Computer Application in Business

(BITM 105)
MS PowerPoint Lecture Guide
TABLE OF CONTENTS

Session One: Getting Started ...................................................................................................................... 4

Lecture Objectives ..................................................................................................................................... 4

Pre-Assignment ......................................................................................................................................... 5

Session Two: Working with the PowerPoint Environment ..................................................................... 6

Using Outline View ................................................................................................................................... 6

Using Color and Grayscale ....................................................................................................................... 7

Configuring the PowerPoint Options ........................................................................................................ 7

Adding a Command to the Ribbon .......................................................................................................... 11

Adding a Command to the Quick Access Toolbar ................................................................................... 13

Working with Multiple Presentation Windows ........................................................................................ 13

Session Two: Review Questions .............................................................................................................. 15

Session Three: Working with Sections and Presentation Organization ............................................... 16

Working with Sections ............................................................................................................................. 16

Creating Slides from an Outline .............................................................................................................. 18

Reusing Slides from the Slide Library ..................................................................................................... 20

Reorganizing Slides ................................................................................................................................. 21

Session Three Review Questions ............................................................................................................. 22

Session Four: Formatting Presentations ................................................................................................. 23

Using Headers and Footers .................................................................................................................... 23

Formatting the Slide Background Fill..................................................................................................... 24

Formatting the Slide Background Effects ............................................................................................... 27

Formatting the Slide Background Picture............................................................................................... 58

Session Four Review Questions .............................................................................................................. 60

Session Five: Formatting Shapes and Text Boxes .................................................................................. 61

 Using the Format Shape Pane Shape Options ........................................................................................ 61

Using a Picture as a Shape Fill............................................................................................................... 64

Using the Format Shape Pane Text Options ........................................................................................... 66

Using Autofit............................................................................................................................................ 68

Creating a Default Text Box.................................................................................................................... 69

Session Five Review Questions ............................................................................................................... 70

Session Six: Creating a Photo Album ...................................................................................................... 71

Inserting a Photo Album.......................................................................................................................... 71

Editing Photo Albums .............................................................................................................................. 73

Cropping a Picture .................................................................................................................................. 75

Changing and Resetting a Picture........................................................................................................... 77

Compressing Pictures.............................................................................................................................. 79

Removing a Picture Background ............................................................................................................. 80

Session Six Review Questions.................................................................................................................. 82

Session Seven: Working with Graphical Elements................................................................................. 84

Applying a Shape Style ............................................................................................................................ 84

Using the Selection Pane......................................................................................................................... 85

Merging Shapes ....................................................................................................................................... 85

Editing Shape Points ............................................................................................................................... 87

Adding Hyperlinks ................................................................................................................................... 88

Session Seven Review Questions ............................................................................................................. 90

Session Eight: Working with Audio and Video Content ........................................................................ 91

Changing the Audio Icon Picture ............................................................................................................ 91

Adjusting Audio Playback Options.......................................................................................................... 92

Trimming and Fading Audio ................................................................................................................... 93

Formatting Your Video Playback ............................................................................................................ 94

Adjusting Video Playback Options .......................................................................................................... 94

 Session Eight Review Questions .............................................................................................................. 96

Session Nine: Working with Transitions and Animations ..................................................................... 97

Working with Effects ............................................................................................................................... 97

Working with Transitions ........................................................................................................................ 99

Working with Paths ................................................................................................................................. 99

Manipulating Animations ...................................................................................................................... 103

Session Nine Review Questions ............................................................................................................. 105

Session Ten: Collaborating on Presentations ........................................................................................ 106

Working on the Same Presentation with Multiple Authors ................................................................... 106

Working with the Comments Pane ........................................................................................................ 107

Showing or Hiding Markup ................................................................................................................... 109

Navigating Comments ........................................................................................................................... 110

Comparing and Combining Presentations ............................................................................................ 110

Session Ten Review Questions .............................................................................................................. 112

Session Eleven: Working with Presentation Info and Other Formats ............................................... 113
Saving a Presentation as Another Format ............................................................................................ 113

Saving a Slide or Object as a Picture File ............................................................................................ 114

Protecting a Presentation...................................................................................................................... 116

Inspecting a Presentation ...................................................................................................................... 118

Managing Versions................................................................................................................................ 121

Session Eleven Review Questions.......................................................................................................... 122

Session Twelve: Wrapping Up ................................................................................................................ 123

Words from the Wise ............................................................................................................................. 123
 The big question is whether you are going
to be able to say a hearty yes to your
adventure.

Joseph Campbell

Session One: Getting Started

Welcome to the Microsoft PowerPoint lecture. Get ready to take your presentations to the next level! In
this course, we’ll unlock the secrets to make you a PowerPoint Professional.

Lecture Objectives
Research has consistently demonstrated that when clear goals are associated with learning, it occurs more
easily and rapidly. With that in mind, let’s review our goals for today.

At the end of this lecture, you should be able to:

• Modify the PowerPoint environment and use multiple presentation windows

• Use sections and other tools for organizing the presentation

• Use headers, footers, and slide background options

• Use advanced formatting options for shapes and text boxes

• Create a photo album

• Use advanced selection and shape manipulation techniques

• Use advanced audio and video options

• Use advanced transition and animation techniques

• Collaborate on presentations

• Inspect and protect your presentation, along with other additional presentation activities

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Pre-Assignment
The purpose of the Pre-Assignment is to get you thinking about the features of PowerPoint that you are
already using and where you need or want to improve. Review a list of topics and use a rating system to
indicate your interest in the topic. Take a moment to review the list and highlight areas of interest.

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 They expect a professional presentation, so
Quote
they expect to see a ''professional.'' Dress
appropriately for theAuthor
occasion, but don't be
one of the crowd.

Wess Roberts

Session Two: Working with the PowerPoint Environment

In this Session, you’ll learn about customizing the PowerPoint environment to work the way you want.
First, you’ll learn about the different views available in PowerPoint and learn how to change to a different
view. You’ll also learn about configuring the PowerPoint options. Then you’ll learn how to add a
command to the Ribbon or to the Quick Access toolbar for easy access to the tools you use most. Finally,
this Session explains how to work with multiple presentations at once.

Using Outline View

To change the view using the View tab on the Ribbon, use the following procedure.

1. Select the View tab from the Ribbon.

2. Select Outline View.

The Outline view shows you one slide at a time in the Slides pane, with the Outline tab on the left and the
Notes pane at the bottom. You can quickly enter text without having to switch from slide to slide by using
the Outline view.

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Using Color and Gray Scale
To apply gray scale or black and white to a color presentation, use the following procedure.

1. Select the View tab from the Ribbon.

2. Select Gray scale or Black and White.

3. To change the settings, select the slide or a specific object on the slide. Then select the specific
setting you want to use from the Gray scale tab or the Black and White tab on the Ribbon.

4. When you have finished, select Back to Color View.

Configuring the PowerPoint Options

To review the options for customizing PowerPoint, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select the Options tab on the left.

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Here is the General tab in the PowerPoint Options dialog box. The General tab allows you to change the
user interface options. You can enter your name or initials to personalize your copy of PowerPoint.

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Here is the Proofing tab in the PowerPoint Options dialog box. The Proofing tab allows you to control
how Autocorrect works for spelling.

Here is the Save tab in the PowerPoint Options dialog box. The Save tab allows you to control how
presentations are saved.

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Here is the Typography tab in the PowerPoint Options dialog box. The Typography tab controls line
break settings for East Asian languages.

Here is the Language tab in the PowerPoint Options dialog box. The Language tab controls your editing
language and your display and help language.

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Here is the Advanced tab in the PowerPoint Options dialog box. In the Advanced tab, you can change a
number of editing options, including the default paste option and options for images, display and slide
shows.

Adding a Command to the Ribbon

To customize the Ribbon, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage View.
2. Select Options.
3. Select Customize Ribbon from the left side.

In the left column, under Choose Commands From, PowerPoint lists the commands available in the
application. You can choose a different option from the Choose Commands From drop down list to
change which options are shown or how they are sorted.

The right column shows the available tabs on the Ribbon.

4. To customize the Ribbon, you may need to create a Custom Group before you can add a
command.
• Select the Tab where you want the group to appear.
• Select New Group.
• Select Rename.
• Enter the Group name. You can also choose a custom icon to appear on the tab. Select
OK to close the Rename dialog box.

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 5. To add the command, select the command that you want to change on the left column. Select
Add.

6. You can also remove commands or rearrange them on the right column.
7. When you have finished, select OK.

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Adding a Command to the Quick Access Toolbar
To customize the Quick Access Toolbar, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage View.
2. Select Options.
3. Select Quick Access Toolbar from the left side.

In the left column, under Choose Commands From, PowerPoint lists the commands available in the
application. You can choose a different option from the Choose Commands From drop down list to
change which options are shown or how they are sorted.

The right column shows the available commands on the Quick Access toolbar.

4. To customize the Quick Access toolbar, select the command that you want to add from the left
column. Select Add.
5. You can also remove commands or rearrange them on the right column.
6. When you have finished, select OK.

Working with Multiple Presentation Windows

To use multiple presentation windows in PowerPoint, use the following procedure.

1. Select the View tab from the Ribbon.

2. To create a new window of the same presentation, select New Window.

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 3. Now to display the windows side by side, select Arrange All.

4. To display the windows in an overlapping manner instead, select Cascade.

Notice how the presentations are numbered. If you want to save the changes to a new file name, make
sure to Save As.

You can also open different presentations and use Arrange All or Cascade to view multiple presentations
at one time.

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Session Two: Review Questions
1. You can enter text directly in the Outline pane when you are using Outline view.

a) True
b) False

2. When using Grayscale or Black and White views for printing, you can change specific objects to
different settings.

a) True
b) False

3. The Typography tab in the Options dialog box allows you to create master guides for aligning
your slide text.

a) True
b) False

4. Which Options tab allows you to control pasting in PowerPoint?

a) Proofing
b) Advanced
c) Save
d) None of the above

5. Commands must be added to Custom Groups on the Ribbon.

a) True
b) False

6. What four commands are on the Quick Access Toolbar by default?

7. You cannot view two copies of a presentation side by side.

a) True
b) False

8. You can view multiple presentations side by side or on two monitors.

a) True
b) False

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 To me art in order to be truly great must,
like the beauty of Nature, be universal in its
appeal. It must be simple in its presentation
and direct in its expression, like the
language of Nature.

Mohandas Gandhi

Session Three: Working with Sections and Presentation Organization

This Session explains how to use sections to organize your presentation. You’ll also learn how to create
slides from an outline created in another program, such as Word. Next, we’ll look at how to reuse slides
from the Slide Library. Finally, you’ll learn how to reorganize slides.

Working with Sections

To add a section, use the following procedure.

1. Right click in between the two slides where you want a section divider to display the context
menu.
2. Select Add Section.

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PowerPoint adds a section break. The slides after the section break are automatically added to the new
section.

Review how to rename a section, use the following procedure.

1. Right click on a section divider to display the context menu.

2. Select Rename Section.

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PowerPoint displays the Rename Section dialog box

3. Enter the new section name and select Rename.

To rearrange sections, use the following procedure.

1. Right click on a section divider to display the context menu.

2. Select Move Section Up or Move Section Down.

You can also simply drag the section divider to the new location. When you drag the divider, the sections
are collapsed to facilitate the move. When the section headers are collapsed, it shows the number of slides
in that section.

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Creating Slides from an Outline
To create slides based on an outline, use the following procedure.

1. Select the arrow next to New Slide on the Home tab of the Ribbon.
2. Select Slides from Outline.

3. Navigate to the location of the file that you want to use as the outline.

4. Select Insert.
5. PowerPoint creates the slides. If the file does not include heading styles, PowerPoint creates an
outline based on paragraphs. If you use outline text from an HTML document, all of the text
appears in one text box.

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Reusing Slides from the Slide Library
To reuse slides from a slide library, use the following procedure.

1. Select the arrow next to New Slide on the Home tab of the Ribbon.
2. Select Reuse Slides.

The Reuse Slides pane opens on the right side of the screen.

3. Select the Library from the drop down list. You can also select Browse to locate the slide library.
4. In the All Slides list, select the slide that you want to add. You can view a larger thumbnail of a
slide by hovering the mouse pointer over the slide. Repeat to add more slides to your
presentation.
5. Check the Tell me when this slide changes box to be notified if someone changes the slide.

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Reorganizing Slides
To reorganize slides, use the following procedure.

1. Select the View tab from the Ribbon.

2. Select Slide Sorter.
3. Select the slide you want to move and drag it to the new location. The cursor has a small box
showing that you are moving a slide. There is also a line showing where the slide will be
positioned when you release the mouse.

There are two ways to duplicate slides. The easiest is to select the slide you want to duplicate, and use the
keyboard shortcut, Ctrl + D. You can also highlight more than one slide and use the following procedure.

1. Select the Home tab from the Ribbon.

2. Select the arrow next to New Slide.
3. Select Duplicate Selected Slides.

To delete slides, simply highlight one or more slides that you want to remove and press either the Delete
key or the Backspace key.

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Session Three Review Questions
1. What can be used to help organize your presentation?

a) Layouts
b) Templates
c) Sections
d) None of the above

2. You can only add sections in Slide Sorter View.

a) True
b) False

3. Sections are named by the first slide they contain.

a) True
b) False

4. You can create a presentation based on an outline from another application.

a) True
b) False

5. If your outline file does not include heading styles, PowerPoint creates an outline based on what?

a) Paragraphs
b) Lines
c) HTML code
d) None of the above

6. To use the slide library, you must be running a SharePoint server.

a) True
b) False

7. When you reuse slides from a library, you can receive updates if the original slide is changed.

a) True
b) False

8. You can reorganize slides by dragging and dropping them in Slide Sorter view.

a) True
b) False

9. What is the keyboard shortcut for duplicating slides?

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 It is the food which you furnish to your
mind that determines the whole character
of your life.

Emmet Fox

Session Four: Formatting Presentations

In this Session, you’ll learn about ways you can customize the format for your presentations. You’ll learn
how to add footers to your slides or headers and footers to your notes and handouts pages. You’ll also
learn about using the Background fill option. There are a number of settings on the Format Background
pane that we’ll investigate.

Using Headers and Footers

To add a footer to the presentation, use the following procedure.

1. Select the slide, multiple slides, or a section to which to apply the footer. You can select multiple
slides by clicking the first slide, and then holding down the Ctrl key while you select the others.
2. Select the Insert tab from the Ribbon.
3. Select Header & Footer.
4. In the Header and Footer dialog box, you can include the following information:
• The date and time (on the left side of the footer) – check the Date and time box and
indicate whether to Update the date or keep it Fixed. If you select fixed, you can actually
enter different text instead of showing the date and time. Just enter the text in the Fixed
field.
• The slide number (on the right side of the footer) – check the Slide number box.
• Text (in the middle of the footer) – check the Footer box and enter the text in the Footer
field.

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 The Preview area shows where each footer element is placed on the slide.

5. Check the Don’t show on title slide box if you are applying the footer to the entire presentation,
but you don’t want a footer on the first slide.
6. Select Apply to apply the footer to the selected slides. Select Apply to All to apply the footer to
the entire presentation.

You can apply date and time, header text, page numbers, and footer text to the notes and handouts pages.

Formatting the Slide Background Fill

To create a background slide fill, use the following procedure.

1. Select the Design tab from the Ribbon.

2. Select Format Background.

3. Select Solid Fill, Gradient Fill, Picture or Texture Fill, or Pattern Fill.
4. Select additional information, based on the type of fill you selected.
• For a Solid fill, select the Color that you want to use from the drop down color picker.
You can also use the slider or the up and down arrows to select a Transparency level.

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 • For a Gradient fill, you can select from Preset Gradients. You’ll also select the Type of
gradient, the direction, and the angle, as well as the Color. You can add, remove or
adjust the gradient stops, and use the sliders to select a Position and a Brightness. You
can also use the slider or the up and down arrows to select a Transparency level.

• For a texture fill, select one of the built-in textures from the drop down list. For a picture
fill, select a File, the Clipboard, or choose Online. You will insert the picture the same
way as if you were adding the file or online picture to your slide as an object.

You can also use the slider or the up and down arrows to select a Transparency level.
You can also control how many of the selected pictures are tiled on the slide. Make sure

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 the Tile Picture as texture box is checked. The Offset X and Y and Scale X and Y, as
well as the Alignment and Mirror can help you customize your textured look.

• For a pattern fill, select the type of pattern you want to use. Select the foreground color
and the background color.

5. Check the Hide Background Graphics box to print slides without any background graphics.
6. You can select Apply to All to apply your background changes to all slides in the presentation.
Otherwise, they are only applied to the selected slide.
7. You can select Reset Background to remove all of your background formatting.

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Formatting the Slide Background Effects
To create a background slide fill effect, use the following procedure.

1. Select the Design tab from the Ribbon.

2. Select Format Background.
3. In the Format Background pane, select the Artistic Effects Option.

Each effect has different options for adjusting it, such as the transparency, size, radius, or intensity.
Investigate the results of using different settings.

Here is a list of the different effects to help you guide the investigation:

• None
• Marker
• Pencil Grayscale
• Pencil Sketch
• Line Drawing
• Chalk Sketch
• Paint Strokes
• Paint Brush
• Glow Diffused
• Blur
• Light Screen
• Watercolor Sponge
• Film Grain
• Mosaic Bubbles
• Glass
• Cement
• Texturizer
• Crisscross Etching
• Pastels Smooth
• Plastic Wrap
• Cutout
• Photocopy
• Glow Edges

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Use the sliders or the up and down arrows to make adjustments to the additional options for the selected
effect.

Formatting the Slide Background Picture

To adjust a picture used for a background fill, use the following procedure.

1. Select the Design tab from the Ribbon.

2. Select Format Background.
3. Select Picture.

4. You can select presets for softening or sharpening the picture from the Presets drop down list.
5. Use the sliders or the up and down arrows to adjust the Sharpness.
6. You can select presets for brightness/contract from the Presets drop down list.
7. Use the sliders or the up and down arrows to adjust the Brightness and Contrast.
8. For any of the picture corrections you have made, you can select Reset to go back to the original
picture settings.

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 9. You can select presets for color saturation from the Presets drop down list.
10. Use the sliders or the up and down arrows to adjust the Saturation.
11. You can select presets for Color tone from the Presets drop down list.
12. Use the sliders or the up and down arrows to adjust the Temperature.
13. You can select presets for recoloring the picture from the Presets drop down list.

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Session Four Review Questions
1. What three default items are available for the footer on slides?

2. You can only put the date and time on the left side of the slide footer.

a) True
b) False

3. You can include header text on notes pages.

a) True
b) False

4. What are three types of slide fills?

5. You can create a gradient out of any color background.

a) True
b) False

6. Which of the following is not one of the adjustments for a gradient fill?

a) Radius
b) Angle
c) Color
d) Brightness

7. Textures can be used as a single picture or with a tiled look.

a) True
b) False

8. Background formats can be applied to a single slide.

a) True
b) False

9. Background effects are only applicable to pictures or textures.

a) True
b) False

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 A life in harmony with nature, the love of
truth and virtue, will purge the eyes to
understanding her text.

Ralph Waldo Emerson

Session Five: Formatting Shapes and Text Boxes

In this Session, you’ll learn how to use the Format Shape pane, where you can make a number of
customizations to your shapes and text boxes. We’ll look at the Shape Options first. Then, you’ll learn
how to use a picture as a shape fill, which will provide the opportunity to look at the Shape Options that
relate to pictures. Next, we’ll look at the Text Options and make adjustments to a text box alignment,
margins, and wrapping. We’ll also discuss the Autofit option on text boxes. Finally, you’ll learn how to
create a default text box.

Using the Format Shape Pane Shape Options

To review the Format Shape pane options, use the following procedure.

1. Select the shape that you want to format.

2. Select the Drawing Tools tab from the Ribbon.
3. Select the small square in the Shape Styles area to open the Format Shape pane.

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The Fill & Line options.

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The Effects options.

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The Size & Properties options.

Using a Picture as a Shape Fill

To use a picture as a shape fill, use the following procedure.

1. Select the shape you want to use.

2. Open the Format Shape pane if it is not already open.
3. Under Fill, select Picture or texture fill.
4. Select File.
5. In the Insert Picture dialog box, navigate to the location of the picture you want to use. Highlight
it and select Insert.

The Artistic Effects.

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The Picture corrections and Picture Color options.

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The Crop options.

Using the Format Shape Pane Text Options

To review the Format Shape pane options for text, use the following procedure.

1. Select the text box (or shape with text) you want to adjust.
2. Open the Format Shape pane if it is not already open.

The Text Fill & Line options.

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The Text Effects options.

To adjust the alignment and margins for a text box, use the following procedure.

1. Select the text box you want to adjust.

2. Select the Vertical Alignment from the drop down list.
3. Select the Text Direction from the drop down list.
4. Set the Left, Right, Top and Bottom internal margins using the up and down arrows for each
field.
5. To wrap the text in a text box (or stop wrapping it), check or clear the Wrap text in shape. If you
uncheck the box, the text box will resize to fit the text on one line.

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 6. To adjust the columns in the text box, select Columns. Enter the number of columns in the
Columns dialog box. Enter the spacing. Select OK.

Using Autofit
In this example, the fill shows that the text box can be larger than the text. Even if you put in more text,
the text box size will not change. If there is overflow, the extra text just runs over the bottom of the text
box.

In this example, the same text amount is shrunk to a smaller font and spacing so that the text will fit in the
text box size.

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In this example of the Resize shape to fit text option, some text has been removed.

Creating a Default Text Box

To create a default text box, use the following procedure.

1. Make sure that you have made all of the changes to fill, alignment, autofit, line style and color,
and internal margins that you need on the selected text box.
2. Select the text box.
3. Right-click and select Set as Default Text Box from the context menu. Make sure you right-click
on the margins and not the text itself.

Now add a new text box and see that it has the same settings.

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Session Five Review Questions
1. What two Fill options for shapes are different than the fill options for backgrounds?

2. Having no fill in a text box is like having a transparent text box where the background shows
through.

a) True
b) False

3. You can only get to the Format Shapes dialog box from the Drawing Tools Format tab on the
Ribbon.

a) True
b) False

4. You can change the size of a shadow on the Format Shapes dialog box.

a) True
b) False

5. You can adjust the position of a picture used inside a shape.

a) True
b) False

6. What are three other effects you can apply to shapes or text boxes?

7. Name five vertical alignment options available for text boxes.

8. All internal margins must be the same width for a text box.

a) True
b) False

9. Which Autofit option reduces the font size so that your text fits in the text box as it is currently
sized?

a) Do Not Autofit
b) Shrink Text on Overflow
c) Resize Shape to Fit Text
d) None of the above

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 When words become unclear, I shall focus
with photographs. When images become
inadequate, I shall be content with silence.

Ansel Adams

Session Six: Creating a Photo Album

In this Session, you can create a stunning photo album using the best PowerPoint tools to enhance your
presentation. First, you’ll learn how to insert a photo album, choosing the photos, the layout, and whether
to include text boxes or captions. You’ll also learn how to edit a photo album to reorder the photos, adjust
your image rotation, brightness and contrast. This Session also explains how to crop a photo to a rectangle
shape or another type of shape. We’ll talk about changing and resetting a picture. Finally, you’ll learn how
to compress pictures to reduce the file size of your presentation.

Inserting a Photo Album

To insert a photo album, use the following procedure.

1. Select the Insert tab from the Ribbon.

2. Select Photo Album. Select New Photo Album.

3. In the Photo Album dialog box, select File/Disk to insert your photos.
4. In the Insert New Pictures dialog box, navigate to the location of your photos. You can insert
more than one at a time by holding down the SHIFT or CTRL key while you select additional
photos. Select Insert.

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 5. Notice that the photos are listed in the Photo Album dialog box with a preview of the selected
photo.

6. Now let’s choose the Album Layout.

• Choose a Picture layout from the drop down list to indicate how many pictures to
include on each slide.
• Unless you choose Fit to slide as your Picture Layout, you’ll also need to select a
Frame shape from the drop down list.
• Finally, you can apply a Theme. Select Browse to locate the theme.
7. Unless you choose Fit to Slide as your Picture Layout, you can check the Captions below All
pictures box to create caption text boxes for your photos. The photo name is used as the
placeholder text for the photos. You can also indicate to Insert New Text Box to include larger
text boxes with your photos.
8. Select Create to place your selected photos in the Photo Album.

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If you used captions, you can replace the placeholder text and resize the text boxes if necessary.

Editing Photo Albums

To edit a photo album, use the following procedure.

1. Select the Insert tab from the Ribbon.

2. Select Photo Album. Select Edit Photo Album.
3. In the Edit Photo Album dialog box, you can add pictures or text boxes, as well as change the
layout and caption options.
4. To reorder your photos, check the box next to the photo in the Pictures in album list and use the
up or down arrows below the list. You can also remove a photo from the album.

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 5. To rotate a photo, check the box next to the name of the photo in the Pictures in album list and
use the Rotate left or Rotate right icons.

6. To adjust the contrast, highlight the name of the photo in the Pictures in album list and use the
contrast up or down icons.

7. To adjust the brightness, highlight the name of the photo in the Pictures in album list and use the
brightness up or down icons.

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Cropping a Picture
To crop a picture, use the following procedure.

1. Select the picture that you want to crop. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. Select Crop.

4. Notice the handles on the edges and corners of your picture. You can drag any of these to indicate
which areas you want to remove. The photo is darkened in the areas that will be removed. You
can also move the picture within the placeholder area to show more important areas of the
picture.

5. When you have the cropping marks like you want them, select the Crop tool from the Ribbon
again to indicate that you have finished. You can also press Enter or double-click the picture to
perform the crop.

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To crop to a shape, use the following procedure.

1. Select the picture that you want to crop. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. Select the arrow below the Crop tool.
4. Select Crop to Shape.
5. Select the Shape that you want to use.

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Changing and Resetting a Picture
Review the adjustments available for pictures.

1. Select the picture that you want to adjust. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. To make corrections to the picture, select Corrections. Select an option from the corrections
gallery.

4. To make color adjustments to the picture, select Color. Select an option from the color gallery.

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 5. To use one of the artistic effects, like watercolor sponge or markers, select Artistic Effects.
Select an option from the artistic effects gallery.

To reset a picture, use the following procedure.

1. Select the picture that you want to reset. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. Select Reset Picture.

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To change a picture, use the following procedure.

1. Select the picture that you want to replace. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. Select Change Picture.

Compressing Pictures
To compress a picture, use the following procedure.

1. Select the picture that you want to adjust. Make sure that you select the photo itself, and not a
frame where it is positioned.
2. Select the Picture Tools Format tab from the Ribbon.
3. Select Compress Picture.

4. PowerPoint opens the Compress Pictures dialog box. Check the Compression Options boxes to:
• Apply compression to only the selected picture
• Delete cropped areas of the picture to reduce file size

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 5. Select a Target Output to indicate the resolution to use for the compressed picture. The higher
the resolution, the better quality for printing. If you are only showing on the screen or email,
choose one of those resolution options, depending on the original resolution of the picture.
6. Select OK.

Removing a Picture Background

To remove the background from a picture, use the following procedure.

1. Select the picture you want to change.

2. On the Picture Tools tab of the Ribbon, select Remove Background.

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PowerPoint displays the Background Removal tab.

3. You can drag the marquee to adjust the picture, if necessary.

4. Select Keep Changes to accept PowerPoint’s automatic background removal. Or use the Mark
Areas to Keep or Mark Areas to Remove tools to refine the background removal. When you
have finished, select Keep Changes. Or select Discard All Changes to return to the original
picture.

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Session Six Review Questions
1. You can insert all photos into a Photo Album as black and white.

a) True
b) False

2. You can insert more than one photo at a time in the Photo Album dialog box.

a) True
b) False

3. You cannot include captions for your photos if you choose Fit to Slide as your Picture Layout.

a) True
b) False

4. What are five picture layouts available for a photo album?

5. You can compress your photos from the Edit Photo Album dialog box.

a) True
b) False

6. Which icon allows you to move your photo earlier in the photo album inside the Photo Album or
Edit Photo Album dialog box?

a)
b)
c)
d)

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 7. You should always crop a picture used as a shape fill.

a) True
b) False

8. You can toss out all your changes to a picture by selecting which command?

9. You can keep your enhancements for a picture, but change the picture.

a) True
b) False

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 Take advantage of every opportunity to
practice your communication skills so that
when important occasions arise, you will
have the gift, the style, the sharpness, the
clarity, and the emotions to affect other
people.

Jim Rohn

Session Seven: Working with Graphical Elements

In this Session, we’ll continue working with picture tools, focusing more on graphical shapes. First, you’ll
learn how to apply a shape style. You’ll learn how to use the selection pane to simplify selecting a specific
object on a slide with many objects or layers. You’ll also learn how to create new shapes by merging two
shapes. This Session also introduces you to shape points – another tool to help you create your own shapes.
Finally, you’ll learn how to add hyperlinks to your shapes, such as when creating your own buttons.

Applying a Shape Style

To apply a shape style, use the following procedure.

1. Select the object you want to change.

2. Select the Drawing Tools Format tab on the Ribbon.
3. Select the arrow next to the Shape Styles gallery. Select a style from the list. You can see a
preview by hovering over the style.

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Using the Selection Pane
To open the selection pane, use the following procedure.

1. Select any object on the slide to access the Drawing Tools Format tab on the Ribbon.
2. Select the Selection Pane tool.

3. In the Selection and Visibility Pane, you can rename the objects by clicking on an item and
entering a new name. You can also use the icons at the bottom to reorder the objects, show all of
the objects, or hide all of the objects. You can show or hide individual objects by clicking on the
eye next to the name for that object.

Merging Shapes
To merge shapes, use the following procedure.

1. Select the shapes that you want to merge.

2. Select the Drawing Tools Format tab from the Ribbon.
3. Select Merge Shapes.
4. Select the Merge option you want to use.

Here is an example of the Union merge applied.

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Here is an example of the Combine merge applied.

Here is an example of the Fragment merge applied.

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Here is an example of the Intersect merge applied.

Here is an example of the Subtract merge applied.

Editing Shape Points

To edit shape points, use the following procedure.

1. Select the object you want to change.

2. Select the Drawing Tools Format tab on the Ribbon.
3. Select Edit Shape. Select Edit Points.

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 4. The selected shape shows the point currently on the shape with a line between the points.

5. You can drag the points to move them to create a new shape.

6. You can also right click to see a menu of additional options, where you can add points, delete
points, or change the way the line attaches between points.

Adding Hyperlinks
To add a hyperlink to a shape, use the following procedure.

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 1. Select the object you want to change.
2. Select the Insert tab on the Ribbon.
3. Select Hyperlink.

4. In the Insert Hyperlink dialog box, use the Look In tools to find the location of the hyperlink
destination. You can also enter or copy in the Address.
5. The Text to display will not have an option, because you have used a shape instead of text.
6. Select OK.

7. You may want to preview the slide show to see the link activated.

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Session Seven Review Questions
1. Built in shape styles are based on the theme applied to your presentation.

a) True
b) False

2. The Selection Pane is another way to bring a selected shape forward or layer in the back of other
shapes.

a) True
b) False

3. What does clicking on the eye next to a shape in the Selection Pane do?

a) Renames the shape

b) Shows or hides the shape
c) Reorders the shape
d) None of the above

4. Which type of merge eliminates any part of the selected shapes except the parts that overlap?

a) Union
b) Fragment
c) Intersect
d) None of the above

5. What happens when you drag a shape point to a new position?

6. How would you create this shape?

7. When you add a hyperlink to a shape, you may not be able to tell it is a hyperlink until you click
on it in an active presentation.

a) True
b) False

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 Words are but the vague shadows of the
volumes we mean. Little audible links, they
are, chaining together great inaudible
feelings and purposes.

Theodore Dreiser

Session Eight: Working with Audio and Video Content

In this Session, you’ll learn how to adjust those audio and video files that can really enhance a
presentation or allow you to set up a kiosk. First, you’ll learn how to change the picture that indicates an
audio clip. You’ll take a closer look at both the audio tools format tab and the audio tools playback tab.
You’ll also take a closer look at the video tools format tab and the video tools playback tab.

Changing the Audio Icon Picture

To change an audio clip picture, use the following procedure.

1. Select the picture icon for the audio clip.

2. Select the Audio Tools Format tab from the Ribbon.
3. Select Change Picture.

4. In the Insert Picture dialog box, Select From a file or you can search online for a picture. In this
example, we’ll get a picture from a file.
5. Navigate to the location of the picture file that you want to use. Highlight it and select Insert.

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You can resize the image, or make any other picture formatting changes, if necessary.

Adjusting Audio Playback Options

Review the Audio Tools Playback tab. Remember to select the audio first to activate the tab.

Bookmarks can provide a visual indicator of particular portions of your audio file, to help you easily skip
ahead or go back during a presentation. A bookmark leaves a small circle to indicate the position in the
audio. To add a bookmark, go to the location in the audio that you want to mark (such as by previewing
the file until you get to that point). Then select Add bookmark. Once you have added a bookmark, you
can select Remove Bookmark to delete it. You must first click on the bookmark to remove it.

For volume, you can select low, medium, high, or mute.

To indicate how the audio will Start, select one of the following from the drop down list:

• Automatically
• On click
• Across multiple slides (such as to play background music for the presentation)

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Check the boxes to activate the Audio Options:

• Hide during show

• Loop until stopped
• Rewind after playing

Trimming and Fading Audio

To trim audio, use the following procedure.

1. Select the audio icon for the audio file you want to trim.
2. Select the Audio Tools Playback tab from the Ribbon.
3. Select Trim Audio.

Here is the Trim Audio dialog box to help you trim your audio file.

You can drag the green slider to indicate where you want to start the audio or just enter the Start Time in
minutes and seconds. You can drag the red slider to indicate where you want to end the audio or just enter
the End Time in minutes and seconds.

You can use the play button to preview and the previous frame or next frame buttons to move through the
file one frame at a time.

Select OK when you have finished trimming the audio.

To fade the audio in or out, use the following procedure.

1. Select the audio icon for the audio file you want to trim.
2. Select the Audio Tools Playback tab from the Ribbon.
3. To apply the fade to the beginning of the audio file, enter an amount of time (in seconds) to fade
in the Fade In box. You can also use the up and down arrows to adjust the time.
4. To apply the fade to the end of the audio file, enter an amount of time (in seconds) to fade in the
Fade Out box. You can also use the up and down arrows to adjust the time.

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Formatting Your Video Playback
Review the Video Tools Format tab. Remember to select the picture for the file first to activate the tab.

Adjusting Video Playback Options

Review the Video Tools Playback tab. Remember to select the video first to activate the tab.

Bookmarks can provide a visual indicator of particular portions of your video file, to help you easily skip
ahead or go back during a presentation. A bookmark leaves a small circle to indicate the position in the
video. To add a bookmark, go to the location in the video that you want to mark (such as by previewing
the file until you get to that point). Then select Add bookmark. Once you have added a bookmark, you
can select Remove Bookmark to delete it. You must first click on the bookmark to remove it.

Here is the Trim Video dialog box to help you shorten your video file.

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You can drag the green slider to indicate where you want to start the video or just enter the Start Time in
minutes and seconds. You can drag the red slider to indicate where you want to end the video or just enter
the End Time in minutes and seconds. You can use the play button to preview and the previous frame or
next frame buttons to move through the file one frame at a time. Select OK when you have finished
trimming the video.

You can fade the video in and/or out by enter the number of seconds to apply a fade effect to the start or
end of the video file.

For volume, you can select low, medium, high, or mute.

To indicate how the audio will Start, select one of the following from the drop down list:

• Automatically
• On click

Check the boxes to activate the Video Options:

• Play Full Screen

• Hide while not playing
• Loop until stopped
• Rewind after playing

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Session Eight Review Questions
1. What must you do to activate the Audio Tools Format tab?

2. You are stuck with the default image when you insert an audio clip.

a) True
b) False

3. Which tool on the Audio Tools Format tab allows you to give your picture a cement texture?

a) Remove background
b) Artistic Effect
c) Styles
d) None of the above

4. Once you’ve made changes to a picture for an audio, you cannot return to the original image, you
would have to replace it instead.

a) True
b) False

5. You can group and ungroup an audio file picture with other pictures.

a) True
b) False

6. This is a visual indicator of a particular place in an audio or video file.

a) Preview
b) Bookmark
c) Fade
d) None of the above

7. Which slider indicates the position where a trimmed audio or video will start?

a) Red
b) Green
c) None of the above

8. What are the volume options?

9. Which Start setting would you use for an audio that you wanted as background music for the
entire presentation?

a) Automatically
b) On click
c) Across Multiple slides
d) None of the above

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 When the eye or the imagination is struck
with an uncommon work, the next
transition of an active mind is to the means
by which it was performed.

Samuel Johnson

Session Nine: Working with Transitions and Animations

In this Session, you’ll learn to polish your transitions and animations. First, you’ll learn how to work with
transition effects. You’ll also learn some other tools for working with transitions. Then you’ll learn how
to choose animation paths or even create a custom path. Finally, you’ll learn how to manipulate those
animations until they are just right using the Animations pane and the Animations Effects Options dialog
box.

Working with Effects

To change the transition effect, use the following procedure.

1. Select the slide to which you want to apply a transition.

2. Select the Transitions tab from the Ribbon.
3. Select Effect Options. Select the applicable Effect Option, depending on which transition you
selected.

Here are the effect options available for each transition:

• Cut – None and Through Black

• Fade – Smoothly and Through Black
• Push – From bottom, From Left, From Right, From Top
• Wipe – From Right, From Top, From Left, From Bottom, From Top-Right, From Bottom-Right,
From Top-Left, From Bottom-Left
• Split – Vertical Out, Horizontal In, Horizontal Out, Vertical In
• Reveal – Smoothly From Right, Smoothly From Left, Through Black from Right, Through Black
from Left
• Random Bars – Vertical, Horizontal

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 • Shape – Circle, Diamond, Plus, In, Out
• Uncover – From Right, From Top, From Left, From bottom, From Top-Right, From Bottom-
right From Top-Left, From Bottom-left
• Cover – From Right, From Top, From Left, From Bottom, From Top-Right, From Bottom-Right,
From Top-Left, From Bottom-Left
• Flash – (no effects)
• Page Curl – Single Left, Single Right, Double Left, Double Right
• Dissolve – (no effects)
• Checkerboard – From Left, From Top
• Blinds – Vertical, Horizontal
• Clock – Clockwise, counterclockwise, wedge
• Ripple – Center, From Bottom-left, From Bottom-right, From Top-right, From Top-left
• Honeycomb – (no effects)
• Glitter – Hexagons from left, Hexagons from top, Hexagons from right, Hexagons from bottom,
Diamonds from left, Diamonds from top, Diamonds from right, Diamonds from bottom
• Vortex – From bottom, From Left, From Right, From Top
• Shred – Strips in, Strips Out, Particles In, Particles Out
• Switch – Right, Left
• Flip – Right, Left
• Gallery – From Right, From Left
• Cube – From Right, From bottom, From Left, From Top
• Doors – Vertical, Horizontal
• Box – From Right, From bottom, From Left, From Top
• Comb – Horizontal, Vertical
• Zoom – In, Out, Zoom and Rotate
• Random – (no effects)
• Pan – From bottom, From Left, From Right, From Top
• Ferris Wheel – From Right, From Left
• Conveyor – From Right, From Left
• Rotate – From bottom, From Left, From Top
• Window – Vertical, Horizontal
• Orbit – From Right, From bottom, From Left, From Top
• Fly through – In, Out, In with bounce, Out with bounce

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Working with Transitions
To use the transitions tools, use the following procedure.

1. From the slide that you want to modify, make sure you have applied a transition.
2. To adjust the sound that accompanies the transition, select one from the drop down list.

3. Enter the length of the transition in seconds.

4. Choose an option for advancing the transition by checking one or both boxes to advance on
Mouse Click or after the indicated number of seconds.
5. To apply the same transition to all slides, select Apply to All.

Working with Paths

To add an animation path to a text box, use the following procedure.

1. Select the object that you want to animate. Move it to the location on the slide where you want it
to start, not where you want it to end.
2. Select the Animations tab from the Ribbon.
3. Select the down arrow for the Animation gallery.
4. Scroll down to the Paths section.
5. Select the path that you want to use.

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 6. Notice that once you have applied the path, you see new arrows on the slide with numbers. The
numbers indicate the order in which the items will be animated. The arrows indicate the path.
You can move the start (green) and the end (red) to a new location on the slide.

7. You can also apply different path effects to your animation, depending on which type of path you
have chosen.

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To add a custom path animation, use the following procedure.

1. Select the object that you want to animate. Move it to the location on the slide where you want it
to start, not where you want it to end.
2. Select the Animations tab from the Ribbon.
3. Select the down arrow for the Animation gallery.
4. Scroll down to the Paths section.
5. Select the path that you want to use.
6. Select the object that you want to animate. Move it to the location on the slide where you want it
to start, not where you want it to end.
7. Select the Animations tab from the Ribbon.
8. Select the down arrow for the Animation gallery.
9. Select Custom Path.

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 10. Click on the point where you want the animation to start (it can be off the slide). Continue to click
to create points along your path. When you have finished drawing the path, double-click

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Manipulating Animations
Review the options on the Animation Pane, use the following procedure.

1. Select the Animations tab from the Ribbon.

2. Select Animation Pane.

3. The Animation Pane lists each animation on the current slide. Each one has a drop down list of
options.

4. The Effect Options dialog box can be reached from the Animations pane in the item’s drop down
list, or by clicking the small box in the Animations gallery area on the Ribbon.

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Here is a sample Animations Effects Options dialog box. They all have an Effect tab, a Timing tab, and a
Text Animation tab.

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Session Nine Review Questions
1. The Transition Effects are the same, no matter which transition you select.

a) True
b) False

2. Name three types of transitions without effects.

3. Name three types of sound you can add to a transition.

4. You can use a custom sound for a transition.

a) True
b) False

5. You can adjust the length of a transition.

a) True
b) False

6. You have to choose whether a transition moves forward with a mouse click or in a number of
seconds.

a) True
b) False

7. What are four types of animation paths?

8. In an animation path, you indicate the starting point and the ending point.

a) True
b) False

9. The Effects Options dialog box changes, depending on what type of animation you selected.

a) True
b) False

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 The purpose of life is to collaborate for a
common cause; the problem is nobody
seems to know what it is.

Gerhard Gschwandtner

Session Ten: Collaborating on Presentations

In this Session, you’ll learn how to be more productive when working with a team to finalize a
presentation. You’ll learn how to use review comments. You’ll also learn how to show or hide review
markup. This Session explains how to navigate those review comments. You’ll also learn how to merge
presentations so that you can compare and combine them.

Working on the Same Presentation with Multiple Authors

Review the indicators that appear when multiple authors are working on the same presentation. There are
indicators in the Slide tab and on the Status bar.

Save the presentation as you make changes. If others are working on the presentation, the Status bar will
indicate when there are updates available.

Select Updates Available to start merging the changes. If there are no conflicts, the presentations will
merge automatically.

If there are conflicts, PowerPoint displays a message.

Select Resolve Conflicts to continue.

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In the notification message, select OK.

A Merge tab becomes available on the Ribbon. Select Show Changes. Select Show Only Conflicts to
see conflicting updates.

To accept a conflicting change, check the box next to the Conflicting Change icon.

When you have finished reviewing the changes, select Close Merge View.

Working with the Comments Pane

To insert (and edit) a comment, use the following procedure.

1. Show the slide that you want to review. You can also select specific text, if desired.
2. Select the Review tab from the Ribbon.
3. Select New Comment.

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 4. The Comments pane opens with a new comment started. Enter your comments. Press Enter to
finish the comment. You can also click elsewhere on the slide or press the ESC key.

5. To edit the comments, just highlight text in the comment on the Comments pane that you want to
replace and start typing. Comment indicators can also be moved by dragging the comment
balloon to a new location on the slide (or another slide).

To delete a comment, use the following procedure.

1. Select the Review tab from the Ribbon.

2. Select Delete Comment.
3. Select one of the following options:

Delete

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Delete All Comments and Ink on This slide

• Delete All Comments and Ink in this presentation

Note that you can also click the X in the top right corner of the comment in the Comments pane to delete
it.

Showing or Hiding Markup

To show or hide comments, use the following procedure.

1. Select the Review tab from the Ribbon.

2. Select Show Comments. Select Show Markup from the drop down list. This command is a
toggle. If the comments are showing, selecting this command will hide them. If the comments are
hidden, this command will show them.

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Navigating Comments
To navigate the comments in a presentation, use the following procedure.

1. Select the Review tab from the Ribbon. Or open the Comments pane.
2. Select Next to move to the next comment. PowerPoint opens the text for the comment.
3. Select Previous to move to the previous comment.

Comparing and Combining Presentations

To compare presentations, use the following procedure.

1. Select the Review tab from the Ribbon.

2. Select Compare.

3. In the Choose File to Merge with Current Presentation dialog box, navigate to the location of the
file you want to compare to the current file and select Merge.

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 4. The Reviewing pane opens to help you navigate the comparison.

List of changes for

the current slide

Details for a change highlighted in

the Revisions pane

List of changes for

the presentation

5. Select each of the Details in the Slide changes area to see more information or to go to that
comment. You can accept or reject changes on the Review tab.

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Session Ten Review Questions
1. The Status Bar includes an icon that shows you the names of other authors editing the same
presentation at the same time.

a) True
b) False

2. Conflicting changes highlighted when you start merging updates from working with multiple
authors are checked by default so that the conflicting changes will automatically be accepted.

a) True
b) False

3. Which tab includes comments tools?

a) View
b) Design
c) Review
d) None of the above

4. Comments can only be added to the whole slide, not specific text.

a) True
b) False

5. What are three ways to close a comment once you have finished entering the comment?

6. What are three options for deleting comments using the Review tab on the Ribbon?

7. The Show Markups tool is a toggle that switches back and forth between showing and hiding
review comments.

a) True
b) False

8. When you use the Compare presentation tools, PowerPoint opens two windows side by side.

a) True
b) False

9. What are the two tabs in the Reviewing pane?

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 Imagination is everything. It is the preview
of life's coming attractions.

Albert Einstein

Session Eleven: Working with Presentation Info and Other Formats

This Session focuses on the finishing touches. You’ll learn about the different file types you can use for
exporting your presentation. You’ll also learn how to save a slide or individual object as a picture file to
use in other applications. You’ll learn how to protect and inspect a presentation. Finally, we’ll look at
versions to help you recover information.

Saving a Presentation as Another Format

To save the presentation as another format, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Export.
3. Select Change File Type from the Export list.
4. Select the File Type you would like to use from the right side of the screen.

5. In the Save As dialog box, enter the File Name. Navigate to the location where you want to save
the file. The Save as type drop down list should already show the correct file type, but you can
change it if necessary. Select Save.

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Saving a Slide or Object as a Picture File
To save a slide as a picture file, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Save As.
3. In the Save As dialog box, enter the File Name. Navigate to the location where you want to save
the picture file. Select the type of picture format you want to use from the Save as type drop
down list. Select Save.

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 4. Indicate whether you want to save all slides or just the current slide.

To save an object as a picture file, use the following procedure.

1. Select the object you want to save. It can be a shape, text box, or other object on a slide.
2. Right-click and select Save as Picture from the context menu.

3. In the Save As dialog box, enter the File Name. Navigate to the location where you want to save
the picture file. Select the type of picture format you want to use from the Save as type drop
down list. Select Save.

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Protecting a Presentation
To protect a presentation, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Protect Presentation.

3. To mark a presentation as final, select Mark as Final. Select OK in both warning messages.

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Note that the Info area now shows the presentation as protected. The top of the presentation also shows a
warning that the presentation has been marked as final.

To use a password, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Protect Presentation.
3. Select Encrypt with Password.
4. Enter the Password you want to use and select OK.

5. Reenter the password and select OK.

To remove the password repeat this process, but leave the Password field blank.

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Inspecting a Presentation
To inspect a presentation for hidden properties or personal information, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Info, if it isn’t already selected.
3. Select Check for Issues.
4. Select Inspect Document.

5. In the Document Inspector dialog box, check the box(es) for the types of issues you want to check
for.

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 6. Select Inspect.
7. The Document Inspector dialog box indicates any issues with the presentation. You can select
Remove All to remove the features from the presentation.

To review the Accessibility Checker, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Info, if it isn’t already selected.

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 3. Select Check Accessibility.

The Accessibility Checker appears on the right side of the presentation window. The Inspection Results
area highlights any problems. You can click on an item in the list to go to that item to correct it. You can
also see why to fix and how to fix the item.

The Compatibility Checker.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Info, if it isn’t already selected.
3. Select Check Compatibility.

The Microsoft PowerPoint Compatibility checker dialog box shows features that are not supported by
earlier versions of PowerPoint.

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Managing Versions
To use the Manage Versions feature, use the following procedure.

1. Select the File tab from the Ribbon to open the Backstage view.
2. Select Info, if it isn’t already selected.
3. The Versions area includes the most recent versions of the presentation. You can select one to
return to it.

4. Or, select Manage Versions.

5. Select Recover Unsaved Presentations.

6. The Open dialog box displays a list of your unsaved files. Highlight the file and select Open.
7. Make sure you save the file.

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Session Eleven Review Questions
1. What are three formats you can save your presentation as?

2. You can save the current slide or all slides as a picture file (like JPG).

a) True
b) False

3. When you mark a presentation as final, it is marked as a read-only file.

a) True
b) False

4. If you forget the password you used to protect a presentation, you can get it from Microsoft.

a) True
b) False

5. To remove a password, you do this.

a) Select Remove Password from the Protect Presentation button on the Info tab.
b) Encrypt the presentation with a password again, but leave the password field blank.
c) None of the above

6. What types of things does PowerPoint investigate when you Check for Issues?

7. When PowerPoint shows an issue with an item that might be difficult for a person with
disabilities to read, it explains how to correct it and gives you a link to the issue.

a) True
b) False

8. You can recover previous unsaved versions of a file, even if you have the Save AutoRecover
information feature turned off.

a) True
b) False

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 You have power over your mind - not
outside events. Realize this, and you will
find strength.

Marcus Aurelius

Session Twelve: Wrapping Up

Although this lecture is coming to a close, we hope that your journey to improve your PowerPoint skills is
just beginning. Please take a moment to review and update your action plan. This will be a key tool to
guide your progress in the days, weeks, months, and years to come. We wish you the best of luck on the
rest of your travels!

Words from the Wise

We’d like to leave you with a few thoughts to accompany you on your PowerPoint learning journey.

• Use Outline view to help you quickly develop the text for a presentation without having to change
from slide to slide. You can also create slides from an outline developed in another application
(like Word).
• Configure the PowerPoint environment to work the way you need it to.
• You can have more than one PowerPoint window open at a time to help you compare two
different versions or reuse content.
• Use the Slide Library from SharePoint to reuse slides throughout the organization.
• Use sections to help you group similar slides into topics.
• Use the Format Background and the Format Shape panes to customize many different aspects of
your background, shapes, or text boxes.
• Create a Photo Album for a terrific presentation of personal or business photos.
• The selection pane can help you determine the right object from many on a slide.
• You can create your own shapes by editing shape points.
• You don’t have to use the default picture for an audio clip. Be creative!
• Experiment with different transition and animation effects. The sky is the limit.
• Use comments to help with reviewing the presentation. Then you can merge files to consolidate
all of the comments into one file.

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