How to use Microsoft PowerPoint


Step 1: Open PowerPoint

  • Windows: Click on the Start menu, search for “PowerPoint,” and click on the PowerPoint app.
  • Mac: Open Finder, go to Applications, and double-click PowerPoint.


Step 2: Create a new presentation

  • From the Start Screen:
    • When you open PowerPoint, the Start Screen will appear, showing you templates and recent presentations.
    • Choose “Blank Presentation” or select a template.
  • From an Open Presentation:
    • Go to the File tab.
    • Select New.
    • Click Blank Presentation or choose a template.


Step 3: Using the interface

  • Ribbon

    • Tabs: Home, Insert, Design, Transitions, Animations, Slide Show, Review, View, etc.
    • Groups: Each tab has groups that organize tools (e.g., Font, Paragraph under the Home tab).
    • Commands: Tools within the groups (e.g., Bold, Italic in the Font group).

  • Slides Pane

    • Located on the left side, it shows thumbnails of your slides. You can rearrange, add, or delete slides here.

  • Slide Area

    • The main area where you design your slide.

  • Notes Pane

    • A space where you can add notes for each slide that are not visible to the audience.


Step 4: Creating and Managing Slides

  • Adding a New Slide

    • Go to the Home tab and click New Slide.
    • Choose a layout for the new slide (Title Slide, Title and Content, Section Header, etc.).

  • Duplicating a Slide

    • Right-click on a slide thumbnail in the Slides Pane.
    • Select Duplicate Slide.

  • Deleting a Slide

    • Right-click on a slide thumbnail in the Slides Pane.
    • Select Delete Slide.

Step 5: Adding and editing text

  • Adding Text to a Slide

    • Click in a text box that says “Click to add title” or “Click to add text.”
    • Type your text.

  • Formatting Text

    • Highlight the text you want to format.
    • Use options in the Home tab under the Font and Paragraph groups to change font style, size, color, alignment, etc.

Step 6: Inserting Images and Graphics

  • Inserting Images

    • Go to the Insert tab.
    • Click Pictures and choose This Device to insert from your computer or Online Pictures to insert from the web.

  • Inserting Shapes

    • Go to the Insert tab.
    • Click Shapes and choose a shape to insert.
    • Click and drag on the slide to draw the shape.

  • Inserting Charts and Graphs

    • Go to the Insert tab.
    • Click Chart.
    • Select the type of chart you want to insert, then edit the chart data in the Excel sheet that opens.

Step 7: Editing slide layouts

  • Changing Slide Layout

    • Go to the Home tab.
    • Click Layout.
    • Choose the desired layout from the list.

  • Using Slide Master for Consistent Design

    • Go to the View tab.
    • Click Slide Master.
    • Modify the master slide to change the appearance of all slides.


Step 8: Adding Transitions and Animations

  • Adding Slide Transitions

    • Go to the Transitions tab.
    • Select a transition effect.
    • Adjust transition settings like duration.

  • Adding Animations to Objects

    • Select the object you want to animate.
    • Go to the Animations tab.
    • Choose an animation effect.
    • Adjust the animation settings like start time, duration, and order.

Step 9: Setting Up the Slide Show

  • Starting a Slide Show

    • Go to the Slide Show tab.
    • Click From Beginning or press F5.

  • Customizing Slide Show Settings

    • Go to the Slide Show tab.
    • Click Set Up Slide Show to adjust options like looping, presenter view, and slide order.

Step 10: Saving and Exporting

  • Saving Your Presentation

    • Go to the File tab.
    • Click Save As.
    • Choose a location, name your file, and click Save.

  • Exporting to PDF

    • Go to the File tab.
    • Click Export.
    • Choose Create PDF/XPS Document.

  • Exporting as a Video

    • Go to the File tab.
    • Click Export.
    • Choose Create a Video and select the quality and timing options.


Step 11: Presenting your PowerPoint

  • Navigating the Slideshow

    • Use the arrow keys or click the mouse to advance slides.
    • Press Esc to exit the slideshow.

  • Using Presenter View

    • Presenter View allows you to see your notes and the upcoming slides.
    • Go to the Slide Show tab.
    • Check Use Presenter View.