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Teacher Resource 8.3

QuickStart Guide: Creating PowerPoint Presentations

Microsoft PowerPoint is a powerful tool used throughout the academic and business worlds. This guide is an introduction to creating presentations with PowerPoint. The first part covers some key features of the application. Then you’ll have a chance to do some hands-on practice at a computer. This guide is designed for use with Microsoft Office 2013 PowerPoint; if you are using an earlier version such as Office 2007 or Office 2010, what you see may be a little bit different. Try using Help to find what you need, or ask your teacher.

PowerPoint’s main work areas

When you launch PowerPoint, select a blank presentation. It will open in Normal view. The screen is divided into three main sections.

Slides tab: On the far left, you’ll see a thumbnail image of each slide in your presentation. In a new presentation, this list is empty except for the one slide on the right. When you add a slide to your presentation, a new thumbnail will display in the left column. You can use these thumbnails to quickly jump between slides.

Slide pane: This is the main area, or stage, for your work. When you create a presentation, a title slide displays. For other slides, you can choose other layouts.

Speaker notes pane: Below the main stage, you’ll find an area to type in your notes that go with that particular slide. This is a helpful way to remind yourself of details related to that slide but not written on the slide itself (remember, keep text on your slide brief and add details verbally).

The ribbon The ribbon, located near the top of the PowerPoint window, is the control center for PowerPoint. It provides easy access to the tasks you perform while creating a slideshow. When you open PowerPoint, the ribbon has eight tabs: Home, Insert, Design, Transitions, Animations, Slide Show, Review, and View. We’ll be using all of these tabs as you work through this QuickStart Guide. This image shows what’s on the Insert tab.

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Now you’re ready to do some hands-on practice with PowerPoint to create a draft of the first few slides for your culminating project presentation.

Opening a new presentation in PowerPoint

Launch PowerPoint to open a new blank presentation. The presentation that displays uses the default Office theme, which is black characters on a white background. To start, you can give some interest to your presentation by choosing another theme.

Click the Design tab on the ribbon and hold your mouse cursor over the different themes in the Themes gallery until you find one you think is appropriate for your culminating project. The theme combines a coordinated set of colors, fonts, and effects. The effects are the colors and styles that the template uses for lines, filling in shapes, and special effects, such as shadows and 3-D. Click the drop-down arrow at the right of the theme variants to change the choices of color, font, effects, or background styles.

For this tutorial, we chose the Wisp theme.

Creating a title page

The boxes on the slide that say things like “Click to Add Title” are called placeholders. You click the placeholder and replace it with your own text.

In the Slide pane, click inside the title placeholder and type the name of your presentation.

Click the subtitle placeholder and type your name.

To put the date in the footer of your title page, click the Insert tab, and then, in the Text group, click the Header and Footer icon. Check the Date and Time box and click Apply. (You want the date on the title page only, so click Apply rather than Apply to All.)


Themes gallery on Design tab


Adding a new slide

Next, add a new slide to your presentation.

Right-click in the thumbnail area on the left and choose New Slide on the shortcut menu.

Entering a title and a bulleted list

On the new slide that displays in the Slide pane, type the slide title in the title placeholder: Our Dream System Is Designed to…

Next, in the text placeholder, list three tasks you want to be able to do with your dream personal technology system. The text box will show these in a bulleted list. Adjust the size using the Font Size drop-down and Bold button in the Home menu if necessary.

Note: If you type more text than fits in the placeholder, PowerPoint reduces the text size to fit it all. Generally speaking, if this happens, you should consider it a reminder that you’re trying to put too much text on the slide. Less is more.



Creating a slide with a multilevel list

Next, add another new slide, following the same procedure you used to add the previous slide.

Type in this title: We Need the Following Peripherals

In the text box, make a list of the peripherals you are planning. Underneath some of your peripherals, note some of the specifics about those peripherals that you and your group are considering. You will indent those specifics, as shown in the example, to make a multilevel list. Here’s the procedure:

Click the first list item that you want to indent. Then, in the Paragraph group on the Home tab, click the Increase List Level button. The bullet will indent and will take on the format your template uses for a second-level list item.

Follow the same procedure to indent other items in your list that are second-level items.

Managing slides

Now you have a total of three slides. There are three ways to navigate between slides:

With your mouse pointer, click the slide thumbnail on the Slides tab to display that slide.

With your mouse pointer, click Previous Slide or Next Slide icons at the bottom of the scrollbar on the right.

On your keyboard, press the Page Up or Page Down key.

Using one of these methods, navigate to the second slide. Next, swap slides 2 and 3 by clicking on the second slide thumbnail and dragging it below the third slide. You’ll see the slides change order. This can be helpful as you finalize and polish presentations. Now swap them back to their original order.

Now that you have the basics of your slides, save your presentation. (While you work on a presentation, it’s smart to save your work often.) Click the Microsoft Office button, and then choose Save As. In the Save As dialog box, go to the folder where you teacher instructs you to save your work, and in the file name box, type a meaningful name for your presentation. Then click Save.

If you save your work to OneDrive: After you save the presentation, select the Share tab under the File menu to invite your teammates to work on the presentation. Click Invite People and type in the names or email addresses of others on your team. Select “Can Edit” in the drop-down list to the far right so that your team members can all edit the presentation. Then click Share. An email will be sent to those invited to share this file.


Increase List Level button

Previous / Next buttonsSlide thumbnails


Creating slide notes

Creating notes for your presentation will help you prepare what you want to say to your audience when you present your slides. Your notes will not be displayed during the slideshow; they are just to help you remember what you want to say about the slide.

To create your slide notes, display a slide in the Slide pane. Make sure you select Normal on the View tab. Then click the placeholder at the bottom of the window that says “Click to add notes.” You can write your notes there.

Selecting slide layouts

To add some interest to your slides, you’ll want to add graphic elements. The first step to adding a graphic or some other interesting element to these slides is to change the layout. The Title and Content layout that you have is the default, but in order to add a box for a graphic, you need to change to a Two Content layout.

Select the second slide, then on the Home tab, click Layout to display the Layout gallery. Take a look at the possible layouts, and then for your second slide, select the Two Content layout. Your slide should look something like this example.



Adding graphics

PowerPoint lets you add a variety of graphics.

You can add clip art, or you can add images that you find or make outside of PowerPoint. For slide 2 of your presentation, find a clip art image that will help your audience understand what your slide is communicating, and insert it in the placeholder text box on your slide:

Click Insert on the ribbon, and in the Images group click Online Pictures (click on Clip Art in Office 2007 & 2010 versions). Select Office.com clip art.

Type some search criteria in the “Search for” box of the Clip Art panel, and keep adjusting your search criteria until you find a picture that suits you.

On the Slide panel, select the placeholder text box on the right of your slide, using your mouse and cursor.

In the Clip Art panel, click the picture you want to insert. The picture will replace the text box that is selected.

Adding shapes

You can also enhance your PowerPoint presentations with shapes such as a square, triangle, arrow, and so on. For example, to liven up the title page a bit, you can add a banner and place your title in the banner.

Display the title slide in the Slide pane.

Click the Insert tab. Then click the Shapes button in the Illustrations group. In the Stars and Banners group, select the Wave.



A crosshatch cursor appears on your title page. Drag the cursor to create a banner in the center of the page that is large enough to hold your title.

Select the text box that contains your title by clicking the edge of the text box. You can tell the text box is selected when it has a solid line around it. Drag the text box to put it in your banner. The banner will hide your title!

Select the banner, and then right-click. On the shortcut menu that displays, select “Send to back.” That will send the banner to the back so that you can see your title.

Adjust title and banner so that they look right. You may need to make the banner bigger or smaller, and you may need to move the text to center it.

Refining formatting

Sometimes you may need to resize the font of some text so that it fits nicely in your text box. For example, on slide 1 the title might look better if it didn’t go over onto a second line.

To reduce font size, click the Home tab in the ribbon and reduce the size number in the Font group. In the Font group, you can also change to another font, make text bold, change the color, and so on. Try out some of the options and see if you can improve your title.

Another formatting change you may wish to make is to change the color of the second-level bullets in slide 3. The second-level bullets might be easier to distinguish if they were gray. Highlight the second-level bullets, right-click, and select Bullets; then select the Bullets and Numbering option at the bottom of the submenu that appears. From there, click Color to select the color box. Note that the colors that go with your theme appear. The top line displays the colors in use in your slides. The best idea is to select one of these colors so that your whole presentation uses the same color tones.



Adding transitions

Now that you have the basics completed, you can think about what your presentation will look like. A fun part of creating a slideshow is using transitions between slides.

Click Transitions on the ribbon, and then click different transitions in the Transitions gallery to see how they look. A transition is what displays in the slideshow when you go from one slide to the next. (If you are using Office 2007, click Animations in the ribbon to get to transitions.)

For each of your three slides, choose the transition that you want. If you want the same transition for all slides, select the transition and click Apply to All.

You may also want to use a sound for the transition, although this should be used sparingly. Only choose to use a sound if it makes sense and enhances your presentation. You can select a sound from the drop-down Sound menu to the right of the Transitions gallery. If you have time, you might want to add your own sound clip. For example, if you will use your personal technology system for gaming, you could add the theme music from one of your favorite games.

In this image of the ribbon, the user has selected a transition that will wipe in from the left with the sound of applause.

Adding animation

To add animation, first select a text or graphic object that you want to animate. Then click Animations on the ribbon, and move the mouse cursor over the animation options to see what each object does. Remember to use animation sparingly.

Viewing your slideshow

To view your slideshow, click the Slide Show tab on the ribbon. In the Start Slide Show group, click From Beginning, and then sit back and watch your show! You have to click to go from one slide to the next.

When you are satisfied with your presentation, save it and give it to your teacher for assessment.



Adding narration

A good way to practice your presentation is to record it and then play it back and talk with your group about what you can improve. Select Slide Show on the ribbon and click Record Slide Show, and then select “Start Recording from Beginning.”

Creating a video of your PowerPoint presentation

If you are using PowerPoint 2013, you can create an MP4 video of your presentation that is compatible with most PCs and mobile devices. This feature is not available on earlier versions of PowerPoint.

On the File tab, select Export, and then select Create a Video from the options on the panel. If you recorded narration or sound effects, those will be included in the video.


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