PowerPoint Basics

Opening PowerPoint
Understanding the screen
Inserting slides

Adding and editing content

Inserting text
Inserting notes, headers and footers
Formatting text and lists

Working with design

Customizing background
Applying and creating templates
Design tips

Working with graphics

Downloading, inserting and editing images
Image Resources for Health & Life Sciences
Drawing and editing objects

Working with animation

Animating text and images
Slide transitions

Adding sound and video

Sounds, narration and music
Video requirements

Graphs and tables

Working with graphs
Importing and linking data from Excel to PowerPoint

PowerPoint online

Hyperlinks and action buttons
Putting up a presentation on the web

Printing and Presenting

Printing options
Running a slide show


PowerPoint DO's and DON'T's
Other PowerPoint websites
Workshop evaluation
(for on-site workshop participants only)

Understanding the screen

Views | Toolbars

1) Views
PowerPoint has several 'views' that allow you to edit and see presentation content in various useful ways. You can switch among the views as you work by selecting one from the View menu

or clicking one of the five 'view' buttons in the lower left-hand corner of the PowerPoint window.

Tip: Office 2000 may be installed to show only your most recent menu selections. To see non-visible choices, click the double-headed arrow at the bottom of the menu list, or hold the mouse over the menu for a few seconds. Either of these actions will then display all the choices in that menu item.

Normal View in 2000 | in 2002 (XP)
In the Normal view, the screen is split into three sections showing the presentation outline on the left, the slide in the main window, and notes at the bottom.
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Outline View in 2000 | no Outline View in 2002 (XP)
In the Outline view, the majority of the screen shows all the titles and body text in your presentation whereas the slide and notes appear on small windows. In Outline view, you can move slides around within your presentation and also edit your text.
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Slide Sorter View in 2000
The Slide Sorter view shows you a minature of each slide in your presentation. You can drag slides around on the screen to reposition them in this view. You can also select and copy multiple slides should you want to use them in other presentations.
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Notes View in 2000
The Notes view lets you create speaker's notes. Each page corresponds to a slide in your presentation and includes a reduce image of the slide. You can draw and type in Notes view the way you can in Slide View.
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Slide View in 2000 | no Slide View in 2002 (XP)
The Slide view does not differ much from the Normal view, except in that the Slide view does not display the presentation outline. The slide view displays each slide on the screen and is helpful for adding images, formatting text, and adding background styles.

There is no Slide View in the 2002 (XP) version, however, you can obtain the same similar effect by closing the Task Pane and switching the left side window from Outline to Slide Sorter.

Slide Show View
Finally, the Slide Show view runs the slide show on full-screen. See section "Running a slide show" for more details.
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2) Toolbars
In all Microsoft programs, there are three ways to accomplish most tasks:

  1. through the menu choices (File, Edit, Insert...)
  2. via a toolbar, or
  3. using the keyboard shortcuts.

Generally, keyboard shortcuts are used by people who are very familiar with the program, whereas novices find the toolbars easier and quicker to access once they are comfortable with the icons' functions.

Usually PowerPoint displays the menu bar, standard toolbar, the formatting toolbar, as well as the drawing toolbar by default. If however, these toolbars do not appear on your screen or you need to see the other toolbars as well, you can customize your toolbar by clicking on View menu --> Toolbars and checking or unchecking the toolbar you want to show or hide.


Annotated PowerPoint screen in Normal view in 2000 | in 2002 (XP)
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