from earlier versions of PowerPoint. However,
instead of just a menu it's a full-page view, which makes it easier to work with.
To get to Backstage view:
1. Click the File tab.
2. You can choose an option on the left side of the page.

3. To get back to your document, click any tab on the Ribbon. Click the buttons in
the interactive below to learn about the different things you can do in
Backstage view.
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Creating and opening presentations

17
PowerPoint files are called presentations. When you start a new project in
PowerPoint, you'll need to create a new presentation. You'll also need to know how
to open an existing presentation.
To create a new blank presentation:
1. Click the File tab. This takes you to Backstage view.

2. Select New.
3. Select Blank presentation under Available Templates and Themes. It
will be highlighted by default.
4. Click Create. A new blank presentation appears in the PowerPoint
window.
To save time, you can create your presentation from an Office.com template,
which you can also select under Available Templates and Themes.
To open an existing presentation:

2. Select Open. The Open dialog box appears.
3. Select your desired presentation, then click Open.

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If you have opened the existing presentation recently, it may be easier to

choose Recent from the File tab instead of Open to search for your presentation. 18
Compatibility mode
Sometimes you may need to work with presentations that were created in
earlier versions of PowerPoint, such as PowerPoint 2003 or PowerPoint 2000. When
you open these types of presentations, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access

commands found in the program that was used to create the presentation. For
example, if you open a presentation created in PowerPoint 2003, you can only use
tabs and commands found in PowerPoint 2003.
In the image below, the workbook has opened in Compatibility mode. Many of
the newer slide transitions have been disabled, and only the 2003 transitions are
available.
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To exit Compatibility mode, you'll need to convert the presentation to the

current version type. However, if you're collaborating with others who only have 19
access to an earlier version of PowerPoint, it's best to leave the presentation in
Compatibility mode so the format will not change.
To convert a presentation:
If you want access to all PowerPoint 2010 features, you can convert the
presentation to the 2010 file format.
Note that converting a file may cause some changes to the original layout of the
presentation.
1. Click the File tab to access Backstage view.

2. Locate and select the Convert command.
3. The Save As dialog box will appear. Select the location where you want to
save the workbook, enter a file name for the presentation, and click Save.
4. The presentation will be converted to the newest file type.

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CHAPTER 2: SLIDES BASICS

20
PowerPoint includes all of the features you need to produce professional-

looking presentations. When you create a PowerPoint presentation, it is made up of
a series of slides. The slides contain the information you want to communicate with
your audience. This information can include text, pictures, charts, video, and sound.
Before you begin adding information to slides, you'll need to know the basics of
working with slides. In this lesson, you will learn how to insert new slides, modify
a layout, and change your presentation view.
Slide basics
Every PowerPoint presentation is composed of a series of slides. To begin

creating a slide show, you'll need to know the basics of working with slides. You'll
need to feel comfortable with tasks such as inserting a new slide, changing the
layout of a slide, arranging existing slides, changing slide view, and adding
notes to a slide.
About slides
Slides contain placeholders, which are areas on the slide that are enclosed by
dotted borders. Placeholders can contain many different items, including text,
pictures, and charts. Some placeholders have placeholder text, or text you can
replace. They also have thumbnail-sized icons that represent specific commands
such as Insert Picture, Insert Chart, and Insert ClipArt. In PowerPoint, hover over
each icon to see the type of content you can insert in a placeholder.
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About slide layouts
Placeholders are arranged in different layouts that can be applied to existing

slides or chosen when you insert a new slide. A slide layout arranges your content
using different types of placeholders, depending on what information you might want
to include in your presentation.
In the example above, the layout is called Title and Content and includes title
and content placeholders. While each layout has a descriptive name, you can also
tell from the image of the layout how the placeholders will be arranged.
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Customizing slide layouts

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To change the layout of an existing slide:
1. Select the slide you want to change.
2. Click the Layout command in the Slides group on the Home tab. A menu
will appear with your options.
3. Choose a layout from the menu. The slide will change in the presentation.
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To delete a placeholder:
You can easily customize your layout by deleting unwanted—or extra—

placeholders from any slide.
1. Position your mouse on the dotted border of the placeholder so it changes

to a cross with arrows .
2. Click the border to select it.
3. Press Backspace or Delete on your keyboard. The placeholder will be

removed from the slide.
To add a text box:
Text boxes allow you to add to your current layout, so you can place text
wherever you want on your slide.
1. From the Insert tab, click the Text Box command.
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2. Your cursor will turn into an upside-down cross .
3. Click, hold, and drag your mouse to draw a text box. A text box will appear.
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To use a blank slide:

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For more control over your content, you may prefer a blank slide—a slide
without placeholders—over one of the existing layouts. Blank slides can be
customized by adding your own text boxes, pictures, charts, and more.
 Select Blank from the menu of layout options.
Working with slides
To insert a new slide:
1. From the Home tab, click the bottom half of the New Slide command to
open the menu of slide layout options.
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2. Select the slide you want to insert.

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3. A new slide will be added your presentation.
To instantly add a slide that uses the same layout as the one you have
selected, click the top half of the New Slide command.
To copy and paste a slide:
1. On the Slides tab in the left pane, select the slide you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.
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3. In the left pane, click just below a slide—or between two slides—to choose
the location where you want the copy to appear. A horizontal insertion 27
point will mark the location.
4. Click the Paste command on the Home tab. You can also right-click and
choose Paste. The copied slide will appear.
To select multiple slides, press and hold Ctrl on your keyboard and click the
slides you want to select.
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To duplicate a slide:
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An alternative to copying and pasting, duplicating slides copies the selected
slide and—in one step—pastes it directly underneath. This feature does not allow
you to choose the location of the copied slide, nor does it offer Paste Options for
advanced users, so it's more convenient for quickly inserting similar slides.
1. Select the slide you want to duplicate.

2. Click the New Slide command.
3. Choose Duplicate Selected Slides from the drop-down menu.
4. A copy of the selected slide appears underneath the original.
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To delete a slide:
29
1. Select the slide you want to delete.
2. Press the Delete or Backspace key on your keyboard.
To move a slide:
1. Select the slide you want to move.

2. Click, hold, and drag your mouse to a new location. A horizontal insertion
point will mark the location.
3. Release the mouse button. The slide will appear in the new location.
Managing slides and presentations
As you add slides to your presentation, PowerPoint offers a variety of views and
tools to help you organize and prepare your slide show.
About slide views
It's important to be able to access the different slide views and use them for
various tasks. The slide view commands are located on the bottom-right of the
PowerPoint window in Normal view.
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Normal view: This is the default view where you create and edit your slides.
You can also move slides in the Slides tab in the pane on the left. 30
Slide Sorter view: In this view, miniature slides are arranged on the screen.
You can drag and drop slides to easily reorder them and to see more slides at one
time. This is a good view to use to confirm that you have all the needed slides and
that none have been deleted.
Reading view: This view fills most of the computer screen with a preview of
your presentation. Unlike Slide Show view, it includes easily accessible buttons for
navigation, located at the bottom-right.
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Slide Show view: This view completely fills the computer screen and is what
the audience will see when they view the presentation. Slide Show view has an
additional menu that appears when you hover over it, allowing you to navigate slides
and access other features you can use during a presentation.
Use the keys on your keyboard—including the arrow keys, Page Up and Page
Down keys, spacebar, and Enter key—to move through the slides in Slide Show
view. Press the Esc key to end the slide show.
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To view an outline of your presentation:

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The Outline tab shows your slide text in outline form. This allows you to quickly
edit your slide text and view the contents of multiple slides at once.
1. Click the Outline tab in the left pane.
2. An outline of your slide text appears.

3. Type directly in the pane to make changes to your text.
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To organize slides into sections:

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You can organize your slides into sections to make your presentation easier to
navigate. Sections can be collapsed or expanded in the left pane and named for
easy reference. In this example, we will add two sections: one for dogs that are
available for adoption, and another for cats and other pets.
1. Select the slide you want to begin your first section.

2. From the Home tab, click the Section command.
3. Choose Add Section from the drop-down menu.
4. An Untitled Section appears in the left pane.
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5. To rename the section while it is still selected, click the Section command,
then choose Rename Section from the drop-down menu. 34
6. Enter your new section name in the dialog box. Click Rename.
7. Repeat to add as many sections as you want.

8. In the left pane, click the arrow next to a section name to collapse or
expand it.
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Adding notes to slides
PowerPoint gives you the ability to add notes to your slides—often

called speaker notes—to help you deliver or prepare for your presentation. You can
enter and view your speaker notes using the Notes pane or the Notes Page view.
To use the Notes pane:
1. Locate the Notes pane at the bottom of the screen, directly below
the Slide pane.
2. Click and drag the edge of the pane to make it larger or smaller.
3. Type your notes in the Notes pane.
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To use Notes Page view:
1. Go to the View tab.

2. Click the Notes Page command in the Presentation Views group.
3. Type your notes in the text box, or use the scroll bar to review your slides.
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CHAPTER 3: TEXT BASICS

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It's important to know how to perform basic tasks with text when working in
PowerPoint. In this lesson, you'll learn the basics of working with text, including how
to insert, delete, and move text; how to work with text boxes; and how
to format text.
Text basics
If you're new to PowerPoint, you'll need to learn the basics of working with
text so you can add and arrange text on your slides. You'll need to know how
to insert, delete, move, and format text, as well as how to use text boxes.
Optional: You can download this example for extra practice.
To insert text:
1. Click the placeholder or text box where you want to insert text.
2. The insertion point appears.
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3. Type directly into the placeholder or text box.

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Some placeholders automatically format your text in a bulleted list. This is

because bulleted lists are frequently used in PowerPoint. To remove the bullets,
deselect the Bullets command in the Paragraph group on the Home tab.
To delete text:
1. Place the insertion point next to the text you want to delete.
2. Press the Backspace key on your keyboard to delete text to the left of the
insertion point.
3. Press the Delete key on your keyboard to delete text to the right of the
insertion point.
To select text:
1. Place the insertion point next to the text you want to select.
2. Click the mouse button. While holding it down, drag the mouse over the text.
3. Release the mouse. The text will be selected. A highlighted box will appear
over the selected text.
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When you select text in PowerPoint, a hover toolbar with formatting options
appears. This makes formatting commands easily accessible, which can save you
time. If the toolbar does not appear at first, try moving the mouse over the selection.
To copy and paste text:
1. Select the text you want to copy.

2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.
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3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
To cut and paste text:
1. Select the text you want to cut.

2. Click the Cut command on the Home tab. You can also right-click your
selection and choose Cut.
3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will reappear.
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You can also cut, copy, and paste by right-clicking your slide and choosing the
desired action from the drop-down menu. When you use this method to paste, you 41
can choose from four options that determine how the text will be formatted: Use
Destination Theme, Keep Source Formatting, Picture, and Keep Text Only. You
can hover the mouse over each icon to see what it will look like before you click it.
To drag and drop text:
1. Select the text you want to copy.

2. Click, hold, and drag your mouse to the location where you want the text to
appear. The cursor will have a rectangle underneath it to indicate that you're
moving text.
3. Release the mouse button, and the text will appear.

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If text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line. 42
Find and Replace
Find and Replace is another technique that can be used to edit text. Find and
Replace allows you to search all of your slides for a specific word or
phrase (English, for example), then replace it with another word or
phrase (British, for example). To learn more, visit the Find and Replace lesson
from our Word 2010 tutorial.
Working with text
As you create your presentation, you can add text boxes to help organize your
slides. You'll also need to know how to format text to create the look you need.
To add a text box:
Text can be inserted into both placeholders and text boxes. A placeholder is
a kind of text box, but it's unique because it is part of the slide layout and often
contains formatting specific to the slide (a larger font size for the title of your
presentation, for example). Inserting an extra text box allows you to add to the slide
layout so you can include as much text as you want.
1. From the Insert tab, click the Text Box command.
2. Your cursor will turn into an upside-down cross .
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3. Click the area on your slide where you want to add a text box. A text box will
appear with an insertion point inside. 43
To move a placeholder or text box:
1. Click the box you want to move.

2. Position your mouse on the border of the box so it changes to a cross with
arrows .
3. Click and hold the mouse button as you drag the box to the desired
location.
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4. Release the mouse button. The box will be moved.
To rotate the box
1. Click and drag the green circle at the top of the box.
To resize a placeholder or text box:
1. Click the box you want to resize.

2. Position your mouse over any one of the sizing handles that appear on the
corners and sides of the box. The cursor will become a pair of arrows .
3. Click, hold, and drag your mouse until the text box is the desired size.
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4. Release the mouse button. The box will be resized.
Formatting text
You can help your text stand out on the slide by changing its formatting,
including font size, color, and style.
Click the buttons in the interactive below to learn about the different commands
in the Font group.
Modifying text
To insert a bulleted list:
1. Select the text box or specific text you want to format as a bulleted list.
2. Click the Bullets command in the Paragraph group on the Home tab.
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3. A bulleted list will appear.

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To change horizontal text alignment:
1. Select the text you want to modify.

2. Select one of the four alignment options in the Paragraph group.
o Align Text Left: Aligns all of the selected text to the left margin
o Center: Aligns text an equal distance from the left and right margins
o Align Text Right: Aligns all of the selected text to the right margin
o Justify: Aligns text equally on both sides to the right and left margins;
used by many newspapers and magazines
The alignment commands align the text within the placeholder or text box it is
in, not across the slide.
To change vertical text alignment:

2. Click the Align Text command in the Paragraph group. A menu will appear.
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3. Choose to align the text at the Top, Middle, or Bottom of the text box.
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To change text direction:

2. Click the Text Direction command in the Paragraph group. A menu will
appear.
3. Choose for the direction of the text to be Horizontal, Rotated, or Stacked.
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CHAPTER 4: APPLYING A THEME

48
A theme is a predefined combination of colors, fonts, and effects that can be

applied to your presentation. PowerPoint includes built-in themes that allow you to
easily create professional-looking presentations without spending a lot of time
formatting. In this lesson, you will learn all about themes and how to apply them.
Themes
A theme is a set of colors, fonts, effects, and more that can be applied to
your entire presentation to give it a consistent, professional look. You've already
been using a theme, even if you didn't know it: the default Office theme, which
consists of a white background, the Calibri font, and primarily black text. Themes
can be applied or changed at any time.
Theme elements
Every PowerPoint theme—including the default Office theme—has its

own theme elements. These elements are:
 Theme Colors (available from every Color menu)
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 Theme Fonts (available from the Font menu)

49
 Shape Styles (available in the Format tab when you click a shape)
Why use theme elements?
If you're using theme elements, you'll probably find that your presentation
looks pretty good. All of the colors will work well together, which means you won't
have to spend as much time formatting your presentation. But there's another great
reason to use theme elements: When you switch to a different theme, all of these
elements will update to reflect the new theme. You can drastically change the look
of your presentation in just a few clicks.
Remember, the colors and fonts will only update if you're using theme
fonts or theme colors. If you choose one of the standard colors or any of
the fonts that are not theme fonts, your text will not change when you change the
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theme. This can be useful if you're creating a logo or title that always needs to look
the same, like in the sample below. 50
Themes and slide layouts
As you can see from the two different title slides above, themes also affect
the various slide layouts.
If you apply a theme before you start building your presentation, you will be
able to arrange your content to fit the layouts you have to choose from. If you apply
the theme after, the text boxes and placeholders may move depending on the
theme you choose.
Applying themes
You will need to know how to apply a theme and how to switch to a different
theme if you want to use this feature to create presentations. All of the themes
included in PowerPoint are located in the Themes group on the Design tab.
Themes can be applied or changed at any time.
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To apply a theme:
51
1. Go to the Design tab.
2. Locate the Themes group. Each image represents a theme.
3. Click the drop-down arrow to access more themes.
4. Hover over a theme to see a live preview of it in the presentation. The

name of the theme will appear as you hover over it.
5. Click a theme to apply it to the slides.
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CHAPTER 5: INSERTING IMAGES

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Adding images to your presentations makes them more interesting and

engaging. Pictures, clip art, and screenshots can be inserted into PowerPoint to help
you effectively communicate your ideas to your audience.
Working with images
Adding clip art and pictures to your presentation can be a great way
to illustrate important information or add decorative accents to existing text. You
can insert images from your computer, search Microsoft's large selection of clip art to
find the image you need, or add a screenshot of your own. Once an image has been
inserted, you can resize and move it to the location you want.
To insert an image from a file:
1. Select the Insert tab.

2. Click the Picture command in the Images group. The Insert Picture dialog
box appears.
3. Select the desired image file, then click Insert.
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4. The picture will appear in your slide.
You can also select the Insert Picture from File command in a placeholder to
insert images.
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To locate clip art:

55
2. Click the Clip Art command in the Images group.
3. The clip art options appear in the task pane to the right of the document.
4. Enter keywords in the Search for: field that are related to the image you
want to insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not want to see.
7. If you want to also search for clip art on Office.com, place a check mark next
to Include Office.com content. Otherwise, it will just search for clip art on
your computer.
8. Click Go.
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To insert clip art:

56
1. Review the results from a clip art search in the Clip Art pane.
2. Select the desired image.
3. The clip art will appear in your slide.
You can also select the Insert Clip Art from File command in a placeholder to
insert clip art.
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Inserting screenshots
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Screenshots are pictures that capture the visible windows and items displayed
on your computer screen. They may include an open window of a website, items on
your desktop, or an open program, like the PowerPoint images displayed in this
tutorial. These images can be useful for explaining or displaying computer programs,
functions, and websites. PowerPoint allows you to capture an image of an entire
window or a screen clipping of part of a window.
To insert screenshots of a window:

2. Click the Screenshot command in the Images group.
3. The Available Windows from your desktop will appear. Select the window
you want to capture as a screenshot.
4. The screenshot will appear in your slide.
To insert a screen clipping from a window:

2. Click the Screenshot command, then select Screen Clipping.
3. A faded view of your current desktop will appear, and your cursor will turn
into a cross shape .
4. Click, hold, and drag on the area of the window you want to capture.
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5. The screen clipping will appear in your slide.
Resizing and moving images
To resize an image:
1. Click the image.

2. Position your mouse over any one of the corner sizing handles. The cursor
will become a pair of directional arrows .
3. Click, hold, and drag your mouse until the image is the desired size.
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4. Release the mouse. The image will be resized.

59
The side sizing handles change the image's size but do not keep the same
proportions. If you want to keep the image's proportions, always use the corner
handles.
To move an image:
1. Click the image. The cursor will turn into a cross with arrows .
2. While holding down the mouse button, drag the image to the desired
location.
3. Release the mouse button. The box will be moved. To rotate the image,
click and drag on the green circle located at the top of the image.
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CHAPTER 6: APPLYING TRANSITIONS

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Transitions are motion effects that when in Slide Show view add movement to
your slides as you advance from one slide to another. There are many transitions to
choose from, each one of which allows you to control the speed and even add
sound.
Applying transitions
If you've ever seen a PowerPoint presentation that had special

effects between each slide, you've seen slide transitions. A transition can be as
simple as fading to the next slide or as complex as a flashy, eye-catching effect. This
means you can choose transitions to fit the style of any presentation.
About transitions
There are three categories of unique transitions to choose from, all of which
can be found on the Transitions tab:
 Subtle (slight transitions)
 Exciting (strong transitions)
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 Dynamic Content (strong transitions that affect only the content, such as
text or images) 61
To apply a transition:
1. Select the slide you want to modify.

2. Click the Transitions tab.
3. Locate the Transition to This Slide group. By default, None is applied to
each slide.
4. Click the More drop-down arrow to display all of the transitions.

5. Click a transition to apply it to the selected slide. This will automatically
preview the transition as well.
When working with transitions, the Apply To All command in the Timing group
can be used at any time to make your presentation uniform. Use this command with
caution. Not only does it apply the same transition to every slide, but it also applies
the settings in the Timing group, which you may not want to be the same throughout
your presentation.
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To preview a transition:
62
You can preview the transition for a selected slide at any time, using either of
these two methods:
 Click the Preview command on the Transitions tab.
 Click the star Play Animations icon. The icon appears on the Slides tab in
the left pane beside any slide that includes a transition.
Modifying transitions
To modify the duration:
1. Select the slide that includes the transition you want to modify.
2. In the Duration field in the Timing group, enter the amount of time you want
the transition to take. In this example, we will specify the length as 2
seconds, or 02.00.
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To add sound:
63
1. Select the slide that includes the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.
3. You will hear the sound and see a live preview of the transition as you hover
over each sound.
4. Click a sound to apply it to the selected slide.
To remove a transition:

2. Choose None from the gallery in the Transition to This Slide group.
3. Repeat this process for each slide you want to modify.
To remove transitions from all slides, select a slide that uses None, then
click the Apply to All command.
Advancing slides
To advance slides automatically:
In Slide Show view, you would typically advance to the next slide by clicking
your mouse or pressing Enter on your keyboard. Using the Advance Slides settings
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in the Timing group, you can set your presentation to advance on its own instead
and display each slide for a specific amount of time. This is useful for unattended 64
presentations, such as at a tradeshow booth.

2. Locate the Timing group on the Transitions tab.
3. Under Advance Slide, uncheck the box next to On Mouse Click.
4. In the After field, enter the amount of time you want to display the slide. In
this example, we'll advance the slide automatically after 1 minute 30
seconds, or 01:30:00.
5. Select another slide, and repeat the process until all the desired slides have
the appropriate timing.
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CHAPTER 7: CHECKING SPELLING

65
If you're worried about making mistakes when you type, don't be. PowerPoint
provides you with several proofing features that will help you produce professional,
error-free presentations. In this lesson, you will learn about the
various proofing features, including the Spelling tool.
To make your slide show appear professional, you'll want to make sure it is free
from spelling errors. PowerPoint has several options for checking your spelling. You
can run a spell check, or you can allow PowerPoint to check your
spelling automatically as you type.
To run a spell check:
1. Go to the Review tab.

2. Click the Spelling command.
3. The Spelling dialog box will open. For each error in your presentation,
PowerPoint will try to offer one or more suggestions. You can select a
suggestion and then click Change to correct the error.
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4. If no appropriate suggestions are given, you can manually type the correct
spelling and then click Change. 66
Ignoring spelling "errors"
The spelling check is not always correct. It will sometimes say something is
spelled incorrectly when it's not. This often happens with people's names, which may
not be in the dictionary.
If PowerPoint says something is an error, you can choose not to change it

using one of three options:
 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all
other instances of the word in your presentation.
 Add: This adds the word to the dictionary so it will never come up as an
error again. Make sure the word is spelled correctly before choosing this
option.
Automatic spell check
By default, PowerPoint automatically checks your presentation for spelling

errors, so you may not even need to run a separate check using the Spelling
command. These errors are indicated by red wavy lines.
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To use the automatic spell check feature:

67
1. Right-click the underlined word. A menu will appear.
2. Click the correct spelling of the word from the list of suggestions.
3. The corrected word will appear in the presentation.
You can choose to Ignore an underlined word, Add to Dictionary, or go to

the Spelling dialog box for more options.
Modifying proofing options
With customizable proofing options, PowerPoint gives you the ability to change
the way it addresses spelling errors, including automatic spell
check and contextual spelling. Contextual spelling—an option that is turned off by
default but that can be turned on—can help you find and correct spelling mistakes
like the use of too vs. two or there vs. their.
To modify proofing options:
1. From Backstage view, click Options.
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2. Select Proofing. The PowerPoint Options dialog box gives you several
options to choose from: 68
o Check spelling as you type: Uncheck this box if you don't want
PowerPoint to check for spelling errors automatically. (This automatically
checks Hide spelling errors.)
o Use contextual spelling: Check this box if you want PowerPoint to
check for contextual spelling mistakes, like the use of your vs. you're.
o Hide spelling errors: Check this box if you want to hide the red wavy
lines that mark spelling errors. (This option is disabled if Check spelling
as you type is unchecked.)
If you've turned off the automatic spell check, you can still run a check by going
to the Review tab and clicking the Spelling command.
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CHAPTER 8: PRESENTING SLIDE SHOW

69
Once your slide show is completed, you will need to learn how to present it to
an audience. PowerPoint offers several tools and features that can help make your
presentation smooth, engaging, and professional.
In this lesson, you will learn how to play a slide show and advance through
slides. In addition, you will learn about various presentation options like using a
highlighter to mark slides and how to set your slide show to play on a continuous
loop.
Presenting a slide show
To present your slide show, you'll need to know how to start it. PowerPoint
allows you to start your slide show from the first slide or from any slide within the
slide show. Once your slide show has started, you'll need to know how to advance
through the slides.
To start a slide show:
1. Select the Slide Show tab.

2. Click the From Beginning command in the Start Slide Show group to start
the slide show with the first slide.
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You can also start the slide show from the slide you prefer by selecting the slide
and clicking on From Current Slide from the Start Slide Show group. This option is 70
convenient if you only want to view or present certain slides.
Another option for starting the slide show is to select Slide Show view at the
bottom of the window.
To advance and reverse slides:
1. Hover your mouse over the bottom-left of the screen. A menu will appear.
2. Click the right arrow to advance slides and the left arrow to reverse slides.
You can also use the arrow keys on your keyboard to advance and reverse
slides.
To stop or end a slide show:
To end a slide show, hover and select the menu box options command and
click End Show. You can also press the Esc key at the top left of your keyboard to
end the show.
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Presentation tools and features

71
PowerPoint provides convenient tools and features you can use while you are
presenting your slide show. Features include changing your mouse pointer to a pen
or highlighter to draw attention to items in your slides. In addition, you can jump
around to slides in your presentation or access items from your computer desktop if
needed.
To access the pen or highlighter:
1. Hover and click the pen menu option in the bottom-left of your screen.
2. Select Pen or Highlighter based on your preference.
3. Use the pointer to draw on or mark your slides.
From the same menu, you can also change the color of the pen or highlighter.
Keep in mind that light color choices are best for the highlighter.
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To erase ink markings:
1. Hover and click the pen menu option in the bottom-left of your screen.
2. Select Eraser to erase individual ink markings, or select Erase All Ink on
Slide to erase all markings.
When you end your slide show, you also have the option
to Keep or Discard (erase) any ink markings you made during your presentation.
To jump to a nonadjacent slide:
1. Hover and click the menu box option in the bottom-left of your screen.
2. Select Go to Slide, and choose the slide you want to jump to in your
presentation.
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To access the desktop:
Sometimes you may need to access the Internet or other files and programs on
your computer during your presentation. PowerPoint allows you to access your
desktop task bar without ending your presentation.
1. Hover and click the menu box option in the bottom-left of your screen.
2. Select Screen, then click Switch Programs.
3. Your computer's task bar will appear. Choose a program you want to switch
to.
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Menu access options:

74
You can also access any of the above menu items by right-clicking anywhere
on the screen during your slide show.
Keyboard shortcuts
 Switch between the pen pointer and mouse pointer by pressing Ctrl+P (pen)
or Ctrl+M (mouse) on your keyboard.
 Press E on the keyboard to erase any ink markings while using the pen or
highlighter.
Slide show setup options
PowerPoint has various options for setting up and playing a slide show. For
example, you can set up an unattended presentation that can be displayed at a kiosk
and make your slide show repeat with continuous looping.
To access slide show setup options:
1. Select the Slide Show tab.

2. Click the Set Up Show command.
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3. The Set Up Show dialog box will appear. Click the buttons in the interactive
below to learn about the various options available for setting up and playing 75
a slide show.
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4. Click OK to apply the settings to the slide show.
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CHAPTER 9: SAVING AND PRINTING

78
Are you saving for the first time? Do you need to share your presentation with
someone who doesn't have PowerPoint 2010? Would you like to print handouts of
your presentation? Do you need a printout that shows your notes with your slides?
All of these factors will affect how you save and print your PowerPoint
presentations.
Saving and printing presentations
When you create a new presentation in PowerPoint, you'll need to know how
to save it in order to access and edit it later. PowerPoint allows you to save your
presentations in several ways.
Once you've created your document, you may want to print it to view and share
your work offline. It's easy to preview and print a document in Word using
the Print pane.
To use the Save As command:
Save As allows you to choose a name and location for your presentation. It's
useful if you've first created a presentation or if you want to save a different version
of a presentation while keeping the original.

2. Select Save As.
3. The Save As dialog box will appear. Select the location where you want to
save the presentation.
4. Enter a name for the presentation, then click Save.
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If you're using Windows 7, you'll usually want to save things to

your Documents library, and in other versions of Windows you'll save them to
the My Documents folder. For more information, check out our lessons
on Windows 7 and Windows XP.
To use the Save command:
1. Click the Save command on the Quick Access toolbar.
2. The presentation will be saved in its current location with the same file
name.
If you are saving for the first time and select Save, the Save As dialog box will
appear.
AutoRecover
PowerPoint automatically saves your presentation to a temporary folder while

you're working on it. If you forget to save your changes or if PowerPoint crashes, you
can recover the autosaved file.
1. Open a presentation that was previously closed without saving.

2. In Backstage view, click Info.
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3. If there are autosaved versions of your file, they will appear under Versions.
Click the file to open it. 80
4. To save changes, click Restore, then click OK.
By default, PowerPoint autosaves every 10 minutes. If you are editing a

presentation for less than 10 minutes, PowerPoint may not create an autosaved
version.
Other file formats
To save as a PowerPoint 97-2003 presentation:
You can share your presentation with anyone using PowerPoint 2010 or 2007
because they use the same file format. However, earlier versions of PowerPoint use
a different file format, so if you want to share your presentation with someone using
an earlier version of PowerPoint you'll need to save it as a PowerPoint 97-2003
presentation.

2. Select Save As.
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3. In the Save as type drop-down menu, select PowerPoint 97-2003

Presentation. 81
4. Select the location where you want to save the presentation.

5. Enter a name for the presentation, then click Save.
To save as a different file type:
If you want to share your presentation with someone who doesn't have
PowerPoint, you have several file types to choose from.

2. Select Save & Send.
3. Choose from three special File Types:
o Create PDF/XPS Document: This saves the contents of your slide show
as a document instead of a PowerPoint file.
o Create a Video: This saves your presentation as a video that can be
shared online, in an email, or on a disc.
o Package Presentation for CD: This saves your presentation in a folder
along with the Microsoft PowerPoint Viewer, a special slide show player
that anyone can download and use.
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Printing
82
In previous versions of PowerPoint, there was a Print Preview option that
allowed you to see exactly what the presentation looked like before printing it. You
may have noticed that this feature seems to be gone in PowerPoint 2010. It actually
hasn't disappeared; it has just been combined with the Print window to create
the Print pane, which is located in Backstage view.
To view the Print pane:
1. Click the File tab to go to Backstage view.

2. Select Print. The Print pane appears, with the print settings on the left and
the Preview on the right.
3. Click the buttons in the interactive below to learn about the various printing
settings and options found in the Print pane.
To print:
1. Go to the Print pane.

2. Determine and choose how you want the slides to appear on the page.
3. If you only want to print certain slides, you can type a range of slides.
Otherwise, select Print All Slides.
4. Select the number of copies.
5. Select a printer from the drop-down list.
6. Click the Print button.
Quick Print
There may be times when you want to print something with a single click
using Quick Print. This feature prints the document using the default settings and
the default printer. In PowerPoint 2010, you'll need to add it to the Quick Access
toolbar in order to use it.
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Quick Print always prints the entire presentation, so if you only want to print 83
part of your presentation you'll have to use the Print pane.
To access the Quick Print button:
1. Click the drop-down arrow on the right side of the Quick Access toolbar.
2. Select Quick Print if it is not already checked.
3. To print, click the Quick Print command.
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CHAPTER 10: MODIFYING LISTS

84
To create effective PowerPoint presentations, it's important to make your

slides easy for the audience to read. One of the most common ways of doing this
is to format the text as a bulleted or numbered list. In this lesson, you will learn
how to modify existing bullets, change the bullet style, switch to a numbered
list, remove bullets and numbers, and select symbols as bullets.
Modifying lists
By default, when you type text into a placeholder, a bullet will be placed at the
beginning of each paragraph. This is called a bulleted list. If you want, you can
modify a list by choosing a different bullet style or by switching to a numbered list.
To modify the bullet style:
1. Select all text in an existing list.

2. On the Home tab, click the Bullets drop-down arrow. A menu of bullet
options will appear.
3. Hover over each menu option to display a live preview of the bullet on the
slide.
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4. Select the desired bullet option.
To modify a numbered list:
1. Select all text in an existing list.

2. On the Home tab, click the Numbering drop-down arrow. A menu of
numbering options will appear.
3. Hover over each menu option to display a live preview of the list on the
slide.
4. Select the desired numbering option.
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To change the starting number:

86
By default, numbered lists count from the number one. However, sometimes
you may want to start counting from a different number, like if the list is a
continuation from a previous slide.
1. Select an existing numbered list.

2. On the Home tab, click the Bullets drop-down arrow.
3. From the drop-down menu, select Bullets and Numbering. A dialog box
will appear.
4. In the Start At field, enter the desired starting number.
5. The list will update the numbering to begin with the new number.
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Modifying the list's appearance

87
Whether you're using a bulleted or numbered list, you may want to change the
appearance by adjusting the size and color of the bullets or numbers. This can make
your list stand out better, and it can also help it match the appearance of your
presentation
.
To modify the size and color:
1. Select an existing bulleted list.

will appear.
4. Set the bullet size using the Size field.
5. Click the Color drop-down box, and select a color.
6. Click OK. The list will update to show the new size and color.
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Customizing bullets
To use a picture as a bullet:

will appear.
4. Click Picture on the Bulleted tab. The Picture Bullet dialog box will appear.
5. Select the desired picture, and click OK.
6. The list will update to show the new bullets.
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You can also click Import to use one of your own pictures as a bullet.
To use a symbol as a bullet:

will appear.
4. Click Customize on the Bulleted tab. The Symbol dialog box will appear.
5. Click the Font drop-down box, and select a font.

The Wingdings and Symbol fonts are good choices because they have a
large number of useful symbols.
6. Select the desired symbol.
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7. Click OK. The symbol will now appear as the selected bullet option in the
Bullets and Numbering dialog box. 90
8. Click OK again to apply the symbol to the list in the document.
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CHAPTER 11: INDENTS AND LINE SPACING

91
Indentation and line spacing are two important features you can use to
change the way text appears on a slide. Indentation can be used to visually set
paragraphs apart from one another or to create multilevel lists, while line spacing can
be adjusted to improve readability or to fit more lines on the slide.
Indentation and line spacing
Indentation is a useful tool for making your text more readable. When used in
paragraphs, a first-line indent helps to set paragraphs apart from one another. When
used in bulleted or numbered lists, indents can change the level of each line to form
a multilevel list. Line spacing is another tool you can use to control how text looks
on the slide. It can be used to improve readability or to fit more lines on the slide.
To indent using the Tab key:
A quick way to indent is to use the Tab key. In a normal paragraph, this will
create a first-line indent, but if the paragraph is part of a bulleted or numbered list,
the entire paragraph will be indented.
1. Place the insertion point at the very beginning of the paragraph you want
to indent.
2. Press the Tab key. The paragraph will now be indented.
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To use the Indent commands:

92
If you want to indent all of the lines in a paragraph, you can use the Indent
commands on the Home tab. For lists, the Indent commands work the same way as
the Tab key.
1. Select the text you want to indent.

2. On the Home tab, click the Increase Indent command to increase the
indent or the Decrease Indent command to decrease the indent.
3. The selected text will update to reflect the new indent.
When you indent some of the lines in a bulleted or numbered list, it is called
a multilevel list. Multilevel lists are useful if you want to create
an outline or hierarchy. You may want to choose a different bullet style for different
levels of the list to make them stand out even more.
Fine-tuning indents
Sometimes you may want to fine tune the indents and tabs in your
presentations. You can do this by adjusting the indent markers and tab stops on
the ruler. By default, the ruler is hidden, so you'll first need to show the ruler.
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To show the ruler:

93
1. Select the View tab.
2. Click the Ruler check box in the Show/Hide group if it is not selected. The
ruler will appear.
Customizing bullet spacing
When working with lists, PowerPoint allows you to adjust the space between
a bullet and the text by using the first-line indent marker or the hanging indent
marker. The ability to increase and decrease the indentation allows you to
customize lists to meet your needs.
To change bullet spacing:
1. Select the lines you want to change.

2. On the ruler, drag the first-line indent marker to the right or left. The bullet
will move independently from the text. Alternatively, you can drag
the hanging indent marker to move the text without moving the bullet.
Line spacing
PowerPoint allows you to adjust the amount of space between each line in a
paragraph. You can reduce the line spacing to fit more lines on a slide, or you
can increase it to improve readability. PowerPoint may automatically change the
font size when you adjust the line spacing, so increasing the line spacing too much
may cause the text to be too small.
To format line spacing:
1. Select the text you want to format.

2. Click the Line Spacing command in the Paragraph group on the Home tab.
3. Select the desired spacing option from the drop-down menu.
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If you want to adjust the line spacing with even more precision, select Line
Spacing Options from the drop-down menu. The Paragraph dialog box will open,
allowing you to fine tune the line spacing and adjust the paragraph spacing, which
is the amount of spacing that is added before and after each paragraph.
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CHAPTER 12: WORDART AND SHAPES

95
There are many features and commands you can use in PowerPoint to create
visually appealing slides. Two of these features are WordArt and shapes.
WordArt allows you to create stylized text with effects such as textures, shadows,
and outlines. It can be applied to text on any slide. You can also insert a variety of
shapes such as rectangles, circles, lines, arrows, callouts, and stars.
Creating WordArt
PowerPoint allows you to add effects to the text inside of a text box, which is
known as WordArt. For the most part, the types of effects you can add are the same
as the ones you can add to shapes and text boxes (shadow, bevel, etc.). However,
with WordArt, you can also transform the text to give it a wavy, slanted, or inflated
look.
To apply a WordArt style to text:
A WordArt Style will automatically apply several effects to your text at once.
You can then refine the look of your text by adding or modifying text effects.
1. Select a text box, or select some text inside of the text box. The Format tab
will appear.
2. Click the Format tab.
3. In the WordArt Styles group, click the More drop-down arrow to view all of
the available styles.
4. Select the desired style preset to apply the style to your text.
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After you have applied a WordArt Style, you can still modify the font or font
color from the Home tab if desired. 96
To add or modify text effects:
1. Select a text box, or select some text inside of the text box. The Format tab
will appear.
3. Click the Text Effects command in the WordArt Styles group. A drop-down
menu will appear, showing the different effect categories.
4. Hover over an effect category. A drop-down menu will appear. You can
hover the mouse over the different presets to see a live preview.
5. Select the desired effect preset. The effect will be applied to your text. If you
want, you can combine several different effects.
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In the WordArt Styles group, you can also use the Text Fill and Text
Outline drop-down boxes to modify the fill and outline color.
Working with shapes and text boxes
PowerPoint's large shape collection allows you to organize and design the
image you want. While you may not need shapes in every presentation you create,
they can add visual appeal.
To insert a shape:

2. Click the Shapes command.
3. Select a shape from the drop-down menu.

4. Click and drag the mouse until the shape is the desired size.
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5. Release the mouse button.
To resize a shape or text box:
1. Click the shape to select it.

2. Click and drag one of the sizing handles on the corners and sides of the
text box until it is the desired size.
3. To rotate the shape, drag the green handle.
4. Some shapes also have one or more yellow handles that can be used to
modify the shape. For example, with star shapes you can adjust the length
of the points.
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If you drag the sizing handles on any of the four corners, you will be able to
change the height and width at the same time. The sizing handles on the top or 99
bottom of the shape will only allow you to resize vertically, while the handles on the
left and right sides will resize the shape horizontally.
Formatting shapes and text boxes
To change to a different shape:
1. Select the shape or text box. The Format tab will appear.
2. From the Format tab, click the Edit Shape command.
3. Click Change Shape to display a drop-down list.
4. Select the desired shape from the list.
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To change the shape style:

100
2. Click the More drop-down arrow in the Shape Styles group to display more
style options.
3. Move your cursor over the styles to see a live preview of the style in the
slide.
4. Select the desired style.
To change the shape fill color:
1. Select the shape or text box. The Format tab appears.

2. Select the Format tab.
3. Click the Shape Fill command to display a drop-down list.
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4. Select the desired color from the list, choose No Fill, or choose More Fill
Colors to choose a custom color.
To change the shape outline:
3. Click the Shape Outline command to display a drop-down menu.
4. From the drop-down menu, you can change the

outline color, weight (thickness), and whether it is a dashed line.
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To change shadow effects:
3. Click the Shape Effects command. A drop-down menu will appear.
4. Hover the mouse over Shadow. You will see a list of shadow presets.
5. Move your mouse over the menu options to see a live preview of the
shadow effect in the slide.
6. Click the desired shadow effect to add it to your shape.
You can select Shadow Options from the drop-down menu and click
the Color button to select a different shadow color for your shape.
3D Effects
There are two types of effects you can apply to your shapes and text boxes to
give them a 3D appearance: 3-D Rotation and Bevel. 3-D Rotation gives the
appearance that you are viewing the object from a different angle, and it can be
applied to any shape. Bevel adds thickness and a rounded edge to shapes, but it
doesn't work with every type of shape.
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To use 3-D Rotation:

103
1. Select the shape or text box.
3. Click Shape Effects from the Shape Styles group.
4. Hover the mouse over 3-D Rotation. A drop-down menu will appear.
5. Select the desired rotation preset from the drop-down menu. You can also
click 3-D Rotation Options if you would prefer to type custom values.
To use bevel:
1. Select the shape or text box.

3. Click Shape Effects from the Shape Styles group.
4. Hover the mouse over Bevel. A drop-down menu will appear.
5. Select the desired bevel preset from the drop-down menu. You can also
click 3-D Options if you would prefer to type in custom values.
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If you click 3-D Options, you'll also be able to change the shape's material to
give it a metal, plastic, or translucent appearance, and you can choose the lighting 104
type to change how the shape is illuminated.
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CHAPTER 13: MODIFYING THEMES

105
A theme is a predefined combination of colors, fonts, and effects that can be

applied to your presentation. PowerPoint includes built-in themes that allow you to
easily create professional-looking presentations without spending a lot of time
formatting. You can modify themes by combining the colors, fonts, and effects from
different themes, and you can customize them even further by creating your own
sets of colors and fonts.
Modifying themes
Let's say you like the fonts from one theme but would like to experiment with
different color schemes. In PowerPoint 2010, you can mix and match
the colors, fonts, and effects from different themes to create a unique look for your
presentation. If it still doesn't look exactly right, you can customize the theme
colors and theme fonts.
To change theme colors:
1. From the Design tab, click the Theme Colors command. A drop-down
menu will appear.
2. Hover the mouse over the different sets of theme colors to see a live
preview.
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3. Select the set of theme colors you want, or select Create New Theme
Colors to customize each color individually. 106
Sometimes when the theme colors are changed, the text colors may not update
on all slides. If this happens, Save and Close your file. When you reopen it, it should
display the correct colors.
To create new theme colors:
1. From the Design tab, click the Theme Colors command. A drop-down
menu will appear.
2. Select Create New Theme Colors.
3. The dialog box will show the 12 current theme colors. To edit a color, click
the drop-down arrow and select a different color. To choose the exact color
you want, you may need to click More Colors.
4. In the Name field, type the desired name for the theme colors, then
click Save. The presentation will update to show the new theme colors.
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To change theme fonts:
1. From the Design tab, click the Theme Fonts command. A drop-down menu
will appear.
2. Hover the mouse over the different sets of theme fonts to see a live
preview.
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3. Select the set of theme fonts you want, or select Create New Theme
Fonts to customize each font individually. 108
To create new theme fonts:
1. From the Design tab, click the Theme Fonts command. A drop-down menu
will appear.
2. Select Create New Theme Fonts.
3. The dialog box will show the two theme fonts. To change the fonts, click the
drop-down arrows and select the desired fonts.
4. In the Name field, type the desired name for the theme fonts, then
click Save. The presentation will update to show the new theme fonts.
To change theme effects:
1. From the Design tab, click the Theme Effects command. A drop-down
menu will appear.
2. Hover the mouse over the different sets of theme effects to see a live
preview.
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3. Select the set of theme effects you want.
Saving your theme
Once you've found settings you like, you may want to save the theme so you
can use it in other presentations.
To save a theme:
1. From the Design tab, click the Themes command. A drop-down menu will
appear.
2. Select Save Current Theme.
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3. Type a file name for your theme, then click Save.

110
Background styles
To further customize your slides, you can change the

background's color and texture by choosing a different background style. The
available background styles will vary depending on the theme you're using.
To apply a background style:
1. From the Design tab, click the Background Styles command.

2. Select the desired style. The new background will appear in the slides.
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CHAPTER 14: FORMATTING PICTURES

111
Once you've added pictures to your presentations, you can format them in
various ways. The picture tools in PowerPoint 2010 make it easy to incorporate
images into your presentations and modify these images to make them look even
better.
Have you inserted a picture onto a slide that you want to trim or make appear
smaller on the slide? Perhaps you'd like to add an artistic effect or border to the
image to make it stand out from the slide's background. You can use
PowerPoint's picture tools to help you modify the picture style and shape, add
a border, crop, add artistic effects, and even compress pictures.
To crop an image:
1. Select an image. The Format tab will appear.

3. Click the Crop command. The black cropping handles appear.
4. Click and drag a handle to crop an image.

5. Click the Crop command to deselect the crop tool.
Corner handles will allow you to simultaneously crop the image horizontally and
vertically.
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To crop an image to a shape:

112
1. Select the image. The Format tab will appear.
3. Click the Crop drop-down arrow (below the Crop command). A drop-down
menu will appear.
4. Select a shape from the drop-down menu.

5. The image will take the shape you have selected.
You may want to crop the image to the desired size before cropping it to a
shape.
To add a border to a picture:
1. Select the picture.

3. Click the Picture Border command. A drop-down menu will appear.
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4. From the drop-down menu, you can select a color, weight (thickness), and
whether the line is dashed.
Image adjustments
To make image corrections:

3. Click the Corrections command. A drop-down menu will appear.
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4. To sharpen or soften the image, hover over

the Sharpen and Soften presets. You'll see a live preview of the presets in
the slide.
5. Select the desired Sharpen and Soften preset.
6. Click the Corrections command again.
7. Hover over the Brightness and Contrast presets to see a live preview.
8. Select the desired Brightness and Contrast preset.
You can also select Picture Corrections Options from the drop-down menu to
refine the settings.
To adjust the color in an image:

3. Click the Color command. A drop-down menu will appear.
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4. From the drop-down menu, you can choose a preset from each of the three
categories:
o Color Saturation: This controls how vivid the colors are in the image.
o Color Tone: This controls the temperature of the color,
from cool to warm.
o Recolor: This controls the overall color of the image. Use this option to
make the image black and white, grayscale, or to colorize it with a
different color.
You can also select Picture Color Options from the drop-down menu to refine
the settings.
Artistic effects and styles
To apply an artistic effect:
1. Select the picture. The Format tab will appear.

3. Click the Artistic Effects command. A drop-down menu will appear.
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4. Hover over the different presets to see a live preview of each one.
5. When you've found a preset you like, click it to select it.
6. To adjust the settings for the effect, click Artistic Effects again and
select Artistic Effect Options.
Many clip art images do not allow you apply artistic effects. Generally
speaking, the ones that look hand-drawn or painted do not work, while photographs
do.
To apply a picture style:

3. Click the More drop-down arrow to display all picture styles.
4. Hover over a picture style to display a live preview of the style in the slide.
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6. To refine the picture style, click the Picture Effects command to see
the Effects drop-down menu.
Compressing pictures
You'll need to monitor the file size of your presentations that include pictures,
especially if you send them via email. Large high-resolution pictures can quickly
cause your presentation to become too large, which may make it difficult or
impossible to attach to an email. In addition, cropped areas of pictures are saved
with the presentation by default, which can add to the file size. PowerPoint can
reduce the file size by compressing pictures, lowering their resolution,
and deleting cropped areas.
To compress a picture:

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3. Click the Compress Pictures command in the Adjust group. A dialog box
appears. 118
4. Place a check mark next to Delete cropped areas of pictures. You can
also choose whether to apply the settings to this picture only or to all
pictures in the presentation.
5. Choose a Target output. If you are emailing your presentation, you may
want to select Email, which produces the smallest file size.
6. Click OK
Removing the background from an image
Removing the background from an image can give the image a cleaner
appearance and will allow the slide background—or other objects—to show through.
If you're printing your presentation, it can also save ink.
About Background Removal
With Background Removal, PowerPoint uses special algorithms to determine

which parts of the image are the background and then removes these areas from the
image.
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119
To remove the background from an image:
1. Click the image. The Format tab will appear.

3. Click the Remove Background command.
4. PowerPoint will try to guess which part of the image is the background, and
it will mark that area with a magenta fill. It will also place a box around the
image with selection handles.
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5. Drag the selection handles until all of the foreground is inside the box. After
you do this, PowerPoint may readjust the background. 120
6. At this point, you may need to help PowerPoint decide which parts of the
image are foreground and which parts are background. You can do this by
using the Mark Areas to Keep and Mark Areas to Remove commands:
o If PowerPoint has marked part of the foreground magenta, click Mark
Areas to Keep and draw a line in that region of the image.
o If part of the background has not been marked with magenta, click Mark
Areas to Remove and draw a line in that region of the image.
7. After you add your marks, PowerPoint will readjust the image.
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8. When you're satisfied with the image, click Keep Changes. All of the
magenta areas will be removed from the image. 121
9. You can adjust the image at any time by clicking the Remove
Background command again.
As with artistic effects, Background Removal will not work with some clip
art images.
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CHAPTER 15: ARRANGING OBJECTS

122
In PowerPoint, each slide may have multiple items, such as pictures, shapes,
and text boxes. PowerPoint lets you arrange the objects the way you want
by aligning, grouping, rotating, and ordering them in various ways.
After adding objects to a slide, it may be necessary to arrange them so the

objects appear the way you want. You can align, group, rotate, and order objects
to create the desired arrangement.
Aligning objects
You can click and drag objects to align them manually, but guesswork will
never give you the best result. Additionally, aligning objects in this way can take a
great deal of time. Luckily, PowerPoint provides you with several commands that
allow you to easily arrange and position objects.
To align two or more objects:
1. Click and drag your mouse to form a selection box around the objects you
want to align. All of the objects will now have sizing handles to show that
they are selected.
2. From the Format tab, click the Align command, and select Align Selected
Objects.
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123
3. Click the Align command again, and select one of the six alignment
options.
4. The objects will align to each other based on the option you have selected.
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To align objects to the slide:

124
Sometimes you may want to align one or more objects to a specific location
within the slide, such as the top or bottom. You can do this by selecting the Align
to Slide option before you align the objects.
they are selected.
2. From the Format tab, click the Align command, and select Align to Slide.
3. Click the Align command again, and select one of the six alignment
options.
4. The objects will align to the slide based on the option you have selected.
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To distribute objects evenly:
If you have arranged objects in a row or column, you may want them to be
an equal distance from one another for a neater appearance. You can do this
by distributing the objects horizontally or vertically.
they are selected.
2. From the Format tab, click the Align command.

3. From the menu, select Distribute Horizontally or Distribute Vertically.
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4. The objects will be distributed evenly.

126
Ordering and rotating objects
In addition to aligning and grouping objects, PowerPoint gives you the ability
to arrange objects in a specific order. Ordering is important when two or more
objects overlap because it will determine which objects are in the front or back.
To change the ordering by one level:
1. Select an object. The Format tab will appear.
2. From the Format tab, click the Bring Forward or Send

Backward command to change the object's ordering by one level. If the
object overlaps with more than one other object, you may need to click the
command several times to achieve the desired ordering.
3. The objects will reorder.
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To bring an object to the front or back:

127
If you want to move an object behind or in front of several objects, it's usually
faster to bring it to front or send it to back rather than clicking the ordering
commands multiple times.

2. From the Format tab, click the Bring Forward or Send Backward drop-
down box.
3. From the drop-down menu, select Bring to Front or Send to Back.
4. The objects will reorder.
To rotate an object:

2. From the Format tab, click the Rotate command. A drop-down menu will
appear.
3. Select the desired rotation option.
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4. The object in the slide will rotate.

128
Grouping objects
Sometimes you may want to group multiple objects into one object so they will
stay together if they are moved. Often, this is easier than selecting all of the objects
every time you want to move them.
Pictures, shapes, clip art, and text boxes can all be grouped together,
but placeholders cannot be grouped. Therefore, make sure not to insert your
pictures into placeholders if you will be grouping the pictures.
To group objects:
they are selected.
2. From the Format tab, click the Group command, then select Group.
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3. The selected objects will now be grouped. There will be a single box with
sizing handles around the entire group to show that they are one object. 129
If you select the objects and the Group command is disabled, it may be
because one of the objects is inside a placeholder. If this happens,
try reinserting the images or cutting and pasting them into the same slide outside
of any placeholders.
To ungroup objects:
1. Select the grouped object you want to ungroup.

2. From the Format tab, click the Group command, then select Ungroup.
3. The objects will be ungrouped.
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CHAPTER 16: ANIMATING TEXT AND OBJECTS

130
In PowerPoint you can animate text and objects such as clip art, shapes, and
pictures. Animation—or movement—on the slide can be used
to draw the audience's attention to specific content or to make the slide easier to
read.
Animating text and objects
PowerPoint offers a variety of animations you can use to enhance your

presentation. Animations can be used to make text or objects appear on a
slide, exit a slide, or emphasize the text or objects already on a slide. You can even
use motion paths to create a customized animation.
The four types of animations
There are many different animation effects you can choose from, and they are
organized into four types:
 Entrance: These control how the object enters the slide. For example, with
the Bounce animation, the object will drop onto the slide and then bounce
several times.
 Emphasis: These animations occur while the object is on the slide and are
often triggered by a mouse click. For example, you can set an object
to Spin when you click the mouse.
 Exit: These control how the object exits the slide. For example, with
the Fade animation, the object will simply fade away.
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131
 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.
To apply an animation to an object:
1. Select an object.
2. Click the Animations tab.
3. In the Animation group, click the More drop-down arrow to view the
available animations.
4. Select the desired animation effect.
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5. The object will now have a small number next to it to show that it has an
animation. Also, in the Slide pane, the slide will now have a star symbol 132
next to it.
At the bottom of the menu, you can access even more effects.
Effect options
Some effects will have options you can change. For example, with the Fly
In effect, you can control which direction the object comes from. These options can
be accessed from the Effect Options command in the Animation group.
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Working with animations

133
To add multiple animations to an object:
If you select a new animation from the menu in the Animation group, it
will replace the object's current animation. However, you'll sometimes want to
place more than one animation on an object, such as with
an entrance and exit effect. To do this, you'll need to use the Add
Animation command, which will allow you to keep your current animations while
adding new ones.
1. Select the object.

2. Click the Animations tab.
3. In the Advanced Animation group, click the Add Animation command to
view the available animations.
4. Select the desired animation effect.
5. If the object has more than one effect, it will have a different number for
each effect. The numbers indicate the order in which the effects will occur.
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It's important to consider how you want animations to appear in your slide
show. Well-placed animations can help emphasize important points or information, 134
while too many animations can become distracting for your audience.
To copy animations with the Animation Painter:
Sometimes you may want to apply the same effects to more than one object.
You can do this by copying the effects from one object to another using
the Animation Painter.
1. Click the object that has the effects you want to copy.
2. From the Animations tab, click the Animation Painter command.
3. Click the object you want to copy the effects to. The effects will be applied to
the object.
To reorder the animations:
1. Select the number of the effect you want to change.
2. From the Animations tab, click the Move Earlier or Move Later commands
to change the ordering.
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To preview animations:
135
Any animation effects you have applied will show up when you play the slide
show. However, you can also quickly preview the animations for the current slide
without viewing the slide show.
1. Navigate to the slide you want to preview.

2. From the Animations tab, click the Preview command. The animations for
the current slide will play.
The Animation pane
The Animation pane allows you to view and manage all of the effects that are
on the current slide. You can modify and reorder effects directly from the Animation
pane, which is especially useful when you have several effects.
To open the Animation pane:
1. From the Animations tab, click the Animation Pane command.
2. The Animation pane will open on the right side of the window. It will show all
of the effects for the current slide in the order they will appear.
To reorder effects from the Animation pane:
1. On the Animation pane, click and drag an effect up or down.
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2. The effects will reorder.
To preview effects from the Animation pane:
1. From the Animation pane, click the Play button.
2. The effects for the current slide will play. On the right side of the Animation
pane, you will be able to see a timeline that shows the progress through
each effect.
If the timeline is not visible, click the drop-down arrow for an effect, then
select Show Advanced Timeline.
To change an effect's start option:
By default, an effect begins playing when you click the mouse during a slide
show. If you have multiple effects, you will need to click multiple times to start each
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effect individually. However, by changing the start option for each effect, you can
have effects that automatically play at the same time or one after the other. 137
1. From the Animation pane, select an effect. A drop-down arrow will appear
next to the effect.
2. Click the drop-down arrow. You will see three start options:
o Start on Click: This will start the effect when the mouse is clicked.
o Start With Previous: This will start the effect at the same time as the
previous effect.
o Start After Previous: This will start the effect when the previous effect
ends.
3. Select the desired start option.
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CHAPTER 17: INSERTING VIDEOS

138
PowerPoint allows you to insert a video directly into your presentation. You can
even edit the video within PowerPoint and customize its appearance with a video
style.
Inserting videos
Adding a video to your presentation can help emphasize certain points and
provide an example. Once you add a video, you can edit it and format its
appearance.
To insert a video from a file on your computer:
1. From the Insert tab, click the Video drop-down arrow and select Video
from File.
2. Locate and select the desired video file, then click Insert.
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3. The video will be added to the slide.

139
Embedding a video from a website
Some websites—like YouTube—allow you to embed videos into your slides. An

embedded video will still be hosted on its original website, meaning the video itself
won't be added to your file. Embedding can be a convenient way to reduce the file
size of your presentation, but you'll also need to be connected to the Internet for the
video to play.
We have found that this feature no longer works in PowerPoint 2010. If you
need to add an online video, you could insert a hyperlink to the video directly on
your slide. (Review our lesson on Hyperlinks and Action Buttons to learn how)
Working with the video
To preview the video:
1. Make sure the video is selected.

2. Click the Play/Pause button below the video. The video will start playing,
and the timeline next to the Play/Pause button will begin to advance.
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3. To jump to a different part of the video, click anywhere on the timeline.
To resize the video:
1. Select the video. A box with resizing handles will appear around the video.
2. Click and drag any of the handles to resize the video.
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Editing and formatting videos

141
The Playback tab has several options you can use to edit your video. For
example, you can trim your video so it will only play an excerpt, add a fade
in and fade out, and add bookmarks that allow you to jump to specific points in the
video.
Most of the features on the Playback tab can only be used with videos that are
inserted from a file. They will not work with embedded videos.
To trim the video:
1. From the Playback tab, click the Trim Video command. The Trim Video
dialog box will appear.
2. Use the green and red handles to set the start and end times.
3. To preview the video file, click the Play button.
4. Adjust the green and red handles again if necessary, then click OK.
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To add a fade in and fade out:

142
1. On the Playback tab, locate the Fade In and Fade Out fields.
2. Type the desired values, or use the up and down arrows to adjust the
times.
To add a bookmark:
1. Click the Play/Pause button to play the video, and when you have located
the part you want to bookmark, pause it. You can also click the timeline to
locate the desired part of the video.
2. From the Playback tab, click Add Bookmark.
3. A small circle will appear on the timeline to indicate the bookmark.
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4. You can now click the bookmark to jump to that location.
To remove a bookmark:
1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The bookmark will
disappear.
Video options
There are other options you can set to control how your video plays. These are
found in the Video Options group on the Playback tab.
 Volume: This changes the audio volume in the video.

 Start: This controls whether the video file starts automatically or when
the mouse is clicked.
 Play Full Screen: This lets the video fill the entire screen while it's
playing.
 Hide While Not Playing: This hides the video when it's not playing.
 Loop Until Stopped: This causes the video to repeat until it is stopped.
 Rewind After Playing: This causes the video to return to the beginning
when it's finished playing.
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Formatting the appearance of a video

144
Much like pictures, PowerPoint allows you to format the appearance of a
video by applying a video style, adding a border, changing the shape,
applying effects such as 3D rotation, making image corrections, and adjusting
the color. You can also add a poster frame, which is the placeholder image your
audience will see before the video starts playing. The poster frame is often just
a frame taken from the video itself, but you can also use a different image if you
want.
To create a poster frame:
1. Select the video.

2. Start playing the video. When you see the frame you want to use, click
the Play/Pause button to pause it.
3. From the Format tab, click the Poster Frame command. A drop-down menu
will appear.
4. Select Current Frame.
5. The current frame will become the poster frame.
If you want to use a picture from your computer, you can select Image from
file from the menu.
To apply a video style:
1. Select the video. The Format tab will appear.

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3. In the Video Styles group, click the More drop-down arrow to display all of
the video styles. 145
5. The new style will be applied to the video.
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CHAPTER 18: INSERTING AUDIO

146
PowerPoint allows you to add sound to your presentation, which opens up

many possibilities. Perhaps you want to add background music to one slide,
a sound effect to another, and some narration or commentary to a few slides.
You can either add an audio file from your computer or browse PowerPoint's
collection of clip art audio. You can then edit the sounds within PowerPoint so
they are tailored to your presentation.
Inserting audio
Have you ever watched a PowerPoint presentation that seemed to narrate

itself? Or have you seen a slide show that featured applause when the last slide
was reached? If so, you've heard examples of how audio can be applied to slide
shows. PowerPoint allows you to insert audio files from your computer, or you
can search the Clip Art Studio to find the audio you need. Once you've inserted
audio, you can then edit it.
To insert audio from a file on your computer:
1. From the Insert tab, click the Audio drop-down arrow and
select Audio from File.
2. Locate and select the desired audio file, then click Insert.
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3. The audio file will be added to the slide.
To insert clip art audio:
select Clip Art Audio. The Clip Art pane will appear on the right.
2. Enter keywords in the Search for: field, then click Go.
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3. The results will appear in the Clip Art pane. To preview an audio file,
right-click the file and select Preview/Properties. 148
4. A dialog box will appear, and the audio file will start playing
automatically (it may take a few seconds to load). To play it again,
press the Play button.
5. When you're finished previewing the file, click Close.

6. Once you have found the audio file you want to use, click it to insert
it into the slide.
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Recording your own audio

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Sometimes you may want to record audio directly into a presentation, like if
you want the presentation to include narration. Before you begin, make sure you
have a microphone that's compatible with your computer; many computers
have built-in microphones or ones that can be plugged in to the computer.
To record audio:
select Record Audio.
2. Type a name for the audio recording if you want.
3. Click the red Record button to start recording.
4. When you're finished recording, click the Stop button.
5. To preview your recording, click the Play button.
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6. When you're done, click OK. The audio file will be inserted into the
slide.
Working with audio
Just like with videos, you can modify your audio files using the various
features of the Playback tab. For example, if you add a song to a slide, you
can trim it so it will only play one section of the song, and you can add a fade
in and fade out to smooth out the beginning and end. You can also
add bookmarks that allow you to jump to specific points in the audio file.
To trim the audio:
1. From the Playback tab, click the Trim Audio command. The Trim
Audio dialog box will appear.
2. Use the green and red handles to set the start time and end time.
3. To preview the audio file, click the Play button.
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4. Adjust the green and red handles again if necessary, then click OK.
To add a fade in and fade out:
1. On the Playback tab, locate the Fade In and Fade Out fields.
2. Type in the desired values, or use the up and down arrows to adjust
the times.
To add a bookmark:
1. Click the Play/Pause button to play the audio file, and when you
have located the part you want to bookmark, pause it. You can also
click the timeline to locate the desired part of the audio file.
2. From the Playback tab, click Add Bookmark.
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3. A small circle will appear on the timeline to indicate the bookmark.

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4. You can now click the bookmark to jump to that location.
To remove a bookmark:
1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The bookmark
will disappear.
Audio options
There are other options you can set to control how your audio file plays.
These are found in the Audio Options group on the Playback tab.
 Volume: This changes the audio volume.

 Start: This controls whether the audio file starts automatically or
when the mouse is clicked.
 Hide During Show: This hides the audio icon while the slide
show is playing.
 Loop Until Stopped: This causes the audio file to repeat until it
is stopped.
 Rewind After Playing: This causes the audio file to return to the
beginning when it's finished playing.
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Formatting the audio icon

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By default, an audio file will show up as a speaker icon in the slide. If you
want, you can change the icon to a different picture, and you can apply all of the
different types of image formatting that you would apply to a picture such
as artistic effects and picture styles, which are accessed in the Format tab.
To change the icon to a different picture:
1. Select the audio icon in the slide.

2. From the Format tab, select the Change Picture command. The
Insert Picture dialog box will appear.
3. Locate and select the desired picture, then click Insert.
4. The icon will change to the new picture.
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CHAPTER 19: SMARTART ILLUSTRATIONS

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SmartArt allows you to visually communicate information rather than simply

using text. Illustrations can enhance your presentation, and SmartArt makes using
graphics especially easy.
SmartArt graphics
PowerPoint has a variety of SmartArt graphics you can use to illustrate and
organize different types of ideas. To get the most out of SmartArt, you'll need to
know how to insert a SmartArt graphic, modify the color and effects, and change
the organization of the graphic.
To insert a SmartArt graphic:

2. Select the SmartArt command in the Illustrations group. A dialog box will
appear.
3. Select a category on the left of the dialog box and review the SmartArt
graphics that appear in the center.
4. Select the desired SmartArt graphic, then click OK.
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To see more details about a graphic, click any image and a larger preview of
the graphic with additional text details will appear on the right side of the dialog
box.
To add text to a SmartArt graphic:
1. Select the graphic. A border will appear around it with an arrow on the left
side.
2. Click the arrow on the left side of the graphic to open the task pane.
3. Enter text next to each bullet in the task pane. The information will appear in
the graphic and will resize to fit inside the shape.
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4. To add a new shape, press Enter. A new bullet will appear in the task pane,
and a new shape will appear in the graphic. 156
You can also add text by clicking the desired shape and then typing your text.
This works well if you only need to add text to a few shapes. However, for more
complex SmartArt graphics working in the task pane is often faster.
To convert existing text to SmartArt:
1. Select the list or paragraph you want to change to SmartArt, then right click.
A drop-down menu will appear.
2. Hover the mouse over Convert to SmartArt.
3. Select the desired SmartArt graphic, or click More SmartArt Graphics at

the bottom of the menu to view more options.
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You can also convert SmartArt back to text. Select your SmartArt, then click
the SmartArt Tools Design tab. Click Convert, then select Convert to Text. 157
Changing the organization of a SmartArt graphic
To add a shape to a graphic:
1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Decide where you want the new shape to appear, and select one of the
shapes nearby.
4. Click the drop-down arrow on the Add Shape command in the Graphics
group. A menu will appear.
5. Select Add Shape Before or Add Shape After to add a shape on the same
level as the one you selected. To add a shape above or below that one,
select Add Shape Above or Add Shape Below.
To move shapes to a higher or lower level:
3. Select the shape you want to move.
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4. To move the shape to a higher level, click the Promote command in the
Create Graphic group, or click Demote to move it lower. 158
5. The shape will move one level higher or lower.
You can also demote and promote shapes from within the task pane. With
the insertion point in the task pane, press the Tab key to demote a shape. Press
the Backspace key (or Shift+Tab) to promote a shape. It's a lot like creating an
outline with a multilevel list in Word 2010.
To rearrange shapes on the same level:
3. Select the shape you want to move.
4. In the Create Graphic group, click Move Up or Move Down.
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5. The shape will move one space up or down.
Modifying the SmartArt graphic's appearance
To change the SmartArt layout:
1. Select the graphic. The Design and Format tabs will appear on the Ribbon.
2. Click the Design tab.
3. In the Layouts group, click the More drop-down arrow to view all of the
layouts.
4. Hover the mouse over each layout to see a live preview.
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5. Select the desired layout.
If the new layout is different from the old one, some of your text may not show
up. Before selecting a new layout, check carefully to make sure no important
information gets lost.
To change the SmartArt style:
2. Click the Design tab.
3. In the SmartArt Styles group, click the More drop-down arrow to view all of
the styles.
4. Hover the mouse over each style to see a live preview.
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To change the color scheme:
PowerPoint provides a variety of color schemes to use with SmartArt. The

color schemes use theme colors, so they will vary depending on the theme you're
using.
3. Click the Change Colors command. A drop-down menu appears, showing
various color schemes.
4. Select the desired color scheme.
If you want to change the appearance of a single shape within the SmartArt
graphic, select the shape and click the Format tab. You can then modify the shape
style, color, effects, and other settings for that shape.
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CHAPTER 20: HYPERLINKS AND ACTION BUTTONS

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When you're online, you're using hyperlinks to navigate from one webpage to
another. If you want to include a web address or email address in your PowerPoint
presentation, you can choose to format them as clickable hyperlinks. It's also
possible to link to files and other slides within a presentation. It's easy to do all of this
using two tools: hyperlinks and action buttons.
Inserting hyperlinks
Adding hyperlinks to your presentation can help readers quickly access

contact information or information from the Internet. Additionally, hyperlinks in the
form of action buttons are useful for navigating your slide show. To use hyperlinks,
you'll need to know how to insert hyperlinks using text and objects, as well as how
to insert action buttons.
About hyperlinks
Hyperlinks have two basic parts: the address of the webpage, email address,
or other location they are linking to; and the display text, which can also be a picture
or shape. For example, the address could be http://www.youtube.com and the
display text could be YouTube. In some cases, the display text might be the same
as the address. When you're creating a hyperlink in PowerPoint, you'll be able to
choose both the address and the display text or image.
To insert a hyperlink:
1. Select the image or text you want to make a hyperlink.

2. Right-click the selected text or image, then click Hyperlink.
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3. The Insert Hyperlink dialog box will open. You can also get to this dialog
box from the Insert tab by clicking Hyperlink.
4. If you selected text, the words will appear in the Text to display field at the
top. You can change this text if you want.
5. Type the address you want to link to in the Address field.
6. Click OK. The text or image you selected will now be a hyperlink to the web
address.
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To insert a hyperlink to an email address:

164
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.
4. Type the email address you want to connect to in the Email Address box,
then click OK.
PowerPoint often recognizes email and web addresses as you type and will
format them as hyperlinks automatically after you press the Enter key or
the spacebar.
To open and test a hyperlink
1. After you create a hyperlink, it's important to test it. Right-click the hyperlink,
then click Open Hyperlink.
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2. Your web browser should open and navigate to the linked page. If it does
not work, check the hyperlink address for any misspellings.
To remove a hyperlink:
1. Right-click the hyperlink.

2. Click Remove Hyperlink.
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More hyperlinks
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In PowerPoint, you can also use hyperlinks to link to resources that are not
online. To create a quick way to refer to another slide in your presentation, you can
create a hyperlink to that slide. You can even create hyperlinks to files stored on
your computer.
To insert a hyperlink to another slide:

3. On the left side of the dialog box, click Place in this Document.
4. A list of the other slides in your presentation will appear. Click the name of
the slide you want to link to.
5. Click OK. The text or image will now be a hyperlink to the slide you selected.
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To insert a hyperlink to another file:

3. On the left side of the dialog box, click Existing File or Web Page.
4. Click the drop-down arrow to browse for your file.
5. Select the desired file.

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6. Click OK. The text or image will now be a hyperlink to the file you selected.
If you plan on displaying your presentation on a different computer than you

used to create it, your hyperlink to another file may not work. Make sure you have a
copy of the linked file on the computer you are using to present, and always test
hyperlinks before giving a presentation.
Inserting action buttons
Another tool you can use to connect to a webpage, file, email address, or slide
is called an action button. Action buttons are built-in button shapes you can add
to a presentation and set to link to another slide, play a sound, or perform another
action. When someone clicks or moves over the button, the selected action will
occur. Action buttons can do many of the same things as hyperlinks. Their easy-to-
understand style makes them especially useful for self-running presentations at
booths and kiosks.
You can insert action buttons on one slide at a time, or you can insert an action
button that will show up on every slide. The second option can be useful if you want
every slide to link back to a specific slide, like the title page or table of contents.
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To insert an action button on one slide:

169
1. Click the Insert tab.
2. Click the Shapes command in the Illustrations group. A drop-down menu
will appear with the action buttons located at the bottom.
3. Select the desired action button.

4. Insert the button onto the slide by clicking the desired location. The Action
Settings dialog box will appear.
5. Select the Mouse Click or Mouse Over tab. Selecting the Mouse Click tab
means the action button will perform its action only when clicked. Selecting
the Mouse Over tab will make the action button perform its action when you
move the mouse over it.
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6. In the Action on click section, select Hyperlink to:, then click the drop-
down arrow and choose an option from the menu.
7. Check the Play Sound box if you want a sound to play when the action
button is clicked. Select a sound from the drop-down menu, or select Other
sound to use a sound file on your computer.
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8. Click OK.
To insert an action button on all slides:
1. Click the View tab.

2. In the Master Views group, click the Slide Master command. A blank slide
in the style of your presentation will appear. Don't worry about changing
anything else.
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3. Go to the Insert tab, and follow the instructions above to insert an action
button. 172
4. Return to the Slide Master tab, then click Close Master View. The new
action button will now be on every slide.
To edit, move, or delete an action button inserted this way, click the View tab,
then Slide Master. Click Close Master View after making the desired changes.
To test an action button:
After you create an action button, it's important to test it.
1. Click the Slide Show tab.

2. In the Start Slide Show group, click From Current Slide.
3. Click your action button.

4. After you have tested it, right-click anywhere on the screen and select End
Show.
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5. If your action button did not work as you intended, follow the instructions 173
below to edit it.
To edit an action button:
1. Select the action button.

2. Click the Insert tab.
3. In the Links group, click the Action command. The Actions Settings dialog
box will appear.
4. Edit the action or hyperlink.

5. Click OK.
To change the appearance of an action button:
1. Select the action button.

2. Click the Drawing Tools Format tab.
3. To change the button style or color, use the tools in the Shape
Styles group.
4. To change the shape of the action button, click Edit Shape in the Insert
Shapes group. Select a new shape from the drop-down menu.
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CHAPTER 21: WORKING WITH TABLES

175
Tables are another tool you can use to display information in PowerPoint 2010.
A table is a grid of cells arranged in rows and columns. Tables can be customized
and are useful for various tasks such as presenting text information and numerical
data.
Working with tables
In PowerPoint, tables are useful for organizing and presenting data. To use
tables in your slide show, you'll need to know how to insert them, apply table
styles, and format them.
To insert a blank table:
1. On the Insert tab, click the Table command.

2. Hover your mouse over the diagram squares to select the number
of columns and rows in the table.
3. Click your mouse. The table will appear on the slide.

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4. You can now place the insertion point anywhere in the table to add text.
176
To make sure your table looks good with the slide layout, you can also insert a
table using the placeholder. Click the Insert Table icon in the placeholder, then
enter the desired number of rows and columns.
To move a table:
1. Place the cursor over the edge of the table. The cursor will turn into a cross
with arrows .
2. Click and drag the table to the desired location.
3. Release the mouse button to drop the table in the new location.
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Modifying tables
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To resize a table:
1. Position the mouse over one of the sizing handles located around the edge
of the table. The cursor will become a pair of directional arrows .
2. Click, hold, and drag your mouse to make the table larger or smaller.
3. Release the mouse. The table will be resized.
To add a column or row:
1. Place the insertion point in a cell adjacent to the location where you want to
add a row or column.
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2. Select the Table Tools Layout tab, and locate the Rows & Columns
group.
3. If you want to insert a new row, select either Insert Above or Insert Below.
If you want to insert a new column, select either Insert Left or Insert Right.
4. A new row or column will appear.
To delete a row or column:
1. Select the row or column by placing the insertion point in any cell in that row
or column.
2. Select the Table Tools Layout tab.
3. In the Rows & Columns group, click Delete. A drop-down menu appears.
4. Select Delete Rows or Delete Columns.
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Modifying the table style
To apply a table style:
1. Click anywhere on the table. The Table Tools tab will appear on the
Ribbon.
2. Select the Table Tools Design tab, and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.
4. Hover the mouse over the various styles to see a live preview.
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To change table styles options:
Once you've chosen a table style, you can turn various options on and off to
change the appearance of the table. There are six options: Header Row, Total
Row, Banded Rows, First Column, Last Column, and Banded Columns.
1. Click anywhere on the table. The Table Tools tab will appear.
2. Click the Table Tools Design tab.
3. Hover the mouse over each option in the Table Style Options group to see
an explanation of what it does, and check or uncheck the desired options.
Depending on the table style you're using, certain table style options may
have somewhat different effects. You may need to experiment to get the exact look
you want.
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To add borders to a table:

181
1. Select the cells you want to add a border to.
2. From the Table Tools Design tab, select the desired Line Style, Line
Weight, and Pen Color.
3. Click the Borders drop-down arrow.

4. From the drop-down menu, select the desired border type.
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5. The border will be added to the selected cells.

182
Modifying a table using the layout tab
When you select a table in PowerPoint 2010, Design and Layout tabs appear
under Table Tools on the Ribbon. Using commands on the Layout tab, you can
make a variety of modifications to the table.
Click the buttons in the interactive below to learn about the different ways you
can modify a table with the Layout tab.
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CHAPTER 22: WORKING WITH CHARTS

185
A chart is a tool you can use to communicate your data graphically.

Displaying charts in PowerPoint allows your audience to see the meaning behind
the numbers, and it makes showing comparisons and trends much easier. In this
lesson, you will learn how to insert charts and modify them so they communicate
information effectively.
Charts
In many ways, charts are an ideal way to present information in PowerPoint

2010. They give you an illustration of your data. A chart can help you show your
audience what your data means and why it's important. Plus, they can add visual
interest to slide shows that are otherwise filled with text. To use charts effectively,
you'll need to know how to insert and modify them.
Types of charts
Click the arrows in the slideshow below to view examples of some of the types
of charts available in PowerPoint.
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PowerPoint has a variety of chart types, each with its own advantages. Click
the arrows to see some of the different types of charts available in PowerPoint. 186
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Identifying the parts of a chart
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Inserting charts
191
PowerPoint uses an Excel worksheet as a placeholder for entering chart data.
Therefore, when you insert or edit a chart in PowerPoint, an Excel window will
automatically open. The process is user-friendly, but if you are totally unfamiliar with
Excel, you might want to review our Cell Basics lesson from our Excel 2010 tutorial.
To insert a chart:

2. Click the Insert Chart command in the Illustrations Group. The Insert
Chart dialog box will appear.
3. Select a category from the left pane of the dialog box, and review
the charts that appear in the center. If you are unsure about which chart
best fits your needs, review the interactive on the previous page.
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4. Select the desired chart.

5. Click OK. An Excel window will open with a placeholder for your data. 192
If a slide layout has a content placeholder, you can also click the Insert
Chart command to insert a new chart.
To enter chart data:
The data that appears in the Excel spreadsheet is placeholder source

data that you will replace with your own information. The Excel source data is
used to create the PowerPoint chart.
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1. Enter your data into the Excel spreadsheet. If you are not sure how to enter
data into an Excel spreadsheet, review our Cell Basics lesson from 193
our Excel 2010 tutorial.
2. If necessary, click and drag the lower-right corner of the blue line to
increase or decrease the data range for rows and columns. Only the data
enclosed by the blue lines will appear in the chart.
3. Close Excel. You do not need to save the spreadsheet. The PowerPoint
chart will update to reflect the new source data.
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You can edit the chart data at any time by selecting your chart and clicking
the Edit Data command in the Data group on the Chart Tools Design tab. 194
Copying and pasting existing Excel data
If you already have an Excel worksheet with data you want to use for a
PowerPoint chart, you can transfer the data by copying and pasting it. When the
Excel window opens, open your existing worksheet, select and copy the data, and
paste it into the worksheet in place of the placeholder data. Be sure to drag the blue
line to surround all the data you want to include in the chart.
Importing a chart from Excel
If you have already created a chart in Excel, you can import and link it to your
PowerPoint presentation. When you insert an Excel chart in PowerPoint, any
updates you make to the original Excel chart will automatically update in your
PowerPoint presentation, as long as the files remain in the same location. This can
be a convenient and time-saving feature for presentations that require frequent
updating.
1. Click the Insert tab, and locate the Text group.

2. Click the Insert Object command. A dialog box will appear.
3. In the dialog box, select Create from file.

4. Click Browse.
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5. Find and select the desired Excel chart, then click OK.
6. Click the Link check box if you want to link the data to the Excel chart. This
will enable your PowerPoint chart to update itself when changes are made
to the Excel chart.
7. Click OK. The chart will now appear in your PowerPoint presentation.
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To edit an imported chart, double-click it to open the Excel placeholder. After

you have finished editing, be sure to save the chart in Excel.
Once you have imported a chart, be careful not to delete or move the original
Excel file. If the location of either the PowerPoint presentation or the Excel file
changes, you may have to insert the chart again in order for it to display correctly.
Modifying charts with chart tools
There are many ways to customize and organize your charts. For example,
PowerPoint allows you to change the chart type, rearrange a chart's data, and
even change the layout and style.
Once you insert a chart, a set of chart tools will appear on the Ribbon. These
are only visible when the chart is selected. You can use the three tabs grouped
under Chart Tools to modify your chart.
To change the chart type:
1. From the Design tab, click the Change Chart Type command. A dialog box
will appear.
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2. Select the desired chart type.
3. Click OK. The chart will update to reflect the new chart type.
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To switch row and column data:
Sometimes when you create a chart, the data may not be grouped the way you
want it to. In the clustered column chart below on the left, the Book Genre Sales
statistics are grouped by genre, with a column for each year. However, you could
also switch the row and column data so the chart will group the statistics by year,
with columns for each genre, as in the chart on the right. In both cases, the chart
contains the same data; it's just organized differently.
1. Select the chart.

2. From the Chart Tools Design tab, select the Edit command in
the Data group. The Excel placeholder will open.
3. Return to your PowerPoint slide. Select the Switch Row/Column command
in the Data group.
4. The chart will adjust the data.

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To change the chart layout:

199
1. Select the Chart Tools Design tab.
2. Click the More drop-down arrow in the Chart Layouts group to see all of
the available layouts.
3. Select the desired layout.
4. The chart will update to reflect the new layout.
Some layouts include things like chart titles and legend labels. To change
them, place the insertion point in the text and begin typing.
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To change the chart style:
1. Select the Chart Tools Design tab.
2. Click the More drop-down arrow in the Chart Styles group to see all of the
available styles.
4. The chart will update to reflect the new style.
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CHAPTER 23: REVIEWING PRESENTATIONS

201
Before showing your PowerPoint presentation, you might decide to ask

someone to look over it. The two of you might even collaborate on a presentation. If
you were revising a hard copy of a report, you might add comments in the margins or
compare your rough and final drafts side by side. You can also do these things in
PowerPoint using the Comments and Compare features.
Reviewing presentations
Have you been asked to work with someone to create a PowerPoint

presentation? Or perhaps you've created a slide show and want another person to
view it to make sure everything looks polished.
PowerPoint's Comments and Compare features make it easier for you to
collaborate with others on the content of your presentation.
Commenting on presentations
When you are revising or collaborating on a presentation, you might want to

make notes or suggestions without actually changing anything on the slide.
Using comments allows you to take note of anything on a slide without altering the
slide itself. Comments can be added and read by the original author or any other
reviewers.
To add a comment:
1. Select the text, or click the area of the slide where you want the comment
to appear.
2. Select the Review tab, and locate the Comments group.
3. Click the New Comment command.
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4. Type your comment.

202
5. Click anywhere on the slide, and your comment will appear.
Added comments show up as small thumbnails rather than full-sized notes. To

read a comment, hover your mouse over the thumbnail.
To edit a comment:
1. Select the comment you want to edit by clicking the comment thumbnail.
2. Click the Review tab.

3. Click the Edit Comment command.
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4. Make the desired changes.

203
5. Click anywhere on the slide, and the comment will update to reflect your
edits.
To respond to a comment:
1. Right-click the comment you want to respond to.

2. From the drop-down menu, select New Comment.
3. Type your comment.
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4. Click anywhere on the slide, and the new comment will appear below the
original comment. 204
To delete a comment:
1. Select the comment you want to delete.

2. From the Review tab, click the Delete command.
To delete multiple comments:
1. Click the Delete drop-down arrow.

2. Select Delete All Markup in the Current Slide or Delete All Markup in the
Current Presentation.
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Comparing presentations
205
If you are collaborating on a presentation or asking someone to review it, you
might want to use the Compare feature. This feature combines two versions of the
same presentation, allowing you to see all of the differences between the two and
decide which changes to include in the final version of your presentation.
To compare two presentations:
1. Select the Review tab, and locate the Compare group.

2. Click Compare. A dialog box will open.
3. Browse for and select the desired file.
4. Click Merge.
5. Click the buttons in the interactive below to learn how to review comments
and changes using the Compare feature.
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Using the reviewing features safely
If there are any comments in your presentation, you should remove them
before sharing the final version with anyone you are not collaborating with.
Comments can reveal confidential information that could lead to embarrassment or
make you or your company appear unprofessional.
It's a good idea to double-check your presentation using the Document

Inspector. The Document Inspector can tell you if there are any comments or
other hidden data in your presentation that you may need to remove.
To use the Document Inspector:
1. Save your presentation.
2. Click the File tab to go to Backstage view.

3. Select Info on the left side of the page.
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4. Click the Check for Issues command. A drop-down menu will appear.
5. Select Inspect Document. 210
6. Click Inspect.
7. The inspection results will show an exclamation mark for any categories
where it found possibly sensitive data, and it will also have a Remove
All button for each of these categories. Click Remove All to remove the
data.
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211
8. Close the dialog box when you're done.

9. From Backstage view, click Save to make the changes permanent.
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CHAPTER 24: ADVANCE PRESENTATION OPTIONS

212
There are many things to keep in mind when giving a presentation. How long
will your presentation last? What will you say? If you're not in the same location as
your audience, how will they view it? Fortunately, PowerPoint 2010 offers several
tools to help you ensure your presentation goes smoothly.
Rehearse and record slide shows
It's good practice to rehearse your presentation before you present your slide
show to an audience. You can use PowerPoint's Rehearse Timings feature to
advance slides while you practice presenting. If you are unable to present your slide
show, PowerPoint's Record Slide Show feature allows you to record narration.
Optional: You can download this example for extra practice.
Rehearsing slide show timings
Rehearsing timings can be useful if you want to set up a presentation to play

at a certain speed without having to click through the slides to present it. Think of it
as a tool to help you practice presenting your slide show. Using this feature, you can
save timings for each slide and animation. PowerPoint will then play back the
presentation with the same timings when you present it.
To rehearse timings:
1. Select the Slide Show tab, and locate the Set Up group.
2. Click the Rehearse Timings command. You will be taken to a full-screen
view of your presentation.
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3. Practice presenting your slide show. When you're ready to move to the next
slide, click the Next button on the Recording toolbar in the top-left corner. 213
If you prefer, you can also use the right arrow key.
4. When you've reached the end of the show, press the Esc key to end your
slide show. A dialog box will appear with the total time of your presentation.
5. If you are satisfied with your timings, click Yes.
If you need more than one try to get the timings just right, the Recording
toolbar has options to let you take a break or start over on a slide. To pause the
timer, click the pause button on the toolbar. No actions taken while the timer is
paused will be included in the timings. To re-record the timings on the current slide,
click the repeat button.
Recording your slide show
The Record Slide Show feature is similar to the Rehearse Timings feature,
but it's more comprehensive. If you have a microphone for your computer, you can
even record voiceover narration for the entire presentation. This is useful if you
plan on using your slide show for a self-running presentation or a video. Your mouse
won't show up on screen in recorded slide shows, so if you want to point out details
on screen, you can use PowerPoint's laser pointer option.
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To record a slide show:

214
1. Click the Slide Show tab, and locate the Set Up group.
2. Click the Record Slide Show drop-down arrow.
3. Select either Start Recording from Beginning or Start Recording from

Current Slide. The Record Slide Show dialog box will appear.
4. Select the desired options. Remember, you can only record narration if you
have a microphone attached to your computer.
5. Click Start Recording. Your presentation will open up to a full-screen view.

6. Perform your slide show. Make sure to speak clearly into the microphone if
you are recording narration. When you are ready to move to the next slide,
click the Next button on the Recording toolbar in the top-left corner, or use
the right arrow key.
7. When you reach the end of the show, press the Esc key to exit.
8. Your slide show timings and narration are now included in your presentation.
The slides with narration will be marked with a speaker icon in the bottom-
right corner.
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215
To point out details during your recording, press and hold the Ctrl key on your
keyboard. Your cursor will show up as a laser pointer. Move your mouse to indicate
the desired details. Release the Ctrl key when you are finished pointing out things
on screen.
To remove narration or timings from a recorded slide show:
1. Click the Slide Show tab, and locate the Set Up group.
2. Click the Record Slide Show drop-down arrow.
3. Hover your mouse over Clear.
4. Select the desired option.
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Sharing presentation options

216
PowerPoint 2010 offers several options to enhance or even totally change the
way you deliver presentations. Instead of presenting your slide show normally, you
can choose to present it as a video or broadcast it live online so others can view it
remotely. No matter how you choose to give your presentation, you can enhance it
by customizing your slide show to remove or reorder slides and printing
handouts to help your audience take notes. All of these options can help you give a
polished and professional presentation.
Presenting your slide show as a video
The Create a Video feature allows you to save your presentation as a video.
This can be useful because it lets viewers watch the presentation whenever they
want. To make sure your viewers have enough time to view each slide, you might
want to rehearse the timings or record your slide show before using this feature.
To create a video:

2. Select Save and Send.
3. Select Create a Video under File Types. The Create a Video menu will
appear on the right.
4. Click the drop-down arrow next to Computer and HD Displays to select the
size and quality of your video.
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217
5. Select the drop-down arrow next to Recorded Timings and Narrations.

o Choose Don't Use Recorded Timings and Narrations if you don't have
or don't want to use recorded timings. You can adjust the
default Seconds to spend on each slide: in the box below the drop-
down menu.
o Choose Use Recorded Timings and Narrations if you have already
recorded timings and narrations and want to use them in your video.
6. Click the Create Video command. The Save As dialog box will appear.
7. Select the location where you want to save the presentation, then enter a
name for the presentation.
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8. Click Save. A status bar will appear in the bottom-right corner of the
PowerPoint window as PowerPoint creates your video. When the bar is 218
completely green, your video is ready to view, send, or upload.
In addition to emailing your video, you can upload your video to free video
sharing sites like YouTube.com. YouTube offers guides to creating an
account and uploading videos. Once your video is uploaded, you can give the link
to anyone you want to see it.
Broadcasting your slide show to remote audiences
Broadcasting a presentation remotely is surprisingly easy. All you and your

viewers need is an Internet connection—they don't even need PowerPoint. Once
your viewers are connected, you can start the presentation as you normally would.
Please note that you cannot edit your presentation or mark it with a highlighter
or pen while you are broadcasting a slide show. You also cannot use PowerPoint to
speak to your audience. Plan to communicate with your viewers through
teleconferencing, or pre-record your narration.
To broadcast a slide show:
1. Select the Slide Show tab, and locate the Start Slide Show group.
2. Click the Broadcast Slide Show command. The Broadcast Slide
Show dialog box will open.
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219
3. Click Start Broadcast. A status bar will appear as PowerPoint prepares

your broadcast.
4. A link will appear. Select the link, and click Copy Link to make a copy of the
link or Send in Email to send an email with the link to your viewers.
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5. Click Start Slide Show.

6. Present your slide show. 220
7. When you are finished, click End Broadcast in the yellow bar at the top of
the screen.
Customizing your slide show
Sometimes you might want to hide a slide while still keeping it in your
presentation. For instance, if you are presenting a slide show to more than one
group of people, hiding or even rearranging certain slides can help you tailor your
slide show to each group you present it to. You could also choose to create a
shortened version of your slide show to present when you're short on time.
The Custom Slide Show feature allows you to create and name different versions of
your slide show with hidden or rearranged slides.
To create a custom show:
1. Select the Slide Show tab, and locate the Start Slide Show group.
2. Click the Custom Slide Show command.
3. Select Custom Shows... The Custom Shows dialog box will appear.
4. Click New. The Define Custom Show dialog box will appear.
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221
5. Locate the Slide show name box, and type a name for your custom show.
6. Select the slides in the Slides in presentation: box that you want to include
in your custom show, then click Add>> to add them to the Slides in custom
show: box. If necessary, use the up and down arrows to reorder the added
slides.
7. Click OK.
8. Select Close to exit or Show to view your custom show.
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You can also hide slides by selecting the Hide Slide command, which can be
found on the Slide Show tab. To unhide a slide, click the Hide Slide command 222
again.
Creating handouts of a presentation
Printing handouts with images of your slides can be helpful to your audience
because it gives them a hard copy of the information you're presenting. Plus, they
can take notes on the handouts as you present your slide show.
To create handouts of a presentation:

2. Click Print.
3. Click the drop-down arrow in the box that says Full Page Slides, and locate
the Handouts group.
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4. Select a page layout for your handouts. Up to nine slides can be displayed
per page. Note that the 3 slides layout offers lined space for viewers to take 223
notes.
5. Click the Print command.
If you want to add a header or footer to your handouts, click the View tab on the
Ribbon, then select Handout Master. Then type your header or footer information
into the boxes provided. To return to normal view, click Exit Master View.
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CHAPTER 25: SLIDE MASTER VIEW

224
Slide Master view is a special mode in PowerPoint that allows you to modify
slides and slide layouts in your presentation.
Slide Master view
You may have noticed that when you select a different theme in PowerPoint, it
rearranges the text on your slides and adds shapes to the background. This is
because each theme has built-in slide layouts and background graphics. You can
edit these layouts with a feature called Slide Master view. Once you learn how to
use Slide Master view, you'll be able to customize your entire slide show with a few
clicks.
What is Slide Master view?
Slide Master view is a special feature in PowerPoint that allows you to quickly
modify the slides and slide layouts in your presentation. From here, you can edit
the slide master, which will affect every slide in the presentation. You can also
modify individual slide layouts, which will change any slides using these layouts.
Let's say you find a theme you like but don't like the slide layouts. You could
use Slide Master view to customize the layouts exactly the way you want.
In Slide Master view, the Slide Master tab will appear first on the Ribbon, but
you'll still be able to access commands on different tabs as normal.
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225
Using Slide Master view
Whether you're making significant changes to your slides or just a few small
tweaks, Slide Master view can help you create a consistent and professional
presentation without a lot of effort. You can use Slide Master view to change just
about anything in your presentation, but here are some of its most common uses:
 Modifying backgrounds: Slide Master view makes it easy to customize

the background for all of your slides at the same time. For example, you
could add a watermark or logo to every slide in your presentation or modify
the background graphics of an existing PowerPoint theme.
 Rearranging placeholders: If you find that you often rearrange the
placeholders on each slide, you can save time by rearranging them in Slide
Master view instead. When you adjust one of the layouts in Slide Master
view, all of the slides with that layout will change.
 Customizing text formatting: Rather than change the text color on every
slide individually, you can use the slide master to change the text color on all
slides at once.
 Creating unique slide layouts: If you want to create a presentation that
looks different from regular PowerPoint themes, you could use Slide Master
view to create your own layouts. Custom layouts can include your
own background graphics, placeholders, and more.
Some overall presentation changes, such as customizing the theme

fonts and theme colors, can be made quickly from the Design tab. Review our
lesson on Modifying Themes to learn more.
To make changes to all slides:
If you want to change something on all slides of your presentation, you can edit
the slide master. In our example, we'll add a logo to every slide.
1. Select the View tab, then click the Slide Master command.
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226
2. The presentation will switch to Slide Master view, and the Slide Master tab
will be selected on the Ribbon.
3. In the left navigation pane, scroll up and select the first slide. This is
the slide master.
4. Use the desired tabs on the Ribbon to make changes to the slide master. In
our example, we'll insert a picture in the upper-left corner of the slide.
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5. Move, resize, or delete other slide objects as needed. In our example, we'll
resize the title placeholder to fit below our newly inserted logo. 227
6. When you're finished, click the Close Master View command on the Slide
Master tab.
7. The change will appear on all slides of the presentation.
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When you make a change to the slide master, it's a good idea to review your
presentation to see how it affects each slide. You may find that some of your slides 228
don't look exactly right. On the next page, we'll show you how to fix this by
customizing individual slide layouts.
If you're inserting a background graphic, you may want to send it behind all
other objects on the slide. Right-click the object, select Send to Back, then
click Send to Back. Review our lesson on Arranging Objects to learn more.
Now it's your turn! Try adding or moving a shape on the slide master and see
how it affects the rest of your slides.
Customizing slide layouts
You can use Slide Master view to modify any slide layout in your presentation.
It's easy to make small tweaks like adjusting background graphics and significant
changes like rearranging or deleting placeholders. Unlike with slide master, changes
to a slide layout will only be applied to slides using that layout in your presentation.
To customize an existing slide layout:
In our example, our newly added logo overlaps a background graphic in

the Content with Caption Layout. We'll customize this layout to make room for the
logo.
1. Navigate to Slide Master view.

2. Locate and select the desired layout in the left navigation pane. You can
hover the mouse over each layout to see which slides are currently using
this layout in the presentation.
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229
3. In some layouts, the background graphics may be hidden. To show the

graphics, uncheck the box next to Hide Background Graphics.
4. Add, move, or delete any objects you want. In our example, we'll move the
purple rectangle to better show our new logo.
Reference:
5. If you want to change the arrangement of the placeholders, you can move,
resize, and delete any of them. In our example, we'll rearrange our 230
placeholders to create more room for text on the slide.
6. When you're finished, click the Close Master View command on the Slide
Master tab.
7. All slides using the layout will be updated.
To add a new slide with the customized layout, click the bottom half of
the New Slide command, then select the desired layout.
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231
You can also move placeholders on the slide master, which will move the
placeholders on multiple slide layouts at the same time. However, some slide layouts
may still need to be adjusted manually.
Customizing text formatting
You can also customize the text formatting from Slide Master view, including
the font, text size, color, and alignment. For example, if you want to change the
font for every title placeholder in your presentation, you can modify the master title
style on the slide master.
Every title placeholder is connected to the master title style on the slide
master. As you can see in the example below, modifying the font on the slide master
changes the title font on every slide.
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232
Rather than customize individual placeholders, you can change the theme
fonts for the presentation. From the Slide Master tab, click the Fonts command in
the Edit Theme group, then select the desired fonts.
Creating new slide layouts
One of the most powerful features of Slide Master view is the option to
create new slide layouts. This is an easy way to add interesting and unique slide
layouts to an existing theme. You can even use this feature to design an
entirely new theme, as in the example below.
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233
To insert a new slide layout:

2. From the Slide Master tab, click the Insert Layout command.
3. A new slide layout will appear.

4. The layout will include Title and Footer placeholders by default. Click
the Title and Footers boxes in the Master Layout group to toggle these
placeholders on and off.
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5. Click the bottom half of the Insert Placeholder command, then select the
desired placeholder type. We recommend using the Content placeholder 234
most of the time because it can be used for any type of slide content.
6. Click and drag to draw the placeholder on the slide. You can add more
placeholders if you want.
7. Using the other tabs on the Ribbon, you can add background graphics,
shapes, and pictures to the slide layout.
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To rename a custom layout:

235
You'll want to give your custom layout a unique name so it will be easy to find.

2. Select the desired layout, then click the Rename command.
3. A dialog box will appear. Type the desired name, then click Rename.
To use a custom layout:
Once you've created a custom slide layout, it's easy to add a new slide with this
layout to your presentation.
1. If you're currently in Slide Master view, click the Close Master

View command on the Slide Master tab.
2. From the Home tab, click the bottom half of the New Slide command, then
select the custom layout from the menu that appears.
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236
PowerPoint also allows you to add new placeholders to an existing slide

layout. In the example below, we're adding a Picture placeholder to the Title
Slide layout.
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Using custom layouts in other presentations

237
When you modify the master or layouts in Slide Master view, you're actually
creating a custom version of the current theme. If you want to apply the theme to
other presentations, you'll need to save it.
To save a theme:
 Select the the Slide Master tab, click the Themes command, then
select Save Current Theme from the drop-down menu.
If you're not in Slide Master view, you can save the theme from the Design tab.
Just click the drop-down arrow in the Themes group, then select Save Current
Theme.
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CHAPTER 26: CREATING PHOTO ALBUMS IN POWERPOINT

238
PowerPoint allows you to import a set of pictures into a photo
album presentation. With the photo album feature you can select, rearrange, adjust,
and add text to your pictures. By default, one picture will appear on each slide, but
you can adjust the slide layout to include multiple images if you want.
To create a photo album:

2. Click the Photo Album command in the Images group, then select New
Photo Album.
3. The Photo Album dialog box appears. Locate and click on

the File/Disk... button.
4. Select the desired image file(s). Click Insert.
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o To select all images in your folder, click the first image, then press and
hold the Shift key and select the last image. 239
o To select multiple nonadjacent images, press and hold the Control key
while clicking the desired images.
5. The Photo Album dialog box provides several options for moving, adjusting,
and changing the layout of pictures. Edit as needed, then click Create to
insert pictures into the photo album.
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6. A separate presentation will be created for the photo album. By default, it

will include a title page and one picture per slide. 240
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CHAPTER 27: ADDING CALLOUTS TO IMAGES

241
In this lesson on Inserting Images, we illustrated how to add images and
screenshots to your slides. Sometimes you may want to draw attention to a specific
part of the image by adding a callout. A callout can be any shape, and PowerPoint
even has some shapes that are specifically designed to be used as callouts.
To add callouts to an image:
1. From the Insert tab, select the Shapes command. A drop-down menu will
appear.
2. Select the desired shape.
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3. Click and drag the slide to create the shape. You may need to move or
resize the shape so it points to the desired part of the image. 242
4. If you want your callout to contain text, start typing while the shape is
selected.
5. From the Format tab, you can use the options in the Shape Styles group to
customize the appearance of the shape. You can also adjust the font from
the Home tab.
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CHAPTER 2: SLIDES BASICS ……………………………………………………… 20

CHAPTER 3: TEXT BASICS ……………………………………………………….. 37

Add a Text Box

CHAPTER 4: APPLYING A THEME ……………………………………………… 48

CHAPTER 5: INSERTING IMAGES ………………………………………………. 53

CHAPTER 6: APPLYING TRANSITIONS ………………………………………… 60

CHAPTER 7: CHECKING SPELLING …………………………………………….. 65

CHAPTER 8: PRESENTING SLIDE SHOW ……………………………………… 69

Jump to a Nonadjacent Slide

CHAPTER 9: SAVING AND PRINTING …………………………………………... 78

CHAPTER 10: MODIFYING LISTS ………………………………………………... 84

CHAPTER 11: INDENTS AND LINE SPACING …………………………………. 91

CHAPTER 12: WORDART AND SHAPES ……………………………………….. 95

Change the Shape Style

CHAPTER 13: MODIFYING THEMES ……………………………………………. 105

CHAPTER 14: FORMATTING PICTURES ………………………………………. 111

CHAPTER 15: ARRANGING OBJECTS ………………………………………… 122

CHAPTER 16: ANIMATING TEXT AND OBJECTS ……………………………. 130

CHAPTER 17: INSERTING VIDEOS …………………………………………….. 138

CHAPTER 18: INSERTING AUDIO ……………………………………………….. 146

CHAPTER 19: SMARTART ILLUSTRATIONS ………………………………….. 154

CHAPTER 20: HYPERLINKS AND ACTION BUTTONS ………………………. 162

CHAPTER 21: WORKING WITH TABLES ………………………………………. 175

CHAPTER 22: WORKING WITH CHARTS ……………………………………… 185

CHAPTER 23: REVIEWING PRESENTATIONS ………………………………… 201

CHAPTER 24: ADVANCE PRESENTATIONS OPTIONS …………………….. 212

CHAPTER 25: SLIDE MASTER VIEW …………………………………………… 224

CHAPTER 26: CREATING PHOTO ALBUMS IN POWERPOINT …………… 238

CHAPTER 27: ADDING CALLOUTS TO IMAGES …………………………….. 241

CHAPTER 1: GETTING STARTED WITH POWERPOINT

PowerPoint 2010 is a presentation software that allows you to create dynamic

Getting to know PowerPoint 2010

Navigating PowerPoint to create a slide presentation

PowerPoint uses slides to build a presentation. To create an engaging

Working with your PowerPoint environment

To customize the Ribbon:

1. Right-click the Ribbon, and select Customize the Ribbon. A dialog

To minimize and maximize the Ribbon:

2. To maximize the Ribbon, click the arrow again.

The Quick Access toolbar

To add commands to the Quick Access toolbar:

To get to Backstage view:

1. Click the File tab.

2. You can choose an option on the left side of the page.

Creating and opening presentations

To create a new blank presentation:

1. Click the File tab. This takes you to Backstage view.

To open an existing presentation:

1. Click the File tab. This takes you to Backstage view.

3. Select your desired presentation, then click Open.

If you have opened the existing presentation recently, it may be easier to

Compatibility mode disables certain features, so you'll only be able to access

To exit Compatibility mode, you'll need to convert the presentation to the

1. Click the File tab to access Backstage view.

4. The presentation will be converted to the newest file type.

CHAPTER 2: SLIDES BASICS

PowerPoint includes all of the features you need to produce professional-

Every PowerPoint presentation is composed of a series of slides. To begin

About slide layouts

Placeholders are arranged in different layouts that can be applied to existing

Customizing slide layouts

1. Select the slide you want to change.