Getting Started with PowerPoint

Introduction

PowerPoint 2010 is a presentation software that allows you to create dynamic slide presentations that may include animation, narration, images, videos and more. 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 openexisting files. After this lesson, you will be ready to get started on your first presentation.

Getting to Know PowerPoint 2010

If you are familiar with PowerPoint 2007, then you will notice that there are not too many changes to the 2010 interface, other than theBackstage View, which we will 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 through PowerPoint.

How to Navigate PowerPoint to Create a Slide Presentation

PowerPoint uses slides to build a presentation. In order to create an engaging presentation, PowerPoint allows you to add text, bulleted lists, images, charts, video and more to your slides. You can add as many slides as you like to a presentation and at any time you can view or playback your presentation by selecting one of the Slide Show play options.

Review the interactive to learn how to navigate and interact with slides in the PowerPoint window.

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Creating and Opening Presentations

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.
Creating a new presentation

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:

1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.
Opening a presentation
3. Select your desired presentation and then click Open.

If you have opened the existing presentation recently, it may be easier to choose Recent from the File tabinstead of Open to search for your presentation.

Opening a recent presentation

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Working with Your PowerPoint Environment

The Ribbon and the Quick Access Toolbar are where you will find the commands you need to do 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.

The Ribbon

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.

PowerPoint Ribbon

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. In addition, 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.
Right-clicking the Ribbon to customize it
2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.
4. Select a command from the list on the left, then click Add. You can also drag commands directly into a group.
5. When you are done adding commands, click OK.
Customize Ribbon Dialog Box

If you do not see the command you want, click on the Choose commands drop-down box and select All Commands.

Displaying All Commands

To Minimize and Maximize the Ribbon:

The Ribbon is designed to be responsive to your current task and easy to use, but if you find it is taking up too much of your screen space, you can minimize it.

1. Click the arrow in the upper-right corner of the Ribbon to minimize it.
Minimize the Ribbon button
2. To maximize the Ribbon, click the arrow again.

When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the Ribbon will disappear again when you are not using it.

The Quick Access Toolbar is located above the Ribbon, and it 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 for you.

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 wish to add from the drop-down menu. To choose from more commands, selectMore Commands.
   Adding a command to the Quick Access toolbar

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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.
New Slide command
2. Select the slide you want to insert.
Choosing a slide
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, simply click the top half of theNew Slide command.

New Slide

To Copy and Paste a Slide:

1. On the Slides tab in the left pane, select the slide you wish to copy.
2. Click the Copy command on the Home tab. You can also right-click your selection and choose Copy.
Copy command
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 point will mark the location.
Slide insertion point
4. Click the Paste command on the Home tab. You can also right-click and choose Paste. The copied slide will appear.
Paste command

To select multiple slides, press and hold Ctrl on your keyboard, and click the slides you wish to select.

To Duplicate a Slide:

An alternative to Copy and Paste, Duplicate 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 is more convenient for quickly inserting similar slides.

1. Select the slide you wish to duplicate.
2. Click the New Slide command.
3. Choose Duplicate Selected Slides from drop-down menu.
Duplicate Selected Slides command
4. A copy of the selected slide appears underneath the original.
A duplicated slid

To Delete a Slide:

1. Select the slide you wish to delete.
2. Press the Delete or Backspace key on your keyboard.

To Move a Slide:

1. Select the slide you wish to move.
2. Click, hold, and drag your mouse to a new location. A horizontal insertion point will mark the location.
Slide insertion point
3. Release the mouse button. The slide will appear in the new location.

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