Microsoft PowerPoint Tutorial This tutorial will give you information on how to use Microsoft PowerPoint to do the following: 1. Create a presentation 2. Organize data on a slide 3. Incorporate graphics and data into a presentation All the information provided in this tutorial is for use with Microsoft PowerPoint (2002 version); however, the basic operations will work with other versions. Microsoft PowerPoint 2002 Screen Elements This is what the screen will look like when you open a new workbook in PowerPoint. As terms are used throughout this tutorial, you may want to refer back to this picture to help you locate the item being discussed. Window Sizing Buttons

Menu Bar

Standard Toolbar Slide Sorter Pane Task Pane

PowerPoint has a TriPane view that allows simultaneous viewing of slides, notes, and the slide sorter. To view an outline of the presentation, click on the appropriate tab above the slide sorter.

Slide Pane

Notes Pane

View Buttons

Status Bar

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Creating a Presentation 1.

Open PowerPoint. In the task pane under New select From Design Template, and then click OK (Microsoft Corporation, 2004).


On the Slide Design task pane, click the design template you want to use by selecting the appropriate thumbnail.  You can choose a design template for either the whole presentation or individual slides. Right click the design template and choose either Apply to All Slides or Apply to Selected Slides.

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Background / Color Scheme

The background color of slides can be customized by clicking Color Schemes in the task pane. You can either right-click on the desired color scheme or left-click the drop down menu of the desired scheme and choose to apply it to one or all of your slides (University of Alberta, 2001). (University of Alberta, 2001)

The color scheme for slides can be customized by clicking Edit Color Scheme at the bottom of the task pane. Choose a preset scheme from the Standard tab or click the Custom tab, click on the desired component (e.g. Background), and click Change Color (a color selection window will appear). When you are done making color choices, click Apply to alter the current slide or Apply to All to alter all slides at once (University of Alberta, 2001). (University of Alberta, 2001)

Adding a Slide In the Slide Sorter pane, you can add a slide before or after an existing slide. •

To add a slide before or after, position the cursor at the top or bottom of the existing slide and right click. Choose New Slide (University of Alberta, 2001).

You can also add a slide by clicking Insert on the menu bar and choosing New Slide.

You can modify the layout of new slides by selecting the appropriate layout from the Slide Layout pane. Deleting a Slide

In the Slide Sorter pane or Outline view, left-click the slide you want to remove and hit the Delete button on the keyboard. In the Slide or Outline view, you can also right-click to view various options to edit each slide, including Delete Slide.

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Adding/Modifying Text 1.

Click in the box that says Click to add title, and type the title for your presentation.


Click the box that says Click to add subtitle, and type the subtitle of your presentation (Microsoft Corporation, 2004).


To add a new text box to a slide, click on the Insert menu, and select Text Box. Put your mouse over the slide layout - the cursor will change to a narrow down-arrow (as shown below). Click, hold, drag, and release the mouse to form a rectangle on the slide. You can then type into the text box.

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Adding Headers / Footers •

On the View menu, click Header and Footer.

On the Slide tab, you set options which affect what will appear at the bottom of slides:


Date and time can be set to Update automatically (to reflect the last date the slides were modified) or Fixed (type a certain date such as when the presentation will be given).


Selecting the Slide number option will automatically insert a sequence number.


Selecting Footer (and typing text in the box below it) inserts fixed footer text.


Selecting Don't show on title slide will omit the footer from the title slide.


Normally you click on the Apply to All button to make these changes throughout the presentation, but you can click Apply to affect just the current slide.

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Similar options are available on the Notes and Handouts tab, plus the option of adding a page header to your printouts (University of Alberta, 2001).

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Graphics 1. From the Insert menu, click Picture and then Clip Art to open the Insert Clip Art task pane.

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2. Type the name of the type of clip art you want, for example, type Transporation in the box under Search For, and then click Search. 3. From the search results, click the thumbnail for the image you want to insert. The clip art will be inserted on the slide. To change the format of the graphic, double-click the image. From the Format Picture dialog box, you can adjust the size and position of the graphic. To undo automatic formatting, click the SmartTag in the lower right corner of the image, and select Undo Automatic Layout (Microsoft Corporation, 2004). Word Art WordArt lets you take plain text and convert it to a creative graphic. • Click on the Insert menu, Picture and then WordArt. Double-click the style of your choice from the WordArt Gallery window which appears. The Edit WordArt Text window will then appear. • Type the Text you want, select a Font, and Font Size, and then click OK. The WordArt appears on the slide. • Drag the WordArt to a location on the slide that you prefer. A small WordArt toolbar window will appear - further modify the graphic, if desired, then close the toolbar (University of Alberta, 2001).

(University of Alberta, 2001)

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Transitions •

In Slide or Slide Sorter view, select the slide(s) you want to add a transition to.

On the Slide Show menu, click Slide Transition.

From the Effect drop-down list, click the transition you want.

Select any other options you want (speed Slow/Medium/Fast, Advance on Mouse Click, Automatically, Sound or No Sound)

To apply the transition to the selected slide, click Apply. To apply the transition to all the slides, click Apply to All.

Repeat the process for each slide you want to add a transition to.

To view the transitions, click Animation Preview on the Slide Show menu (University of Alberta, 2001).

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Slide Show Animation You can control how and when text, graphics, and other objects appear on your PowerPoint slides. For example, you can make graphics or text items appear one at a time and add visual or sound effects. Animation can aid in focusing attention during a presentation and make your slide show more interesting. To set slide show animation options, display the slide that has the objects you want to animate, then on the Slide Show menu, click Custom Animation (University of Alberta, 2001). Speaker Notes PowerPoint has a facility for adding speaker notes to a presentation. These can be notes that you create for yourself — for example, to help you remember key points during a presentation — or you can create them as additional information for your audience. After you have completed a presentation, you can print the notes for each slide, along with a smaller version of the slide. To add notes to a slide: •

Select the slide on which you wish to insert notes, then click in the Notes Pane below the PowerPoint slide and type. You can enlarge the size of this pane by dragging its borders. (Notes Pane)

For a larger view, you can also click on the View menu, and select Notes Page or adjust the Zoom percentage to get a larger view (University of Alberta, 2001).

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Notes Page (University of Alberta, 2001)

Adding Excel Data to your Presentation 1) From the Insert menu click New Slide. 2) From the Slide Layout task pane, under Text Layouts, click Title Only to change the format of the new slide. To see the name of the slide layout, place mouse over the slide. 3) Click the box that says Click to add title, and then type the title for that page. 4) From the Insert menu, click Object, and then Create from file. Browse to a pre-existing Excel file and click OK.

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5) Position and resize the Excel worksheet as necessary, and then click Save to save your changes. 6) Click New Slide from the Insert menu to add a new page to your presentation. 7) From the Slide Layout task pane under Other Layouts, click Title, Text and Chart. 8) Click the box that says Click to add title, then type the title for the page. 9) Double-click the box that says Double-click to add chart, and click Import File from the Edit menu. 10) Browse to the same Excel worksheet that you used in step 4, and then click Open. 11) In the Import Data Options dialog box, select a sheet from the workbook, and then click OK. 12) Position and resize the chart as necessary, add any other pages that you want, and then select Save from the File menu to save your presentation (Microsoft Corporation, 2004).

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View Options There are several ways to view your work in PowerPoint. To change the view, use the View menu or the buttons in the lower-left corner of the screen. Slide

Shows a graphic view of the current slide.


Provides the text outline of the entire presentation on the left, the current slide on the upper-right, and speaker notes on the lower-right.

Slide Sorter

Shows the entire set of slides (numbered) on the screen. Allows you to drag-anddrop slide icons to change their order.

Slide Show

Displays the presentation in full-screen mode starting with the slide which was last edited (so jump to slide 1 first if you want to see the entire presentation). Press the Escape key if you wish to exit the Slide Show before it ends.

Notes Page

Provides a large area to view the speaker notes on a slide. This button is provided on the View menu, under Notes Page. The Zoom adjuster on the Standard toolbar lets you alter how large your slides appear on the screen relative to full-screen presentation mode. Click on the Zoom drop-down list (in the toolbar near the top of the screen), or click on the View menu, and select Zoom… Select “fit”, a default percentage, or type in your own number, according to your needs. (University of Alberta, 2001)

Microsoft Corporation. (2004). Creating online presentations with PowerPoint 2002. Retrieved April 15, 2005, from University of Alberta. (2001). PowerPoint basics. Retrieved April 3, 2005, from

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