PowerPoint 2016: Getting Started with PowerPoint

Lesson 1: Getting Started with PowerPoint

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.

Watch the video below to learn more about getting started with PowerPoint.

Getting to know PowerPoint

PowerPoint 2016 is similar to PowerPoint 2013 and PowerPoint 2010. If you've previously used these versions, PowerPoint 2016 should feel familiar. But if you are new to PowerPoint or have more experience with older versions, you should first take some time to become familiar with the PowerPoint 2016 interface.

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 presentations. From the Start Screen, locate and select Blank Presentation to access the PowerPoint interface.

Creating a blank presentation

Click the buttons in the interactive below to become familiar with the PowerPoint interface.

edit hotspots

Quick Access Toolbar

The Quick Access Toolbar lets you access common commands no matter which tab is selected. You can customize the commands depending on your preference.

The Ribbon

The Ribbon contains all of the commands you will need to perform common tasks in PowerPoint. It has multiple tabs, each with several groups of commands.

Tell Me

The Tell me box works like a search bar to help you quickly find tools or commands you want to use.

Microsoft Account

From here, you can access your Microsoft account information, view your profile, and switch accounts.

Ruler

The Ruler is located at the top and to the left of your current slide. It makes it easy to align text and objects on your slide.

Slide Pane

Here, you can view and edit the selected slide.

Slide Navigation Pane

The slide navigation pane allows you to view and organize the slides in your presentation.

Vertical and Horizontal Scroll Bars

The scroll bars allow you to scroll up and down or side to side. To do this, click and drag the vertical or horizontal scroll bar.

Slide Number Indicator

Here, you can quickly see the total number of slides in your presentation, as well as which slide you are viewing.

Notes

Click Notes to add notes to your current slide. Often called speaker notes, they can help you deliver or prepare for your presentation.

Comments

Reviewers can leave comments on any slide. Click Comments to view comments for the current slide.

Slide View Options

There are four ways to view a presentation. Simply click a command to select the desired view.

Zoom Control

Click and drag the slider to use the zoom control. The number to the right of the slider reflects the zoom percentage.

Working with the PowerPoint environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in PowerPoint. Backstage view gives you various options for saving, opening a file, printing, and sharing your document.

The Ribbon

PowerPoint uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with several groups of commands. For example, the Font group on the Home tab contains commands for formatting text in your document.

Groups on the Ribbon

Some groups also have a small arrow in the bottom-right corner that you can click for even more options.

More options in groups

Showing and hiding the Ribbon

The Ribbon is designed to respond to your current task, but you can choose to minimize it if you find that it takes up too much screen space. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon to display the drop-down menu.

Ribbon Display Options
  • Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen.
  • Show Tabs: This option hides all command groups when they're not in use, but tabs will remain visible. To show the Ribbon, simply click a tab.
  • Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and commands will be visible. This option is selected by default when you open PowerPoint for the first time.

Using the Tell me feature

If you're having trouble finding command you want, the Tell Me feature can help. It works just like a regular search bar: Type what you're looking for, and a list of options will appear. You can then use the command directly from the menu without having to find it on the Ribbon.

Using the Tell me feature

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which tab is selected. By default, it includes the Save, Undo, Redo, and Start From Beginning commands. You can add other commands depending on your preference.

To add commands to the Quick Access Toolbar:

  1. Click the drop-down arrow to the right of the Quick Access Toolbar.
    Locating the Customize Quick Access Toolbar dropdown arrow
  2. Select the command you want to add from the drop-down menu. To choose from more commands, select More Commands.
    Adding a command to the Quick Access toolbar
  3. The command will be added to the Quick Access Toolbar.
    The command added to the Quick Access toolbar

The Ruler, guides, and gridlines

PowerPoint includes several tools to help organize and arrange content on your slides, including the Ruler, guides, and gridlines. These tools make it easier to align objects on your slides. Simply click the check boxes in the Show group on the View tab to show and hide these tools.

The Ruler, Guidelines, and Grids

Zoom and other view options

PowerPoint has a variety of viewing options that change how your presentation is displayed. You can choose to view your presentation in Normal view, Slide Sorter view, Reading view, or Slide Show view. You can also zoom in and out to make your presentation easier to read.

Switching slide views

Switching between different slide views is easy. Just locate and select the desired slide view command in the bottom-right corner of the PowerPoint window.

Slide View commands

To learn more about slide views, see our Managing Slides lesson.

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.

The Zoom control slider

Backstage view

Backstage view gives you various options for saving, opening, printing, and sharing your presentations. To access Backstage view, click the File tab on the Ribbon.

Clicking the File tab

Click the buttons in the interactive below to learn more about using Backstage view.

edit hotspots

Back to PowerPoint

You can use the arrow to close Backstage view and return to PowerPoint.

Info

The Info pane will appear whenever you access Backstage view. It contains information about the current presentation.

New

From here, you can create a new blank presentation or choose from a large selection of templates.

Open

From here, you can open recent presentations, as well as presentations saved to your OneDrive or on your computer.

Save and Save As

Use Save and Save As to save your presentation to your computer or to your OneDrive.

Print

From the Print pane, you can change the print settings and print your presentation. You can also see a preview of your presentation.

Share

From here, you can invite people to view and collaborate on your presentation. You can also share your presentation by emailing it as an attachment.

Export

You can choose to export your workbook in another format, such as PDF/XPS or PowerPoint 97-2003.

Close

Click here to close the current presentation.

Account

From the Account pane, you can access your Microsoft account information, modify your theme and background, and sign out of your account.

Options

Here, you can change various PowerPoint options, settings, and language preferences.

You can review our lesson on Understanding OneDrive to learn more about using OneDrive.

Challenge!

  1. Open PowerPoint 2016, and create a blank presentation.
  2. Change the Ribbon Display Options to Show Tabs.
  3. Click the drop-down arrow next to the Quick Access Toolbar and add New, Quick Print, and Spelling.
  4. In the Tell me bar, type Shape and press Enter.
  5. Choose a shape from the menu, and double-click somewhere on your slide.
  6. Show the Ruler if it is not already visible.
  7. Zoom the presentation to 120%.
  8. When you're finished, your presentation should look something like this:
    Getting Started Challenge
  9. Change the Ribbon Display Options back to Show Tabs and Commands.

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