Introduction
PowerPoint is a presentation program that allows you to create dynamic slide presentations. These presentations can include animation, narration, images, videos, and much more. In this lesson, you'll learn your way around the PowerPoint environment, including the Ribbon, Quick Access Toolbar, and Backstage view.
About this tutorial
The procedures in this tutorial will work for all recent versions of Microsoft PowerPoint, including PowerPoint 2019, 2016, and Office 365. There may be some slight differences, but for the most part, these versions are similar.
The PowerPoint interface
When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be able to create a new presentation, choose a template, and access your recently edited files. Select Blank Presentation to access the interface.
Click the buttons in the interactive below to learn more about the PowerPoint interface.
Quick Access Toolbar
Access common commands like Save, Undo, and Start Presentation from Beginning.
The Ribbon
Contains all the commands you will need to perform common tasks.
Slides Navigation Pane
Allows you to view and work with the slides in your presentation.
Slide Pane
This is where you actually edit your selected slide.
Notes & Comments
Add notes to help you during a presentation or comments for collaborators.
Slide Views
Switch between Normal, Slide Sorter, Reading View, and Slide Show.
Zoom Control
Click and drag the slider to zoom in or out.
Working with the PowerPoint Environment
The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks. Backstage view gives you various options for saving, opening a file, printing, and sharing.
The Ribbon
PowerPoint uses a tabbed Ribbon system. Each tab contains several groups of commands. For example, the Font group on the Home tab contains commands for formatting text.
Some groups also have a small arrow in the bottom-right corner that you can click for even more options.
Showing and hiding the Ribbon
If you need more screen space, click the Ribbon Display Options arrow in the upper-right corner.
- Auto-hide Ribbon: Hides the Ribbon until you click at the top of the screen.
- Show Tabs: Hides commands but keeps tabs visible.
- Show Tabs and Commands: Keeps the Ribbon fully visible (Default).
Using the "Tell Me" feature
The Tell Me bar works like a search bar to help you find commands quickly. Type what you are looking for, and you can use the command directly from the results menu.
The Quick Access Toolbar
Located above the Ribbon, this toolbar lets you access common commands. By default, it includes Save, Undo, Redo, and Start From Beginning.
- Click the drop-down arrow to the right of the Quick Access Toolbar.
- Select the command you want to add (e.g., Quick Print).
- The command will be added to the Quick Access Toolbar.
The Ruler, guides, and gridlines
PowerPoint includes tools to help align content. To show or hide the Ruler, Gridlines, or Guides, click the View tab and check the desired boxes in the Show group.
Zoom and other view options
You can change how your presentation is displayed using the commands in the bottom-right corner:
- Normal View: The default view for editing slides.
- Slide Sorter: Displays thumbnail versions of all slides.
- Reading View: Fills the window with the presentation for easy reviewing.
- Slide Show: Used to present your slides to an audience.
Zooming In and Out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the PowerPoint window. You can also select the + or - commands to zoom in or out by smaller increments. The number next to the slider displays the current zoom percentage, also called the zoom level.
Backstage view
Click the File tab to access Backstage view for saving, printing, and sharing your presentation.
Click the buttons in the interactive below to learn more about Backstage view.
Back Button
Click here to exit Backstage view and return to your presentation.
Info
View and edit presentation properties, protect the file, and inspect for hidden metadata.
New
Create a new blank presentation or start from a wide variety of templates.
Open
Access recently edited presentations or browse your computer for existing files.
Save As
Save a new copy of your presentation, choose a different folder, or change the file type.
Configure printer settings, choose layout (like handouts), and preview your slides before printing.
Export
Convert your presentation into other formats, such as a PDF, a Video, or a GIF.
Close
Closes the current presentation while keeping the PowerPoint application open.
Account
Manage your Microsoft account, change the Office Theme, or check for updates.
Options
Access advanced settings to customize how PowerPoint behaves and displays tools.
Challenge!
- Open PowerPoint and create a blank presentation.
- Change the Ribbon Display Options to Show Tabs.
- Add New, Quick Print, and Spelling to the Quick Access Toolbar.
- In the Tell me bar, type "Shape" and insert one onto your slide.
- Show the Ruler.
- Zoom the presentation to 120%.
- When you're finished, your presentation should look something like this:
- Change the Ribbon Display Options back to Show Tabs and Commands.
Common Questions
How do I start my slide show quickly?
You can press the F5 key on your keyboard or click the "Start From Beginning" icon on the Quick Access Toolbar.
Where did my notes go?
Click the Notes button at the bottom of the screen to toggle the Notes pane on or off.
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