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Webucator's Free Upgrading to Microsoft Office 2013 Tutorial

Lesson: Upgrading to PowerPoint 2013

Welcome to our free Upgrading to Microsoft Office 2013 tutorial. This tutorial is based on Webucator's Upgrading to Microsoft Office 2013 course.

PowerPoint 2013 provides new features that can help you easily and efficiently create engaging presentations.

Lesson Goals

  • Learn how to start Microsoft PowerPoint.
  • Learn about Normal view.
  • Learn how to save a presentation.
  • Learn about tabs, groups, and commands.
  • Learn about KeyTips.
  • Learn about PowerPoint's animation tools.
  • Learn how to use Object Smart Guides.
  • Learn about motions paths.

Starting Microsoft PowerPoint

To start Microsoft PowerPoint:

  1. Select the Start menu.
  2. Select All Programs.
  3. Select Microsoft Office 2013.
  4. Select PowerPoint 2013.

Normal View

When PowerPoint starts, it opens by default in Normal view. In Normal view, the application window includes the following areas:

  • Slides tab - A pane in the left pane with thumbnail previews of your slides. You can click and drag the thumbnails to rearrange slides.
  • Slide pane - Displays the slide that is currently selected in the Slides tab.
  • Notes pane - Displays speaker notes for the slide currently active in the Slide pane.

In PowerPoint 2010, the Notes pane will open by default in Normal view; however, in PowerPoint 2013 you must enable it by clicking NOTES in the Status bar.

Creating a Presentation

When you open Microsoft PowerPoint, a presentation is automatically opened as well. As you can see in the screenshot below, the default presentation is named "Presentation1".

To start creating a presentation, simply click in a text box and begin typing your text. The arrows in the screenshot denote where you can click and start entering text.

Saving a Presentation

The first time you save a Microsoft PowerPoint presentation, you need to give it a name and location. To do this:

  1. From the FILE menu, select Save As.
  2. Now, select a location to save your document. (In PowerPoint 2010, this step does not apply.)
  3. The Save As dialog box opens, in which you can see:
    1. The document location or where on your computer PowerPoint will save your presentation. You can choose a different location by navigating to the new location and selecting it.
    2. The file name. Note that this is highlighted because Microsoft PowerPoint expects you to provide your own name for the presentation. Simply begin typing to do so.
    3. The file type. Note that this defaults to "PowerPoint Presentation," which is the default file type for Microsoft PowerPoint 2013 presentations. When final, you can save your presentation as another type, such as a pdf, by selecting the file type from the Save as type drop-down list.
  4. After you provide this information, click Save to save the presentation.

Tabs, Groups, and Commands

Tabs

Microsoft PowerPoint is a robust program which is used to create many different types of presentations, including charts and diagrams, flyers, invoices, and much more. Microsoft PowerPoint has hundreds of commands for working with different presentations. To make it easier for users to find the specific commands they are looking for, commands are organized onto eight main tabs:

  1. HOME. The HOME tab includes commands for formatting presentations.
  2. INSERT. Use the INSERT tab to insert tables, clip art, pictures, links, headers and footers, and more.
  3. DESIGN. Use the DESIGN tab to change your page setup, slide orientation, fonts, background styles, and more.
  4. TRANSITIONS. Use the TRANSITIONS tab to add transitions to a slide and to customize transition effects.
  5. ANIMATIONS. Use the ANIMATIONS tab to add animation to text in a slide and to manage the animation order.
  6. SLIDE SHOW. Use the SLIDE SHOW tab to finalize the slide show details, timings, and more.
  7. REVIEW. Use the REVIEW tab to check spelling, to collaborate by adding comments, and to access editor tools.
  8. VIEW. Use the VIEW tab to access the various presentation views, to show and hide the ruler and grid lines, and more.

Note that the FILE tab is not a typical tab. The FILE tab takes you to the Backstage view where you manage, rather than make changes to, your document. The Backstage view is covered in the next lesson.

Groups

Functionally related commands in PowerPoint are organized in groups on each tab. The following table lists the groups found on each tab:

Tab Group
HOME
  1. Clipboard
  2. Slides
  3. Font
  4. Paragraph
  5. Drawing
  6. Editing
INSERT
  1. Slides
  2. Tables
  3. Images
  4. Illustrations
  5. Apps
  6. Links
  7. Comments
  8. Text
  9. Symbols
  10. Media
DESIGN
  1. Themes
  2. Variants
  3. Customize
TRANSITIONS
  1. Preview
  2. Transition to This Slide
  3. Timing
ANIMATIONS
  1. Preview
  2. Animation
  3. Advanced Animation
  4. Timing
SLIDE SHOW
  1. Start Slide Show
  2. Set Up
  3. Monitors
REVIEW
  1. Proofing
  2. Language
  3. Comments
  4. Compare
View
  1. Presentation Views
  2. Master Views
  3. Show
  4. Zoom
  5. Color/Grayscale
  6. Window
  7. Macros

Commands

Commands are controls that enable you to accomplish specific tasks, such as bolding text, adding a list, inserting a picture, or adding slide numbers.

The HOME Tab

On the PowerPoint 2013 HOME tab, you will find commands that you will use often when working in PowerPoint. The Copy, Paste, and Cut commands are found on the HOME tab in the Clipboard group, along with the Format Painter.

The Slides group contains the New Slide command, as well as other commands you can use to format the slides in your presentation.

In the Font group, you will find commands to format your text.

The Paragraph group contains the paragraph formatting options such as text alignment and bulleted lists.

In the Drawing group, you will see options to format the shapes that you insert into your presentations.

Finally, the Editing group contains the Find and Replace command, as well as Select options. This is where you can enable the Selection pane.

Keyboard Shortcuts

In PowerPoint 2010 and 2013, keyboard shortcuts that begin with the CTRL key, such as CTRL+F to search for something and CTRL+B to bold text, remain the same as in previous versions of PowerPoint.

However, shortcuts that in previous PowerPoint versions involved pressing ALT have changed; these are now called KeyTips. To display KeyTips in your presentation:

  1. Press ALT. Doing this makes KeyTips appear for all of the tabs on the Ribbon.
  2. Now press the corresponding key to open the tab or Quick Access Toolbar you want to use.
  3. Press the letter of the command you wish to execute.

For example to add a comment in your presentation, you would press ALT, and then R to display the Review tab, and then C to insert your comment.

Animation Tools

There are some changes to the animation tools in PowerPoint 2010 and 2013, designed to help you more efficiently add animations to your presentations.

The Animation Painter

One of the most important new additions to PowerPoint 2010 and 2013 is the Animation Painter. If you're familiar with the Format Painter, the Animation Painter will be easy for you to use.

Located on the ANIMATIONS tab of the Ribbon, in the Advanced Animation group, to use the Animation Painter:

  1. Select the object whose animation you would like to copy.
  2. Click Animation Painter.
  3. Select the object to which you want to apply the previous animation.

You can also double-click Animation Painter to keep Animation Painter active, and apply the animation style to multiple objects.

The Animation Pane

In PowerPoint 2010 and 2013, you will no longer find the Custom Animation task pane. It has been renamed the Animation pane.

To enable the Animation pane:

  1. Select the ANIMATION tab on the Ribbon.
  2. In the Advanced Animation group, click Animation Pane.
  3. The Animation pane now appears on the right of the screen.

In this version of PowerPoint, you cannot add animations using the Animation pane. To add and modify animations, select the ANIMATIONS tab, and use the commands in the following groups:

  1. Animation
  2. Advanced Animation
  3. Timing

Working with Other Versions of PowerPoint

PowerPoint 2010 and 2013 presentations use the .pptx file extension. PowerPoint 2010/2013 are based on Office Open XML formats (but you do not need to know how to use XML to work in PowerPoint 2010/2013).

The reasoning behind this change is because XML helps keep presentations safer by separating out files containing macros or scripts, keeps presentation sizes smaller, and helps to prevent data corruption and loss by making presentations less susceptible to damage.

Opening Presentations Created in Previous PowerPoint Versions

You can open presentations that were created in previous versions of PowerPoint. When you open such a presentation, it will open in Compatibility Mode.

Saving a PowerPoint File Created in a Previous Version

When you save a file that was created originally in a preview version of PowerPoint, the Save As dialog box will open automatically, to save the file with a .pptx file extension.

Saving a PowerPoint File as a Previous Version

Also, when you save a PowerPoint 2013 file as a previous version, Compatibility Checker will identify any new features that will not work in that version.

Presenter View Changes

In past iterations of PowerPoint, Presenter View was often difficult to work with. PowerPoint 2013 makes Presenter View easier to use to present your slideshows.

When you launch Presenter View with multiple monitors set up, it automatically displays your notes on one monitor while your audience sees only your slides. You can also configure Presenter View for use on a single monitor.

To use Presenter View:

  1. Click the Slide Show button in the status bar.
  2. Scroll to the lower-left area of the presentation and select the icon of three dots in a circle,
  3. From the menu that appears, select Show Presenter View.
  4. Your presentation is now displayed in Presenter View.
  5. Use the controls to use a laser pointer or pen, view all slides at once, zoom in to a slide, and hide/unhide the current slide in the presentation.
  6. The next slide and notes for the current slide appear on the right.
  7. To change which view will face the audience, click Display Settings in the upper left, and then select Swap Presenter View and Slide Show.
  8. To exit Presenter View, press Esc.

Object Smart Guides

PowerPoint 2013 makes it easier to line up items in your slideshows.

To use Smart Guides when working with multiple pictures, shapes, charts, and so on:

  1. Select the item you want to align.
  2. Notice the dashed lines that are displayed, showing alignment.
  3. The lines will change as you move the object to show various alignment options.

Using PowerPoint Smart Guides

Duration: 5 to 10 minutes.

In this exercise, you will use the new PowerPoint 2013 Smart Guides.

  1. Using the FILE menu, open the "Spring Flowers" file from the Webucator/Upgrading-PowerPoint-2013/Exercises folder.
  2. Align the three pictures using PowerPoint Smart Guides so that it looks like the following:

Solution:

  1. Using the FILE menu, open the "Spring Flowers" file from the Webucator/Upgrading-PowerPoint-2013/Exercises folder.
  2. Use the Smart Guides to align the three images.

Using Comments

A new useful feature of PowerPoint 2013 is the Comments feature. If you have used Microsoft Word, you are likely familiar with comments. You can add comments to presentations now, which provides a way to add feedback to a presentation. You can add comments to a slide, image, text, or other object.

To add a comment in PowerPoint:

  1. Select the slide, text, or item to which you want to add the comment.
  2. Select the REVIEW tab, and in the Comments group, click New Comment.
  3. The Comments pane appears. Type your comment in the text box and press Enter.
  4. A comment icon now appears on the slide.
  5. To move through comments in a presentation and/or delete comments, use the Delete, Previous, and Next options in the Comments group.

Using the Comments Feature

Duration: 10 to 15 minutes.

In this exercise, you will add comments to a PowerPoint presentation.

  1. Open the Sales Presentation.pptx file from the Webucator/Upgrading-PowerPoint-2013\Exercises folder.
  2. Add a comment on slide 5, indicating that the steps "Service" and "Delivery" are out of order and should be switched.

Solution:

  1. Open the presentation and navigate to slide 5.
  2. Select the REVIEW tab, and in the Comments group, click New Comment.
  3. In the text box, add your comment and press Enter.
  4. Save and close the file.

Motion Path Changes

Motion paths are type of PowerPoint animation. PowerPoint 2013 provides improved motion paths for ease of animating slides.

Previously, when working with motion paths, the only way to determine where the object would end up was by playing the animation. In PowerPoint 2013, the end point of the motion path is indicated by a "ghost image."

To use PowerPoint motion paths:

  1. Select the image to which you want to add the image path.
  2. Select the ANIMATIONS tab, and in the Advanced Animation group, click Add Animation.
  3. Select More Motion Paths.
  4. Select the motion path you want to use from the Add Motion Path dialog box and click OK.
  5. Now you will see the motion path indicated by the original image, a dotted line, and a "ghost" image, that shows the image's final location.