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August 2014

Prepared with special consideration by Dr. Nicole A. Buzzetto-More Professor of Management,

University of Maryland Eastern Shore and Director MSDE BMF Program Affiliate. Copyright 2014©.

All rights reserved. Users are forbidden to reproduce, republish, redistribute, or resell materials from

this document in form without permission.

UMES Center for Student Technology Competency and Microsoft Certification

UMES MICROSOFT OFFICE SPECIALIST CERTIFICATION POWERPOINT 2013

A TITLE III SPONSORED

PROGRAM

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TABLE OF CONTENTS Table Of Contents ......................................................................................................................................... 1

About The Mos Tests .................................................................................................................................... 5

Mos Powerpoint Testing Environment ......................................................................................................... 6

Exam Topics Covered .................................................................................................................................... 8

Powerpoint 2010 Certification Examination Tasks ..................................................................................... 11

What Is New In Powerpoint 2013 ............................................................................................................... 12

Basic Navigation .......................................................................................................................................... 18

Location of popular groups/commands on the ribbon........................................................................... 19

File tab ................................................................................................................................................. 19

Home tab ............................................................................................................................................ 19

Insert tab ............................................................................................................................................. 19

Design tab ........................................................................................................................................... 20

Transitions tab .................................................................................................................................... 20

Animations tab .................................................................................................................................... 20

Slide Show tab ..................................................................................................................................... 20

Review tab ........................................................................................................................................... 21

View tab .............................................................................................................................................. 21

Dialogue Boxes ............................................................................................................................................ 22

BASIC TASKS FOR CREATING A POWERPOINT 2013 PRESENTATION .......................................................... 24

Choose a theme ...................................................................................................................................... 24

Remove the current slide design ............................................................................................................ 24

Change theme fonts ................................................................................................................................ 25

Save your custom theme ........................................................................................................................ 25

Change the colors, fonts, and effects ......................................................................................................... 25

Insert a new slide .................................................................................................................................... 26

Save your presentation ........................................................................................................................... 26

Add text ................................................................................................................................................... 26

Format your text ..................................................................................................................................... 27

Add shapes .............................................................................................................................................. 27

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Add pictures ............................................................................................................................................ 28

Add headers and footers to a presentation ................................................................................................ 29

Show footer information on your slides ................................................................................................. 29

Change the footer ................................................................................................................................... 30

Keyboard shortcut for opening Slide Master view ................................................................................. 30

Add speaker notes .................................................................................................................................. 30

Print your speaker notes ......................................................................................................................... 30

Give your presentation ........................................................................................................................... 31

Get out of Slide Show view ..................................................................................................................... 31

Add a transition to a slide ....................................................................................................................... 32

Set the speed of a transition ................................................................................................................... 32

Remove a transition ................................................................................................................................ 32

Backgrounds in PowerPoint ........................................................................................................................ 32

Backgrounds: First steps ......................................................................................................................... 32

A bit about Slide Masters ........................................................................................................................ 32

Picture backgrounds: Two methods ....................................................................................................... 33

Removing backgrounds ........................................................................................................................... 33

Add bullets to text....................................................................................................................................... 33

Add bullets or numbers to text ............................................................................................................... 33

Keyboard shortcuts ................................................................................................................................. 33

Manage text in a placeholder by using AutoFit ...................................................................................... 33

Animate pictures, clip art, text, and other objects ..................................................................................... 34

Animate just about anything .................................................................................................................. 34

Animate text, as well as pictures, shapes, charts, and SmartArt graphics ............................................. 34

Customize with motion paths ................................................................................................................. 34

Add sound effects to an animation ............................................................................................................. 35

Combine animation effects ..................................................................................................................... 35

An important tip...................................................................................................................................... 35

Trigger an animation effect ........................................................................................................................ 35

Trigger an animation effect to begin when you click it .......................................................................... 35

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Trigger an animation to begin during a video or audio clip .................................................................... 35

Trigger text to appear as an overlay on a video ..................................................................................... 36

Add a chart to a presentation ..................................................................................................................... 36

What is a slide master? ............................................................................................................................... 38

Themes .................................................................................................................................................... 39

Slide Layouts ........................................................................................................................................... 40

Use slide masters to customize a presentation .......................................................................................... 42

Make changes to the slide master .......................................................................................................... 42

Delete a slide layout ................................................................................................................................ 43

Add an additional slide master to a presentation .................................................................................. 43

Convert PowerPoint Presentation To Different File Types ......................................................................... 45

Creating a PowerPoint Show ...................................................................................................................... 48

How to Create a Custom Show in PowerPoint 2010 or 2013 ................................................................. 48

RESOURCES ................................................................................................................................................. 49

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ABOUT THE MOS TESTS

Most people greatly overestimate their technical skills. By preparing for the MOS tests you will find that you will greatly increase your familiarity with the software. You will discover tools and features that you may not have previously known existed and which may be extraordinarily useful. You will also learn that the software is capable of more than you had expected, which may in turn increase your daily proficiency.

By earning Microsoft Office Specialist certifications you will be receiving a globally-acknowledged and industry-recognized credential. Delivered by Certiport, this is the only credentialing program endorsed by the Microsoft Corporation.

In the MOS 2007 and 2010 exams, individuals are presented with a series of situations where they are asked to perform certain tasks in the application. These randomly-sequenced, performance-based scenarios stand independent from each other.

With the new MOS 2013 exams, testing candidates are presented with a project that they must complete. Rather than being a series of required tasks, individuals now must complete a project that delivers a better indicator of real world Office 2013 use. As such, individuals are measured on their performance at a deeper skill level.

Time Allowed: 50 minutes

MOS POWERPOINT TESTING ENVIRONMENT

The MOS 2013 PowerPoint Certification Exam is comprised of a single project that requires test

candidates to complete a short presentation that includes approximately 8-12 slides, multiple

slide layouts, charts, SmartArt, animations, transitions, pictures, text boxes, video and audio

files, and bulleted lists.

The testing environment will include a set of tasks to be completed (with coordinating check

boxes and references to files and resources to be used) on the lower left, preview images of the

finished product in the bottom middle, and resource files to be used in the completion of the

project on the bottom left. The top two thirds of the screen is the project to be manipulated.

The image below presents a representative screenshot.

As previously mentioned, the test taker is not presented with any questions but rather with a

checklist of tasks to be completed. As a single project, for the most part the test taker will be

building the presentation one slide at a time. The following image presents an expanded view of

the exam task list typical of what one might expect to find on the real exam.

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Sample task/instruction list not taken from an actual exam.

Exam Topics Covered

Skills Being MeasuredThis exam measures your ability to accomplish the technical tasks listed below.The percentages indicate the relative weight of each major topic area on the exam.The higher the percentage, the more questions you are likely to see on that content area on the exam. The information after “This objective may include but is not limited to” is intended to further define or scope the objective by describing the types of skills and topics that may be tested for the objective. However, it is not an exhaustive list of skills and topics that could be included on the exam for a given skill area. You may be tested on other skills and topics related to the objective that are not explicitly listed here.

Create and Manage Presentations

Create a Presentation

o This objective may include but is not limited to: creating blank presentations,

creating presentations using templates, importing text files into presentations,

importing Word document outlines into presentations

Format a Presentation Using Slide Masters

o This objective may include but is not limited to: applying a slide master, adding

new layouts, modifying existing layouts, adding background images, controlling

page numbers, inserting headers and footers, modifying presentation themes

Customize Presentation Options and Views

o This objective may include but is not limited to: changing page setup options,

changing to view in color/grayscale, using views to navigate through

presentations, modifying presentation properties

Configure Presentations to Print or Save

o This objective may include but is not limited to: setting handout print options,

printing selections from presentations, packaging presentations for CD, saving

presentations as web pages, printing presentations in grayscale, printing speaker

notes, maintaining backward compatibility

Configure and Present Slideshows

o This objective may include but is not limited to: creating custom slideshows,

configuring slideshow options, rehearsing timing, configuring slideshow

resolution, using Presenter View, navigating within slideshows, annotating

slideshows

Insert and Format Shapes and Slides

Insert and Format Slides

o This objective may include but is not limited to: adding slides layouts, duplicating

existing slides, hiding slides, deleting slides, modifying slide backgrounds,

applying styles to slides

Insert and Format Shapes

o This objective may include but is not limited to: modifying shape backgrounds,

applying borders to shapes, resizing shapes, inserting shapes, creating custom

shapes, applying styles to shapes

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Order and Group Shapes and Slides

o This objective may include but is not limited to: inserting section headers,

modifying slide order, aligning and grouping shapes, displaying gridlines

Create Slide Content

Insert and Format Text

o This objective may include but is not limited to: changing text to WordArt,

creating multiple columns in a single shape, inserting hyperlinks, applying

formatting and styles to text, creating bulleted and numbered lists

Insert and Format Tables

o This objective may include but is not limited to: creating new tables, modifying

number of rows and columns, applying table styles, importing tables from

external sources

Insert and Format Charts

o This objective may include but is not limited to: creating and modifying chart

styles, inserting charts, modifying chart type, adding legends to charts, modifying

chart parameters, importing charts from external sources

Insert and Format SmartArt

o This objective may include but is not limited to: adding shapes to SmartArt,

changing color of SmartArt, moving text within SmartArt shapes, reversing

direction, converting lists to SmartArt

Insert and Format Images

o This objective may include but is not limited to: resizing images, cropping

images, applying effects, applying styles

Insert and Format Media

o This objective may include but is not limited to: adjusting media window size,

trimming timing on media clips, setting start/stop times, setting media options,

linking to external media

Apply Transitions and Animations

Apply Transitions between Slides

o This objective may include but is not limited to: inserting transitions between

slides, managing multiple transitions, modifying transition effect options

Animate Slide Content

o This objective may include but is not limited to: applying animations to shapes,

applying animations to text strings, adding paths to animations, modifying

animation options

Set Timing for Transitions and Animations

o This objective may include but is not limited to: modifying duration of effects,

configuring start and finish options, reordering animations, using the Animation

Pane

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Manage Multiple Presentations

Merge Content from Multiple Presentations

o This objective may include but is not limited to: merging multiple presentations,

reusing slides from other presentations, viewing multiple presentations

Track Changes and Resolve Differences

o This objective may include but is not limited to: setting track changes, modifying

options for track changes, discarding changes from specific users, managing

comments

Protect and Share Presentations

o This objective may include but is not limited to: encrypting presentations with a

password, proofing presentations, marking as final, compressing media,

embedding fonts, restricting permissions, removing presentation metadata,

checking for accessibility issues, checking for compatibility issues

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PowerPoint 2013 Certification Examination Tasks

While we cannot present you with the exact list, nor can we show you the order that the tasks

appear, we have compiled a list of tasks that closely resemble the tasks you will be asked to

complete while you navigate through your project.

Create new slides

Change slide layout

Reorder slides

Set slide size

Format background

Apply theme

Modify theme

Use the slide master to make a

customization to the presentation

Add image to slide master

Add page numbers and footers

Reuse slides

Create new slide from outline

Modify slides

Add or delete section headers

Inspect presentation

Protect presentation

Set print settings

Prepare handouts

Add pictures to presentation

Edit images (size, position, artistic

effect, color, border, or arrangement)

Add and modify a text box (fill,

border, content, position, size0.

Modify bulleted lists

Create custom bullets

Add and modify animations

(duration, order, effect options,

movement, etcetera)

Add and modify tables (style,

content, size)

Add slide transitions

Add and delete comments

Add and modify SmartArt (add and

change shape, color, style, order,

animation, fill)

Add and modify a chart (content,

format, style, title, axis, type)

Set up a custom slideshow

Set print settings to print only a

specific section

Set slideshow to run without

narration

Insert audio or video

Modify video and audio playback

options

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WHAT IS NEW IN POWERPOINT 2013 Information Provided by the Microsoft Corporation

Microsoft PowerPoint 2013 has a brand-new look: It’s cleaner and primed for use on tablets and

phones, so you can swipe and tap your way through presentations. Presenter View automatically adapts

to your projection set-up, and you can even use it on a single monitor. Themes now come with

variations, which make it simpler to hone in on the look you want. And when you’re working with

others, you can add comments to ask questions and get feedback.

More choices for getting started

Instead of opening with a blank presentation, PowerPoint 2013 gives you several ways to start your next

presentation using a template, a theme, a recent presentation, a not-so-recent presentation, or a blank

one.

New, improved presenter tools

Presenter View allows you to see your notes on your monitor while the audience only sees the slide. In

previous releases, it was difficult to figure out who saw what on which monitor. The improved Presenter

View fixes that headache and makes it simpler to work with.

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Use Presenter View on one monitor Presenter View no longer requires multiple monitors.

Now you can rehearse in Presenter View without hooking up anything else.

Zoom in on a slide Click the magnifying glass to zoom in on charts, diagrams, or whatever you

want to emphasize for your audience.

Jump to a slide Use Slide Navigator to browse to other slides in the presentation.

Automatic set up PowerPoint can automatically sense your computer setup and choose the

right monitor for Presenter view.

Widescreen friendly

Much of the world’s TVs and video have gone to widescreen and HD formats, and so has PowerPoint.

There’s a 16:9 layout, and new themes designed to take advantage of widescreen possibilities.

Start an online meeting from PowerPoint

Now you’ve got several ways to share a PowerPoint presentation over the Web. You can send out a link

to the slides, or start a full-on Lync meeting that displays the deck with audio and IM. Your audience can

join you from anywhere, on any device using Lync or the Office Presentation Service.

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Better design tools

Theme variations

Themes now come with a set of variations, like different color palettes and font families. And,

PowerPoint 2013 provides new widescreen themes along with standard sizes. Choose a theme and

variant from the start screen or from the Design tab.

Line-up and space objects equally

No more eyeballing objects on your slides to see if they’re lined up. Smart Guides automatically appear

when your objects, such as pictures, shapes, and more, are close to even, and they also tell you when

objects are spaced evenly.

Motion path improvements

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Now when you create a motion path, PowerPoint shows you where your object will end up. Your

original object stays put, and a “ghost” image moves along the path to the endpoint.

Merge common shapes

Select two or more common shapes on your slide and combine them to create new shapes and icons.

Improved video and audio support

PowerPoint now supports more multimedia formats, such as .mp4 and .mov with H.264 video and

Advanced Audio Coding (AAC) audio, and more high-definition content. PowerPoint 2013 includes more

built-in codecs so you don’t have to install them for certain file formats to work.

Use the Play in Background feature to play music while people view your slide show.

New eyedropper for color matching

You can capture the exact color from an object on your screen, and then apply it to any shape. The

eyedropper does the match-up work for you.

PowerPoint on touch devices

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Now it’s possible to interact with PowerPoint on most any device. Using typical touch gestures, you can

swipe, tap, scroll, zoom, and pan your way through your slides, and really feel the presentation.

Share and save

Share and save your Office files to the cloud

The cloud is like file storage in the sky. You can get to it anytime you’re online. Now it’s easy to save

your Office files to your own OneDrive or to your organization’s site. From there you can access and

share your PowerPoint presentations and other Office files. You can even work together with your

colleagues on the same file at the same time.

Comments

Now you can give feedback in PowerPoint with the new Comments pane. And you can show or hide

comments and revisions.

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Work together on the same presentation

You and your colleagues can work together on the same presentation, either with the desktop or online

versions of PowerPoint, and see each other’s changes.

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BASIC NAVIGATION

The ribbon contains the commands and other menu items that were on menu and toolbars in PowerPoint 2003 and earlier. The ribbon is designed to help you quickly find the commands that you need to complete a task.

Primary features of the ribbon

The ribbon as it appears on the left side of the Home tab in PowerPoint 2010.

A tab in the ribbon, in this case the Home tab. Each tab relates to a type of activity, such as inserting media or applying animations to objects.

A group on the Home tab, in this case the Font group. Commands are organized into logical groups and collected together under the tabs.

An individual button or command in the Slides group, in this case the New Slide button.

Other features of the ribbon

Other things that you might see on the ribbon are contextual tabs, galleries, and dialog box launchers.

A gallery, in this case the shapes gallery in the Drawing group. Galleries are rectangular windows or menus that present an array of related visual choices.

A contextual tab, in this case the Picture Tools tab. To reduce clutter, some tabs are shown only when they are needed. For example, the Picture Tools tab is shown only if you insert a picture on a slide, and then select the picture.

A Dialog Box Launcher, in this case, one that starts the Format Shape dialog box.

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Location of popular groups/commands on the ribbon

To find the location of specific commands on tabs and groups, see the diagrams following.

File tab

The File tab is where you can create a new file, open or save an existing file, share, package, convert, inspect, and print your presentation.

Home tab

The Home tab is where you can insert new slides, group objects together, and format text on your slide.

If you click the arrow next to New Slide, you can choose from several slide layouts.

The Font group includes the Font, Bold, Italic, and Font Size buttons.

The Paragraph group includes Align Text Right, Align Text Left, Justify, and Center.

To find the Group command, click Arrange, and under Group Objects select Group.

Insert tab

The Insert tab is where you can insert tables, shapes, charts, headers, or footers into your presentation.

Table

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Shapes

Chart

Header & Footer

Design tab

The Design tab is where you can customize the background, theme design and colors, or the page setup of your presentation.

Click Page Setup to launch the Page Setup dialog box.

In the Themes group, click a theme to apply it to your presentation.

Click Background Styles to select a background color and design for your presentation.

Transitions tab

The Transitions tab is where you can apply, change, or remove transitions to your current slide.

In the Transitions to This Slide group, click a transition to apply it to the current slide.

In the Sound list, you can select from several sounds to play during your transition.

Under Advance Slide, you can select On Mouse Click to make the transition occur when you click.

Animations tab

The Animations tab is where you can apply, change, or remove animations to objects on your slide.

Click Add Animation, and select an animation to apply to the selected object.

Click Animation Pane to launch the Animation Pane task pane.

The Timing group includes areas to set the Start and Duration.

Slide Show tab

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The Slide Show tab is where you can start a slide show, customize the settings for your slide show, and hide individual slides.

The Start Slide Show group, that includes From Beginning and From Current Slide.

Click Set Up Slide Show to launch the Set Up Show dialog box.

Hide Slide

Review tab

The Review tab is where you can check the spelling, change the language in your presentation, or compare changes in the current presentation against another presentation.

Spelling, to start the spelling checker.

The Language group, that includes Editing Language, where you can select the language.

Compare, where you can compare changes in the current presentation against another presentation.

View tab

The View tab is where you can view the slide master, notes master, slide sorter. You can also turn on or off the ruler, gridlines, and drawing guidelines.

Slide Sorter

Slide Master

The Show group, that includes Ruler and Gridlines.

.

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Dialogue Boxes

Many of the groups have a dialogue box launcher.

If you look carefully at the bottom right of many groups, there is a small control called the dialog box launcher. Clicking on this will display a dialog box containing even more options. Display the Home tab, and click in the Font dialog box launcher from PP 2010.

Some have multiple levels

Here is an example from MS Word the Styles Group

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Expands to a larger styles group that shows all styles and enables the user to change specific styles for individual components such as heading 4.

Notice the three buttons at the bottom. They launch the style inspector, allow a user to create a new style, and/or launch the style manager.

Further, a user can also click on options on the bottom left to launch yet another dialogue box.

Dialog boxes contain a range of additional commands and options

Click on the Cancel button to close the dialog box or click the x.

BASIC TASKS FOR CREATING A POWERPOINT 2013

PRESENTATION Information Provided by the Microsoft Corporation

PowerPoint presentations work like slide shows. To convey a message or a story, you break it

down into slides. Think of each slide as a blank canvas for the pictures, words, and shapes that

will help you build your story.

Choose a theme

When you open PowerPoint, you’ll see some built-in themes. A theme is a slide design that

contains matching colors, fonts, and special effects like shadows, reflections, and more.

1. Choose a theme. 2. Click Create, or pick a color variation and then click Create.

Remove the current slide design

To change the current theme to another theme:

1. On the Design tab, in the Themes group, click More. 2. Do one of the following:

Under Custom, choose a custom theme to apply. Under Office, click a built-in theme to apply. If your goal is to display little to no color in your

presentation, (something plain with a white background), apply the Office Theme Click Browse for Themes, and locate and click a theme.

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Change theme fonts

1. Click View > Slide Master > Fonts > Customize Fonts. 2. In the Create New Theme Fonts dialog box, under the Heading font and Body font boxes, select

the fonts that you want to use. 3. In the Name box, type an appropriate name for the new theme fonts, and click Save.

Save your custom theme

Save the changes that you make to the colors, fonts, or and effects as a theme (.thmx file). That

way you can apply this new theme to your other presentations.

1. Click View > Slide Master > Themes. 2. Click Save Current Theme. 3. In the File name box, type an appropriate name for the theme, and click Save. The revised

theme is saved as a .thmx file in the Document Themes folder on your local drive and it is automatically added to the list of custom themes on the Design tab in the Themes group.

Change the colors, fonts, and effects

You can easily change the look and feel of your presentation by applying a different theme.

1. On the Design tab, pick a theme.

2. In the Variants group, select a color variation that you like.

Tip To preview how the current slide looks with a particular theme applied, rest your pointer

on the thumbnail of that theme.

To view more themes, on the Design tab, click More .

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Insert a new slide

On the Home tab, click New Slide, and pick a slide layout.

Save your presentation

1. On the File tab, click Save. 2. Pick or browse to a folder. 3. In the File name box, type a name for your presentation, and then click Save.

Tip Save your work as you go. Hit Ctrl+S often.

Add text

Click inside a text placeholder, and begin typing.

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Format your text

1. Select the text. 2. Under Drawing Tools, click Format. 3. Do one of the following:

To change the color of your text, click Text Fill, and then choose a color. To change the outline color of your text, click Text Outline, and then choose a color. To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, click Text Effects, and then

choose the effect you want.

Add shapes

1. On the Insert tab, click Shapes. 2. Pick the shape that you want, click anywhere on the slide, and then drag to draw the shape.

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Tip To create a perfect square or circle (or constrain the dimensions of other shapes), press

and hold Shift while you drag.

Add pictures

On the Insert tab, do one of the following:

To insert a picture that is saved on your local drive or an internal server, click Pictures on my PC, browse for the picture, and then click Insert.

To insert a picture from Bing or the Office.com Clip Art gallery, click Online Pictures, and use the search box to find a picture.

For example, type ‘Cats’ in the Office.com Clip Art search box.

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Here’s a sample of the cat pictures you’ll see:

Choose a picture, and then click Insert.

Add headers and footers to a presentation

Show footer information on your slides

You can add information like a presentation title or the words ‘Company Confidential’ to the

bottom of your slides. You can also add things like the date and time, and slide numbers.

1. Click Insert > Header & Footer. 2. On the Slide tab, check Footer. 3. In the box below Footer, type the text that you want, such as the presentation title. 4. Check Date and Time to add that to your slides. 5. Check Slide number to add that to your slides. 6. To stop the footer from appearing on the title slide, check Don't show on title slide. 7. Click Apply to All. Or, if you want the footer information only on the selected slide, click Apply

instead of Apply to All.

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Change the footer

1. Click View > Normal, and click the slide you want to change. To select more than one slide, click the first slide you want to change, then press and hold Ctrl while you click the other slides.

2. Click Insert > Header & Footer.

3. Click the Slide tab, make the changes you want, and click either Apply to apply the changes to the selected slides, or Apply to All to make the changes to all the slides. If you don’t want the footer to appear in the title slide, check the Don't show on title slide box.

Keyboard shortcut for opening Slide Master view

Press Shift and click the Normal button at the bottom of PowerPoint (next to the Slide Sorter

and Reading View buttons).

Add speaker notes

Slides are best when you don’t cram in too much information. You can put helpful facts and

notes in the speaker notes, and refer to them as you present.

1. To open the notes pane, at the bottom of the window, click Notes.

2. Click inside the Notes pane below the slide, and begin typing your notes.

Print your speaker notes

1. On the File tab, click Print. 2. Under Printer, choose the printer that you want to print to. 3. Under Settings, next to Full Page Slides, click the down arrow and under Print Layout, click

Notes Pages. 4. Click Print.

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Give your presentation

On the Slide Show tab, do one of the following:

To start the presentation at the first slide, in the Start Slide Show group, click From Beginning.

If you’re not at the first slide and want to start from where you are, click From Current Slide. If you need to present to people who are not where you are, click Present Online to set up a

presentation on the web, and then choose one of the following options: Present online using the Office Presentation Service Start an online presentation in PowerPoint using Lync

Tip For information about viewing your notes as you give your presentation without the

audience seeing them, see Use Presenter view to deliver your slide show.

Get out of Slide Show view

To get out of Slide Show view at any time, on the keyboard, press Es

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Add a transition to a slide

1. In the Thumbnail Pane, click the slide that you want to apply a transition to. The transition setting dictates how that slide enters and the preceding slide exits – in our example below, if you add a transition to slide 3, it dictates how slide 2 leaves and slide 3 enters.

2. On the Transitions tab, find the effect that you want in the Transition gallery. Click the More button to see the entire gallery. Click the effect that you want for that slide and to see a preview.

3. Click Transitions > Effect Options to change how the transition occurs – for example, what direction the slide enters from.

4. Enter a time at Duration to set how fast the transition goes. Set the number higher to make the transition go slower. For more about transition timing, see the link to Set the speed and timing of transitions, linked to at right, under See also.

5. Click Preview to see what the transition looks like with all the settings. 6. If you want all slides in the presentation to transition the same way, click Apply To All in the

Timing group.

Set the speed of a transition

A shorter duration means a slide advances faster, and larger numbers make the effect go more

slowly. Select the slide that has the transition that you want to change. On the Transitions tab, in

the Timing group, in the Duration box, type the number of seconds that you want it to run. If

you want all the slide show’s transition effects to use the same speed, click Apply to All.

Remove a transition

A transition applies to a slide’s entrance, not how it exits. So if you want to remove the exit

effects for slide 2, remove the transition from slide 3. Click the slide that you want to have no

transition. Then on the Transitions tab, in the Transitions gallery, click None.

Backgrounds in PowerPoint

Backgrounds: First steps

If you want to start from scratch, just right-click on a blank part of the slide. Click Format

Backgrounds. A menu appears on the right-hand side and you can use colors, pictures, or

textures. Remember, this is the background of your presentation, so don’t be afraid to use white

or black. Don’t let the background overwhelm your presentation.

A bit about Slide Masters

Watermarks and logos are often found in the PowerPoint Slide Master. If you don’t know how to

work with Slide Masters, you’ll need to learn about opening and closing them. To open the Slide

Master, select View>Slide Master. Make sure you select the Close Master View button when

you are done with changes.

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Picture backgrounds: Two methods

Click Insert>Pictures to add images such as logos. To use pictures as a backgrounds, reduce transparency so text can be seen. Right-click a blank

part of the slide. Click Format Backgrounds > Picture or texture fill, use the menu to change transparency.

Removing backgrounds

If you can’t remove a background, it may be part of a theme. On the Home Tab, click the

Layout button to see what the slides look like. You can change a theme by going to the Design

tab and mousing over the different designs. The Office Theme is the simplest with a blank

background.

Add bullets to text

Add bullets or numbers to text

Use bullets or numbers to present lots of text or a sequential process in a PowerPoint 2013

presentation.

1. On the View tab, in the Presentation Views group, click Normal. 2. On the left-hand side of the PowerPoint window, click a slide thumbnail that you want to add

bulleted or numbered text to. 3. On the slide, select the lines of text in a text placeholder or table that you want to add bullets or

numbering to. 4. On the Home tab, in the Paragraph group, click Bullets or Numbering.

To change all lines of text, select the outline of the text object, and then apply the bullet or numbering.

To increase or decrease the indent, to change spacing between a bullet or number and the text, to change the style, color, or size of bullets or numbers, to manually change the number that you want to start from, and so on, see Adjust the indent in a bulleted or numbered list on the ruler.

Keyboard shortcuts

To increase a list level: Tab+Enter.

To decrease a list level: Shift+Tab.

Manage text in a placeholder by using AutoFit

If you add more text to a body text placeholder than the placeholder can contain, your text

automatically resizes to a smaller font so that all of the text will fit in the placeholder. This

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automatic text resizing is called AutoFit. To turn AutoFit off and allow text to move beyond the

placeholder border, click the AutoFit Options button, which appears next to the placeholder,

and then click Stop Fitting Text to This Placeholder. To turn AutoFit back on, click the

AutoFit Options button, and then click AutoFit Text to Placeholder.

Animate pictures, clip art, text, and other objects

Animate just about anything

With animations you can get as complex as you want, or you can keep it simple. To add an

animation, you first select what you want to animate, choose an animation, and then modify it

with effect options. Go to the Animations tab, open the Animations Gallery, and select an

animation. Notice that every time you select one you see a preview. That's the default workflow

for creating animations. You make a change, then see a preview.

Animate text, as well as pictures, shapes, charts, and SmartArt graphics

Many presenters use less text and more things like videos and charts to make their slides more

visually appealing. But there's no reason why text can't be used effectively, especially with the

help of animation. Add impact by rewriting the text to use fewer words. Then, choose font styles

and sizes that make your information easier to understand and remember. And add animation to

give it more impact. Also, learn how to use the timeline to change the duration of each

animation.

Customize with motion paths

You can create some pretty amazing presentations with lots of motion path animations:

On the Animations tab, click More in the Animation Gallery, and under Motion Paths, do one

of the following:

Click Lines, Arcs, Turns, Shapes or Loops. The path chosen appears as a dotted line on the selected object or text. The green arrow indicates the path’s beginning and the red arrow indicates its end. Drag either end to put the endpoints where you want them.

Click Custom Path. When you click where you want the motion path to start, the pointer becomes a cross-hair.

To draw a path of connected straight lines , click where you want the motion path to start.

Move the pointer and click to create a line between the two click points. Move and click again to

draw another line. Double-click to stop drawing lines.

To draw a freehand path , click where you want the motion to start. Hold the left mouse

button and move the pointer on the path that you want the object to follow. Double-click at the

motion’s final end point.

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Add sound effects to an animation

Combine animation effects

When you’re working with multiple animation effects to a single object or slide, we recommend

using the Animation Pane. Click Animation > Advanced Animation > Animation Pane to

open it.

1. Click the thing on your slide that you want to animate. 2. On the Animations tab, use the Animation gallery or Add Animation to apply an effect to the

object that you clicked. 3. Click Add Animation to add another effect. If you don’t use Add Animation, you won’t add a

new effect but instead will change an effect you’ve applied. 4. Use the Animation Pane to change the order of the effects, and the Timing group on the

Animation tab to coordinate when each effect starts and how long it lasts. At Start, choose With Previous to run an effect at the same time as another. Choose

After Previous to start an effect when another one finishes. 5. To watch how it all works together, click Preview on the Animation tab.

An important tip

Animation is fun, but can become too much of a good thing. Many presentation experts

recommend using animations and sound effects sparingly, because too much can be distracting.

You don’t want people to ignore you because they’re watching things move instead.

Trigger an animation effect

Trigger an animation effect to begin when you click it

1. On the Animations tab, in the Advanced Animation group, click Animation Pane. 2. In the Animation Pane, select the animated shape or other object that you want to trigger to

begin playing when you click it. 3. In the Advanced Animation group, click Trigger, point to On Click of, and then select the object.

Trigger an animation to begin during a video or audio clip

To trigger an animation effect to play during a video or audio clip, you must first insert a

bookmark at the desired point in the clip.

1. Add a bookmark to your video or audio clip for where you want to trigger an animation effect to begin.

2. On the Animations tab, in the Advanced Animation group, click Animation Pane. 3. In the Animation Pane, select the animation effect that you want to begin at a certain point

during the audio or video clip.

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4. In the Advanced Animation group, click Trigger, point to On Bookmark, and select the bookmark that you want to trigger the animation to begin.

Trigger text to appear as an overlay on a video

You can add text to fade in and out while your video plays. By adding animation effects to your

text, it gives you more control over how and when your text appears.

Add a chart to a presentation

You can make a chart in PowerPoint or Excel. If you have lots of data to chart, create your chart

in Excel, and then copy it into your presentation. This is also the best way if your data changes

regularly and you want your chart to always reflect the latest numbers. In that case, when you

copy the chart, keep it linked to the original Excel file.

To create a simple chart from scratch in PowerPoint, click Insert > Chart and pick the chart you

want.

1. Click Insert > Chart.

2. Click the chart type and then double-click the chart you want.

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Tip For help deciding which chart is best for your data, see available chart types on page 44 of

this handbook

In the spreadsheet that appears, replace the default data with your own information.

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4. When you’ve finished, close the spreadsheet.

Tip When you insert a chart, small buttons appear next to its upper-right corner. Use the

Chart Elements button to show, hide, or format things like axis titles or data labels. Or use

the Chart Styles button to quickly change the color or style of the chart. The Chart Filters

button is a more advanced option that shows or hides data in your chart.

What is a slide master?

Slide masters are designed to help you create great looking presentations in less time, without a

lot of effort. When you want all your slides to contain the same fonts and images (such as logos),

make those changes to the Slide Master.

The best way to explain what a slide master is, is to explain how slide masters, slide layouts, and

themes work together. Let’s start with slide masters and then we can move on to themes and

slide layouts.

You can change the fonts, add an image, and make other edits to the slide master in Slide Master

View. To get to Slide Master View, on the View tab, click Side Master. The master slide is the

top slide in the thumb nail pane on the left side of the screen (shown below). The related slide

layouts appear just below the slide master.

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When you edit the slide master, all slides that follow that master will contain those changes.

However, the majority of changes that you make will most likely be to the slide layouts related to

the master.

A few good reasons for using a slide master and the related slide layouts are:

You can make widespread style changes to all the slides in your presentation by modifying the layouts and slide master in Slide Master View. Then, when creating your presentation in Normal view, you add new slides that are based on those layouts. You make the change once to the slide master or layout and it applies to all the slides that follow that master and related layouts.

When you make changes to layouts and the slide master such as, changing and formatting content (text, videos, pictures, charts, shapes, clip art, a background, etc.) in Slide Master View, other people working in your presentation (in Normal view) can’t accidentally delete or edit what you’ve done.

One final tip: It is a good idea to edit your slide master and layouts before you start to build

individual slides. That way all of the slides that you add to your presentation will be based on

your custom edits. If you edit the slide master or layouts after you build individual slides, you’ll

need to reapply the changed layouts to the existing slides in your presentation in Normal view.

Otherwise, you won’t see the changes in your slides.

Themes

A theme is a palette of colors, fonts, and special effects (like shadows, reflections, 3-D effects,

and more) that complement one another. A skilled designer created each theme in PowerPoint.

We make those pre-designed themes available to you on the Design tab in Normal View (shown

below), and also on office.com.

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Every theme you use in your presentation includes a slide master and a related set of layouts. If

you use more than one theme in your presentation, you’ll have more than one slide master and

multiple sets of layouts.

Note Every presentation has a theme — even the slides that appear with no color. That ‘plain’

theme in PowerPoint is called Office Theme. It is the theme, second from the left in the Themes

gallery shown below.

For example, take the Basis theme (the green one on the far left in the Themes gallery above);

By looking at that green splotch, you can’t really see the fonts or the effects that are also

associated with it, but when you apply it to your slides, you’ll see them.

Note In the Slide Layouts section, we’ll use the Basis theme to demonstrate how themes, slide

masters, and layouts work together.

Slide Layouts

To refresh, each theme contains a slide master. Each slide master has a set of related slide

layouts that display the theme colors, fonts, and effects. You change and manage slide layouts in

Slide Master View. To get to Slide Master View, on the View tab, click Side Master. The

layouts are located beneath the slide master (at the top), in the thumb nail pane on the left side of

the screen.

The picture below shows the slide master and two of the ten layouts for the Basis theme.

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Every theme (and slide master) has a different number of layouts. If you are creating a

presentation using the Basis theme, most likely, you won’t use all of the layouts provided. You’ll

pick the layouts that best match your slide content, and the others you’ll ignore or delete.

In Normal view, you’ll apply the layouts to your slides (shown below).

This this is where layouts, slide masters, and themes work together. Each slide layout is set up

differently — with different types of placeholders in different locations on each layout. The

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designer who creates each theme determines how the slide layouts are arranged, the number of

layouts per slide master, and the font, effects, and colors that are used to make up that theme.

For example, every slide master has a related slide layout called Title Slide Layout. However,

each theme arranges the text and other object placeholders for that layout slightly differently —

and with different colors, fonts and effects. The picture below shows first, the Basis theme’s

version of the layout called Title Slide Layout. And to contrast it, the slide layout below it is the

Title Slide Layout for the Integral theme.

You can change anything about a layout to suit your needs. When you change a layout, and then

go to Normal View, every slide you add after that will be based on this layout and will reflect the

changed look of the layout. However, if there are existing slides in your presentation that are

based on that layout, you’ll need to reapply the layout to those slides.

Use slide masters to customize a presentation

Make changes to the slide master

Every PowerPoint presentation contains a slide master with related slide layouts and a theme.

You can make changes to the slide master and also to the related layouts to make them work with

the text and other objects that you want to put on your slides.

1. On the View tab, click Slide Master.

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2. In Slide Master View, the slide master appears at the top of the thumbnail pane with related layouts beneath it.

3. Click to select the master slide, and then on the Slide Master tab, click Master Layout. 4. To show or hide the title, text, date, slide numbers, or footer placeholders on the slide master,

check the boxes to show, or uncheck the boxes to hide the placeholders. 5. To change the background style, on the Slide Master tab, click Background Styles, and then

choose a background style.

Delete a slide layout

In the slide thumbnail pane, below the slide master, right-click each slide layout that you want to

delete, and then click Delete Layout on the shortcut menu.

Add an additional slide master to a presentation

1. Click View > Slide Master. 2. On the Slide Master tab, do one of the following:

a. In the Edit Theme group, click Themes, and then under Built-in, select a theme that you want the additional Slide Master to adhere to.

b. In the Edit Master group, click Insert Slide Master. Note that, if you use this procedure, the slide master appears without theme color and effects.

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Chart Types

Chart Type

Best Use/Description

Area Examine how values in different categories fluctuate over time, and see the cumulative change in values. (Same as a line chart, except the area between the lines is colored in.)

Bar Compare values in different categories against one another, usually over time. Data is displayed in horizontal bars. (Same as a column chart, except the bars are horizontal.)

Bubble Examine data relationships by studying the size and location of the bubbles that represent the relationships. Bubble charts are often used in financial analyses and market research. (Similar to an XY scatter chart, except you can use three instead of two data series, and the data points appear as bubbles.)

Column Compare values in different categories against one another, usually over time. Data is displayed in vertical columns. (Same as a bar chart, except the bars are vertical.)

Doughnut See how values compare as percentages of a whole. (Similar to a pie chart, except you can use more than one data series and create “concentric doughnut rings” in the chart.)

Line Examine how values fluctuate over time. Data is displayed in a set of points connected by a line.

Pie See how values compare as percentages of a whole. Data from categories is displayed as a percentage of a whole. (Similar to a doughnut chart.)

Radar Examine data as it relates to one central point. Data is plotted on radial points from the central point. This kind of chart is often used to make subjective performance analyses.

Stock See how the value of an item fluctuates, as well as its daily, weekly, or yearly high, low, and closing price. This chart is used to track stock prices, but it can be used as well to track air temperature and other variable quantities.

Surface Examine color-coded data on a three-dimensional surface to explore relationships between data values.

XY (Scatter) Compare different numeric data point sets in space to reveal patterns and trends in data. (Similar to a bubble chart, except the data appears as points instead of bubbles.)

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Convert PowerPoint Presentation To Different File Types

This is different than just saving a powerpoint as a different file type so you need to be clear what you are being asked to do in your question.

To begin, launch the presentation which you want to convert. Head over to File menu, and click Save & Send.

It will bring up Save as dialog, specify the location where you want to save presentation and click

Save.

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P O W E R P O I N T F I L E T Y P E S

Save As file type Extension Use to save

PowerPoint Presentation

.pptx A PowerPoint presentation, which is an XML-enabled file format, by default.

PowerPoint Macro-Enabled Presentation

.pptm A presentation that contains visual basic (vba) code.

PowerPoint 97-2003 Presentation

.ppt A presentation that you can open in PowerPoint 97 to Office PowerPoint 2003.

PDF Document Format

.pdf A PostScript-based electronic file format developed by Adobe Systems that preserves document formatting and enables file sharing.

XPS Document Format

.xps A new electronic paper format for exchanging documents in their final form.

PowerPoint Design Templates

.potx A PowerPoint 2010 or 2007 presentation template that you can use to format future presentations.

PowerPoint Show .pps; .ppsx A presentation that always opens in Slide Show view rather than in Normal view.

PowerPoint 97-2003 Design Template

.pot A template that you can open in PowerPoint 97 to Office PowerPoint 2003.

Office Theme .thmx A style sheet that includes definitions of a color theme, font theme, and effect theme.

PowerPoint Macro-Enabled Show

.ppsm A slide show that includes pre-approved macros that you can run from within a slide show.

PowerPoint Add-In .ppam An add-in that stores custom commands, Visual Basic for Applications (VBA) code, and specialized features such as an add-in.

PowerPoint 97-2003 Add-In

.ppa An add-in that you can open in PowerPoint 97 to Office PowerPoint 2003.

Windows Media Video

wmv A presentation that is saved as a video. PowerPoint 2010 presentations can be saved at High Quality (1024 x 768, 30 frames per second); Medium Quality (640 x 480, 24 frames per sec); and Low Quality (320 X 240, 15 frames per second). The WMV file format plays on many media players, such as Windows Media Player.

GIF (Graphics Interchange Format)

.gif A slide as a graphic for use on Web pages.

The GIF file format is limited to supporting 256 colors. Therefore, it is more effective for scanned images such as illustrations. GIF can also be good for line drawings, black and white images, and small text that is only several pixels high. GIF supports animation and transparent backgrounds.

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JPEG (Joint Photographic Experts Group) FileFormat

.jpg A slide as a graphic for use on Web pages.

The JPEG file format supports 16 million colors and is best suited for photographs and complex graphics.

PNG (Portable Network Graphics) Format

.png A slide as a graphic for use on Web pages.

TIFF (Tag Image File Format)

.tif A slide as a graphic for use on Web pages.

TIFF is the best file format for storing bit-mapped images on personal computers. TIFF graphics can be any resolution, and they can be black and white, gray-scaled, or color.

Outline/RTF .rtf A presentation outline as a text-only document tha provides smaller file sizes and the ability to share macro-free files with others who may not have the same version of PowerPoint or the operating system that you have. Any text in the notes pane is not saved with this file format.

PowerPoint Picture Presentation

.pptx A PowerPoint 2010 or 2007 presentation where each slide has been converted into a picture. Saving a file as a PowerPoint Picture presentation will reduce the file size. However, some information will be lost.

OpenDocument Presentation

.odp You can save PowerPoint 2010 files so they can be opened in presentation applications that use the OpenDocument Presentation format, such as Google Docs and OpenOffice.org Impress. You can also open presentations in the .odp format in PowerPoint 2010. Some information might be lost when saving and opening .odp files.

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Creating a PowerPoint Show

When you deliver a PowerPoint presentation, you don't want technical issues--such as starting your

presentation on the correct slide--to concern you. Microsoft PowerPoint allows you to save your

presentations to start automatically by changing the settings within the program's menu. A

powerpoint show is a presentation that always opens in Slide Show view rather than in Normal view.

Save Presentation as a PowerPoint Show File

Save the presentation containing the PowerPoint triggers, transitions, animations, sounds, timings,

ink marks, etcetera as a PowerPoint show file. This will embed the sound/music files into the

presentation so that they will be included when you email this show to others.

1. Choose File > Save As

2. In the Save As dialog box, type a name for the file (if it is not already named) and then click

on the drop down arrow for Save as type:

3. Scroll to select the option PowerPoint Show (*.ppsx).

4. Click the Save button.

How to Create a Custom Show in PowerPoint 2010 or 2013

To create a custom show in PowerPoint 2010:

1. Before you start creating your custom slide show, create all the necessary slides.

2. On the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and then click

Custom Shows.

2. In the Custom Shows dialog box, click New.

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RESOURCES

Microsoft makes available a number of free resources via the Microsoft Virtual Academy

Available at http://www.microsoftvirtualacademy.com/

Microsoft PP Support

http://office.microsoft.com/en-us/powerpoint-help/what-s-new-in-powerpoint-2013-

HA102809628.aspx

Tons of free training videos are available through Microsoft at

http://office.microsoft.com/en-us/powerpoint-help/training-courses-for-powerpoint-2013-

HA104015465.aspx