cover.eps

PowerPoint® 2013

Table of Contents

Chapter 1: Starting with PowerPoint Basics

Introducing PowerPoint

Start PowerPoint and Explore the Start Screen

Start a New Presentation

Search for Templates Online

Save a Presentation

Find a Presentation

Open an Existing Presentation

Close a Presentation

Delete a Presentation

Chapter 2: Navigating PowerPoint

Explore Normal View

Navigate PowerPoint Views

Work with Ribbon Groups, Commands, and Galleries

Arrange Presentation Windows

Find and Use KeyTips

Using the Quick Access Toolbar

Resize the Notes Pane

Zoom to Full Screen

Navigate Slides

Using Help

Chapter 3: Changing PowerPoint Options

Introducing PowerPoint Options

Modify General Options

Change Spelling Options

Change AutoCorrect Settings

Change AutoFormat Settings

Customize Save Options

Modify View and Slide Show Options

Change Editing Settings

Work with Print Options

Customize the Quick Access Toolbar

Customize the Ribbon

Chapter 4: Writing and Formatting Text

Understanding Slide Structure

Explore Text Formatting Options

Add a Slide

Delete a Slide in Normal View

Type and Edit Text on a Slide

Format Text Color and Style

Format Text Font and Size

Cut, Copy, and Paste Text

Format Bulleted Lists

Using the Spelling Check Feature

Using the Research Feature

Chapter 5: Working with Layouts

Understanding Layouts and Placeholders

Insert a New Slide with the Selected Layout

Change a Slide Layout

Using Layouts with a Content Placeholder

Insert a Table

Format a Table

Insert a Chart

Format a Chart

Edit Chart Data

Insert Pictures

Insert Video

Insert a SmartArt Graphic

Edit SmartArt

Insert a Slide from Another File

Chapter 6: Organizing Slides

Move a Slide

Copy and Paste a Slide

Delete a Slide in Slide Sorter View

Make a Duplicate Slide

Hide a Slide

Zoom In the View

Go to an Individual Slide

Change Slide Orientation

Change Aspect Ratio

View Slides in Grayscale

Group Slides into Sections

Chapter 7: Working with Outlines

Display Outline View

Understanding How Outline and Slide Content Relate

Enter Presentation Content in an Outline

Move Slides and Bullet Points in an Outline

Promote and Demote Items

Collapse and Expand an Outline

Edit Outline Content

Insert Slides from an Outline

Chapter 8: Using Themes

Understanding Themes

The Anatomy of a Theme

Apply a Theme to Selected Slides

Apply a Theme to All Slides

Apply a Theme to a Section

Change Theme Colors

Modify the Background

Apply a Texture or Picture Background

Save Your Own Theme

Make a Theme the Default for New Presentations

Save a Template

Chapter 9: Using Masters

Understanding Masters

Understanding Slide Master Elements

Open and Close Slide Master View

Remove a Placeholder

Insert a Placeholder

Add a Footer

Add a Date

Set Up Slide Numbers

Insert a Graphic in Slide Master View

Work with Multiple Masters

Insert a New Blank Master

Preserve Master Slides

Rename Master Slides

Work with the Notes Master

Work with the Handout Master

Omit Master Graphics on a Slide

Create a Custom Slide Layout

Chapter 10: Adding Graphics and Drawings

Select Objects

Move Objects

Resize Objects

Change Object Order

Group and Ungroup Objects

Merge Shapes

Insert Clip Art

Draw a Shape

Add Text to a Shape

Add WordArt

Insert a Hyperlink

Add a Text Box

Apply a New Effect

Format Objects

Color with the Eyedropper

Arrange Objects with Smart Guides

Use the Grid and Guides

Nudge Objects

Align Objects

Flip and Rotate Objects

Chapter 11: Enhancing Slides with Action

Understanding Animations and Action Buttons

Embracing the Animation Pane

Apply an Animation

Preview an Animation

Add an Animation

Change Animation Effects

Change the Animation Trigger

Modify Animation Timing

Reorder Animations

Add a Motion Path

Remove an Animation

Apply a Transition

Remove a Transition

Advance a Slide after a Set Time Interval

Add a Transition Sound

Set a Transition Speed

Insert an Action Button

Chapter 12: Incorporating Media

Insert a Picture

Add a Border

Adjust Brightness and Contrast

Adjust Color

Crop a Picture

Remove the Background from a Picture

Using Artistic Effects

Compress Pictures

Using Layout Effects

Insert Media from the Internet

Insert Video and Audio Clips

Record an Audio Clip

Trim Video Clips

Trim Audio Clips

Insert a Screenshot

Create a Photo Album

Chapter 13: Finalizing a Slide Show

Send a Presentation for Review

Protect a Presentation

Add and Delete Comments

Review Comments

Select a Show Type and Show Options

Specify Slides to Include

Rehearse Timing

Record a Narration

Package a Presentation

Chapter 14: Printing Presentations

Using Print Preview

Print Slides

Print Hidden Slides

Print Handouts

Print Handouts with Microsoft Word

Print the Outline Only

Print Notes

Print in Black and White or Grayscale

Frame Slides

Chapter 15: Presenting a Slide Show

Get Ready to Present

Start and End a Show

Navigate Among Slides

Zoom In

Use the Pointer

Mark Up with Pen and Highlighter

Erase Annotations

Display Slide Show Help

Enable Presenter View

Use Presenter View

Switch to a Different Program

Chapter 16: Publishing a Presentation

Compare Presentations

Make a PDF Document from a Presentation

Create a Video of a Presentation

Save a Presentation as a Slide Show

Publish Slides as Graphics

Broadcast a Presentation

Save the Presentation to SkyDrive

Share the Presentation with SkyDrive

titlepg

Trademark Acknowledgments

WileycopyrightLogo.eps

Sales | Contact Wiley at (877) 762-2974 or fax (317) 572-4002.

Contact Us

Credits

Acquisitions Editor

Aaron Black

Project Editor

Jade L. Williams

Technical Editor

Vince Averello

Copy Editor

Marylouise Wiack

Editorial Director

Robyn Siesky

Business Manager

Amy Knies

Senior Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Project Coordinator

Patrick Redmond

Graphics and Production Specialists

Ana Carrillo

Andrea Hornberger

Jennifer Mayberry

Corrie Niehaus

Quality Control Technicians

John Greenough

Lauren Mandelbaum

Susan Moritz

Proofreading

Shannon Ramsey

Indexing

Potomac Indexing, LLC

About the Author

William (Bill) Wood is a consultant who teaches the Microsoft Office Suite and develops programs with the VBA language. As a part-time writer, he has written books and classroom workbooks about Microsoft Access, Excel, and PowerPoint. He has a formal education as a Biomedical Engineer, a field in which he has worked for many years. He also continues his education in graduate studies at Milwaukee School of Engineering and Medical College of Wisconsin in the field of Medical Informatics. Bill also works as a volunteer member of the National Ski Patrol.

Author’s Acknowledgments

Thank you to the entire Wiley team for helping me complete another book — you are all very friendly and helpful. Special thanks go to Aaron Black and Jade Williams, who gave me their undivided attention when I needed it.

Thank you to Technical Editor Vince Averello for doing a thorough and detailed job. Thanks to Copy Editor Marylouise Wiack for being thorough. I write like an engineer and Marylouise gave my writing eloquence with her recommendations.

Special thanks to my sweetheart and wife, Shane, who kept things together while I took the time to write this book — it would have been difficult to do it without her help and support.

These people had a direct influence on this book, but thank you also to my friends who took an interest in this book and listened to me talk about it while I wrote it.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

001 Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

002 Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

003 Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

004 Tips

Tips offer additional information, including warnings and shortcuts.

005 Bold

Bold type shows command names or options that you must click or text or numbers you must type.

006 Italics

Italic type introduces and defines a new term.

9781118510421-fm01.eps

Chapter 1: Starting with PowerPoint Basics

Discover PowerPoint basics such as creating, saving, and closing a presentation. Each presentation you build exists in its own separate PowerPoint file. After showing you how to create a new presentation, this chapter teaches you how to find and open existing presentation files.

9781118510421-co0101.tif

Introducing PowerPoint

Start PowerPoint and Explore the Start Screen

Start a New Presentation

Search for Templates Online

Save a Presentation

Find a Presentation

Open an Existing Presentation

Close a Presentation

Delete a Presentation

Introducing PowerPoint

With PowerPoint, you can create a professional-looking slide show. The PowerPoint program provides tools you can use to build presentations that include graphics, media, animations, and an assortment of ways to transition from slide to slide. It provides various views and user interfaces to suit your particular needs. These PowerPoint tools enable you to design and build a quality presentation. Many tasks start in Backstage view. To access this view, click the File tab on the ribbon.

Build an Outline

9781118510421-fg0101.eps

You can type text in outline form to build slides for your presentation. In the Outline view, an icon represents each slide, and each slide contains a slide title next to the icon. Second-level lines of text on the outline appear as bullet points on the slide. These bullets convey the main points you want to make about each topic.

Choose a Slide Design and Layout

9781118510421-fg0102.eps

A slide design applies preset design elements such as colors, background graphics, and text styles to a slide. A particular slide layout applied to a slide determines what type of information that slide includes. For example, a Title Slide layout has a title and subtitle. A Title and Content layout includes a title, plus a placeholder that holds a list of bullet points, a table, or other graphic elements.

Add Content

9781118510421-fg0103.eps

You can add content such as text, charts, and pictures to the slide in the Slide pane of Normal view. You can also insert text boxes that enable you to add slide text that does not appear in the presentation outline.

Work with Masters

9781118510421-fg0104.eps

A set of slide designs and a slide theme combine to create a set of master slides. Masters enable you to add content that you want to appear in a particular location on slides. This saves you from having to add repeating content, such as your company logo, to each slide. For example, you can set up the master so an identical footer appears on every slide.

Organize Slides

9781118510421-fg0105.eps

After creating several slides, you may need to reorganize them to create the proper sequence for your presentation. You can reorder slides in Slide Sorter view. This view shows slide thumbnails that you can move, delete, duplicate, or hide. You can also perform these actions on the Slides Thumbnail pane in Normal view.

Set Up Your Show

9781118510421-fg0106.eps

You can add narration, animations, and transitions to your slides. You can record a narration that plays when you give your presentation. Use animation to move an element on-screen, such as a ball bouncing onto the screen. Transitions control how a new slide appears on-screen — for example, a slide can fade in over the previous slide.

Run a Slide Show

9781118510421-fg0107.eps

After you add the content, choose slide designs, and add special effects, you are ready to run your slide show presentation. Tools appear on-screen during the slide show — they help you control your presentation and even enable you to make annotations on your slides as you present them. Presenter view shows your notes and provides a timer to ensure that your presentation is flawless.

Start PowerPoint and Explore the Start Screen

You can start PowerPoint from the new Windows 8 Start screen so you can begin designing a presentation. When you open PowerPoint 2013, the redesigned start screen appears automatically. From the start screen, you can start a new presentation or open an existing one. The start screen lists recently opened presentations and allows you to create a presentation from templates on your computer, or search for PowerPoint templates on the Internet.

Start PowerPoint and Explore the Start Screen

9781118510421-fg0108.eps

001 Turn on your computer.

002 Press windows.eps.

9781118510421-fg0109.eps

The Start screen appears.

003 Right-click the background on the Start screen.

The All apps button appears.

004 Click the All apps button.

9781118510421-fg0110.eps

All applications appear on the Start screen.

005 Position the mouse pointer (9781118510421-ma001.tif) at the bottom of the Start screen.

A A scroll bar appears.

006 Scroll across to find the PowerPoint 2013 icon.

007 Click the PowerPoint 2013 icon.

9781118510421-fg0111.eps

PowerPoint opens and displays the start screen.

B You can open a recently opened presentation.

C You can open a file from your computer.

D You can create a new presentation by clicking a template.

E You can search for a template on the Internet.

Start a New Presentation

You can create a new presentation from the start screen when you start PowerPoint, or from the File tab on the ribbon (also known as Backstage View). You can create a new presentation from scratch or by using a template. Creating a presentation from scratch allows you to design freely without preconceived notions, while working from a template saves time and promotes ideas by starting you off with a certain look and theme. You can find templates on your computer, as well as on the Internet for free or for a fee. Your computer needs an Internet connection to download online templates.

Start a New Presentation

9781118510421-fg0113.eps

001 Click the File tab to show Backstage view.

9781118510421-fg0114.eps

002 Click New.

Templates available on your computer appear.

A You can choose a blank presentation.

B You can click the Pushpin button (9781118510421-ma002.tif) to pin a template to this list (9781118510421-ma002.tif changes to 9781118510421-ma018.tif).

003 Click the presentation template of your choice.

This example uses Organics.

9781118510421-fg0115.eps

A dialog box appears, showing a preview of the template.

C You can click the Close button (9781118510421-ma003.tif) to cancel.

D You can click Back (9781118510421-ma004.tif) or Forward (9781118510421-ma005.tif) to view other slides from this template.

E You can click Back (9781118510421-ma006.tif) or Forward (9781118510421-ma007.tif) to view other templates from the list.

004 Click a color scheme.

The preview changes to reflect your preferences.

9781118510421-fg0116.eps

005 Click Create.

9781118510421-fg0117.eps

PowerPoint creates a presentation from the template.

Search for Templates Online

The larger your choice of PowerPoint templates, the greater the chance you will find one that suits your needs. Fortunately, there are literally thousands of PowerPoint templates available online. You can search for an online template by using the PowerPoint search feature, or an Internet search engine.

The PowerPoint search feature allows you to search by a keyword and shows you online presentation templates associated with that keyword. The search feature shows you a preview of the template and the name of who provided it, and then downloads the template for you! Remember to download only files from websites that you trust.

Search for Templates Online

9781118510421-fg0118.eps

001 Click the File tab to show Backstage view.

002 Click New.

Templates available on your computer appear.

A You can search by clicking one of the suggested searches.

003 Type a keyword in the search text box and click (9781118510421-ma008.tif).

This example uses Sports.

004 Click Search (9781118510421-ma008.tif).

9781118510421-fg0119.eps

PowerPoint shows online templates that match the search text.

B Click the Pushpin button (9781118510421-ma002.tif) to pin a template to your list of templates (9781118510421-ma002.tif changes to 9781118510421-ma018.tif).

005 Click the template of your choice.

9781118510421-fg0120.eps

A dialog box appears, showing a preview of the template.

C You can click Back (9781118510421-ma004.tif) or Forward (9781118510421-ma005.tif) to view other slides from this template.

D You can click Back (9781118510421-ma006.tif) or Forward (9781118510421-ma007.tif) to view other templates from the list.

E You can click the Close button (9781118510421-ma003.tif) to leave Backstage view.

006 Click Create.

9781118510421-fg0121.eps

PowerPoint creates a presentation from the template.

Save a Presentation

After you create a presentation, you should save it for future use. You should also save the presentation often while working on it to avoid losing any changes. Saving a PowerPoint file works much like saving any other Microsoft Office program file: You need to specify the location in which to save the file and give the file a name. If you want to save a presentation that has previously been saved, you can click the Save icon in the upper-left corner of the PowerPoint window to quickly save it.

Save a Presentation

9781118510421-fg0122.eps

001 Click the File tab to show Backstage view.

002 Click Save As.

003 Click Computer.

004 Click Browse.

9781118510421-fg0123.eps

The Save As dialog box appears.

005 Click the folder where you want to save your file.

This example saves to My Documents.

006 Click in the File name text box to select the text and then type a filename.

A You can click and drag the scroll bar to find more folder locations.

B You can click New folder to create a new folder.

9781118510421-fg0124.eps

In this example, the filename is WaterWaves.

007 Click the Save as Type down arrow (9781118510421-ma065.tif) to change the file type from the default.

Note: If you choose a format other than the default PowerPoint format, you may see a prompt about an issue such as version compatibility. Respond to the prompt to continue saving.

008 Click Save.

9781118510421-fg0125.eps

PowerPoint saves the presentation and the Save As dialog box closes.

C The new filename appears in the title bar.

Find a Presentation

Sometimes you want to open a presentation file but you forget what you named it or you forget which folder contains it. Finding that file is very important because you need it not only to design the presentation, but also to present the slide show. If it is not on the Recent Presentations list in Backstage view and browsing for it is unsuccessful, you can use the PowerPoint search feature to locate the file. You can also use the search feature on the Windows 8 Start screen to locate it.

Find a Presentation

9781118510421-fg0126.eps

Use the Open Dialog Box

001 Click the File tab to show Backstage view.

002 Click Open.

003 Click Computer.

004 Click Browse.

9781118510421-fg0127.eps

005 Click the parent folder that you think may hold the file, even if you think it is in a subfolder.

006 Type a keyword in the search text box.

Note: PowerPoint searches filenames and file contents.

This example searches for Water.

As you type, the Open dialog box shows files containing the keyword.

007 If PowerPoint finds your file, click it.

008 Click Open

The file opens.

9781118510421-fg0128.eps

Use the Windows 8 Start Screen

001 Press windows.eps + f.eps.

The Search screen appears.

002 Type a keyword in the text box.

003 Click the Search icon (9781118510421-ma012.tif).

9781118510421-fg0129.eps

Files that contain the keyword appear in the search results.

004 If PowerPoint finds your file, click it.

A You can position your mouse pointer (9781118510421-ma001.tif) over the file to see details about the file.

The file opens.

Open an Existing Presentation

After you save and close a presentation, you must find it and open it the next time you want to use it — you need to open it to design it as well as to present the slide show. You can locate your presentation by using the Open dialog box to browse your computer for it. If you used the presentation recently, the quickest way to open it is to find it in the Recent Presentations list in Backstage view.

Open an Existing Presentation

9781118510421-fg0130.eps

001 Click the File tab to show Backstage view.

002 Click Open.

003 Click Recent Presentations.

The Recent Presentations list appears.

A You can click the Pushpin (9781118510421-ma002.tif) to pin a presentation to the list (9781118510421-ma002.tif changes to 9781118510421-ma018.tif).

004 If you find your presentation on the list, click it and PowerPoint opens it.

9781118510421-fg0131.eps

005 If your presentation is not on the Recent Presentations list, Click Computer.

B If you find your folder location in the Recent Folders, you can click it there.

006 Click Browse.

9781118510421-fg0132.eps

The Open dialog box appears.

007 Click the folder that contains the presentation file you want to open.

This example selects Documents.

008 Click the filename.

This example selects WaterWaves.

009 Click Open.

9781118510421-fg0133.eps

PowerPoint opens the presentation.

Close a Presentation

When you finish working with a presentation, you can close it. Closing the presentation gives you a less cluttered workspace on your computer and frees valuable computer memory to process other work that you need to do. If you share the file with others on a network, closing it allows them to access the file without worrying about sharing violations.

When you close a file with unsaved changes, PowerPoint prompts you to save the presentation to avoid accidentally losing your work. For more on saving a presentation, see the section, “Save a Presentation,” in this chapter.

Close a Presentation

9781118510421-fg0134.eps

001 Click the Close button (9781118510421-ma003.tif).

9781118510421-fg0135.eps

A message may appear, asking if you want to save changes.

002 Click Save.

A If you do not want to save the changes to your presentation, click Don’t Save.

B To abort closing the presentation, click Cancel.

The file closes, but PowerPoint remains open.

Note: You can also close the presentation by pressing alt.eps+f4.eps.

Delete a Presentation

Occasionally you will come across an old file while browsing for a presentation to open. This file may have out-of-date information or may be an unneeded backup copy. You can conveniently delete the file from the Open dialog box.

Deleting old files frees up space on your hard drive. However, you should make sure that the file is backed up somewhere in case you need it in the future.

Delete a Presentation

9781118510421-fg0136.eps

001 Click the File tab to show Backstage view.

002 Click Open.

003 Click Computer.

004 Click Browse.

9781118510421-fg0137.eps

The Open dialog box appears.

005 Right-click the file you want to delete.

This example deletes WaterWaves.

The submenu appears.

006 Click Delete.

The Delete File dialog box appears.

9781118510421-fg0138.eps

007 Click Yes.

PowerPoint deletes the file and puts it in the Recycle Bin.

Note: You also can browse files from Windows Explorer and delete any file.