PowerPoint presentations

Prepared by TAFE SA library staff 16/04/2018
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PowerPoint presentations
Study Guide
PowerPoint can be used to present a variety of information, which can be text, photos, charts, videos
and sound. Content is added to slides, which are then played in sequence (the slide show). The slide
show can be played
manually, by clicking the mouse, or
automatically, by adding timings
Content can be added from other programs, such as Word and Excel. Photo, video and sound files need
to be created and edited in other programs, and then inserted into your PowerPoint slides.
In this guide we will look at the basic techniques for creating a PowerPoint presentation, for more
detailed instructions use the
Help or Tell Me What You Want to Do tools within PowerPoint itself.
START: Open PowerPoint from Start button, from a desktop icon or from within Office 365.
PowerPoint usually opens with the
Home tab selected, in Normal view with the Slides tab
Outline tab shows the text on all slides:
A blank title slide is ready for you.
TIP: Choose a background style from the Design tab. This same style will be applied to each slide you
To use a ready-made layout (or template), go to Home > New and choose from the folders here.
Layouts first.
Advanced users: A Word document formatted using Outline opened in PowerPoint will create slides
with your outline text.
SAVE your presentation immediately. Go to File > Save As > Power Point Presentation and follow the
You can also save files as .pptx or as other formats:
1. Older PowerPoint formats
2. PowerPoint Show
(.pps) for people who don’t have the PowerPoint program
3. picture files, e.g .jpg

Prepared by TAFE SA library staff 16/04/2018
Visit us on campus or at
https://tafesa.spydus.com or contact us at [email protected]
All tasks are done from the Ribbon at the top of the screen. The options (functions) change as each tab
is selected. Functions are grouped in rectangles with a group heading.
VIEWS: Change views by going to the Views tab.
Normal view – Slide tab
Slides appear as thumbnails on the left hand side of the
Normal view. As you add more slides these
thumbnails can be dragged to change their order. They can also be cut, copied and pasted. Right click
on a thumbnail to see options.
Below the main window is the Notes area. Type any notes, or reminders, to help you when you are
presenting. Go to
View tab, Notes Page. These can also be printed.
Appearance of screen
These areas can be resized by dragging the edges between the different areas.
Normal view – Outline tab:
The text content of each slide is shown. You can edit and add text here. Slides can be rearranged here
as well:
Reading view – An individual slide takes up whole screen
Slide Sorter view:
All slides appear in sequence. Transitions and timings also show. Click on a slide to move it. A
horizontal line appears when you drag it to its new position. Release mouse.

Prepared by TAFE SA library staff 16/04/2018
Visit us on campus or at
https://tafesa.spydus.com or contact us at [email protected]
Slide Show view – Go to Slide Show tab, Start Slide Show group and choose From Beginning. Click
mouse to move through the slides.
Esc on your keyboard will return you to Normal view. Alternatively
click the
Slide Show icon at the bottom of the screen.

Go to File view and click on Print.
You can choose to print all slides, only
one slide or a range of slides.
To print handouts with more than one
slide per page, click on the drop down
box next to
Full Page Slides and make
Click the Print button.
Notes pages and the Outline can also
be printed from here.

1. Add text. Click into the Click to add title text box on your first slide, and type your title.
Format text. Highlight the text. Go to the Home tab. In the Font group, change the font, size and
colour of the text by clicking on the drop down arrows next to these boxes. Add a subtitle in the second
text box. Highlight and format this text to your choice.
Move /resize text box. Click on the edge of a text box to select it. Small squares appear around the
edge. You can resize it by dragging the small squares. Hover the mouse over the box. When the cross
symbol appears, you can move the text box by dragging it.
Add new slides. Go to Home tab, Slides group. Click the drop down arrow next to New Slide.
There are several slide layouts to choose from.
Add text to a content box. Click in box and type to add text. The default format is a bulleted point
list. To change the format, go to
Home tab, Paragraph group, and click on the drop down arrow next to
the bulleted list icon to select a different format.
Add an image. Click on the picture icon in a content box. The Insert Picture window appears.
Locate a picture file, and click
Resize image. Select image. As you drag the handles, keep the Shift or Ctrl key down to keep the
proportions of the image.
Format image. Select image. Picture Tools appears above the Format tab. Click on Picture
. Groups appear where you can change the appearance of your picture, i.e. add frames, borders,
change brightness, crop etc.

Prepared by TAFE SA library staff 16/04/2018
Visit us on campus or at
https://tafesa.spydus.com or contact us at [email protected]
9. Add Video. Same as adding an image, but click on movie icon.
Add Sound to an individual slide. Go to Insert tab, Media group, drop down arrow for Audio,
and make your choice. An
Audio icon appears on the slide:
Click on the icon to make the controls appear.
To refine the sound, select the icon.
Audio Tools appears at the top of the ribbon. Select Playback tab.
Options include making the sound start automatically, looping, fading in etc. You can also select
across all slides
to have music play continuously.
Transitions. A transition is the way one slide moves to the next slide, e.g. a fade or dissolve
effect. Go to
Transitions tab. The drop down arrow in the Transition to This Slide group gives more
choices. A different transition can be applied to each slide to add interest or you can
Apply to All. You
can add times to each slide in the
Timing group. This will make the slide show play automatically.
Preview to view the effect.
Animations. Animations make different elements of one slide appear at different times and with
different effects, i.e. text appearing one line at a time. Like transitions, animations can be controlled by
mouse click or by timings set by you.
Go to
Normal view, Slide tab. From the Animations tab, select an animation.