WPL_U101 

# Microsoft Powerpoint 2010 - Level 1 1 - Getting To Know Powerpoint

## Getting To Know Powerpoint

 
INFOCUS 

 
Microsoft PowerPoint 2010 is part of the suite of programs known as *Microsoft Office*. You can use PowerPoint to create and share dynamic presentations, or slide shows as they are most commonly called. Now that you know why you would use PowerPoint, let's start at the beginning and learn about the PowerPoint window and its features. 

 

 
In this booklet we will show you how to: 

 

 start *PowerPoint*  gain an understanding of the PowerPoint 

 

window and its main elements 

 

 gain an understanding of how *PowerPoint* works  use the *Ribbon*  use the ribbon *KeyTips* 

 

 minimise the ribbon  gain an understanding of *Backstage View*  access the *Backstage View*  use shortcut menus 
 gain an understanding of dialog boxes 
 launch dialog boxes  gain an understanding of the Quick Access 
Toolbar 
 add commands to the *Quick Access Toolbar*  gain an understanding of the status bar  customise the status bar  exit safely from *PowerPoint*. 

## Starting Powerpoint

 
To create a new presentation, or to edit an existing one, the first thing you need to do is to start *Microsoft PowerPoint*. There are several ways to start PowerPoint. You can open it from the *Start* menu, for 

 
 
To *start PowerPoint*: 
example, or you can start it from the desktop shortcut that may have been created on the *desktop* when you installed Microsoft Office.  

You can also start PowerPoint by: 
 Double-clicking on the PowerPoint 

shortcut on the desktop or *Taskbar* if available  
 Double-clicking on a PowerPoint 
presentation file (*.pptx*) to open the presentation in PowerPoint. 

## The Powerpoint Screen

 
Once you know your way around the PowerPoint screen you'll find it much easier to use. The PowerPoint screen is made up of a number of different elements. Some of these elements, like the 
Ribbon and *Backstage view*, are common to all other Office 2010 applications so once you know how they work you won't have to relearn them when you use other applications. 

1 
The *File* tab is used to access Backstage *view*, which contains file management functions, 
such as saving, opening, closing, printing, sharing, and so on. *PowerPoint Options* are also available so that you can set your working preferences and options for PowerPoint 2010. 
2 
The *Ribbon* is the tabbed band that appears across the top of the window. It is the control centre of PowerPoint 2010. Instead of menus, you use the *tabs* on the Ribbon to access 
commands that have been categorised into *groups*. The commands include *galleries* of formatting options that you can select from, such as the *Drawing* gallery shown here. 
3 
The *Slides pane* provides a preview thumbnail of each slide in your presentation. You can also use this pane to re-order your slide sequence. 
4 
The *Outline pane* provides a text view of the words that are typed on the slides. This is a useful view if you only want to concentrate on the text, rather than other objects on your slides. 
5 
The *Status bar* appears across the bottom of the window. It displays the current slide number and the *Theme* that is applied to your presentation. 
6 
The *View* buttons let you change the view of your slides while the Zoom *Slider* lets you increase or decrease the zoom ratio (magnification) of your slides. 
7 
The *Notes pane* allows you to enter notes for the presenter that won't be seen by the audience. 
8 
The *Slide window* shows the content on the slide and is where you can add effects, objects, text, and so on. 
9 
The *Scroll bar* (currently not shown) indicates your current position in the slide/presentation and lets you move to other positions in the slide/presentation by clicking or dragging. The arrows can also be used to move through the presentation. 

## How Microsoft Powerpoint 2010 Works

 
For a new user the PowerPoint screen may seem difficult - particularly the commands area at the top of the screen. The screen comprises three key areas. The data you type is placed on a *slide*. The data can be 

## The Slide

 
 
If you create a new blank presentation, it will appear as a blank Title *slide* in the document window. When you click in one of the text placeholders and type, the text will appear centred in the placeholder. You can also create a new 
presentation from a template, where 
specific information will appear by default in the slide, and you can edit it and add your own data as desired. 

## The Ribbon

 
When you need to do something with the data on a slide, such as format it, move it, copy it, and much more, you'll find all of the relevant commands on the *Ribbon*. The Ribbon has the commands organised thematically using a series of tabs across the top. 

 

## Backstage View

When you want to do something with the data in your document, such as save it so that you can access it again later, print it, share it with a colleague, protect it from prying eyes, or whatever, you will need to access the Microsoft Office Backstage view of Microsoft PowerPoint. Backstage view is accessed using the *File* tab on the Ribbon. Rather than offering you commands on a Ribbon, Backstage view occupies the entire screen and has a series of options down the left side. In our sample to the right, the Print option is active, and that is why you can see a preview of the document and a series of print-related options on the right side of Backstage view. 

manipulated using commands on the Ribbon. The slide is part of a larger entity known as a presentation or file, and everything you do to the file is controlled in Backstage *view*. 

## Using The Ribbon

 
The *Ribbon* is the command centre for PowerPoint. It provides a series of commands organised into *groups* that are placed on relevant *tabs*. Tabs are activated by clicking on their name to 
 

Before you begin, ensure that your computer is switched on and that the Windows desktop is 
displayed on your screen… 
Examine the groups on the Home tab The Home tab features the most commonly-used formatting and editing commands... 

 

2 
Click on the *Insert* tab 

 

The Insert tab contains a range of commands for inserting things, such as tables and pictures... 
3 
Click on *Shapes* in the Illustrations group to display the *Shapes* gallery This includes a huge range of shapes... 
4 
Click on each of the tabs and examine the commands Some of these open dialog boxes... 
5 
On the *View* tab, click on Zoom in the *Zoom* group to open the *Zoom* dialog box 
6 
Click on **[Cancel]** then click on the *Home* tab 
 

| To                                        |
|-------------------------------------------|
| 1. Click on a tab to display the commands |
| 2. Click on a button to activate a        |
| command, display a gallery or open a      |
| dialog box                                |

display the command groups. Commands are activated by clicking on a button, tool or gallery option. Everything you could possibly want to do in PowerPoint will be on this Ribbon. 

 Additional tabs known as Contextual 
tabs appear in specific circumstances. For example, if you insert a picture or have selected a picture, the Picture Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with the picture. 

## Using Ribbon Keytips

 
The *Ribbon* is normally accessed with a mouse. However, you can also use the keyboard to access *Ribbon* commands. When you press 
, the letters known as 
KeyTips or *access keys*, will appear next 

## Try This Yourself: For Your Reference…

To *use KeyTips* to access commands: 

 to display the *KeyTips* 
2. Press the letter key of the command or 
tab that you want to select 
3. Press 
 to return to text entry mode 
to commands on the ribbon. Pressing a key on the keyboard will activate the corresponding command on the Ribbon just as if you'd clicked the command with the mouse. 

 You can still use the shortcut keys for 
menu commands that were available in previous versions of Office. For example, 
 + 
applies bold to 
selected text. 

## Minimising The Ribbon

 
The *Ribbon* at the top of the screen, valuable as it is, does tend to occupy a reasonable amount of space. You can minimise the *Ribbon* so that only the tabs appear visible. You can minimise the 


| To                                        | hide/display   |  the    |
|-------------------------------------------|----------------|---------|
| 1. Double-click on the active tab to hide |                |         |
| the                                       | Ribbon         |         |
| 2. Click on a tab to see the              | Ribbon         |         |
| temporarily                               |                |         |
Ribbon permanently 

Ribbon as a once-off operation, or have it remain constantly minimised and display full commands only briefly while a tab has been clicked. 

 You can also minimise the *Ribbon* by 
clicking on *Minimise the Ribbon* 
 
and then maximise it again by clicking on *Expand the Ribbon* 
. These 
buttons are located at the right end of the *Ribbon*, just to the left of the blue Help icon. 

## Understanding Backstage View

The *Ribbon* lets you work *on the content* in a presentation - you can add more content, format it, insert pictures into it, copy it, and much more. *Backstage view*, which is accessed using the *File* tab, lets 

 

## Backstage View

 
The *File* tab on the *Ribbon* is not a normal tab - as you can tell by the fact that it is coloured. Clicking on the *File* tab launches a mini-program within PowerPoint known as *Backstage* 
View. *Backstage*, as it's known 
for short, occupies the entire screen, although the tabs from the *Ribbon* remain visible across the top. 
At the left of *Backstage* is a navigation pane, which is made up of *Quick commands*, small buttons that execute commands, and largish *tabs*, which display more options and information to the right of the screen. 
The underlying purpose of Backstage is to let you protect your data, share it with others, and provide you with valuable information both about your data and the status of Microsoft PowerPoint. 

## Quick Commands

The *Quick commands* provide immediate access to an operation. 

 
Saves the current presentation 
 
Allows you to save the current presentation under a different name or location 
 
Opens a previously-saved presentation 
 
Closes the current presentation 
 
Settings and options to control how PowerPoint works and behaves 
 
Allows you to close and exit PowerPoint 
 
you *do something with* the content you create. You can save it to use it later, print it on paper, send it via email, and more, using the options found in Backstage *view*. 

## Backstage Tabs

The *Backstage tabs* provide more options for working with a presentation. 

 
Provides status information about the current presentation and lets you manage versions and permissions 
 
Provides a list of recently-saved presentations 
 
Lets you create a new presentation and provides access to a gallery of templates Lets you preview and print the current presentation 
Lets you share your presentation with other people 
 
Provides access to Microsoft's Help network and also provides licensing information about your software 

## Accessing Backstage View

 
Backstage View provides options for working on presentations and key information about the status of your presentation and of Microsoft PowerPoint 2010. It is usually accessed by clicking on 

 
Before starting this exercise ensure you have a blank 
presentation open… 
 
1 
Click on the *File* tab 
on the *Ribbon* to 
display *Backstage* view, then click on the *Info* tab if it is not already selected 
2 
Spend a few moments studying the properties, dates and related people information on the right 
3 
Click on the *Print* tab (at the left) to see the printing options A preview of how the presentation will print will appear… 
4 
Click on the *Help* tab (on the left) to see the help options and also product licensing information 
5 
Click on the *Home* tab to close Backstage *view* and return to the document 
 

| To access                      | Backstage   |            | view   | :    |
|--------------------------------|-------------|------------|--------|------|
| 1. Click on the                | File        | tab on the | Ribbon |      |
| 2. Click on the desired tab or | quick       |            |        |      |
| command                        | at the left |            |        |      |

the *File* tab on the left of the *Ribbon*, but it can also appear when specific commands and options on the *Ribbon* have been selected. 

 You can also close Backstage *view* by 
pressing 
. 
 If you have no presentations open in 
PowerPoint when you access Backstage View, the *Recent* tab will be selected by default, allowing you to open a presentation that you have worked on recently. 

## Using Shortcut Menus

 
PowerPoint provides a range of contextsensitive menus called *shortcut menus*, which will appear when you right-click on specific areas on the window or on objects on the slide. Shortcut menus save you 

 

 

 

Before starting this exercise ensure you have a blank presentation open… 

 

1 
Hover the pointer over one of the text *placeholders* that sits on the  
slide, then click with the *right* 
mouse button to display a shortcut or *contextual menu* 

 

 
The shortcut menu displays relevant commands, such as text formatting commands. As no text is actually selected the Cut, Copy and Paste options are greyed out... 
2 
Click anywhere on the slide with the *left* mouse button to close the shortcut menu 
3 
Move the mouse pointer to a blank area of the slide, then *right-click* to display a shortcut menu This time the menu includes options relating to the slide... 
4 
Click anywhere on the slide with the *left* mouse button to close the shortcut menu 
5 
Move the mouse pointer over any 
of the *tabs* on the ribbon, then right-click to display a shortcut menu Now the menu displays toolbar and ribbon options... 
6 
Click anywhere on the slide with the *left* mouse button to close the shortcut menu 

| To                                    | display     |  a                      |
|---------------------------------------|-------------|-------------------------|
| 1. Point to the object or area of the |             |                         |
| screen on which you want to perform   |             |                         |
| an operation                          |             |                         |
| 2.                                    | Right-click | to display the shortcut |
| menu                                  |             |                         |

time by presenting you with only the menu commands that apply to the object or area in which you have clicked. In some situations, the mini-toolbar will also appear. 

 To execute a command on the shortcut 
menu, click on the command with the left mouse button to select and activate it. 

## Understanding Dialog Boxes

 
character settings. Dialog boxes appear either you click on a *dialog box launcher* 

 
 at the bottom right corner of a group, or when you click on a relevant command.  
Dialog boxes contain a range of settings and *controls* relevant to a particular command or tool.  For example, the *Font* dialog box contains settings for working with fonts, such as formatting and 

 

## Typical Dialog Box Controls

Dialog boxes have various tools to help you perform tasks. These tools are known as controls and some typical ones are shown below. 

 
 
Tabs are used to provide more settings on the one dialog box. 

 
Text boxes are used to enter text such as font or size.  

 
Drop arrows provide a list of options for the text box when the arrow is clicked. The list "drops down" from the arrow. 

 
Command buttons provide a means of saving the changed settings [OK], or closing the dialog box without accepting any changes made [Cancel]. 

Check boxes turn settings either on or off. When on they display a tick and therefore these controls are also known as tick boxes. 

Spinner arrows allow you to type a specific value or use the up or down arrows to increase or decrease the value respectively. 

## Launching Dialog Boxes

 
Dialog boxes can be launched by clicking on a *dialog box launcher* 
 or on a 
command button, or by selecting a command from a menu. In a menu, the presence of three dots (an ellipse) ... after 

 
Before starting this exercise ensure you have a blank presentation open… 
 
1 
 
1 
Click anywhere in a text placeholder, then point to 
the *dialog box launcher* 
 in the *Font* group on the 
Home tab 
A tooltip will appear... 
2 
2 
Click on the dialog box launcher 
 to open the 
Font dialog box This dialog box has a selection of controls to make formatting fonts easier... 
3 
Click on the Character Spacing tab This displays additional controls that let you adjust the font spacing and spacing between characters... 
3 
4 
Click on **[Cancel]** to close the dialog box 
5 
Click on the dialog box launcher 
 in the 
Paragraph group to open the *Paragraph* dialog box 
6 
Click on **[Tabs]** to open the Tabs dialog box 
7 
Click on **[Cancel]** then on [Cancel] to close both dialog boxes 
 

| To                              | launch              |  a    | dialog box   |
|---------------------------------|---------------------|-------|--------------|
| 1. Click on a                   | dialog box launcher |       | ,            |
| relevant command button or menu |                     |       |              |
| option                          |                     |       |              |

a menu option indicates that the menu option, when selected, will display a dialog box. Dialog boxes are generally used for advanced features or detailed settings. 

 In some situations the dialog box 
launcher actually displays a *task pane*. For example, if you click on the dialog box launcher in the *Clipboard* group on the *Home* tab, the Office Clipboard task pane appears. 

## Understanding The Quick Access Toolbar

 
Save, and includes by default the *Undo* and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. 

The *Quick Access Toolbar*, also known as the QAT, is a small toolbar that appears at the top left corner of the PowerPoint window. It is designed to provide access to the tools you use most frequently, such as 

 

## The Quick Access Toolbar

The *Quick Access Toolbar* is positioned immediately above the *Ribbon* tabs. In its default state, it includes the *Save* tool 
, the *Undo* tool and the *Redo* tool 
. 

 

## Customising The Quick Access Toolbar

 
Appearing immediately to the right of the *Quick Access Toolbar*, the Customise Quick Access Toolbar tool 
 displays a list of commonly-used commands that you 
can add to the toolbar. You can select the items you want to add. The ticks that appear to the left of the menu options show you which options are already displayed in the QAT. 
You can add any command you like to the toolbar by selecting **More Commands** to display the *PowerPoint Options* dialog box. From here you can choose commands or tabs to add to the toolbar. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work. 

## Adding Commands To The Qat

 
The *Quick Access Toolbar* is a handy location to place commands from the Ribbon that you use most frequently. Adding commands from the *Ribbon* 
 
exercise ensure you have a 
blank presentation open… 
of the tool and its shortcut Click on the *Home* tab, then right-click on Format 
 in the 
 
Clipboard group to display a shortcut menu Access Toolbar to add the *Format Painter* tool 
 to the QAT 
Access Toolbar  in the 
 to the QAT 
To *customise* the *Quick Access Toolbar*: 
1. Right-click on the command you want 
to add and select Add to Quick Access Toolbar 
 
Or 
 
Click on the Customise Quick Access Toolbar tool  and select a command 
involves locating the command, rightclicking on it and choosing the Add to Quick Access Toolbar option from the short cut menu that appears. 

If you select More Commands, the Customise the Quick Access Toolbar category in the PowerPoint Options dialog box will open. From here you can add any PowerPoint command to the QAT by selecting it and clicking on [Add]. 

 You can move the QAT under the 
ribbon by clicking on the Customise Quick Access Toolbar tool  and selecting **Show Below the Ribbon**. This puts the tools that you use most frequently closer to the presentation, making it quicker to access them. 

## Understanding The Status Bar

 
The *Status bar* sits along the bottom of the PowerPoint window. The Status bar can provide useful information about your presentation, such as what slide you're currently on, which theme has been applied to the presentation, for example. It also includes tools that can be used to change the view and magnification. You can customise the Status bar to change the information that is shown. 

 
1 
Slide Number 
 
The Slide *Number* indicates which slide is currently on view in the Slide window. In this example, slide 1 is in the Slide window. This indicator also tells you how many slides there are in the entire presentation - in this case, there is only one.  
 
2 
Theme Name 
This tells you which *theme* is applied to the presentation. In this case, it is the default *Office* theme. 
3 
View Tools 
The *View* tools allow you to change the view of the presentation. You can select from *Normal* 
, *Slide Sorter* 
 , Reading 
 
and *Slide Show* 
. 
4 
Zoom Level 
This button displays the current magnification. If you click on the button, the *Zoom* dialog box will appear so that you can select or type a specific zoom percentage to increase or decrease magnification. 
5 
Zoom Slider 
The *Zoom Slider* indicates the current zoom level, where the centre mark indicates 100%. You can either drag the marker to the left or right, or click on a specific point of the slider to set 
a zoom percentage. You can also click on the buttons at either end of the slider to zoom in 
 or zoom out 
. 
6 
Fit Slide To 
Current Window 
If you have altered the zoom level of the slide in the Slide window, you can quickly restore it to fit the slide by clicking on 
Fit Slide To Current Window 
. 
7 
Resize Icon 
The *Resize* icon is visible in the PowerPoint window if the screen is not maximised. It allows you to change the size of the PowerPoint window by dragging it in or out. 

## Customising The Status Bar

 
The *Status bar* sits along the bottom of the PowerPoint window and comprises two areas. The left side displays options and information relevant to the current presentation, and the right side displays 


Before starting this exercise ensure a blank presentation is open… Click on *Zoom In* 
 several 
times to increase magnification 
Magnification increases by 
10% each time you click on it... Click on the vertical centre mark in the *Zoom* slide to zoom to *100%*, then click on Fit slide to current window Right-click on the Status bar to display the Customise Status Bar menu This shows additional information about the presentation as well as listing settings you can choose... Click on *Theme* to remove the tick, then click outside the menu to close it The theme information will disappear from the Status 
bar... 
Right-click on the Status bar to display the menu again Click on *Theme* to add a tick, then click outside the menu to close it The Status bar will be restored to the original view 

| To                                       | customise   |  the    | Status bar   | :    |
|------------------------------------------|-------------|---------|--------------|------|
| 1. Right-click on the                    | Status      |         | bar          |      |
| 2. Click on the options that you want to |             |         |              |      |
| add or remove                            |             |         |              |      |
| 3. Click outside the menu to close it    |             |         |              |      |

viewing and zooming tools. You can customise the Status bar by adding or removing information to suit your working requirements. 

 If you prefer working with the 
keyboard, you can press 
 to jump to 
the Status bar. Use the arrow keys to move between options and press 
 
to activate an option. To deactivate the 
Status bar selection, press  
. 

## Exiting Safely From Powerpoint

 
When you have finished working with PowerPoint and no longer need to have it open, you should exit from it in the proper manner. You can do this in several ways, which include using the *Backstage* and 

 

 

 

Continue using the presentation from the 
previous exercise… 
 
 
1 
Click in the *Title* placeholder and press 
 
This simply ensures that you have made a change to the presentation… 

 

 
2 
Click on the *File* tab and click on the *Exit* quick command at the bottom left of the screen You will be prompted to save your presentation if you wish to retain your data. In our case, we won't bother saving the change... 

 

 
3 
Click on **[Don't Save]** If you click on [Save], the Save As dialog box will open and you will be required to specify a file name and location for the 
presentation 
 

 

| To                                        | exit          |  Microsoft PowerPoint 2010 safely:    |
|-------------------------------------------|---------------|---------------------------------------|
| 1. Click on the                           | File          | tab then click on the                 |
| Exit                                      | quick command |                                       |
| 2. If you want to keep your changes click |               |                                       |

 

| on                           | [Save]   |
|------------------------------|----------|
| location, otherwise click on | [Don't   |
| Save]                        |          |

the application's close button. If you exit PowerPoint without saving your work or naming the presentation, a message box will appear prompting you to do so. 

 Whenever you are in doubt about 
whether or not to save, you should err on the side of caution and save the presentation. You can delete unwanted presentations at a later date, but you can seldom retrieve data that has not been saved! 

 

## Concluding Remarks Congratulations!

 
You have now completed the **Getting to know PowerPoint** booklet.  This booklet was designed to get you to the point where you can competently perform a variety of operations as outlined in the task list on page 2. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task. 

## Where To From Here…

The following is a little advice about what to do next: 

 Spend some time playing with what you have learnt. You should reinforce the skills 
that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start. 
 Some aspects of the course may now be a little vague. Go over some of the points 
that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-by-step notes were designed to help you in the classroom and in the work place! 
Here are a few techniques and strategies that we've found handy for learning more about technology: 

 
visit CLD's e-learning zone on the Intranet  
 
read computer magazines - there are often useful articles about specific techniques 
 
if you have the skills and facilities, browse the Internet, specifically the technical pages of the application that you have just learnt 
 
take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others 
 
if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way 
 
and of course, there are also more courses and booklets for you to work through 
 
finally, don't forget to contact CLD's IT Training Helpdesk on **01243-752100**