Because PowerPoint is so tightly integrated with the other Microsoft Office 2013 components, you can easily share information among them.
In this chapter you'll get a big-picture introduction to PowerPoint 2013, and then we'll fire up the program and poke around a bit to help you get familiar with the interface.
PowerPoint is a popular tool for people who give presentations as part of their jobs and also for their support staff.
When you start your first PowerPoint presentation, you may not be sure which delivery method you will use.
Most people associate PowerPoint with sales presentations, but PowerPoint is useful for people in many other lines of work as well.
Figure 1.1 PowerPoint offers unparalleled flexibility for presenting information to potential customers.
Self-running presentations that flip through the slides at specified intervals so that passersby can read them or ignore them as they wish.
See Chapter 19, a€?Designing User-Interactive or Self-Running Presentations,a€? to learn about controlling a live presentation. The distinction between sales and marketing can be rather blurred at times, but marketing generally refers to the positioning of a product in the media rather than its presentation to a particular company or individual. PowerPoint is not a drawing program per se, and it can't substitute for one except in a crude way. Figure 1.2 PowerPoint can generate camera-ready marketing materials, although it can't substitute for the tools that professional advertising companies use. Human resources personnel often find themselves giving presentations to new employees to explain the policies and benefits of the company.
One of the most helpful features in PowerPoint for the human resources professional is the SmartArt tool. Most training courses include a lecture section in which the instructor outlines the general procedures and policies. If you have access to a scanner, you can scan in diagrams and drawings of the objects you are teaching the students to use. PowerPoint's interactive controls even let you create quizzes that each student can take on-screen to gauge their progress. Service organizations such as hotels and restaurants often need to inform their customers of various facts but need to do so unobtrusively so that the information will not be obvious except to those looking for it. Many nonprofit clubs and organizations, such as churches and youth centers, operate much the same way as for-profit businesses and need sales, marketing, and informational materials. You can purchase Office 2013 (or the standalone PowerPoint 2013) either as a traditional boxed application or as a cloud-based subscription called Office 365. In earlier PowerPoint versions, you started up in a blank new presentation, which some beginners found intimidating. Figure 1.6 PowerPoint 2013 opens with a Start screen that offers links to templates and recent files. If you have ever tried to create anything with the drawing tools in an Office app, you know that it can be frustrating because the shapes provided don't always match the shapes you want. These new commands are all focused around merging two or more shapes into a single shape, using actions like Union, Combine, Intersect, Fragment, and Subtract. PowerPoint 2013 makes it easier than ever to precisely align and evenly space objects with one another. You can also create permanent drawing guides on the slide masters, making it easier to position content on slide masters and layout masters. In Office 2013 apps, the logged-in user's SkyDrive is the default save location, making it as easy to save files to your SkyDrive as it is to save to any local folder on your hard disk. PowerPoint 2013, like other Office 2013 applications, includes integration with online picture and video sharing services such as YouTube and Flickr, enabling you to easily access your own and other people's online content for use in your presentations. Presenter view can now be viewed on one monitor, allowing you to rehearse without connecting anything else. Now that you have seen some of the potential uses for PowerPoint and toured the new features, let's get started using the program.
You can start PowerPoint just as you would any other program in Windows: from the Start screen (in Windows 8) or the Start menu (in Windows 7). When PowerPoint 2013 opens, a Start screen appears, as you saw back in Figure 1.6, offering help for opening existing files or starting new ones. If you want quick access to PowerPoint from the Windows 8 Desktop, add a shortcut to PowerPoint to the taskbar. When you are ready to leave PowerPoint, click the Close (X) button in the top-right corner of the PowerPoint window. PowerPoint's interface is typical of any Windows desktop program in many ways, but it has some special Office-specific features as well.
Figure 1.12 The PowerPoint window is a combination of usual Windows features and unique Office elements. PowerPoint 2013's user interface is based on the Ribbon, which is a bar across the top of the window that contains tabbed pages of commands and buttons. To add a command to the Quick Access Toolbar, right-click the icon for it and choose Add to Quick Access Toolbar. Within a tab, groups can expand or collapse depending on the width of the PowerPoint window. Figure 1.14 The size of the PowerPoint window determines how much the groups are collapsed or expanded on the Ribbon. Because the Ribbon collapses, the exact steps for performing certain procedures depend on the active PowerPoint window's width.
Export: Provides commands for creating PDF and XPS files, creating videos, exporting handouts to Word, packaging a presentation for CD, and changing the file type. Dialog boxes that open or save files have some special controls and icons all their own, but you learn about those in more detail in Chapter 2, where you also learn to open and save your files. Office 2013 has moved away from using dialog boxes for some features; you may also encounter panes that ask for more information when you issue a command. This chapter covers only the presentation views (that is, regular views in which you can see the individual content of each slide). Figure 1.18 Select a view from the View tab or from the viewing controls in the bottom-right corner of the screen.
When you save, close, and reopen a file, PowerPoint opens it in the view in which you left the file. Normal view, shown in Figure 1.19, is a very flexible view that contains a little bit of everything. Figure 1.19 Normal view, the default, shows slide thumbnails at the left and an editing window at the right. Outline view (shown in Figure 1.20) is identical to Normal view except instead of the slide thumbnails on the left, you see a text outline. Figure 1.20 Outline view shows a text outline at the left and an editing window at the right.
An optional Notes pane is available at the bottom of the window in Normal or Outline view; click Notes on the status bar to display or hide it. Each of the panes in Normal view has its own scroll bar, so you can move in it independently of the other panes.
The left pane is useful because it lets you jump quickly to a specific slide by clicking its thumbnail (Normal view) or some of its text content (Outline view). If you have ever worked with hard copies of slides, such as 35mm slides, you know that it can be helpful to lay the slides out on a big table and plan the order in which to show them. When it's time to rehearse the presentation, nothing shows you the finished product quite as clearly as Slide Show view does. The default slide dimensions in PowerPoint 2013 are set for a wide-screen monitor (16:9 aspect ratio). Reading view is like Slide Show view except it runs within the PowerPoint app window rather than full screen and it doesn't have the powerful slide show tools that you get with Slide Show view (covered in Chapter 18), such as the ability to draw on a slide or skip to a certain slide. When you give a presentation, your props usually include more than just your brain and your slides. Figure 1.23 Notes Page view offers a special text area for your notes, separate from the slides. If you need a closer look at your presentation, you can zoom the view in or out to accommodate almost any situation. An easy way to set the zoom level is to drag the Zoom slider in the status bar, or click its plus or minus buttons to change the zoom level in increments, as shown in Figure 1.24. To resize the current slide so that it is as large as possible while still fitting completely in the Slides pane, click the Fit Slide to Current Window button, or Choose View ⇒ Fit to Window.
PowerPoint has a lot of optional screen elements that you may (or may not) find useful, depending on what you're up to at the moment.
Vertical and horizontal rulers around the Slide pane can help you place objects more precisely.
The rulers help with positioning no matter what content type you are working with, but when you are editing text in a text frame they have an additional purpose.
The ruler's unit of measure is controlled from Regional Settings in Control Panel in Windows.
PowerPoint can create all of these types of visual aids, plus many other types that you'll learn about as you go along. You'll find out how to use the tabs and panes and how to get help and updates from Microsoft. With PowerPoint, you can create visual aids that help get the message across to an audience, whatever that message may be and whatever the format in which it is presented. For live presentations, PowerPoint helps the lecturer emphasize key points through the use of computer-based shows (from a notebook or tablet PC, for example) or overhead transparencies. You can package a PowerPoint presentation on a CD or DVD and distribute it with a press release, a marketing push, or a direct mail campaign. You can use PowerPoint to create a show that you can present live over a network or the Internet, while each participant watches from their own computer.
However, it's best to decide the presentation format before you invest too much work in your materials because the audience's needs are different for each medium.
The following sections present a sampling of how real people just like you are using PowerPoint in their daily jobs.
Armed with a laptop computer and a PowerPoint presentation, a salesperson can make a good impression on a client anywhere in the world. These types of presentations are great for grabbing people's attention at trade show booths. This method is very inexpensive because you can create a single presentation and distribute it by mail to multiple customers. Marketing representatives are often called upon to write advertising copy, generate camera-ready layouts for print advertisements, design marketing flyers and shelf displays, and produce other creative selling materials. However, by combining the Office 2013 clip art collection and drawing tools with some well-chosen fonts and borders, a marketing person can come up with some very usable designs in PowerPoint.
A well-designed, attractive presentation gives the new folks a positive impression of the company they have signed up with, starting them off on the right foot. With it, you can easily diagram the structure of the company and make changes whenever necessary with a few mouse clicks.
You can also use computer-generated images, such as screen captures and video clips, to teach people about software. Depending on the button the student clicks, you can set up the quiz to display a a€?Yes, you are correct!a€? or a€?Sorry, try againa€? slide. For example, a convention center hotel might provide a list of the meetings taking place in its meeting rooms, or a restaurant might show pictures of the day's specials on a video screen in the waiting area. Typically the computer box and keyboard are hidden from passersby, and the monitor displays the information. But clubs and organizations often have special needs too, such as the need to recognize volunteers for a job well done. It uses a tabbed Ribbon across the top, rather than a traditional menu system, and employs dialog boxes and a Quick Access Toolbar in the same ways that 2010 did. The following sections outline the major differences you will see when you upgrade from PowerPoint 2010 to PowerPoint 2013. There are several benefits to the cloud version, including lower price, automatic updates, the ability to use Office on multiple PCs without paying extra (with some editions), and the ability to access your Office applications and files from multiple locations. PowerPoint 2013 opens with a Start screen (Figure 1.6), providing easy access to both local and online templates as well as recently used files. Office 2013's drawing tools contain several new commands and capabilities that make the process of creating just the right shapes much easier.
For example, suppose you want a shape that consists of a rounded rectangle with two arrows emerging from it. When you drag an object to position it, dotted guidelines called Smart Guides appear, showing its relationship to other objects on the slide and allowing you to easily snap the object into precise alignment and spacing. Chapter 4, a€?Working with Layouts, Themes, and Masters,a€? covers modifying slide masters. In PowerPoint 2013, there is a Comments pane that you can use in Normal view to display and manage comments. Each user gets a certain amount of free space there (usually 2GB), and you can purchase additional space. Files saved to SkyDrive are private and secure, and you can access them from any Internet-connected computing device, no matter where you are. First, the tools available to you in Slide Show view are now more robust, including the ability to zoom in on a particular area of a slide and to select a slide to jump to from an array of thumbnail images.
Presenter view has also been been enhanced, with extra display settings and easier-to-use slide controls.
For many years now, PowerPoint users have complained that the templates PowerPoint provides are not customizable enough.


All of the Office 2013 apps, including PowerPoint, are more easily controlled with touch screens than their predecessors. Some graphics programs enable you to use an Eyedropper tool to pick up a color from one object and copy that color to another object.
PowerPoint 2010 was revolutionary in that it allowed users to create their own video versions of their presentations.
When you reopen a presentation that you were previously working on, the last slide you were editing automatically reappears.
You can knock out a passable presentation in a shockingly short time by skimming through the chapters in Part I and Part II of the book, or you can spend some time with PowerPoint's advanced features to make a complex presentation that looks, reads, and works exactly the way you want.
Press the Windows key, , on the keyboard to display the Start screen, or on a touch screen, swipe in from the right and tap Start. If you want to bypass the Start screen and jump immediately to a new blank presentation (as in earlier versions of PowerPoint), just press the Esc key. To do so, right-click the PowerPoint 2013 tile on the Start screen and click Pin to Taskbar.
Functions as a combination of menu bar and toolbar, offering tabbed a€?pagesa€? of buttons, lists, and commands. Opens the File menu (Backstage view), from which you can open, save, print, and start new presentations.
Shrinks the application window to a bar on the Windows taskbar; you click its button on the taskbar to reopen it.
Reports information about the presentation and provides shortcuts for changing the view and the zoom and accessing the Notes and Comments panes.
However, if you're interested in learning more about Windows-based programs in general, pick up my book Windows 8 eLearning Kit For Dummies (Wiley, 2013). Rather than opening a menu and selecting a command, you click a tab and then click a button or open a list on that tab. A rectangular orange button that opens Backstage view (also called the File menu), from which you can choose to start a new presentation and save, print, and perform other file-related activities.
A small toolbar adjacent to the Office button from which you can select commonly used commands. To remove the command from there, right-click its icon and choose Remove from Quick Access Toolbar.
A small icon that is in the bottom-right corner of a group and from which you can open a dialog box related to that group. When the window is large enough, everything within each group is fully expanded so that each item has its own button.
A small window may require an extra step of opening a button's menu to select a command, for example.
Many of the commands along the left side of the screen are categories that open submenus when you click them. Saves the current presentation and prompts you for filename and location information, even if the file has been previously saved.
Provides access to printing options, including setting a print range, choosing a printer, and specifying settings like color and collation. Offers access to features for distributing the presentation via e-mail or fax, sharing it on your SkyDrive, presenting it online, or publishing slides to a SharePoint server. Enables you to see the user account information that you are logged in with and manage your connected services, such as your SkyDrive. You can exit PowerPoint by clicking the Close (X) button in the upper-right corner of the app window. When you issue a command that can have many possible variations, a dialog box appears so you can specify the particulars. Placed next to a text box, these buttons allow you to increment the number in the box up or down by one digit per click. Click the down arrow next to one of these to open the list, and then click your selection from the menu that appears. A pane is a rectangular area along the left or right side of the screen, as shown in Figure 1.17. PowerPoint comes with several views because at different times during the creation process, it is helpful to look at the presentation in different ways. A combination of several resizable panes so you can see the presentation in multiple ways at once. A variant of Normal view in which slide content appears as a text outline in the left pane rather than as graphical slide thumbnails.
A light-table-type overhead view of all the slides in your presentation, laid out in sections and rows, suitable for big-picture rearranging. The master views are discussed in Chapter 4; master views enable you to make global changes to many slides at once.
In the center is the Slide pane, where the active slide appears, and to its left is the Thumbnails pane, containing a set of thumbnail images that represent the presentation's slides.
An optional Comments pane appears and disappears on the right when you click Comments on the status bar. If you are using a regular monitor (4:3) but showing wide-screen slides, black bars fill in the extra space at the top and bottom. If you use the Slide Show View button in the bottom-right corner of the screen, the presentation will start with whatever slide you have selected.
You still see the PowerPoint app's title bar, and you still see the status bar at the bottom.
You typically have all kinds of notes and backup material for each slide a€” figures on last quarter's sales, sources to cite if someone questions your data, and so on. As you saw earlier, you can type them directly into the Notes pane below the slide in Normal or Outline view. In this view, you see a single slide (uneditable) with an editable text area below it called the notes placeholder, which you can use to type your notes. For example, if you have trouble placing a graphic exactly at the same vertical level as some text in a box next to it, you can zoom in for more precision. To set the zoom for the Thumbnails pane only, for example, select it first; then choose a zoom level. You can also hold down the Ctrl key and roll the scroll wheel on your mouse, if it has one.
To toggle them on or off, select or deselect the Ruler check box on the View tab, as shown in Figure 1.26. The horizontal ruler shows the frame's paragraph indents and any custom tab stops, and you can drag the indent markers on the ruler just as you can in Word. Choose Clock and then Language and Region, and then click the Region heading in Windows 8 (or Region and Language in Windows 7) to open the Region (or Region and Language) dialog box. Like its siblings a€” Word (the word processor), Excel (the spreadsheet), Outlook (the personal organizer and e-mail manager), and Access (the database) a€” PowerPoint has a well-defined role. Although the traditional kind of presentation is a live speech presented at a podium, advances in technology have made it possible to give several other kinds of presentations, and PowerPoint has kept pace nicely. You have probably seen such presentations listing meeting times and rooms in hotel lobbies and as sales presentations at trade show booths. The presentation can be in PowerPoint format, or it can be converted to some other format, such as PDF or a video clip. You can even store a self-running or interactive presentation on a website in a variety of formats and make it available for the public to download and run on a PC. PowerPoint can't help much with the latter, but it can help make the lecture portion of the class go smoothly. The cloud-based version is marked primarily to businesses, but versions are also available for university students and home users too. You can find the Merge Shapes button on the Insert Shapes section of the Drawing Tools Format tab when two or more shapes are selected.
You could start with the three separate shapes shown at the left in Figure 1.7 and then use the Union command to join them into a single shape, as shown on the right. Earlier versions of PowerPoint had alignment commands, but you had to specifically issue them; Smart Guides present themselves automatically whenever they might be needed. To help you avoid copyright problems, by default the Bing image search returns only results that are free to use under Creative Commons (a public user license). For example, what if a certain template has a perfect background graphic but the colors are all wrong? You can use PowerPoint 2013 in the traditional way, with a mouse, or by pointing, tapping, swiping, and dragging on a touch screen.
From then on, you can start PowerPoint by clicking the PowerPoint 2013 icon on the left end of the taskbar. Because you have just been playing around in this chapter, you probably do not have anything to save yet.
Figure 1.10 shows it in Normal view, but other views are available that make the work area appear differently.
For example, in Figure 1.15, the Export command has been selected, revealing additional choices. For example, when you add a graphic to a slide, you need to work closely with that slide, but when you rearrange the slide order, you need to see the presentation as a whole.
You can use Reading view to check your work as if you were showing the slide show but still retain access to certain commands. The options on this list include some custom versions of Normal view that have certain panes turned off.
For example, to give the notes area more room, point the mouse pointer at the divider line between it and the slide area so that the mouse pointer becomes a double-headed arrow, and then hold down the left mouse button as you drag the line up to a new spot.
You might even start a pile of backups that you will not show in the main presentation but will hold back in case someone asks a pertinent question. You can move from slide to slide by pressing the Page Up and Page Down keys or by using one of the other movement methods available (covered in Chapter 19). You can move between slides by clicking with the mouse or by using the arrow keys on the keyboard. In the old days of framed overhead transparencies, people used to attach sticky notes to the slide frames for this purpose and hope that nobody asked any questions that required diving into the four-inch-thick stack of statistics they brought. Just click the Notes button in the status bar to display the Notes pane, and start typing away. You can, for example, take the outline from your PowerPoint presentation and copy it into Word, where you can dress it up with Word's powerful document formatting commands.
For details about this procedure, see Chapter 19 and Lab 4 in the Project Labs section at the end of the book. For example, you could pick up a color from a photograph on a slide and apply it to the text on the slide so that everything matches.
PowerPoint 2013 adds MP4 support, making the resulting videos much more widely shareable because MP4 is one of the most common video formats for online use. At first, large buttons get smaller and stack vertically; if that's not enough, then groups collapse into single large buttons with drop-down lists from which you can select the individual commands. This book assumes a PowerPoint app window size of 1024 x 768 pixels; if you run PowerPoint at a smaller resolution, you may occasionally have an extra step to access a command. Click one or the other of those terms near the top of the pane to switch among the different pages of options.
This view is not available from the View tab, but it is available in several other places, including in the status bar and in the Quick Access Toolbar. For example, you can open all documents in Normal a€“ Slide Only to always start in Normal view with just the main editing pane open.
To get the Thumbnails (or Outline) pane out of the way, drag the divider between it and the slide editing pane as far as possible to the left.
When you change the slide size, PowerPoint prompts you to specify how to adjust the existing content to fit the new format.
As with Slide Show view, you can exit from Reading view by pressing Esc to return to the previously accessed view.
However, if you have a lot of notes to type, you might find it easier to work with Notes Page view instead.
You can refer to these notes as you give an on-screen presentation, or you can print notes pages to stack neatly on the lectern next to you during the big event.
In a single-pane view such as Notes Page or Slide Sorter, a single zoom setting affects the entire work area.
Virtually any piece of data in any Office program can be linked to any other Office program, so you never have to worry about your data being in the wrong format.
Another popular use for PowerPoint is to project the lyrics of a song on a big screen for sing-alongs at churches and meetings.
Beneath the selected tab are several icons; each icon shows a different page of options as well. If your notes pages run off the end of the page, PowerPoint even prints them as a separate page. PowerPoint also accepts data from almost any other Windows-based application and can import a variety of graphics, audio, and video formats.
You'll find the Eyedropper tool on the Shape Fill and Shape Outline buttons' menus on the Drawing Tools Format tab when working with shapes. If you have trouble seeing the text you're typing, zoom in on it, as described in the next section.



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