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Table of Contents
What is Microsoft Word? ........................................................................................................................................ 4
Quick Access Toolbar ......................................................................................................................................... 5
File Menu ............................................................................................................................................................ 5
Title Bar, Help Menu, Ribbon Display Options ................................................................................................. 5
Using Tools in Word ............................................................................................................................................... 6
Save Your Work.................................................................................................................................................. 6
Get Ready for Typing ............................................................................................................................................. 6
The Cursor........................................................................................................................................................... 7
Selecting Text ..................................................................................................................................................... 7
Selecting Lines and Paragraphs .......................................................................................................................... 7
To select several lines or a paragraph: ................................................................................................................ 7
To use Change Case command ...................................................................................................................... 8
Style Group ............................................................................................................................................................. 8
To create a bulleted list: ...................................................................................................................................... 9
Clipboard Group ................................................................................................................................................. 9
To Cut and Paste text: ....................................................................................................................................... 10
Paragraph Group ............................................................................................................................................ 10
Insert Tab .............................................................................................................................................................. 12
Tables Group ..................................................................................................................................................... 12
How to insert a shape ........................................................................................................................................ 12
How to add text to a shape ................................................................................................................................ 12
How to move a shape ........................................................................................................................................ 13
How to re-size a shape ...................................................................................................................................... 13
Keyboard Shortcuts ........................................................................................................................................... 13
Using Styles ...................................................................................................................................................... 14
Apply Heading 1 style: ..................................................................................................................................... 15
Change Style Sets.............................................................................................................................................. 15
Bullets & Numbering ........................................................................................................................................ 15
Insert Footnote .................................................................................................................................................. 15
Document Elements .............................................................................................................................................. 16
To add page numbers: ....................................................................................................................................... 16
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Insert Pages ....................................................................................................................................................... 16

To insert a cover page: ...................................................................................................................................... 17
To insert a blank page: ...................................................................................................................................... 17
Insert Pictures .................................................................................................................................................... 17
How to move a picture: ..................................................................................................................................... 17
Table of Contents .............................................................................................................................................. 18
To update a Table of Contents .......................................................................................................................... 18
Other Useful Commands ....................................................................................................................................... 20
Margins and Orientation ................................................................................................................................... 20
To view a print preview: ................................................................................................................................... 20
What is Microsoft Excel? ...................................................................................................................................... 21
Microsoft Excel 2016 Interface ......................................................................................................................... 21
The Welcome Page ........................................................................................................................................... 22
The Ribbon ........................................................................................................................................................ 22
Exercise – “My Pet Store Earnings” ................................................................................................................. 23
Entering Data into Cells .................................................................................................................................... 23
Basic Formatting - Labels ................................................................................................................................. 23
Basic Formatting - Values................................................................................................................................. 24
Calculating with Formulas ................................................................................................................................ 25
Copy a Formula with Autofill ........................................................................................................................... 25
Quick Addition with AutoSum ......................................................................................................................... 26
Save Your Work................................................................................................................................................ 27
Exercise – “Welcome to Excel” ........................................................................................................................ 27
Formulas and Functions .................................................................................................................................... 28
Writing and Copying Formulas......................................................................................................................... 28
Copy a ................................................................................................................................................................. 0
Absolute References ........................................................................................................................................... 0
The AutoSum Function ....................................................................................................................................... 1
The Payment Function ........................................................................................................................................ 1
Excel Tables ........................................................................................................................................................ 3
Create an Excel Table ......................................................................................................................................... 3
Table Tools – Design Tab ................................................................................................................................... 3
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Sort Your Data .................................................................................................................................................... 4

Filter Your Data .................................................................................................................................................. 4
Charts .................................................................................................................................................................. 5
Insert a basic graph ............................................................................................................................................. 5
Move a chart to a new worksheet........................................................................................................................ 5
One-on-One Help, Classes, and Online Courses ................................................................................................ 6
What is Microsoft PowerPoint? .............................................................................................................................. 7
Microsoft PowerPoint 2016 Interface ................................................................................................................. 7
The Welcome Page ............................................................................................................................................. 7
The Ribbon .......................................................................................................................................................... 8
Five Principles for Good PowerPoint Design ..................................................................................................... 0
Review A PowerPoint Presentation .................................................................................................................... 1
Basic Text Edits .................................................................................................................................................. 1
Transitions and Animations ................................................................................................................................ 2
Presentation Views .............................................................................................................................................. 2
Create a PowerPoint Presentation ........................................................................................................................... 2
Share your presentation ....................................................................................................................................... 3
Animations Tab ................................................................................................................................................... 4
Save Your Work.................................................................................................................................................. 4
Themes in PowerPoint ........................................................................................................................................ 6
Applying Themes ................................................................................................................................................ 6
Slide Transitions ................................................................................................................................................. 9
Apply a Transition ............................................................................................................................................ 10
Preview a transition ........................................................................................................................................... 11
Modifying transitions ........................................................................................................................................ 12
Modify the transition duration .......................................................................................................................... 12
Add sound to a transition .................................................................................................................................. 13
Remove a transition .......................................................................................................................................... 13
Presenting Your Slideshow ............................................................................................................................... 13
To advance and reverse slides:.......................................................................................................................... 14
To stop a slide show: ......................................................................................................................................... 15
Presentation tools and features .......................................................................................................................... 15
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To show the taskbar: ......................................................................................................................................... 16

Slide options ...................................................................................................................................................... 16
To skip to a nonadjacent slide: .......................................................................................................................... 17
To access drawing tools: ................................................................................................................................... 17
To erase ink markings: ...................................................................................................................................... 19
Presenter view ................................................................................................................................................... 19
To access Presenter view: ................................................................................................................................. 20
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What is Microsoft Word?

Word is used to “create beautiful documents, easily work with others, and enjoy the read.” The types of
documents you can create with Word include:
!! Letters – personal, business (including résumés), creative or general notes
!! Notices – basic flyers, menus, checklists
!! Reports – for school, work or a special interest group
Word has excellent tools and a work area that resembles a sheet of paper. Word on the
Welcome Page offer pre-designed documents. Browse them to visualize what is
possible with Word. Click on a template to see a description and suggested use for the template.
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Quick Access Toolbar

The Quick Access Toolbar is above the Tabs and has commands used most often, including “Save”.
Place the mouse arrow over each icon (do not click) to see the name and use for each icon.
You may customize the commands in the toolbar if you click the black arrow at the end of the toolbar.
The Undo command “takes back” any changes made to the document. For example, type “Undo” in the
blank document you have open, then click Undo in the Quick Access Toolbar. Undo keeps track of
actions by sequence; if you accidentally erase (change) data in your file, click Undo right away to get
it back. On that note, it is important to “save early and save often.” (See “Saving Your Work” on page
5.)

File Menu
The File Menu contains actions at the file level. Click the blue “File” tab to the far left of the tabs. What
you’ll see is the “backstage” area. From here, you can create a New document, Open an existing one,
Save changes to the current document, Save As a different file with a different name, Print the current
document, and other options. Click the “back arrow” at the top to exit the backstage area.

Title Bar, Help Menu, Ribbon Display Options

The Title Bar shows the name of the program and the name (title) of your document. (Top-most bar in
program window.) A new document has a temporary title, Document1, until you “Save As” with a
different name. To the far right on the Title Bar is the Help Menu and Ribbon Display options.
The Help Menu has articles on using the software. Not sure how to perform a certain action or where
to find a command? Click the question mark icon to browse Help articles, or search for specific topics.
Ribbon Display Options allow you to see more or less of the Ribbon and the work area, as a result.
Take a moment to locate and explore these features in the Word program window.
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Using Tools in Word

Start learning about word processing by working in a Microsoft Word 2016 document.
Save Your Work
To make sure you don’t lose your work on a document, you should “save early and save often.” Let’s
start by saving the document you have open in Word 2016:
1.! Click the blue File Button near the Tabs. Learn more about “File Menu” on page 4.
2.! Click Save As. This option is for saving, or naming, a file for the first time. You may create different
versions of a file by “saving as” a new name. Learn more in “Quick Access Toolbar” on page 3.
3.! Click “Computer”. See TIP below and “Saving With OneDrive” (page 11) for “cloud” storage info.
4.! Click “My Documents” folder. On KCLS computers, files saved to “My Documents” folder are
erased at the end of your session. Consider a USB drive, or OneDrive for long-term storage.
5.! Name file “My Practice Document”. Generally, choose a name that is easy to remember.
6.! Click Save.

! TIP: Have a Microsoft account with [Link], [Link] or [Link]? Microsoft Office 2016
Programs offer “cloud” file storage through OneDrive. Click OneDrive instead of “Computer” to log
in, save the file and access anyplace through the Internet. Learn more at [Link]/office2016cloud.

Word 2016 Backstage View – “Save As” to “My Documents”

Get Ready for Typing

The main workspace in Word resembles a piece of paper on your screen. Note the vertical blinking
line, the cursor, near the top left of the paper. Cursor and mouse pointer shape offer hints in Word.
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The Cursor
The cursor indicates where text will appear as you type; it also indicates font size for that spot. Earlier,
you created a document from the “Facet design (blank)” template on the Welcome Page. Note the size
of the cursor next to the word “Title”. What is the font size value for the word “Title”? (Look toward
the Font Group in the ribbon.)
Now move your mouse pointer in front of the word “Heading” and left-click once. This moves the
cursor. Note the cursor size and font size value in the font size box. What is the font size value?
Mouse Pointer Shape
You may have noticed the mouse pointer changes shape as you move to different areas in Word.
The two most common shapes indicate different functions. The mouse pointer arrow is for clicking
commands, or buttons in general. The mouse pointer text
tool (I-Beam) is for selecting text or positioning cursor for
typing. You will use the document you have open now to
practice using various key Groups and Commands in the
Word
Ribbon. Let’s select and change text in your document.
Selecting Text
Selecting text to make edits is an important word processing skill. A common way to select text is:
1. Place mouse pointer text tool next to the text. In this case, place it next to next to “T” in “Title”.
2. Press the left mouse button.
3. Drag it across the text.
4. Let go of the left mouse button.
Notice “Title” is selected (highlighted). Go ahead and type “My Practice Document”.
Selecting Lines and Paragraphs
To select a complete line of text (use paragraph in your practice document):
1. Place mouse pointer arrow in left margin next to line of text (arrow will point to the right).
2. Left-click once to select that line of text.

To select several lines or a paragraph:

[Link] mouse pointer arrow in left margin next to line of text (arrow will point to the right).
[Link] (hold down) the left mouse button.
[Link] to the end of the paragraph.
[Link] go of the left mouse button.
Next, you will use commands from the ribbon to edit text you have selected.
Home Tab
The Home Tab has the groups of commands that people use most often. Font Group
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The Font Group contains commands that change the appearance of

the font. Font is the set of characters (letters, numbers, punctuation,
etc.) in a particular style. For example, the document you created
from the “Facet design” template on the Welcome page uses
“Trebuchet MS” font, but you can still use the font commands in
your document.
Here’s how to italicize text
1. Select the word “Practice” in the document title.
2. Click italics icon in Font Group (see screenshot).
! TIP: Italic, like Underline, is used to emphasize words or sentences in text, and book and movie
titles. Though italics are more common, you can use either in your documents, but use one consistently
throughout.
Next, select “Heading” and type “how to use this template”.
! TIP: After selecting text, access common tools quickly in the floating format box.
Notice Word automatically capitalized the first word in the sentence. If you want each word capitalized,
as a title or header normally is, you may do it word by word or simply use Change Case.

! TIP: A general rule to make changes to text is first select the text and then click the command button
of your choice. You may change font size or style before you start typing, too. Look in the Font Group
to see the font and size that will appear when you begin to type.

Take a moment to read the paragraph in your practice document under “How To Use This Template”.
You will use some commands from the Styles Group and Paragraph Group under the Home Tab.

Style Group
A document created from a template, like the one you opened earlier (Facet design blank), has
predesigned styles for different parts of the document, such as paragraphs and headers.
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To apply a different paragraph style:

[Link] paragraphs under “How To Use This Template”.
[Link] “More” button in Styles Group.
[Link] “Emphasis” command.
The text remains selected. You may continue modifying,
including Undo, if you wish. To de-select, press left arrow
(cursor placed at beginning of text), right arrow (cursor placed
at end of text) or click in an area outside the selection.
To create a new heading (section):
[Link] “More” button in Styles Group.
[Link] “Heading 1”.
[Link] “Learning more about the home tab”.
[Link] “Enter” once.
[Link] “The Home Tab contains the following Groups:”
[Link] “Enter” once.
You now have a new header and introductory sentence. You will use commands from various groups
at various times, so don’t be surprised that you will use a command from the Paragraph Group next.
To create a bulleted list:
1. Click “Bullets” command in
Paragraph Group.
[Link] “Clipboard”.
[Link] “Enter” once.
[Link]-create list pictured to the right
(Repeat step 2 & 3 for each word).
[Link] last item in your list, press
“Enter” twice.
Bullets are good for general lists of
items. A numbered list is good for
steps in a procedure or order. The steps to make a numbered list are the same, except the icon for
numbering is

! TIP: For style or space, explore decreasing indent space for lists. Bullets or numbers automatically
indent to set lists apart from regular text. But if you like the style of left margin alignment, the bullets
or numbers set the list apart from the text sufficiently.

Clipboard Group
The Clipboard Group has the commands to do “copy and paste” and “cut and paste”.
Before you start:
1. Make a new sub-heading in your practice document.
[Link] “Heading 2” style from Styles Group.
[Link] “Clipboard Group”.
[Link] “Enter” once.
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[Link] two sentences on one line.

a. “I want to live in a warm place. I am moving to Hawaii.” To Copy and Paste text:
1. Select the text (the line of text you just typed).
2. Click “Copy” icon in Clipboard Group.
3. Move cursor to area where you want to paste (right arrow, then
“Enter” once).
4. Click “Paste” icon in Clipboard Group.
To Cut and Paste text:
1. Select the text (the sentence “I am moving…”).
2. Click “Cut” icon in Clipboard Group.
[Link] cursor to area where you want to paste (at beginning of
first sentence on same line).
[Link] “Paste” icon.
Can you think of a scenario where you might choose one command (Copy, Cut) over the other?
! TIP: Use keyboard shortcuts to save a little time. When you place the mouse pointer arrow over a
command without clicking, a floating box appears with the command name, keyboard shortcut in
parenthesis and a brief description.

The Paragraph Group includes commands to adjust line and paragraph spacing and alignment.
Line spacing refers to when the text you’re typing has
reached the end of the line and moves down to the
next line automatically. Paragraph spacing refers to
any time you press the “Enter” key to start a new
paragraph.
To practice spacing and other commands in the
Paragraph Group, open Paragraph Practice doc:
[Link] to “YOUR COMPUTER ON DESKTOP”
2. Scroll through the cards to find “Exercise Files for wisdom services training” and click that card
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3. Click on “Paragraph Practice” under the “Word” section

[Link] “OK” to open
[Link] may prefer to change to “Print Layout” under the “View” tab
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Insert Tab
The Insert Tab commands insert different elements into your document like tables and illustrations.
Tables Group
You may choose preformatted tables or add the number of rows and columns you want. For this
exercise, you will create a 3x5 table to track DVD’s on loan to friends.

!
! - -
! -

!
!

! TIP: Sort the list of DVDs to locate them easier (imagine if you had a longer list). Click into the
table to activate. Under the Layout tab, click Sort to sort by title (you could also sort by name if you
wanted to know who had what movies).
Illustrations
The Illustrations Group has commands to insert
pictures, shapes, charts, and more.
How to insert a shape
1. Click the Shapes button in the Illustrations
Group
2. Click the first shape (Explosion 1) in Stars and
Banners.
3. Place mouse pointer (cross) in a blank area.
4. Click and drag your mouse to “draw” the shape. -

5. Let go of the mouse button when finished.

How to add text to a shape
1. Place mouse pointer arrow in shape area.
2. Click right mouse button once.
3. Click “Add Text” from menu.
4. Type “Hello”.
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How to move a shape

1. Place mouse pointer over shape.
2. Look for cross-like move arrow tool.
3. Click and drag your shape to a new spot.
How to re-size a shape
1. Click into the shape.
2. Look for squares around the frame.
3. Click and drag a frame square.
a. Drag a corner out to enlarge proportionally.
Steps for inserting other types of illustrations are similar; try inserting another illustration on your
own.

Word Help

Keyboard Shortcuts
These shortcuts are a handy way to use the mouse less. Activate them by holding down one of the Ctrl
(Control) keys on the keyboard and tapping the corresponding key. For some shortcuts, you have to
highlight the text first. Follow your instructor’s directions to apply these shortcuts to a document (if
Paragraphs document is still open, use it as an example or write a few new sentences on a blank page).

Ctrl + P print
Crtl + A select all
Ctrl + C copy
Ctrl + V paste
Ctrl + X cut
Ctrl + N opens new window/document
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Ctrl + S save
Ctrl + Z undo
Ctrl + Y redo
Ctrl + B bolds text
Ctrl + I italicizes text
Ctrl + U underlines text
Ctrl + ] enlarges text by one size
Ctrl + [ decreases text by one size
Ctrl + E centers text
Ctrl + L aligns text to the left
Ctrl + R aligns text to the right

Using Styles
Anytime you create a document others will see, such as a report, make it look good and easy to read
with styles. Styles are commands that format different parts of your document, such as bold
headings for main sections, numbered lists for a sequence or colored text for captions to pictures.
It is important to use styles consistently. For example, always use the same style for main section
headers in a document. Your document will be neat, organized and easy to navigate and read. Apply
Basic Style Set
You will apply styles to a practice document. To access the training exercise file:
[Link] to your computer and open the wisdom services training file
2. Scroll through the cards to find “Exercise Files for training ” and click that card
3. Click on “Top Five Biggest Cities” under the “Word” section
[Link] “OK” to open
[Link] may prefer to change to “Print Layout” under the “View” tab
Take a moment and familiarize yourself with the document. Note that it already has some basic
formatting that distinguishes the different parts of the document such as the big, bold title and
underlined city, state names as sections. You will apply styles to improve the appearance and
legibility, and it will be especially useful when creating a Table of Contents later in the manual.
Apply Title style:
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[Link] “Top Five Biggest cities in Cameroon ” line

[Link] Home Tab in the Ribbon.
[Link] the “More” arrow in the Styles group.
[Link] “Title”.
Apply Heading 1 style:
1.! Select all five city, state names
a.! Hold down “Ctrl” key during each text selection
2.! Click the “More” arrow in the Styles group.
3.! Click “Heading 1”.

The document now has a basic style set— Title, Heading 1

and Normal to the paragraph text. It is already more polished
and easier to scan for specific sections like Chicago, Illinois, for example.
Change Style Sets
You can change overall Style Set, Colors and Fonts for the basic style set you applied to the
document.
Under the Design Tab, here’s how you change overall style set:
1.! Click the “More” arrow in the Document Formatting Group.
2.! Place mouse pointer arrow over the options, without clicking, for a preview.
3.! Click a style set you like, for example “Basic (Elegant)”.

You may also change the font and font color scheme of the style set. Explore the options in the
“Colors” and “Fonts” commands in the Document Formatting Group. Also, place the mouse pointer
arrow over other commands in the group to read a brief description of the command.
Bullets & Numbering
You will apply bullets to the items under each heading.
1.! Select the text that appears under each city, state.
a.! Hold down “Ctrl” key during each text selection.
2.! Click arrow next to “Bullets” command.
3.! Click a bullet style of your choice.
Note all items under the header will have a bullet point.
Again, this adds organization and ease of reading.

Insert Footnote
At the bottom of the practice document, there are two
citations from websites. In the first paragraph there are
references to these sites. For this exercise, you will create a footnote for each, so the reader knows to
refer to the bottom of the page for more information.
Here’s how to insert a Footnote:
1.! Place cursor at the end of “[Link]” in the first paragraph.
2.! Click References Tab
3.! Click Insert Footnote
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a.! A number 1 will appear where the cursor had been in the text.
b.! The bottom of the document will be activated for you to insert the information.
4.! Select the first reference just above the footnote area.
a.! “Top 100 Biggest Cities. Retrieved June 23, 2014 from [Link] website…” 5.! Use “Ctrl
+ X” to cut.
6.! Click the cursor next to the small number at the end of the document.
7.! Use “Ctrl V” to paste.
For the second footnote, click the cursor at the end of the quotation mark in the first paragraph
where it says, “the cost...consumption.” Follow the steps from above to place the second footnote
correctly.

Document Elements
You can add elements to the document that improve organization and overall appearance.
Add a Footer: Title and Page Numbers
In a long document, page numbers are helpful for reference to specific pages in a document.
To add page numbers:
1.! Click the Insert Tab.
2.! Click Page Number in the Header
& Footer Group.
3.! Place mouse pointer arrow over
“Bottom of Page”.
4.! In the side menu, scroll down a
little to select “Accent Bar 1”.
5.! At the bottom of the page, select
“Page”.
6.! Type over “Top Five Biggest US
Cities”.
7.! Click the red box with an X in the -
Design Tab to close Header & Footer.
Insert Pages
You may need to insert a cover page or blank pages for more content in a document like a report.
 17 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

To insert a cover page:

1.! Click Insert Tab.
2.! Click “Cover Page” command in Pages
Group. 3.! Click “Whisp” from menu (scroll
down to see).
4.! Edit the text fields correspondingly.
To insert a blank page:
1.! Click to the end of regular text (after last
bullet under Philadelphia).
2.! Click “Blank Page” command in Pages
Group.
Give the new blank page a heading:
1.! Type “City Pictures” at top of the blank
page.
2.! Select the text you just typed.
3.! In the Styles Group under Home Tab, Click
Heading 1.
4.! Press right arrow key once and then Enter key.
Next, you will practice inserting pictures and captions into your report on this blank page.
Insert Pictures
In Word 2016, easily insert pictures from the web and other places to enhance a document or report.
Here’s how to insert pictures from the web:
1.! Click Insert Tab.
2.! Click “Online Pictures” in Illustrations Group.
3.! Search for “New York City” in the [Link] Clip Art
box.
4.! Select a picture you like.
5.! Click Insert.
How to move a picture:
1.! Place mouse pointer over picture.
2.! Look for cross-like move arrow tool.
3.! Click and drag your shape to a new spot.
How to re-size a picture:
1.! Click into the picture.
-
2.! Look for squares around the frame.
3.! Click and drag a frame square.
a.! Drag a corner out to enlarge proportionally.
b.! Drag a corner in to shrink proportionally.
Add a couple more pictures of the other cities, and make them fit all on one page.
Captions
Label your picture or object with a caption for the reader to know what they’re viewing.
How to insert a caption:
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1.! Select the picture of New York City.

2.! Click the References Tab.
3.! Click “Insert Caption” in Captions Group.
4.! Type “- New York City”.
5.! Click “OK”.
Caption appears under picture (figure). Insert a
caption for each picture you inserted. Remember to
select the picture first and then follow steps 2-5
above.

Table of Contents
Having added headers and page numbers to your document will facilitate a Table of Contents.
1.! Place cursor next to “Top Five Biggest U.S.”
2.! Click Insert Tab.
3.! Click “Blank Page” in Pages Group.
4.! Place cursor at the top of the new blank page.
5.! Click References Tab.
6.! Click Table of Contents.
7.! Click Automatic Table 1.
8.! Choose the first one, Automatic Table 1
Note “Heading 1, Heading 2…” in the Table preview. Because you added headings to your
document at the beginning of class, these will automatically be added to the Table of Contents.
Once the Table of Contents is inserted, you can update it automatically as you add new content to
the document.
To update a Table of Contents
1.! Click the table to activate it.
2.! Click Update Table.
3.! Click “Update Entire Table” button.
4.! Click OK.
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Other Useful Commands

Margins and Orientation
In the Page Layout Tab, you can change the Margins and Orientation of the document. Margins are set to
“Normal” automatically—this means there is 1” on the top, bottom, left and right. You may find it useful to
change the margins from time to time. Orientation is the layout of the document and is automatically set to
“Portrait”, but you can change it to “Landscape” if that suits you.
To change the Margins:
1.! Click the Page Layout Tab.
2.! Click Margins.
3.! Click “Narrow” (observe how it changes your document).
a.! Margins set to .5” on the top, bottom, left, and right.
To change the Orientation:
1.! Click Orientation.
2.! Click Landscape.
These commands are helpful when you need more space for your content. The changes you made to the
practice document are not optimal for the presentation of the content, so click Undo two times to return the
document to Portrait orientation and Normal margins. If you decide to make changes like these in another
document, you may have to adjust pictures, captions and update Table of Contents.
Spelling & Grammar Check
The Spelling and Grammar Check command is good to use throughout your work on your document, but
especially as you near completion of your document.
To use Spelling & Grammar Check:
1.! Click Review Tab.
2.! Click Spelling & Grammar in the Proofing Group.
A work area appears on the right side of the screen. Here, you
choose how to handle the errors found. For spelling errors,
choose to Ignore, Ignore All (instances of the error) or Add
the word to the program’s list of correctly spelled words. For
grammar errors, a suggested change is offered. You may
Ignore or Change. Keep in mind Spelling & Grammar is not
perfect; human proofreading still recommended.
! TIP: You can also launch Spelling & Grammar Check via
the Quick Access Toolbar, Review tab, right click on the error
(left click to choose suggestion from the menu) or the F7 key.
Print Preview
You have made many changes to the Top Five Biggest U.S.
Cities document. Before printing, check how your pages are
laid out for the printer.
To view a print preview:
1.! Click the File Button (Tab).
2.! Click Print in left column.

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The print preview area is to the right of the various print options menu. You may zoom in and out of the print
preview in the lower right corner. When you have confirmed the preview, click Print button.

—END—

What is Microsoft Excel?

Excel is a spreadsheet program that allows you to store, organize, and manipulate data.
Data can be text, numbers, and formulas. The data is entered into cells which are
organized into columns and rows. Many people use Excel to keep a budget, use charts and
graphs to show data, track sales for a business, and much more.

-
Open Excel 2016 on your computer. Locate the Excel icon on the computer desktop (see
Figure 1), place the pointer arrow on it, and double-click the left mouse button.

1 | Microsoft Excel 2016

Microsoft Excel 2016 Interface
The Excel interface is where you see and use the tools in Excel on the screen. This includes the way the tools
are organized and presented to you, the software user. You will learn about The Welcome Page, The Ribbon,
Quick Access Toolbar, and File Tab.

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The Welcome Page

When you first open Excel 2016, you will see the Welcome Page (see Figure 2). Take a moment to browse
the many templates available for specific uses. Notice the Search Box near the top-center where you can
search for templates for other uses.

Figure 2 - Excel Welcome Page (zoomed in to upper left side)

Try it! Open a new “Blank workbook” from Welcome Page. Simply click the template with that name. You
will be working in this blank workbook during the class exercise.

TIP: if you have a Microsoft account (like outlook, hotmail, or Office 365) you can log in near the upper
right corner of the Welcome Page where it reads, “Sign in to get the most out of Office”. Doing this
allows you to save your work to “OneDrive”, and then accessing it from any other computer with
Internet connection. For example, you start a document in the library, save it to your Microsoft account,
and retrieve at home or work later. This is known as “saving to the cloud,” or more formally “cloud
computing”.

The Ribbon
The Ribbon is a toolbox at the top of the screen. It’s organized into three main parts (see Figure 3):
! Tabs – Tabs represent a general activity area. For example, the “Home” has the tools most often used,
and the “Insert” tab has the tools to “put objects into” the work area.
! Groups – Groups show related “tools” together more specifically, like “Font” or “Alignment”.
! Commands – A command is one of the actual “tools”, which can be a button, expandable menu, or a
box for entering information.

| Microsoft Excel 2016 – Level 1

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Exercise – “My Pet Store Earnings”

Let’s get to work in Excel! In this exercise, you will operate a pet store for a month and keep track of your sales
for that month. First you will learn how to enter information into a cell.

Entering Data into Cells

Most of the work in Excel takes place in the
rectangular boxes called “cells”. Cells make up the
large white grid called the “worksheet”. Each cell
has a “cell address” made up of a letter for the
column, and a number for the row (see Figure 5).
Try it! Follow these steps to recreate Figure 5:
1.! Click into cell A1
2.! Type “My Pet Store Earnings”
3.! Press “Enter” on the keyboard
-
4.! Type “Type of Pet” in cell A2
5.! Continue entering the list of pets shown in Figure 5

Let’s continue creating this table by adding column labels:

1.! Click into cell B2
2.! Type “Number Sold”
3.! Press the “Tab” on the keyboard
4.! Type “Price” in cell C2
5.! Press “Tab”
6.! Type “Total per type”

The worksheet should look like Figure 6.

- with column labels

Basic Formatting - Labels

The words you type into a cell are called “labels”. Excel has many formatting tools to make labels look better
and easier to read. For example, the label “Number Sold” is too long to fit into a cell B2.

Try it! Select cell range A1:E1 (click and drag from cell A1 to E1). Click the “Merge and Center” command in
the Alignment Group of the Home Tab. Now add a little style: click the “Good” command in the Styles Group of
the Home Tab. Your worksheet should look like Figure 7.

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Try it! Place the mouse pointer on the thin line

between column letters “B” and “C”. Double
click, and the columns will automatically adjust to
fit the text in column “B”. Make the text in every
column easy to read. Your worksheet should look
like Figure 7. You may also click and drag to
adjust the width of the column.
Basic Formatting - Values
The numbers you type into a cell are called
“values”. Working with values in Excel will begin
to show you the power of the software. - Formatting and columns adjusted

Try it! Type the values you see in columns “B” and “C” in Figure 8. Click into cell B3, type “27”, then press
“Enter” on the keyboard. Continue until you’ve added all the values in range B3:C9. Note: when typing the
values in column “C” (prices), do not include the dollar sign.

TIP: A “cell range” is a group of cells in a worksheet that you may have to select or refer to. A cell range uses
the cell address of the first and last cells in the cell range, separated by a colon. For example, a cell range that
included cells A1, A2, A3, A4, and A5 would be written as A1:A5.

| Microsoft Excel 2016 Level 2

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Try it! Select cell range C3:C9. In the “Numbers” group under the
“Home” tab, click the small arrow next to the dollar sign
(Accounting Number Format) as seen in Figure 9. You will click
“English (United States),” but browse the many options in the drop-
down menu.

Calculating with Formulas

Let’s learn how to perform basic calculations in Excel, called
“formulas”. For example, how much did the pet store make during
this month from the sale of pet dogs?

-
Try it! Click into cell D3. Type the equal sign (=). Note: formulas
always begin with an equal sign. Click cell B3. Type an asterisk (*). Note: in an Excel formula, an asterisk is
used for multiplication. Click cell C3. Your worksheet should look like Figure 10. Press “Enter”. How much did
the pet store earn from sales of pet dogs? Repeat these steps similarly for the “Cats” row. Hint: start in cell
D4.

- Basic multiplication formula

Tip: When you select a cell when preparing a formula, the moving lines around the cell that look like marching
ants is called “selection marquee”. Also, notice the “formula bar” above the column letters which shows the
formula in the selected cell. The box in the top left of Figure 10 is the “Name box” which shows you what cell
is currently selected.
Copy a Formula with Autofill
You can speed up your work by calculating one formula and copying it to make other calculations quickly and
efficiently. This is a powerful feature in Excel called “Autofill”.

Try it! Select cell range D3:D4. Place your mouse over the “fill handle” in the bottom right corner of the
selection. The mouse pointer changes from a large white cross to a thin black cross. Click and drag the fill
handle down to cell D9. Release the mouse button and you observe the power of Autofill.

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Tip: You can see the formula used for a cell in the formula bar. If you click into cell D5, for example, you will
see =B5*C5 appears in the formula bar.

Try it! Let’s suppose a store clerk misplaced a few receipts for rodent sales. Five more rodents sold than
reported in the worksheet, so number of rodents sold is “23” and not “18”. Make this change in cell B7, and
press “Enter”. Notice the Total dollar amount for “rodents sold” (cell D7) adjusts automatically (see Figure 11).

-
Quick Addition with AutoSum
“AutoSum” lets you quickly add values in a cell range.

Try it! Click in cell B10. Then, in the “Editing”

group of the “Home” tab, click the command
called “AutoSum”. You should cell range B3:B9
automatically selected and formula in cell B10.
Press “Enter” and you will see the sum (total) of
number of pets sold (see Figure 12). Note: you
could also have manually written a formula
that would look like this,
“=B3+B4+B5+B6+B7+B8+B9”.

TIP: The word “SUM” you see in cell B10 of

Figure 12 is what’s called a “function”.
Functions are formulas that Excel has already
prepared for you to use quickly. Functions
include a name (like “SUM”) which describes

| Microsoft Excel 2016 Level 2

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what it does, and a set of parentheses with the function’s “arguments” The arguments show
how the function is calculating information. In Figure 12 - AutoSum command & the SUM function this case
the function is adding all the values in the cells B3 through B7.

Challenge: How would you get the sum (total) for column “C” and “D” without manually writing a formula or
using AutoSum?
Save Your Work
To make sure you don’t lose your work on a document, you should “save early and save often.” Try it!
1.! Click the File tab
2.! Click Save As
3.! Click “This PC”
4.! Click “My Documents”
5.! Type “My Pet Store Earnings” in the “File name” box
6.! Click “Save”
TIP: On KCLS computers, files saved to “My Documents” folder are erased at the end of your session. Consider
a USB drive, or OneDrive for long-term storage. If you have a Microsoft account (Outlook, Hotmail, etc.), you
can also save work to your OneDrive. Learn more at [Link]/office2016cloud.

Exercise – “Welcome to Excel”

Excel 2016 has a great new tour that walks you
through many other key exercises. Let’s take
the tour!

Try it! Click the “File” tab, then click “New”.

Click the “Welcome to Excel” template (see
Figure 13). Read the instructions and complete
the exercises to learn and practice more about
Excel.

| Microsoft Excel 2016 Level 2

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Formulas and Functions

To get the most from Excel, you must understand formulas and functions. Formulas are basic instructions
Excel uses to make calculations from the data in the spreadsheet. Functions are preset formulas, have a
name and use arguments to make calculations. Arguments are the data used in functions to make
calculations. Practice formulas and functions in the training exercise file (workbook).
To get the training exercise file:
1.! Go to [Link]
2.! Scroll to find “Exercise Files for Tech Tutor Manuals” card
3.! Select Excel Level 2 from the list
4.! Click “OK” to open

Writing and Copying Formulas

In this exercise, you will calculate the sub total for desserts purchased.
Start with a basic formula for multiplication:
1.! Click cell D2
2.! Type the equal sign (=)
3.! Click cell B2
4.! Insert an asterisk (*)
5.! Click cell C2
6.! Click check (✓) in formula bar

Screen shot of basic formula for multiplication in cell D2

Notes
! Formulas and functions always begin with an equal sign (=).
! Asterisk (*) means multiplication; to insert asterisk, hold Shift and press 8 on top row of keyboard.
! Formulas and functions use cell names (B2, C2, etc.) for values in corresponding cell.
! Formulas and functions appear in formula bar and can be edited.
! Click check (✓) in formula bar to “enter” formula (get answer); current cell stays selected.

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Copy a formula with the auto fill handle tool.

You could perform the same steps to calculate the cost of the other desserts but imagine
if you had a really long list of items. Use the auto fill handle tool to save time:
1.! Place mouse pointer in lower-right corner of cell D2
(Mouse pointer will be a solid black “plus” sign)
2.! Press (hold down) left-hand mouse button
3.! Drag the fill handle (“plus” sign) down to cell D8
4.! Release the left-hand mouse button
Excel copies the basic formula for multiplication to each row using data relative to each
row. Click into cell D3 and look in the formula bar: it shows =B3*C3. Cell D4 shows
=B4*C4, and so forth for each row.
These references are known as relative references because they change relative to the row where they are
copied. Sometimes this won’t give you the results you want because you need absolute references. For
example, calculating a tax rate. You will learn about absolute references in the next exercise.

Absolute References
A reference you make in a formula to the contents of a cell or cell range is either relative or absolute. When you
create and then copy a formula from the original cell, a relative reference formula changes cell by cell as in the
review exercise above. An absolute reference is a reference to a constant value in a formula, such as a tax rate.
Regardless of the subtotal, all the items bought in the practice file will be charged the same, or absolute, tax
rate.
To write a formula with an absolute reference:
1.! Click cell E2
2.! Type the equal sign (=)
3.! Click cell D2
4.! Insert an asterisk (*)
5.! Click cell H2
6.! Press F4 function key
7.! Click check (✓) in formula bar
Tax on a $3.00 purchase, at 9.6%, is $0.29. Use auto fill handle tool to copy formula down to cell E8.
Notes
! Function keys run across the top of the keyboard.
! The $ signs indicate cell H2 (9.6% tax rate) is an absolute reference.
 1 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

The AutoSum Function

The AutoSum function selects a range of cell values to add.
Remember, functions include a name that describes the
purpose of the function, and a set of parentheses with the
function’s argument(s). The arguments show how the
function is calculating information, for example =SUM(F2:F8)
automatically adds (calculates SUM) of values from cell F2 to cell
F8. This is a time saver.
For this exercise, write a basic addition formula in cell F2 to
calculate total (including tax) for éclairs. Here’s a hint: =D2+ ? .
Then, copy the formula in F2 down to cell F8. Now, on to
AutoSum function.
To use the AutoSum function:
1.! Click cell F9
2.! Click AutoSum button (Σ)
3.! Confirm cell range (arguments) is correct
4.! Click check (✓) in formula bar
Notes
! AutoSum button is Greek letter Sigma, used in mathematical notation to show sums.
! AutoSum can be found in the Editing group of the Home tab, in the Formulas tab and in the “insert formula”
button on the formula bar.

The Payment Function

Microsoft Excel has many powerful functions. For example, the payment (PMT) function calculates monthly
payments like mortgage or auto loan. Access this and other functions via the Insert Function window. You may
access any function via the formula bar or in Function Library group.

Understand PMT Function Arguments

After the equal sign and function name, in this case =PMT, come the cell references in parentheses known as
arguments. Arguments are the data used for the calculation. Begin to understand the payment function
arguments here:
1.! Click “Payments” tab toward the bottom of exercise file (see “To get the training exercise file,” p. 2)
2.! Click cell E2
3.! Click “insert function” (fx) button
4.! Type “PMT”
5.! Click “Go”
6.! Select “PMT” from list 7.! Click
“OK”
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
!


!

!

!
!
!
!
!
!
!
!
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Excel Tables
Excel tables make working with data in a spreadsheet easier: you can sort and filter data, format quickly and
create dynamic charts.
Before creating an Excel table it is important to adhere to the following standards:
! Organize your data in rows and columns in a spreadsheet
! Apply one type of data for each row and column
! Include a unique, descriptive header in the top row of the table for each column
! For each row, include one unique record of data about a particular entity or transaction
! Avoid blank rows or columns, including first row after header
! Use a zero instead of a blank cell in the table
! Keep list of data contained in its own worksheet

Create an Excel Table

Click “Excel Table” tab in the exercise file to get started.
1.! Select the data you want in the table
a.! Click and drag left mouse button from cell A1 to cell F34
2.! Click “Quick Analysis” button in the bottom-right
3.! Click “Tables” tab
4.! Click “Table” button

Notes
! Quick Analysis button has other tools for working with your data, including totals and charts.
! Rest mouse pointer arrow over any Quick Analysis button to see what your data will look like.
! Observe Table Style, arrows in the column headers and the Table Tools/Design tab in the Ribbon.

Table Tools – Design Tab

After creating an Excel Table, a new set of table tools are made available to you in the Ribbon. They are only
active when you have a cell in the table selected.
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Try some of the Table Style Options:

! Click “Total Row” check box to automatically format and add the “Total” column
! Check boxes for first, last or banded columns highlight data and make it easier to read
! Change the look of your table by selecting a different in the Table Styles group

Sort Your Data

Sorting your data helps you see and understand it better. Sorting data by text (A to Z or Z to A) and numbers
(smallest to largest or largest to smallest) lets you organize and find the data you want in a long list, and make
data-based decisions. In these exercises, you will sort by columns.
To sort a column in a table:
1.! Click the down arrow for the “Item” column
2.! Click “Sort A to Z” to sort items alphabetically
Notes
! Sorting data by text is alphabetical or reverse-alphabetical order.
! Sorting data by numbers is smallest to largest or largest to smallest values.
! Corresponding data for that column sorts along with the sorted data.
! An extra arrow appears in the column arrow box to indicate it has been sorted.
Now sort for: which item was purchased most? Which item had the highest cost per unit and overall?

Filter Your Data

When you filter data in an Excel Table, only the rows that meet criteria that you
specify display. Rows that do not meet the criteria are hidden.
For quick filtering
1.! Click the arrow in the table header of the column you want to filter
2.! Uncheck the (Select All) box
3.! Check the boxes of the items (criteria) you want to show in your table
4.! Click OK

The filtering arrow changes to this icon to indicate a filter is applied.

Click it to change or remove the filter.
Now you will filter for a specific number. Let’s say you want to only see items that cost more than a certain
amount.
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To filter by specific numbers or text

1.! Click the arrow in the table header of the “Cost” column
2.! Click “Number Filters” (or you would click “Text Filters” for
columns with text)
3.! Click “Greater Than Or Equal To” in the sub menu
4.! From the drop down menu, select the value 4.00
5.! Click OK
To filter by two conditions, enter filtering conditions in both sets of boxes, pick And for both conditions to be
true, and Or for either of the conditions to be true.

Charts
There are many types of charts to choose from when you want to share your data with others.
Sometimes it can difficult to know which chart type to use for the data one wants to present. Excel 2016 has an
excellent new feature called “Recommended Charts”, which shows a live preview of selected data to be charted.
It is found in both Insert Chart dialog as well as Quick Analysis.

Insert a basic graph

1.! Click Insert tab
2.! Click “Recommended Charts” in Charts tab
a.! Click “All Charts” tab in dialog to see more chart options
3.! Click OK
The chart will appear on top of your Excel table. Notice the Chart Tools in the Ribbon with many design and
format options to explore.

Move a chart to a new worksheet

1.! Click “Move Chart” in the Design tab
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2.! Click “New Sheet”

3.! Name the sheet “stacked bar graph”
4.! Click OK

A new worksheet tab is created with the name and content you indicated. You may move the position of the
worksheet by clicking and dragging. The chart gives a visual representation of quantities purchased, cost per
item and totals per item compared to other items. This helps you see which is most popular among the desserts,
which costs more, etc., and help you make decisions based on data.

One-on-One Help, Classes, and Online Courses

KCLS recommends free One-on-One computer help and computer classes as you continue to learn about Excel
2016 and computers. Stop by your local library or go to [Link]/techtutor to find upcoming sessions near you.
You may also call Ask KCLS at 1-800-462-9600.

—END—
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What is Microsoft PowerPoint?

PowerPoint is presentation software that allows you to create dynamic presentations.
You can use text, pictures, charts, animation, or videos to create slideshow presentations
for school (book reports, science fairs, etc.); work (project proposals,
reports, etc.); or to communicate some type of information or story. How else might you
Figure 1 - Microsoft
use PowerPoint? PowerPoint icon
Open PowerPoint 2016 on your computer. Locate the PowerPoint icon on the computer desktop
(see Figure 1), place the pointer arrow on it, and double-click the left mouse button.
Microsoft PowerPoint 2016 Interface
The PowerPoint interface is where you see and use the tools on the screen. This includes the way the
tools are organized and presented to you. You will learn about The Welcome Page, The Ribbon, Quick
Access Toolbar, and File Tab.
The Welcome Page
When you first open PowerPoint 2016, you will see the Welcome Page (see Figure 2). Take a moment to
browse the many templates available for specific uses. Notice the Search Box near the top-center where
you can search for templates for other uses.

Figure 2 - PowerPoint Welcome Page (zoomed in to upper left side)

Try it! Open a new “Blank Presentation” from Welcome Page. Simply click the template with that name.
You will be working in this blank workbook during the class exercise.

TIP: if you have a Microsoft account (like outlook, hotmail, or Office 365) you can log in near the upper
right corner of the Welcome Page where it reads, “Sign in to get the most out of Office”. Doing this
allows you to save your work to “OneDrive”, and then accessing it from any other computer with
Internet connection. For example, you start a document in the library, save it to your Microsoft account,
 8 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

and retrieve at home or work later. This is known as “saving to the cloud,” or more formally “cloud
computing”.

The Ribbon
The Ribbon is a toolbox at the top of the screen. It’s organized into three main parts (see Figure 3):
! Tabs – Tabs represent a general activity area. For example, the “Home” has the tools most often used,
and the “Insert” tab has the tools to “put objects into” the work area.
! Groups – Groups show related “tools” together more specifically, like “Font” or “Alignment”.
! Commands – A command is one of the actual “tools”, which can be a button, expandable menu, or a
box for entering information.
 0 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

Five Principles for Good PowerPoint Design

As mentioned, many people create PowerPoint slideshow presentations to communicate some type of
information or tell a story for school, work, or community event. These 5 principles of good design are very
helpful to keep in mind when working on a presentation of your own to communicate clearly, effectively, and
confidently.

1.! Keep it simple. For example, make one point per slide, and limit bullet points or text; don’t write long,
crammed paragraphs, and keep the text relevant to your topic.

2.! Use visuals wisely. Visual elements like pictures, graphs, or video can help you make your points with
more “power” (PowerPoint!) and impact. Again, keep it simple and relevant; avoid clip art or stock photos
as well as blurry, pixelated pictures, or visuals that are too dark or light.

3.! Use easy-to-read fonts. Avoid light, ornate, or “funny” fonts like Times New Roman, Courier New, or
Comic Sans. Some good fonts to use are Calibri, or these suggested on [Link]
(listed here in actual font type):

! Helvetica is neutral, simple, and easy-to-read

! Garamond is mature and professional, clean and sharp
! Futura is elegant, understated, and has good readability and personality
! Gill Sans is warm, friendly, clean and understated
! Rockwell is powerful, bold, distinctive and confident; great for headlines

4.! Leave “breathing room,” (white space). Make sure text and other elements are aligned (neat and tidy),
evenly spaced (not crammed or imbalanced), and that colors match in a cohesive theme; avoid using
colors that clash or make text and visuals difficult to read or see.

5.! Be organized and plan ahead. Think about the purpose of the presentation (are you informing,
persuading, entertaining?) and who your audience will be (classmates/teacher, co-workers, boss, family,
general community?). Create a ‘rough draft’, edit it as many times necessary for good content and design,
and rehearse the presentation until you feel comfortable and confident presenting it to whomever you
have to present it to.

Remember you’re telling a story, so make it interesting, easy to connect with, and meaningful. These 5
principles of good PowerPoint design will help you get on the right track. To learn a bit more about design
principles, check out [Link].
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Review A PowerPoint Presentation

Open the powerpoint2016_textbasics_practice file, and go through it to assess it for good PowerPoint design
principles. Observe the use of color, font and font size, “white space,” visuals, and overall organization. Is it
easy to read? Is it neat, tidy, and eye-pleasing? Is the message clear and effective?

Try it! In the “Slide Show” tab, click “From Beginning” command to see the slides full screen. Use the arrows
on the keyboard to move forward and back; press the “Esc” key to return to the interface.

Basic Text Edits

We will practice changing font size and font in the practice file.

Try it! Let’s suppose that we found the headings and text on the informational slides a little too small. We will
increase the font size a little to improve readability:

1.! Click the thumbnail for slide 2 in the left sidebar

2.! Select the text “OUR MISSION” in the actual slide
on the right
a.! You may click and drag across the entire
phrase (from the “O” to the “N”)
b.! You may left-click on the phrase three
times quickly
3.! In the floating toolbox, which gives access to
common edits like font and font size, click the
arrow next to “19” (see figure 5)
4.! Click “24”
a.! Note that as you hover over a font size
number you see a “preview” in the
selected text
b.! You could also type in whatever font size value in the font size box
5.! Increase the font size for the text in the text box that starts with “…to rescue, …” to 19 a.! Note this is a
separate text box
b.! You can “select all” by clicking into the text box once, then hit “Ctrl + A” on the keyboard
Figure 5 –Text edit menu options appear when text is selected

Repeat these steps for slides 4 and 6 in the presentation, and perform these additional font type edits:%

1.! Change “Pogo” to Rockwell font

2.! Change text in text box to Garamond font
a.! You can also access the font editing tools in the Font group in the Home tab on the Ribbon
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Transitions and Animations

Transitions are applied for dramatic effect when moving from one slide to another. Here we will experiment
with some of them, but keep in mind design principles 1 and 2 (see page 4).

Try it! Click on one of the slide thumbnails in the left sidebar. Do the keyboard combination “Ctrl + A” to select
all. In the “Transitions” tab, click on various transitions (Cut, Fade, Wipe, etc.) to see what the slide transition
will look like (or click the “Preview” command). Start the slideshow from the beginning (“Slide Show” tab, or
try the combination “Fn + F5”). Use the arrow key to see the transitions in action.
Animations are applied to a particular element within a slide, for example a text box or an image. Animations
add dramatic effect to the element to emphasize the message of the image or text. Let’s explore the options,
but you’ll certainly want to keep design principles 1 and 2 in mind.

Try it! Click into slide 2, and click the large text box. Go to the “Animations” tab, and try out the various
Animations in the Animation group; click the “Preview” command to repeat the effect. Add an animation to
text boxes or images on a few more slides, then go through the slideshow from the beginning to see what the
transitions or animations will look like in a presentation.

Presentation Views
The Normal view of the presentation shows the thumbnails for
the slides you’re working in the right-side panel. This is helpful to
quickly visualize the presentation at a glance, or to jump to any
slide you may want to edit.

Try it! Under which tab in the ribbon do you think you’d find
options for “Presentation Views”?

The Outline view of the presentation shows the titles and main
text from each slide, and no graphics. How would this be helpful?

Try it! Hover the mouse pointer arrow over the other
presentation view options, like Slide Sorter and Notes Page, to
see a description

Create a PowerPoint Presentation

In this exercise, you will create a short slideshow about your PowerPoint class. You can think about a topic of
your own (like ‘my family’, ‘my favorite place,’ ‘my hobby,’ etc.) or use the “Five Principles of Good
PowerPoint Design” for your content. Create a New Blank Presentation (Look in the “File” tab).
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1.! The first slide provides a title and subtitle. Click in the Placeholder to type a title. This could be “Five
Principles of Good PowerPoint Design,” for example. A subtitle is not required, but if your presentation
calls for it, click into the placeholder to create a subtitle.
2.! From the Home tab, choose New Slide, select “Title and Content” slide. Type a title (for example,
“Keep it Simple”), and type at least three bulleted items (for example, “make one point per slide,”
“limit bullet points (3-5) or text,” and “stay relevant to your topic”). Try this for each of the main
points you wish to make in your presentation. If you’re using the “Five Good Principles…” content, you
should end up with 5-7 slides.
3.! Choose New Slide. This time, click the blue arrow under new slide to choose a different design. Add a
title, add a small bulleted list. From the Insert tab, choose picture, choose Clip Art, and type a search
title for a picture that fits your topic.

Adding pictures to PowerPoint

There are several ways to add pictures to a slide. Not all these methods work conveniently in the library
environment, or at least during a class. Use the Insert tab to view Illustrations.

•! Clip art—you can use stock pictures and graphics from the program. Choose the Insert tab and click Clip
Art and a search area will appear at the right. Perform a key PowerPoint search and click “go” to
access pictures and graphics.
•! Picture from a file—you can save graphics files on a disk on your computer and then insert them into a
PowerPoint slide. This is difficult to practice on library computers, though files can be saved and
opened from a USB flash drive. Graphics files can come from digital cameras or from a scanner or from
files saved from the Internet.

4.! Now create a few more slides for your presentation.

Share your presentation

Use Slide Show view to present the slide show to your classmates. Useful shortcuts include:
•! F5 starts the show quickly.
•! Shift+F5 starts with the current slide as first slide to show.
•! Right click during a slide show for useful options, such as jumping ahead or back to a particular slide.
Press the Esc key to end the slide show immediately.
•! On the keyboard, use → to advance to the next slide or ← to go back a slide. There are many other
ways to advance or back up as well.
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Animations Tab
Transition to this Slide
This group allows you to pace your presentation by choosing transitions speed, adding sounds, and applying
various animations between slides—you can use Fades and Dissolves, Wipes, Push and Cover, Stripes and
Bars, and/or Random.

Transition Sound
This allows you to choose a sound to play during
the transition from one slide to the next. Try
adding applause to the last slide.

Advance Slide
From here you set the slide show to automatic.
Click Apply to All and check the Automatically
After box (be sure to set the number of seconds
between transitions).
Slideshow Tab
Set-up
This group allows you to prepare for your presentation. For example, you can choose to hide certain slides.
This comes in handy if you are giving the presentation on a tight schedule and have to make it shorter. Try
hiding one of the slides in the Homemade Ice Cream presentation.

First, click on the slide you want to hide and then click on hide slide. Notice the small slash through the slide
number on slide view.

You can Rehearse Timings to find out how long the presentation will be. To activate, make sure Use
Rehearsed Timings is checked, and then click Rehearse Timings.

Save Your Work

To make sure you don’t lose your work on a document, you should “save early and save often.” Let’s start by
saving the document you have open in Word 2016:
1.! Click the blue File Button near the Tabs. Learn more about “File Menu” on page 4.
2.! Click Save As. This option is for saving, or naming, a file for the first time. You may create different versions
of a file by “saving as” a new name. Learn more in “Quick Access Toolbar” on page 3.
3.! Click “Computer”. See TIP below and “Saving With OneDrive” (page 11) for “cloud” storage info.
4.! Click “My Documents” folder. On KCLS computers, files saved to “My Documents” folder are erased at the
end of your session. Consider a USB drive, or OneDrive for long-term storage.
5.! Name file “My Practice Document”. Generally, choose a name that is easy to remember.
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6.! Click Save.

! TIP: Have a Microsoft account with [Link], [Link] or [Link]? Microsoft Office 2016
Programs offer “cloud” file storage through OneDrive. Click OneDrive instead of “Computer” to log in,
save the file and access anyplace through the Internet. Learn more at [Link]/office2016cloud.

—END—
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Themes in PowerPoint
A theme is a predefined combination of colors, fonts, and effects. Different themes also use different
slide layouts. You've already been using a theme, even if you didn't know it: the default Office theme.
You can choose from a variety of new themes at any time, giving your entire presentation a consistent,
professional look. Every PowerPoint theme—including the default Office theme—has its own theme
elements. These elements are:

! Theme Colors: There are 10 theme colors, along with darker and lighter
variations, available from every Color menu.

! Theme Fonts: There are two theme fonts available at the top of
the Font menu under Theme Fonts.

! Theme Effects: These affect the preset shape styles. You can
find shape styles on the Format tab whenever you select a
shape or SmartArt graphic.

Applying Themes
All themes included in PowerPoint are located in the Themes group on the Design tab. Themes can be
applied or changed at any time.

To apply a theme:
1.! Select the Design tab on the Ribbon, then locate the Themes group. Each image represents a theme.
2.! Click the More drop-down arrow to see all available themes.
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3.! Select the desired theme.

4.! The theme will be applied to the entire presentation. To apply a different theme, simply select it
from the Design tab.

Note: Once you've applied a theme, you can also select a variant for that theme from the Variants
group. Variants use different theme colors while preserving a theme's overall look.

Try it!
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1.! Open the practice file

2.! Select the first three slides only
3.! Apply the Gallery theme, which has a light background with a wood texture at the bottom
a.! Note: Theme names will appear when you hover over them
4.! Select a variant of the theme

Here is an example of what your presentation might look like:

Slide Transitions
If you've ever seen a PowerPoint presentation that had special effects between each slide, you've seen
slide transitions. A transition can be as simple as fading to the next slide or as flashy as an eye-catching
effect. PowerPoint makes it easy to apply transitions to some or all of your slides, giving your
presentation a polished, professional look.
There are three categories of unique transitions to choose from, all of which can be found on the
Transitions tab.
! Subtle: These are the most basic types of transitions. They use simple animations to move between
slides

! Exciting: These use more complex animations to transition between slides. While they're more
visually interesting than Subtle transitions, adding too many can make your presentation look less
 10 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

professional. However, when used in moderation they can add a nice touch between important
slides.

! Dynamic Content: If you're transitioning between two slides that use similar slide layouts, dynamic
transitions will move only the placeholders, not the slides themselves. When used correctly,
dynamic transitions can help unify your slides and add a further level of polish to your presentation.

Note: Transitions are best used in moderation. Adding too many transitions can make your presentation
look a little silly and can even be distracting to your audience. Consider using mostly subtle transitions,
or not using transitions at all.

Apply a Transition
1.! Select the desired slide from the Slide Navigation pane. This is the
slide that will appear after the transition.
2.! Click the Transitions tab, then locate the Transition to This Slide
group. By default, None is applied to each slide.

3.! Click the More drop-down arrow to display all transitions.

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4.! Click a transition to apply it to the selected slide. This will automatically preview the transition.

Note: You can use the Apply To All command in the Timing group to apply the same transition to all
slides in your presentation. Keep in mind that this will modify any other transitions you've applied.

Note: Try applying a few different types of transitions to various slides in your presentation. You may
find that some transitions work better than others, depending on the content of your slides.

Preview a transition
You can preview the transition for a selected slide at any time using either of these two methods:
! Click the Preview command on the Transitions tab.

! Click the Play Animations command in the Slide Navigation pane.

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Modifying transitions
You can quickly customize the look of a transition by changing its direction.
1.! Select the slide with the transition you want to modify.
2.! Click the Effect Options command and choose the desired option. These options will vary depending
on the selected transition.

3.! The transition will be modified, and a preview of the transition will appear. Note: Some transitions
do not allow you to modify the direction.

Modify the transition duration

1.! Select the slide with the transition you want to modify.
2.! In the Duration field in the Timing group, enter the desired time for the transition. In this example,
we'll decrease the time to half a second—or 00.50—to make the transition faster.
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Add sound to a transition

1.! Select the slide with the transition you want to modify.
2.! Click the Sound drop-down menu in the Timing group.
3.! Click a sound to apply it to the selected slide, then
preview the transition to hear the sound.

Note: Sounds are best used in moderation. Applying a sound

between every slide could become overwhelming or even
annoying to an audience when presenting your slide show.

Remove a transition
1.! Select the slide with the transition you want to remove.
2.! Choose None from the Transition to This Slide group. The transition will be removed.

Note: To remove transitions from all slides, apply the None transition to a slide, then click the Apply to
All command.

Presenting Your Slideshow

Once your slide show is complete, you'll need to learn how to present it to an audience. PowerPoint
offers several tools and features to help make your presentation smooth, engaging, and professional.

There are several ways you can begin your presentation:

! Click the Start From Beginning command on the Quick Access Toolbar, or press the F5 key at the top
of your keyboard. The presentation will appear in full-screen mode.
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! Select the Slide Show view command at the bottom of the PowerPoint window to begin a
presentation from the current slide.

! Go to the Slide Show tab on the Ribbon to access even more options. From here, you can start the
presentation from the current slide and access advanced presentation options.

To advance and reverse slides:

You can advance to the next slide by clicking your mouse or pressing the spacebar on your keyboard.
Alternatively, you can use or arrow keys on your keyboard to move forward or backward through the
presentation.
 15 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

You can also hover your mouse over the bottom-left and click the arrows to move forward or backward.

To stop a slide show:

You can exit presentation mode by pressing the Esc key on your keyboard. Alternatively, you can click
the Slide Show Options button in the bottom-left and select End Show.

The presentation will also end after the last slide. You can click the mouse or press the spacebar to
return to Normal view.

Presentation tools and features

PowerPoint provides convenient tools you can use while presenting your slide show. For example, you
can change your mouse pointer to a pen or highlighter to draw attention to items in your slides. In
addition, you can jump around to slides in your presentation or access other programs from your
taskbar if needed.
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To show the taskbar:

Sometimes you may need to access the Internet or other files and programs on your computer during
your presentation. PowerPoint allows you to access your taskbar without ending the presentation.
1.! Locate and select the Slide Options button in the bottom-left corner.
2.! Select Screen, then click Show Taskbar.

3.! Your taskbar will appear. Choose a program you want to open, such as a web browser. When you're
done, close the window or click the PowerPoint icon on the taskbar to return to the presentation.

Slide options
You can also access any of the menu items above by right-clicking anywhere on the screen during your
slide show.
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To skip to a nonadjacent slide:

You can jump to slides out of order if needed.
1.! Locate and select the See All Slides button in the bottom-left corner.

2.! Thumbnail versions of each slide will appear. Select the slide you want to jump to.

3.! The selected slide will appear.

To access drawing tools:

Your mouse pointer can act as pen or highlighter to draw attention to items in your slides.
1.! Locate and select the Pen Tools button in the bottom-left corner.
 18 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

2.! Select Pen or Highlighter based on your preference. You can also choose a different color from the
menu.

3.! Click and drag the mouse to mark your slides. You can also press Ctrl+P on your keyboard to access
the pen tool while presenting your slide show.

You can also use the laser pointer feature to draw attention to certain parts of your slide. Unlike the pen
and highlighter, the laser pointer will not leave markings on your slides. To use the laser pointer, select it
from Pen Tools, or press and hold the Ctrl key and the left mouse button.
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To erase ink markings:

1.! Locate and select the Pen Tools button in the bottom-left corner.
2.! Select Eraser to erase individual ink markings, or select Erase All Ink on Slide to erase all markings.

When you end a slide show, you'll also have the option to Keep or Discard any ink annotations made
during your presentation. If you keep ink markings, they'll appear as objects on your slides in Normal
view.

Presenter view
If you're presenting your slide show with a second display—like a projector—you can use Presenter
view. Presenter view gives you access to a special set of controls on your screen that the audience won't
see, allowing you to easily reference slide notes, preview the upcoming slide, and much more.
 20 |w i s d o m s e r v i c e s t r a i n i n g s e s s i o n 2 0 2 5

To access Presenter view:

Start your slide show as you normally would, then click the Slide Options button and select Presenter
View. Alternatively, you can press Alt+F5 on your keyboard to start the slide show in Presenter view.

Try it!
! Open the practice presentation.
! In&the Set"Up"Slide"Show options, change the pen"color to purple.
! Start your slideshow, then access Presenter"view.
! Advance to slide 11.
! Use the pen"tool to circle the fundraising amounts for the 2015P2016 school [Link] are the
amounts over the green bars.
! When you'refinished, your screen should look something like this:

&
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