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Webucator's Free Introduction to Microsoft PowerPoint Training Tutorial

Lesson: Formatting Microsoft PowerPoint Presentations

Welcome to our free Introduction to Microsoft PowerPoint Training tutorial. This tutorial is based on Webucator's Introduction to Microsoft PowerPoint 2019 Training course.

You can use the formatting options in PowerPoint to enhance your presentation.

Lesson Goals

  • Select a slide layout.
  • Add text to a slide.
  • Import content from a text file outline.
  • Edit text.
  • Format text.
  • Format text placeholders.
  • Apply styles to slides.
  • Add slides to a presentation.
  • Delete slides from a presentation.
  • Arrange slides.

Selecting a Slide Layout

When you start a new presentation or add a new slide, Microsoft PowerPoint adds a slide with the default layout that seems to fit the context. If the layout of the current slide doesn't meet your needs, you can change to another of the nine built-in layouts.

To select a slide layout:

  1. From the Home tab, in the Slides group, click Layout. A gallery opens showing the layouts that can be applied to your current slide. Layout Option
  2. Click on the desired layout to apply the format to the current slide. Select Layout

Adding Text

To add text to a slide:

  1. Click in a designated text placeholder.Text Placeholder
  2. Once you click in the text placeholder, it becomes active and the cursor indicates where to enter your desired text.Active Placeholder
  3. Ensure that your cursor is located inside the text placeholder and begin typing your text.Type Text

Adding Text from a Text File or Word Outline

You can use text files or Word documents for use in your PowerPoint presentation.

To import a text file or Word document:

  1. From the Home tab, in the Slides group, select New Slide. New Slide COmmand
  2. From the drop-down list, select Slides from Outline. Slides from Outline Command
  3. In the Insert Outline dialog box, select the text or Word document file and click Insert. Insert Command
  4. The text is inserted into the presentation. Text is Inserted

Editing Text

To edit text on a slide:

  1. Use your mouse to select the text you want to change.Select Text
  2. Press Delete.Delete
  3. Type your new text.Type New Text

Formatting Text

The commands commonly used to format text are included in the Font group on the Home tab: Font Group

  1. Font - Choose among a wide selection of fonts.
  2. Font Size - Change the size of your text.
  3. Bold - Bold your text.
  4. Italic - Italicize your text.
  5. Underline - Underline your text.
  6. Strikethrough - Strike through your text.
  7. Font Color - Change the color of your text.

New to PowerPoint 2019 is text highlighting, which is available in the Font group of the Home tab. It works the same way as the text highlighter in Word.

Text Highlighter

Formatting Text as WordArt

You can format text as WordArt in PowerPoint to add decorative effects to your text.

To format text as WordArt:

  1. Select the text. Select Text
  2. From the Drawing Tools Format tab, in the WordArt Styles group, select a WordArt style to apply. WordArt Style
  3. Your text now appears as WordArt. Text is WordArt

Creating Bulleted and Numbered Lists

You can add lists to your presentation in the form of bulleted or numbered lists.

To add a list to your presentation:

  1. Within a text placeholder, select the Home tab.
  2. From the Paragraph group, select the Bullets or Numbering option. Bullets or Numbering Option
  3. After you select an option, enter your list items. Enter List Items
  4. Press Return to add the next bullet or number in the list.

Ink Equation

If you are using a tablet or other touchscreen device, you can "write" equations using a stylus or your finger and PowerPoint 2016 or 2019 will convert it to text. If you are not using a touchscreen device, you can do the same using your mouse.

  1. To use Ink Equations, from the Insert tab of the Ribbon, in the Symbols group, select Equation, and choose Ink Equation.Ink Equation
  2. A dialog box opens where you can "write" your equation, and then click Insert to add it to your slide. Insert

Formatting Text Placeholders

To format a text placeholder:

  1. Select the text placeholder. Text Placeholder
  2. Access the Drawing Tools Format tab in the Ribbon.Drawing Tools Format Tab

If you are familiar with formatting text boxes in Microsoft Word, you will find these tools similar to use.

Formatting Text into Columns

You can take text that is in a text box and convert it into columns.

To format text into columns:

  1. Select the text box.
  2. Select the Home tab and from the Paragraph group, select Add or Remove Columns. Add or Remove Columns
  3. From the drop-down list, select One Column, Two Columns, Three Columns, or More Columns. Column Selection

Adding Slides to a Presentation

To add a slide to your presentation:

  1. If you have multiple slides in your presentation, click on the thumbnail of the slide you want to insert the new slide after.
  2. On the Home tab, in the Slides group, click New Slide to reveal a gallery of slide layouts.Slide Layouts
  3. In the layout gallery, click the layout for the new slide. A blank slide of the specified layout is added to the presentation.Layout Added

Using the Format Painter

You can use the Format Painter to quickly and easily copy formatting of text or graphics from one item to another. To use Format Painter:

  1. Select the text or graphic that has the formatting you want to duplicate.
  2. From the Home tab, in the Clipboard group, select Format Painter. Click it once to duplicate the formatting once, or double-click it to keep it turned on until you click it again. Format Painter
  3. Click or highlight the item you wan to apply the formatting to.

Duplicating an Existing Slide

To duplicate an existing slide in a presentation, select the slide in the Slides pane, press Ctrl+C to copy it, put your cursor in the Slides pane where you want to insert the copy, and then press Ctrl+V to paste it.

Deleting Slides

To delete a slide, select the slide in the Slides pane, right-click it, and select Delete Slide.

Delete Slide

Hiding Slides

To hide a slide in a presentation, which allows it to remain in the PowerPoint file but not be presented, right-click the slide and select Hide Slide.

Hide Slide

Arranging Slides

To change the order of slides in a presentation:

  1. In the Slides tab, click and drag the thumbnail of a slide to its new position. Drag Thumbnail
  2. Continue moving slides until you achieve the desired order.

Formatting Text

Duration: 5 to 15 minutes.

In this exercise, you will format the text in the agenda presentation named "My Agenda" that you created in a previous exercise.

  1. Apply the bold style to your name.
  2. Italicize "Next Steps". For the word "Steps," use Format Painter to apply the italics.
  3. Replace bulleted text.
  4. Bold and italicize the text.
  5. Save the file as "My Format" in the Webucator/PowerPoint2019.1/Exercises folder.

Solution:

  1. Apply the bold style to your name.
    1. Highlight your name, go to the Home tab, in the Font group and click Bold.Bold Command
  2. Italicize the words "Next steps".
    1. Go to slide 2 and highlight the words "Next".
    2. On the Home tab, in the Font group, click Italic.Italic Command
    3. While "Next" is still highlighted, from the Clipboard group, select Format Painter. Click the word "steps" to apply the italics. Format Painter
  3. Replace bulleted text.
    1. Highlight the text "Rules" and type "Guidelines".Highlight Text
  4. Bold and italicize "Guidelines".
    1. Highlight "Guidelines".
    2. On the Home tab, in the Font group, click Bold and then Italic.Italic Command
  5. Save the file as "My Format" in the Webucator/PowerPoint2019.1/Exercises folder. Save File