THE ARABIAN INSTITUTE Content

Contents
SI Topic Page
Computer Concepts 4 - 17
1 Introduction …………………………………………………………. 4
2 Computers Classification …………………………………………… 6
3 Input/Output Ports …………………………………………………... 9
4 Microprocessor Concepts …………………………………………… 11
5 Secondary Memory …………………………………………………. 13
6 Software Concepts ………………………………………………….. 16
Microsoft Windows 19 - 33
7 What is an operating system? ………………………………………... 19
8 Windows 10 Features ……………………………………………….. 20
9 Working with files 25
Microsoft Word 35 - 93
10 The Word interface …………………………………………………. 35
11 Creating and Opening Documents …………………………………... 41
12 Saving and Sharing Documents …………………………………….. 45
13 Formatting Text ……………………………………………………... 53
13 Working with Objects ………………………………………………. 62
15 Tables ……………………………………………………………….. 72
16 Breaks ……………………………………………………………….. 78
17 Headers and Footers ………………………………………………… 81
18 Page Boarder ………………………………………………………... 86
19 Layout and Printing …………………………………………………. 89
Microsoft PowerPoint 95 - 137
20 The PowerPoint interface ……………………………………………. 95
21 Creating and Opening Presentations ………………………………... 97
22 Working with Slides . ……………………………………………….. 104
23 Animating Text and Objects ………………………………………... 113
24 Applying Transitions ………………………………………………… 121
25 Managing Slides ……………………………………………………. 131
26 Printing …………………………………………………………….. 135

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Introduction
A computer is an electronic device that receives input, stores or processes the
input as per user instructions and provides output in desired format. Computers
have become an integral part of our lives because they can accomplish easy tasks
repeatedly without getting bored and complex ones repeatedly without committing
errors. In this tutorial we will discuss in detail about the different parts of computer
that enable it to carry out tasks efficiently and correctly. We will also discuss about
microprocessors, the brain of computers, which actually do all the assigned tasks.

Input-Process-Output Model
Computer input is called data and the output obtained after p rocessing it, based
on user’s instructions is called information. Raw facts and figures which can be
processed using arithmetic and logical operations to obtain information are called
data.

The processes that can be applied to data are of two types:

 Arithmetic operations − Examples include calculations like addition,
subtraction, differentials, square root, etc.
 Logical operations − Examples include comparison operations like greater
than, less than, equal to, opposite, etc.
The basic parts of a computer are as follows:
 Input Unit: Devices like keyboard and mouse that are used to input data and
instructions to the computer are called input unit.
 Output Unit: Devices like printer and visual display unit that are used to
provide information to the user in desired format are called output unit.
 Control Unit: As the name suggests, this unit controls all the functions of the
computer. All devices or parts of computer interact through the control unit.

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 Arithmetic Logic Unit: This is the brain of the computer where all arithmetic
operations and logical operations take place.
 Memory: All input data, instructions and data interim to the processes are
stored in the memory. Memory is of two types – primary memory and
secondary memory. Primary memory resides within the CPU whereas
secondary memory is external to it.
Control unit, arithmetic logic unit and memory are together called the central
processing unit or CPU. Computer devices like keyboard, mouse, printer, etc. that
we can see and touch are the hardware components of a computer. The set of
instructions or programs that make the computer function using these hardware
parts are called software. We cannot see or touch software. Both hardware and
software are necessary for working of a computer.

Characteristics of Computer
To understand why computers are such an important part of our lives, let us look at
some of its characteristics −
 Speed − Typically, a computer can carry out 3-4 million instructions per
second.
 Accuracy − Computers exhibit a very high degree of accuracy. Errors that
may occur are usually due to inaccurate data, wrong instructions or bug in
chips – all human errors.
 Reliability − Computers can carry out same type of work repeatedly without
throwing up errors due to tiredness or boredom, which are very common
among humans.
 Versatility − Computers can carry out a wide range of work from data entry
and ticket booking to complex mathematical calculations and continuous
astronomical observations. If you can input the necessary data with correct
instructions, computer will do the processing.
 Storage Capacity − Computers can store a very large amount of data at a
fraction of cost of traditional storage of files. Also, data is safe from normal
wear and tear associated with paper.

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Booting
Starting a computer or a computer-embedded device is called booting. Booting
takes place in two steps −
 Switching on power supply
 Loading operating system into computer’s main memory
 Keeping all applications in a state of readiness in case needed by the user
The first program or set of instructions that run when the computer is switched on
is called BIOS or Basic Input Output System. BIOS is a firmware, i.e. a piece of
software permanently programmed into the hardware.
If a system is already running but needs to be restarted, it is called rebooting.
Rebooting may be required if a software or hardware has been installed or system
is unusually slow.

Computers Classification
Historically computers were classified according to processor types because
development in processor and processing speeds were the developmental
benchmarks. Earliest computers used vacuum tubes for processing, were huge and
broke down frequently. However, as vacuum tubes were replaced by transistors
and then chips, their size decreased and processing speeds increased manifold.
All modern computers and computing devices use microprocessors whose speeds
and storage capacities are skyrocketing day by day. The developmental benchmark
for computers is now their size. Computers are now classified on the basis of their
use or size:
 Desktop  Server
 Laptop  Mainframe
 Tablet  Supercomputer
Let us look at all these types of computers in detail.

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Desktop
Desktop computers are personal computers (PCs) designed for use by an
individual at a fixed location. A desktop unit typically has a CPU (Central
Processing Unit), monitor, keyboard and mouse.

Laptop
Despite its huge popularity, desktops gave way to a more compact and portable
personal computer called laptop in 2000s. Laptops are also called notebook
computers or simply notebooks. Laptops run using batteries and connect to
networks using Wi-Fi (Wireless Fidelity) chips. They also have chips for energy
efficiency so that they can conserve power whenever possible and have a longer
life.

Modern laptops have enough processing power and storage capacity to be used for
all office work, website designing, software development and even audio/video
editing.

Tablet
After laptops computers were further miniaturized to develop machines that have
processing power of a desktop but are small enough to be held in one’s palm.
Tablets have touch sensitive screen of typically 5 to 10 inches where one finger is
used to touch icons and invoke applications.

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Keyboard is also displayed virtually whenever required and used with touch
strokes. Applications that run on tablets are called apps. They use operating
systems by Microsoft (Windows 8 and later versions) or Google (Android). Apple
computers have developed their own tablet called iPad which uses a proprietary
OS called I.OS.

Server
Servers are computers with high processing speeds that provide one or more
services to other systems on the network. They may or may not have screens
attached to them. A group of computers or digital devices connected together to
share resources is called a network.

Servers have high processing powers and can handle multiple requests
simultaneously. Most commonly found servers on networks include −
 File or storage server
 Game server
 Application server
 Database server
 Mail server
 Print server

Mainframe
Mainframes are computers used by organizations like banks, airlines and railways
to handle millions and trillions of online transactions per second. Important
features of mainframes are −
 Big in size
 Hundreds times Faster than servers, typically hundred megabytes per second
 Very expensive
 Use proprietary OS provided by the manufacturers
 In-built hardware, software and firmware security features
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Supercomputer
Supercomputers are the fastest computers on Earth. They are used for carrying
out complex, fast and time intensive calculations for scientific and engineering
applications. Supercomputer speed or performance is measured in teraflops, i.e.
1012 floating point operations per second.

Chinese supercomputer Sunway TaihuLight is the world’s fastest supercomputer

with a rating of 93 petaflops per second, i.e. 93 quadrillion floating point
operations per second.
Most common uses of supercomputers include −
 Molecular mapping and research
 Weather forecasting
 Environmental research
 Oil and gas exploration

Input/Output Ports
A connection point that acts as interface between the computer and external
devices like mouse, printer, modem, etc. is called port. Ports are of two types −
 Internal port − It connects the motherboard to internal devices like hard
disk drive, CD drive, internal modem, etc.
 External port − It connects the motherboard to external devices like
modem, mouse, printer, flash drives, etc.

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Let us look at some of the most commonly used ports.

Serial Port
Serial ports transmit data sequentially one bit at a time. So they need only one wire to transmit 8
bits. However it also makes them slower. Serial ports are usually 9-pin or 25-pin male
connectors. They are also known as COM (communication) ports or RS323C ports.
Parallel Port
Parallel ports can send or receive 8 bits or 1 byte at a time. Parallel ports come in
form of 25-pin female pins and are used to connect printer, scanner, external hard
disk drive, etc.
USB Port
USB stands for Universal Serial Bus. It is the industry standard for short distance
digital data connection. USB port is a standardized port to connect a variety of
devices like printer, camera, keyboard, speaker, etc.

PS-2 Port
PS/2 stands for Personal System/2. It is a female 6-pin port standard that connects
to the male mini-DIN cable. PS/2 was introduced by IBM to connect mouse and
keyboard to personal computers. This port is now mostly obsolete, though some
systems compatible with IBM may have this port.

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Infrared Port
Infrared port is a port that enables wireless exchange of data within a radius of
10m. Two devices that have infrared ports are placed facing each other so that
beams of infrared lights can be used to share data.

Bluetooth Port
Bluetooth is a telecommunication specification that facilitates wireless connection
between phones, computers and other digital devices over short range wireless
connection. Bluetooth port enables synchronization between Bluetooth-enabled
devices. There are two types of Bluetooth ports −
 Incoming − It is used to receive connection from Bluetooth devices.
 Outgoing − It is used to request connection to other Bluetooth devices.

FireWire Port
FireWire is Apple Computer’s interface standard for enabling high speed
communication using serial bus. It is also called IEEE 1394 and used mostly for
audio and video devices like digital camcorders.

Microprocessor Concepts
Microprocessor is the brain of computer, which does all the work. It is a computer
processor that incorporates all the functions of CPU (Central Processing Unit) on a
single IC (Integrated Circuit) or at the most a few ICs. Microprocessors were first
introduced in early 1970s. 4004 was the first general purpose microprocessor used
by Intel in building personal computers. Arrival of low cost general purpose
microprocessors has been instrumental in development of modern society the way
it has.

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Microprocessor Components
Compared to the first microprocessors, today’s processors are very small but still
they have these basic parts right from the first model −
 CPU
 Bus
 Memory

Primary Memory
Memory is required in computers to store data and instructions. Memory is
physically organized as a large number of cells that are capable of storing one bit
each. Logically they are organized as groups of bits called words that are assigned
an address. Data and instructions are accessed through these memory address.
The speed with which these memory addresses can be accessed determines the cost
of the memory. Faster the memory speed, higher the price.
Computer memory can be said to be organized in a hierarchical way where
memory with the fastest access speeds and highest costs lies at the top whereas
those with lowest speeds and hence lowest costs lie at the bottom. Based on this
criteria memory is of two types – primary and secondary. Here we will look at
primary memory in detail.
The main features of primary memory, which distinguish it from secondary
memory are −
 It is accessed directly by the processor
 It is the fastest memory available
 Each word is stored as well as
 It is volatile, i.e. its contents are lost once power is switched off
As primary memory is expensive, technologies are developed to optimize its use.
These are broad types of primary memory available.

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RAM
RAM stands for Random Access Memory. The processor accesses all memory
addresses directly, irrespective of word length, making storage and retrieval fast.
RAM is the fastest memory available and hence most expensive. These two factors
imply that RAM is available in very small quantities of up to 1GB. RAM is
volatile but my be of any of these two types

ROM
ROM stands for Read Only Memory. As the name suggests, ROM
can only be read by the processor. New data cannot be written into
ROM. Data to be stored into ROM is written during the
manufacturing phase itself. They contain data that does not need to
be altered, like booting sequence of a computer or algorithmic tables
for mathematical applications. ROM is slower and hence cheaper than RAM. It
retains its data even when power is switched off, i.e. it is non-volatile. ROM
cannot be altered the way RAM can be but technologies are available to program
these types of ROMs –

Secondary Memory
You know that processor memory, also known as primary memory, is expensive as
well as limited. The faster primary memory are also volatile. If we need to store
large amount of data or programs permanently, we need a cheaper and permanent
memory. Such memory is called secondary memory. Here we will discuss
secondary memory devices that can be used to store large amount of data, audio,
video and multimedia files.
Characteristics of Secondary Memory
These are some characteristics of secondary memory, which distinguish it from
primary memory:

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 It is non-volatile, i.e. it retains data when power is switched off

 It is large capacities to the tune of terabytes
 It is cheaper as compared to primary memory
Depending on whether secondary memory device is part of CPU or not, there are
two types of secondary memory – fixed and removable.

Let us look at some of the secondary memory devices available.

Hard Disk Drive

Hard disk drive is made up of a series of circular disks called platters arranged one
over the other almost ½ inches apart around a spindle. Disks are made of non-
magnetic material like aluminum alloy and coated with 10-20 nm of magnetic
material.

Standard diameter of these disks is 14 inches and they rotate with speeds varying
from 4200 rpm (rotations per minute) for personal computers to 15000 rpm for
servers. Data is stored by magnetizing or demagnetizing the magnetic coating. A
magnetic reader arm is used to read data from and write data to the disks. A typical
modern HDD has capacity in terabytes (TB).
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CD Drive
CD stands for Compact Disk. CDs are circular disks that use optical rays, usually
lasers, to read and write data. They are very cheap as you can get 700 MB of
storage space for less than a dollar. CDs are inserted in CD drives built into CPU
cabinet. They are portable as you can eject the drive, remove the CD and carry it
with you. There are three types of CDs −
 CD-ROM (Compact Disk – Read Only Memory) − The data on these CDs
are recorded by the manufacturer. Proprietary Software, audio or video are
released on CD-ROMs.
 CD-R (Compact Disk – Recordable) − Data can be written by the user
once on the CD-R. It cannot be deleted or modified later.
 CD-RW (Compact Disk – Rewritable) − Data can be written and deleted
on these optical disks again and again.

DVD Drive
DVD stands for Digital Video Display. DVD are optical devices that can store 15
times the data held by CDs. They are usually used to store rich multimedia files
that need high storage capacity. DVDs also come in three varieties – read only,
recordable and rewritable.

Pen Drive
Pen drive is a portable memory device that uses solid state memory rather than
magnetic fields or lasers to record data. It uses a technology similar to RAM,
except that it is nonvolatile. It is also called USB drive, key drive or flash memory.

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Blu Ray Disk

Blu Ray Disk (BD) is an optical storage media used to store high definition (HD)
video and other multimedia filed. BD uses shorter wavelength laser as compared to
CD/DVD. This enables writing arm to focus more tightly on the disk and hence
pack in more data. BDs can store up to 128 GB data.

Software Concepts
As you know, the hardware devices need user instructions to function. A set of
instructions that achieve a single outcome are called program or procedure. Many
programs functioning together to do a task make a software.
For example, a word-processing software enables the user to create, edit and save
documents. A web browser enables the user to view and share web pages and
multimedia files. There are two categories of software −
 System Software
 Application Software
 Utility Software

System Software
Software required to run the hardware parts of the computer and other application
software are called system software. System software acts as interface between
hardware and user applications. An interface is needed because hardware devices
or machines and humans speak in different languages.
Machines understand only binary language i.e. 0 (absence of electric signal) and 1
(presence of electric signal) while humans speak in English, French, German,
Tamil, Hindi and many other languages. English is the pre-dominant language of
interacting with computers. Software is required to convert all human instructions
into machine understandable instructions. And this is exactly what system software
does.

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Based on its function, system software is of five types:

 Operating system: Harnesses communication between hardware, system
programs, and other applications.
 Device driver: Enables device communication with the OS and other
programs.
 Firmware: Enables device control and identification.
 Translator: Translates high-level languages to low-level machine codes.
 Utility: Ensures optimum functionality of devices and applications.

Application Software
A software that performs a single task and nothing else is called application
software. Application software are very specialized in their function and approach
to solving a problem. So a spreadsheet software can only do operations with
numbers and nothing else. A hospital management software will manage hospital
activities and nothing else. Here are some commonly used application software −
 Word processing
 Spreadsheet
 Presentation
 Database management
 Multimedia

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Windows Operating System

What is an operating system?
An operating system is the most important software that runs on a computer. It
manages the computer's memory and processes, as well as all of its software and
hardware. It also allows you to communicate with the computer without knowing
how to speak the computer's language. Without an operating system, a computer
is useless.
All about Windows
Windows is an operating system designed by Microsoft. The operating system is
what allows you to use a computer. Windows comes preloaded on most new
personal computers (PCs), which helps to make it the most popular operating
system in the world.
Windows makes it possible to complete all types of everyday tasks on your
computer. For example, you can use Windows to browse the Internet, check your
email, edit digital photos, listen to music, play games, and do much more.

Windows is also used in many offices because it gives you access to productivity
tools such as calendars, word processors, and spreadsheets.

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Windows 10 Features
Many users complained that Windows 8, the previous version of Windows, was
confusing and difficult to use. As a result, Windows 10 looks and feels similar to
older versions. Still, it includes a lot of new features and improvements.
Start menu
Whereas Windows 8 uses the Start screen to launch applications, Windows 10 has
reintroduced a more traditional Start menu. It's also been expanded to make it
easier to find important apps.

Microsoft Edge
This new browser is designed to give Windows users a better experience on the
Web. It's faster, more secure, and includes a lot of new features. Microsoft Edge is
meant to replace Internet Explorer as your default web browser, but you'll still be
able to use another browser if you prefer.

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Cortana
Similar to Siri and Google Now, you can talk to this
virtual assistant with your computer's microphone.
Cortana can answer questions like What's the weather
like today?, perform simple tasks like remind you to take
out the trash, and much more.

Multiple desktops and Task view

Instead of keeping everything open on the same desktop, you can move some of
your windows to a virtual desktop to get them out of the way. And the new Task
view feature makes it easy to manage all of your open windows.

Action Center
The new Action Center is pretty different from
previous versions of Windows. For example, it's
been expanded to let you access frequently used
settings, such as Wi-Fi connectivity and tablet
mode. It's also where you'll see important
notifications, so if your computer receives an
update you'll get a notification about it here.

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Tablet mode
Unlike Windows 8, Windows 10 makes a clear distinction between desktops and
tablets. If you're using a keyboard and mouse with Windows 10, you'll be in
desktop mode by default. If your computer also has a touchscreen, you can go into
tablet mode at any time. Tablet users can also switch back to desktop mode if they
prefer.

Signing in to Windows 10
You'll probably be asked to create a Microsoft account the very time you use
Windows 10 (if you don't have one already). From this point on, whenever you
turn on the computer you'll need to sign in to that account. To do this, type your
password into the box and press Enter.

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Navigating the desktop

Once you've signed in, the first thing you'll see is the desktop. You can think of
the desktop as the main workspace for your computer. From here, you can view
and manage your files, open applications, access the Internet, and much more.

Opening applications
You'll use the Start menu to open programs on your computer, just like with
previous
versions of Windows. To do this, click the Start button in the bottom-left corner,
then choose the desired application. If you don't see the one you want, you can
scroll to see a full list of applications. In the example below, we're opening
OneNote.

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Working with files

You'll use the File Explorer to manage your files and folders. To open File
Explorer, click the File Explorer icon on the taskbar or double-click any folder on
your desktop.

Searching for files and apps

To search for something on your computer—like a specific file
or application—click the Search Box, then start typing. In the
example below, we're searching for a Microsoft Word
document.
Adjusting your settings
You'll use the Settings app to change the most important
settings on your computer, like your network and display
options. To open the app, click the Start menu, then select
Settings.
Shutting down your computer
When you're done using your computer, it's important to shut it down properly.
To do this, click the Start button, then choose Power > Shut Down.

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Working with files

Understanding how to work with files and folders is an important part of using
your computer. Once you understand how files and folder work, you'll use them all
the time. In this lesson, we'll show you the absolute basics of working with files,
including how to open files, move your files into folders, and delete files.
What is a file?
There are many different types of files you can use. For example, Microsoft Word
documents, digital photos, digital music, and digital videos are all types of files.
You might even think of a file as a digital version of a real-world thing you can
interact with on your computer. When you use different applications, you'll often
be viewing, creating, or editing files.
Files are usually represented by an icon. In the image below, you can see a few
different types of files below the Recycle Bin on the desktop.

What is a folder?
Windows uses folders to help you organize files. You can put files inside a folder,
just like you would put documents inside a real folder. In the image below, you can
see some folders on the desktop.

File Explorer
You can view and organize files and folders using a built-in application known as
File Explorer (called Windows Explorer in Windows 7 and earlier versions).
To open File Explorer, click the File Explorer icon on the taskbar, or double-click
any folder on your desktop. A new File Explorer window will appear. Now you're
ready to start working with your files and folders.

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From File Explorer, double-click a folder to open it. You can then see all of the
files stored in that folder.

Notice that you can also see the location of a folder in the address bar near the
top of the window.

To open a file:
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There are two main ways to open a file:

 Find the file on your computer and double-click it. This will open the file
in its default application. In our example, we'll open a Microsoft Word
document (Cover Letter.docx), which will open in Microsoft Word.

 Open the application, then use the application to open the file. Once the
application is open, you can go to the File menu at the top of the window
and select Open.

Moving and deleting files

As you begin using your computer, you will start to collect more and more files,
which can make it more difficult to find the files you need. Fortunately, Windows
allows you to move files to different folders and delete files you no longer use.
To move a file:
It's easy to move a file from one location to another. For example, you might have
a file on the desktop that you want to move to your Documents folder.
1. Click and drag the file to the desired location.
2. Release the mouse. The file will appear in the new location. In this example,
we have opened the folder to see the file in its new location.
You can use this same technique to move an entire folder. Note that moving a
folder will also move all of the files within that folder.
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To create a new folder:

1. Within File Explorer, locate and select the New folder button. You can also
right-click where you want the folder to appear, then select New > Folder.

2. The new folder will appear. Type the desired name for the folder and press
Enter. In our example, we'll call it School Documents.
3. The new folder will be created. You can now move files into this folder.
To rename a file or folder:
You can change the name of any file or folder. A unique name will make it easier
to remember what type of information is saved in the file or folder.
1. Click the file or folder, wait about one second, and click again. An editable
text field will appear.
2. Type the desired name on your keyboard and press Enter. The name will be
changed.
You can also right-click the folder and select Rename from the menu that
appears.

To delete a file or folder:

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If you no longer need to use a file, you can delete it. When you delete a file, it is
moved to the Recycle Bin. If you change your mind, you can move the file from
the Recycle Bin back to its original location. If you're sure you want to
permanently delete the file, you will need to empty the Recycle Bin.
1. Click and drag the file to the Recycle Bin icon on the desktop. You can also
click the file to select it and press the Delete key on your keyboard.

2. To permanently delete the file, right-click the Recycle Bin icon and select
Empty Recycle Bin. All files in the Recycle Bin will be permanently
deleted.
Note that deleting a folder will also delete all of the files within that folder.
Selecting multiple files
Now that you know the basics, here are a few tips to help you move your files even
faster.
Selecting more than one file
There are a few ways to select more than one file at a time:
 If you're viewing your files as icons, you can click and drag the mouse to
draw a box around the files you want to select. When you're done, release
the mouse; the files will be selected. You can now move, copy, or delete all
of these files at the same time.

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 To select specific files from a folder, press and hold the Control key on
your keyboard, then click the files you want to select.

 To select a group of files from a folder, click the first file, press and hold the
Shift key on your keyboard, then click the last file. All of the files between
the first and last ones will be selected.
Selecting all files
If you want to select all files in a folder at the same time, open the folder in File
Explorer and press Ctrl+A (press and hold the Control key on your keyboard,
then press A). All of the files in the folder will be selected.
Shortcuts
If you have a file or folder you use frequently, you can save time by creating a
shortcut on the desktop. Instead of navigating to the file or folder each time you
want to use it, you can simply double-click the shortcut to open it. A shortcut will
have a small arrow in the lower-left corner of the icon.
Note that creating a shortcut does not create a duplicate copy of the folder; it's
simply a way to access the folder more quickly. If you delete a shortcut, it will not
delete the actual folder or the files it contains. Also note that copying a shortcut
onto a flash drive will not work; if you want to bring a file with you, you'll need to
navigate to the actual location of the file and copy it to the flash drive.

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To create a shortcut:
1. Locate and right-click the desired folder, then select Send to Desktop
(create shortcut).

2. A shortcut to the folder will appear on the desktop. Notice the arrow in the
lower-left corner of the icon. You can now double-click the shortcut to open
the folder at any time.

You can also hold the Alt key on your keyboard, then click and drag the folder to
the desktop to create a shortcut.
Searching for files
Let's say you recently downloaded a few photos that were attached to an email
message, but now you're not sure where these files are on your computer. If you're
struggling to find a file, you can always search for it. Searching allows you to
look for any file on your computer.
To search for a file (Windows 10):
In the Search Box next to the Start button, type to search for a file. The search
results will appear above the search box.

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To copy and paste files:

You can use the cut, copy, and paste commands for a variety of tasks on your
computer. For example, if you wanted to create a duplicate copy of a file, you
could copy it from one folder to another.
1. Right-click the file and select Copy from the menu that appears. You can
also press Ctrl+C on your keyboard.
2. Locate and right-click the new location, then select Paste. You can also
press Ctrl+V on your keyboard. In our example, we'll paste the file to the
desktop.
3. The duplicate file will appear. Notice how the original file has not been
moved or changed. Also, note that if you make a change to the original file,
it will not update any copies of that file.
Copying a file is not the same as creating a shortcut.
Undoing changes
Let's say you're working on a text document and accidentally delete some text.
Fortunately, you won't have to retype everything you just deleted! Most
applications allow you to undo your most recent action when you make a
mistake like this. Just locate and select the Undo command, which is usually in the
upper-left corner of the window near the Menu bar. You can also press Ctrl+Z on
your keyboard. You can continuing using this command to undo multiple changes
in a row.

Note that the Undo command will work almost all of the time, but not in every
situation. For example, if you empty the Recycle Bin to permanently delete a file,
you can't undo the action.
Adjusting your settings
At some point, you may want to adjust your computer's settings. For example, you
might want to change your desktop background or modify your Internet
settings. You can change these settings and more from the Control Panel.

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However, in Windows 10, the Control Panel has mostly been replaced by the
Settings app. The Control Panel is still available, but most of the tasks and settings
are now also located in the Settings app.
To open the Settings app (Windows 10):
Click the Start button, then select the gear icon.

To open the Control Panel (Windows 10):

Type Control Panel in the Search Box next to the Start button. Then, select the
Control Panel app from the menu.

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Microsoft Word
Microsoft Word is a word processing application that allows you to create a
variety of documents, including letters, resumes, and more. You'll learn how to
navigate the Word interface and become familiar with some of its most important
features, such as the Ribbon, Quick Access Toolbar, and Backstage view.
The Word interface
When you open Word for the first time, the Start Screen will appear. From here,
you'll be able to create a new document, choose a template, and access your
recently edited documents. From the Start Screen, locate and select Blank
document to access the Word interface.
1
2

2
3

7 6 8 9
 Quick Access Toolbar
The Quick Access Toolbar lets you access common commands no matter which tab is
selected. By default, it includes the Save, Undo, and Redo commands.
 The Ribbon
The Ribbon contains all of the commands you will need to perform common tasks in Word.
It has multiple tabs, each with several groups of commands.

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 The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to make
alignment and spacing adjustments.
 Document Pane
This is where you'll type and edit text in the document.
 Scroll Bar
Click and drag the vertical scroll bar to move up and down through the pages of your
document.
 Status Bar
 Page and Word Count
From here, you can quickly see the number of words and pages in your document.
 Print Layout is selected by default. It shows the document as it would appear on the printed
page.
Web Layout shows how your document would look as a webpage.
 Zoom Control
Click and drag the slider to use the zoom control. The number to the right of the slider bar
reflects the zoom percentage.
Working with the Word environment
All recent versions of Word include the Ribbon and the Quick Access Toolbar,
where you'll find commands to perform common tasks in Word, as well as
Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon
contains multiple tabs, which you can find near the top of the Word window.

Each tab contains several groups of related commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.

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

Showing and hiding the Ribbon

If you find that the Ribbon takes up too much screen space, you can hide it. To do
this, click the Ribbon Display Options arrow in the upper-right corner of the
Ribbon, then select the desired option from the drop-down menu:

 Auto-hide Ribbon: Auto-hide displays your document in full-screen mode

and completely hides the Ribbon from view. 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 Word for the first time.
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 shows the Save,
Undo, and Redo commands, but you can add other commands depending on your
needs.

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To add commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access Toolbar.

2. Select the command you want to add from the menu.

3. The command will be added to the Quick Access Toolbar.
The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier
to adjust your document with precision. If you want, you can hide the Ruler to
create more screen space.
To show or hide the Ruler:
1. Click the View tab.
2. Click the checkbox next to Ruler to show or hide the Ruler.
Backstage view
Backstage view gives you various options for saving, opening a file, printing, and
sharing your document. To access Backstage view, click the File tab on the
Ribbon.

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Document views and zooming

Word has a variety of viewing options that change how your document is
displayed. You can choose to view your document in Read Mode, Print Layout,
or Web Layout. These views can be useful for various tasks, especially if you're
planning to print the document. You can also zoom in and out to make your
document easier to read.
Switching document views
Switching between different document views is easy. Just locate and select the
desired document view command in the bottom-right corner of the Word
window.
 Read Mode: This view opens the document to a full screen. This view is
great for reading large amounts of text or simply reviewing your work.

 Print Layout: This is the default document view in Word. It shows what the
document will look like on the printed page.

 Web Layout: This view displays the document as a webpage, which can be
helpful if you're using Word to publish content online.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right
corner of the Word 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.

Understanding OneDrive
Many of the features in Office are geared toward saving and sharing files online.
OneDrive is Microsoft’s online storage space that you can use to save, edit, and
share your documents and other files. You can access OneDrive from your
computer, smartphone, or any of the devices you use.
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To get started with OneDrive, all you need to do is set up a free Microsoft
account, if you don’t already have one.
Once you have a Microsoft account, you'll be able to sign in to Office. Just click
Sign in in the upper-right corner of the Word window.

Benefits of using OneDrive

Once you’re signed in to your Microsoft account, there are a few of the things
you’ll be able to do with OneDrive:
 Access your files anywhere: When you save your files to OneDrive, you’ll
be able to access them from any computer, tablet, or smartphone that has an
Internet connection. You'll also be able to create new documents from
OneDrive.
 Back up your files: Saving files to OneDrive gives them an extra layer of
protection. Even if something happens to your computer, OneDrive will
keep your files safe and accessible.
 Share files: It’s easy to share your OneDrive files with friends and
coworkers. You can choose whether they can edit or simply read files. This
option is great for collaboration because multiple people can edit a document
at the same time (also known as co-authoring).
Saving and opening files
When you’re signed in to your Microsoft account, OneDrive will appear as an
option whenever you save or open a file. You still have the option of saving files to
your computer. However, saving files to your OneDrive allows you to access them
from any other computer, and it also allows you to share files with friends and
coworkers.
For example, when you click Save As, you can select either OneDrive or This PC
as the save location.

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Creating and Opening Documents

Word files are called documents. Whenever you start a new project in Word,
you'll need to create a new document, which can either be blank or from a
template. You'll also need to know how to open an existing document.
To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new blank
document.
1. Select the File tab to access Backstage view.
2. Select New, then click Blank document.

3. A new blank document will appear.

To create a new document from a template:
A template is a predesigned document you can use to create a new document
quickly. Templates often include custom formatting and designs, so they can save
you a lot of time and effort when starting a new project.
1. Click the File tab to access Backstage view, then select New.
2. Several templates will appear below the Blank document option. You can
also use the search bar to find something more specific. In our example,
we'll search for a flyer template.
3. When you find something you like, select a template to preview it.

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4. A preview of the template will appear. Click Create to use the selected
template.
5. A new document will appear with the selected template.
You can also browse templates by category after performing a search.

To open an existing document:

In addition to creating new documents, you'll often need to open a document that
was previously saved.
1. Navigate to Backstage view, then click Open.
2. Select This PC, then click Browse. You can also choose OneDrive to open
files stored on your OneDrive.
3. The Open dialog box will appear. Locate and select your document, then
click Open.

4. The selected document will appear.

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Most features in Microsoft Office, including Word, are geared toward saving and
sharing documents online. This is done with OneDrive, which is an online storage
space for your documents and files. If you want to use OneDrive, make sure you’re
signed in to Word with your Microsoft account.
To pin a document:
If you frequently work with the same document, you can pin it to Backstage view
for quick access.
1. Navigate to Backstage view, click Open, then select Recent.
2. A list of recently edited documents will appear. Hover the mouse over the
document you want to pin, then click the pushpin icon.

3. The document will stay in the Recent documents list until it is unpinned. To
unpin a document, click the pushpin icon again.
Compatibility Mode
Sometimes you may need to work with documents that were created in earlier
versions of Microsoft Word, like Word 2010 or Word 2007. When you open these
types of documents, they will appear in Compatibility Mode.
Compatibility Mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the document. For
example, if you open a document created in Word 2007 you can only use tabs and
commands found in Word 2007.
In the image below, you can see how Compatibility Mode can affect which
commands are available. Because the document on the left is in Compatibility
Mode, it only shows commands that were available in Word 2007.
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To exit Compatibility Mode, you'll need to convert the document to the current
version type. However, if you're collaborating with others who only have access to
an earlier version of Word, it's best to leave the document in Compatibility Mode
so the format will not change.
To convert a document:
If you want access to the newer features, you can convert the document to the
current file format.
1. Click the File tab to access Backstage view, then locate and select the
Convert command.

2. A dialog box will appear. Click OK to confirm the file upgrade.

3. The document will be converted to the newest file type.

Converting a file may cause some changes to the original layout of the document.

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Saving and Sharing Documents

When you create a new document in Word, you'll need to know how to save it so
you can access and edit it later. As with previous versions of Word, you can save
files to your computer. If you prefer, you can also save files to the cloud using
OneDrive. You can even export and share documents directly from Word.
Save and Save As
Word offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.
 Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you
save a file, you'll only need to choose a file name and location the first time.
After that, you can click the Save command to save it with the same name
and location.
 Save As: You'll use this command to create a copy of a document while
keeping the original. When you use Save As, you'll need to choose a
different name and/or location for the copied version.
To save a document:
It's important to save your document whenever you start a new project or make
changes to an existing one. Saving early and often can prevent your work from
being lost. You'll also need to pay close attention to where you save the document
so it will be easy to find later.
1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear in
Backstage view.
3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. You can also click
OneDrive to save the file to your OneDrive.

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4. The Save As dialog box will appear. Select the location where you want to
save the document.
5. Enter a file name for the document, then click Save.
6. The document will be saved. You can click the Save command again to save
your changes as you modify the document.
You can also access the Save command by pressing Ctrl+S on your keyboard.
Using Save As to make a copy
If you want to save a different version of a document while keeping the original,
you can create a copy. For example, if you have a file named Sales Report, you
could save it as Sales Report 2 so you'll be able to edit the new file and still refer
back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when
saving a file for the first time, you'll need to choose where to save the file and give
it a new file name.
AutoRecover
Word automatically saves your documents to a temporary folder while you are
working on them. If you forget to save your changes or if Word crashes, you can
restore the file using AutoRecover.
To use AutoRecover:
1. Open Word. If autosaved versions of a file are found, the Document
Recovery pane will appear on the left.
2. Click to open an available file. The document will be recovered.

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By default, Word autosaves every 10 minutes. If you are editing a document for
less than 10 minutes, Word may not create an autosaved version.
If you don't see the file you need, you can browse all autosaved files from
Backstage view. Select the File tab, click Manage Versions, then choose Recover
Unsaved Documents.

Exporting documents
By default, Word documents are saved in the .docx file type. However, there may
be times when you need to use another file type, such as a PDF or Word 97-2003
document. It's easy to export your document from Word to a variety of file types.
To export a document as a PDF file:
Exporting your document as an Adobe Acrobat document, commonly known as a
PDF file, can be especially useful if you're sharing a document with someone who
does not have Word. A PDF file will make it possible for recipients to view—but
not edit—the content of your document.
1. Click the File tab to access Backstage view, choose Export, then select
Create PDF/XPS.


2. The Save As dialog box will appear. Select the location where you want to
export the document, enter a file name, then click Publish.
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Sharing documents
Word makes it easy to share and collaborate on documents using OneDrive. In
the past, if you wanted to share a file with someone you could send it as an email
attachment. While convenient, this system also creates multiple versions of the
same file, which can be difficult to organize.
When you share a document from Word, you're actually giving others access to the
exact same file. This lets you and the people you share with edit the same
document without having to keep track of multiple versions.
In order to share a document, it must first be saved to your OneDrive.
To share a document:
1. Click the File tab to access Backstage view, then click Share.
2. A Send Link window will appear.

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Working with Text

Text Basics
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates
where you can enter text on the page. You can use the insertion point in a variety
of ways.
 Blank document: When a new blank document opens, the insertion point
will appear in the top-left corner of the page. If you want, you can begin
typing from this location.

 Adding spaces: Press the spacebar to add spaces after a word or in between
text.
 New paragraph line: Press Enter on your keyboard to move the insertion
point to the next paragraph line.
 Manual placement: Once you begin typing, you can use the mouse to move
the insertion point to a specific place in your document. Simply click the
location in the text where you want to place it.
 Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will move
between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to
quickly move between entire words.
In a new blank document, you can double-click the mouse to move the insertion
point elsewhere on the page.
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Selecting text
Before you can move or format text, you'll need to select it. To do this, click and
drag your mouse over the text, then release the mouse. A highlighted box will
appear over the selected text.

When you select text or images in Word, a hover toolbar with command shortcuts
will appear. If the toolbar does not appear at first, try hovering the mouse over the
selection.

To select multiple lines of text:

1. Move the mouse pointer to the left of any line so it becomes a right slanted
arrow.

2. Click the mouse. The line will be selected.

3. To select multiple lines, click and drag the mouse up or down.

4. To select all of the text in your document, choose the Select command on
the Home tab, then click Select All. Alternatively, you can press Ctrl+A on
your keyboard.
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Other shortcuts include double-clicking to select a word and triple-clicking to

select an entire sentence or paragraph.
To delete text:
There are several ways to delete—or remove—text:
 To delete text to the left of the insertion point, press the Backspace key on
your keyboard.
 To delete text to the right of the insertion point, press the Delete key on
your keyboard.
 Select the text you want to remove, then press the Delete key.
If you select text and start typing, the selected text will automatically be deleted
and replaced with the new text.
Copying and moving text
Word allows you to copy text that's already in your document and paste it in other
places, which can save you a lot of time and effort. If you want to move text
around in your document, you can cut and paste or drag and drop.
To copy and paste text:
1. Select the text you want to copy.
2. Click the Copy command on the Home tab. Alternatively, you can press
Ctrl+C on your keyboard.
3. Place the insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. Alternatively, you can press
Ctrl+V on your keyboard.
5. The text will appear.
To cut and paste text:
1. Select the text you want to cut.
2. Click the Cut command on the Home tab. Alternatively, you can press
Ctrl+X on your keyboard.
3. Place your insertion point where you want the text to appear.
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4. Click the Paste command on the Home tab. Alternatively, you can press
Ctrl+V on your keyboard.
5. The text will appear.
You can also cut, copy, and paste by right-clicking your document and choosing
the desired action from the drop-down menu. When you use this method to paste,
you can choose from three options that determine how the text will be formatted:
Keep Source Formatting, Merge Formatting, and Keep Text Only. You can
hover the mouse over each icon to see what it will look like before you select it.
To drag and drop text:
1. Select the text you want to move.
2. Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.
3. Release the mouse, and the text will appear.
If text does not appear in the exact location you want, you can press the Enter
key on your keyboard to move the text to a new line.
Undo and Redo
Let's say you're working on a document and accidentally delete some text.
Fortunately, you won't have to retype everything you just deleted! Word allows
you to undo your most recent action when you make a mistake like this.
To do this, locate and select the Undo command on the Quick Access Toolbar.
Alternatively, you can press Ctrl+Z on your keyboard. You can continue using
this command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You can also
access this command by pressing Ctrl+Y on your keyboard.

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Formatting Text
Formatted text can draw the reader's attention to specific parts of a document and
emphasize important information. In Word, you have several options for adjusting
text, including font, size, and color. You can also adjust the alignment of the text
to change how it is displayed on the page.
To change the font size:
1. Select the text you want to modify.
2. On the Home tab, click the Font Size drop-down arrow. Select a font size
from the menu. If the font size you need is not available in the menu, you
can click the Font Size box and type the desired size, then press Enter.

3. The font size will change in the document.

You can also use the Grow Font and Shrink Font commands to change the font
size.

To change the font:

By default, the font of each new document is set to Calibri. However, Word
provides many other fonts you can use to customize text.
1. Select the text you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font box. A
menu of font styles will appear.
3. Select the font style you want to use.

4. The font will change in the document.

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When creating a professional document or a document that contains multiple

paragraphs, you'll want to select a font that's easy to read. Along with Calibri,
standard reading fonts include Cambria, Times New Roman, and Arial.
To change the font color:
1. Select the text you want to modify.
2. On the Home tab, click the Font Color drop-down arrow. The Font Color
menu appears.

3. Select the font color you want to use. The font color will change in the
document.
Your color choices aren't limited to the drop-down menu that
appears. Select More Colors at the bottom of the menu to access
the Colors dialog box. Choose the color you want, then click
OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to help draw attention to
important words or phrases.
1. elect the text you want to modify.
2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.

3. The selected text will be modified in the document.

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To change text case:

When you need to quickly change text case, you can use the Change Case
command instead of deleting and retyping text.
1. Select the text you want to modify.
2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the
menu.

4. The text case will be changed in the document.

To highlight text:
Highlighting can be a useful tool for marking important text in your document.
1. Select the text you want to highlight.
2. From the Home tab, click the Text Highlight Color drop-down arrow. The
Highlight Color menu appears.

3. Select the desired highlight color. The selected text will then be highlighted
in the document.
To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.
If you need to highlight several lines of text, changing the mouse into a
highlighter may be a helpful alternative to selecting and highlighting individual
lines. Click the Text Highlight Color command, and the cursor changes into a
highlighter. You can then click and drag the highlighter over the lines you want to
highlight.

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To change text alignment:

By default, Word aligns text to the left margin in new documents. However, there
may be times when you want to adjust text alignment to the center or right.
1. Select the text you want to modify.
2. On the Home tab, select one of the four alignment options from the
Paragraph group. In our example, we've selected Center Alignment.

3. The text will be realigned in the document.

 Align Text Left: This aligns all selected text to the left margin. The Align
Text Left command is the most common alignment and is selected by default
when a new document is created.
 Center: This aligns text an equal distance from the left and right margins.
 Align Text Right: This aligns all selected text to the right margin.
 Justify: Justified text is equal on both sides. It lines up equally to the right
and left margins. Many newspapers and magazines use full justification.
Indenting text
In many types of documents, you may want to indent only the first line of each
paragraph. This helps to visually separate paragraphs from one another.
It's also possible to indent every line except for the first line, which is known as a
hanging indent.
To indent using the Tab key:
A quick way to indent is to use the Tab key. This will create a first-line indent of
1/2 inch.
1. Place the insertion point at the very beginning of the paragraph you want to
indent.
2. Press the Tab key. On the Ruler, you should see the first-line indent
marker move to the right by 1/2 inch.
3. The first line of the paragraph will be indented.
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If you can't see the Ruler, select the View tab, then click the checkbox next to the
Ruler.

Indent markers
In some cases, you may want to have more control over indents. Word provides
indent markers that allow you to indent paragraphs to the location you want.

The indent markers are located to the left of the horizontal ruler, and they provide
several indenting options:
 First-line indent marker adjusts the first-line indent
 Hanging indent marker adjusts the hanging indent
 Left indent marker moves both the first-line indent and hanging indent
markers at the same time (indenting all lines in a paragraph)
To indent using the indent markers:
1. Place the insertion point anywhere in the paragraph you want to indent, or
select one or more paragraphs.
2. Click and drag the desired indent marker. In our example, we'll click and
drag the left indent marker.
3. Release the mouse. The paragraphs will be indented.
To indent using the Indent commands:
If you want to indent multiple lines of text or all lines of a paragraph, you can use
the Indent commands. The Indent commands will adjust the indent by 1/2-inch
increments.

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1. Select the text you want to indent.

2. On the Home tab, click the Increase Indent or Decrease Indent command.

3. The text will indent.

To customize the indent amounts, select the Layout tab near the desired values in
the boxes under Indent.

Line and Paragraph Spacing

As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing. You can increase spacing to improve
readability and reduce it to fit more text on the page.
About line spacing
Line spacing is the space between each line in a paragraph. Word allows you to
customize the line spacing to be single spaced (one line high), double spaced (two
lines high), or any other amount you want. The default spacing in Word is 1.08
lines, which is slightly larger than single spaced.
In the images below, you can compare different types of line spacing. From left to
right, these images show default line spacing, single spacing, and double spacing.

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To format line spacing

1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command, then
select the desired line spacing.

3. The line spacing will change in the document.

Paragraph spacing
Just as you can format spacing between lines in your document, you can adjust
spacing before and after paragraphs. This is useful for separating paragraphs,
headings, and subheadings.
To format paragraph spacing:
In our example, we'll increase the space before each paragraph to separate them a
bit more. This will make it a little easier to read.

1. Select the paragraph or paragraphs you want to

format.
2. On the Home tab, click the Line and Paragraph
Spacing command. Click Add Space Before
Paragraph or Remove Space After Paragraph
from the drop-down menu. In our example, we'll
select Add Space Before Paragraph.
3. The paragraph spacing will change in the
document.
From the drop-down menu, you can also select Line Spacing Options to open the
Paragraph dialog box. From here, you can control how much space there is before
and after the paragraph.

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Lists:
Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text. In this lesson, you will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets, and format multilevel
lists. To create a bulleted list:
1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next to the Bullets command.
A menu of bullet styles will appear.

3. Move the mouse over the various bullet styles. A live preview of the bullet
style will appear in the document. Select the bullet style you want to use.

4. The text will be formatted as a bulleted list.

Options for working with lists
 To remove numbers or bullets from a list, select the list and click the
Bulleted or Numbered list command.
 When you're editing a list you can press Enter to start a new line, and the
new line will automatically have a bullet or number. When you've reached
the end of your list, press Enter twice to return to normal formatting.

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 By dragging the indent markers on the Ruler, you can customize the
indenting of your list and the distance between the text and the bullet or
number.

To create a numbered list:

When you need to organize text into a numbered list, Word offers several
numbering options. You can format your list with numbers, letters, or Roman
numerals.
1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next to the Numbering
command. A menu of numbering styles will appear.

3. Move the mouse over the various numbering styles. A live preview of the
numbering style will appear in the document. Select the numbering style you
want to use.
4. The text will format as a numbered list.
To restart a numbered list:
If you want to restart the numbering of a list, Word has a Restart at 1 option. It
can be applied to numeric and alphabetical lists.
1. Right-click the list item you want to restart the numbering for, then select
Restart at 1 from the menu that appears.
2. The list numbering will restart.
You can also set a list to continue numbering from the previous list. To do this,
right-click and select Continue Numbering.

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Working with Objects

Adding pictures to your document can be a great way to illustrate important
information and add decorative accents to existing text. Used in moderation,
pictures can improve the overall appearance of your document.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a file.
1. Place the insertion point where you want the image to appear.
2. Select the Insert tab on the Ribbon, then click the Pictures command.

3. The Insert Picture dialog box will appear. Navigate to the folder where
your image is located, then select the image and click Insert.

4. The image will appear in the document.

To resize an image, click and drag one of the corner sizing handles. The image
will change size while keeping the same proportions. If you want to stretch it
horizontally or vertically, you can use the side sizing handles.

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Changing text wrapping settings

When you insert a picture from a file, you may notice that it's difficult to move it
exactly where you want. This is because the text wrapping for the image is set to
In Line with Text. You'll need to change the text wrapping setting if you want to
move the image freely, or if you just want the text to wrap around the image in a
more natural way.
To wrap text around an image:
1. Select the image you want to wrap text around. The Format tab will appear
on the right side of the Ribbon.

2. On the Format tab, click the Wrap Text command in the Arrange group.
Then select the desired text wrapping option. In our example, we'll select In
Front of Text so we can freely move it without affecting the text.
Alternatively, you can select More Layout Options to fine tune the layout.

3. The text will wrap around the image. You can now move the image if you
want. Just click and drag it to the desired location. As you move it,
alignment guides will appear to help you align the image on the page.
Alternatively, you can access text wrapping options by selecting the image and
clicking the Layout Options button that appears.
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If the alignment guides do not appear, select the Page Layout tab, then click the
Align command. Select Use Alignment Guides from the drop-down menu that
appears.

Using a predefined text wrapping setting

Predefined text wrapping allows you to quickly move the image to a specific
location on the page. The text will automatically wrap around the object so it's still
easy to read.

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Inserting online pictures

If you don't have the picture you want on your computer, you can find a picture
online to add to your document. Word offers two options for finding online
pictures.
 OneDrive: You can insert an image stored on your OneDrive. You can also
link other online accounts with your Microsoft account, such as Facebook
and Flickr.

 Bing Image Search: You can use this option to search the Internet for
images. By default, Bing only shows images that are licensed under
Creative Commons, which means you can use them for your own projects.
However, you should click the link to the image's website to see if there are
any restrictions on how it can be used.

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To insert an online picture:

1. Place the insertion point where you want the image to appear.
2. Select the Insert tab, then click the Online Pictures command.

3. The Insert Pictures dialog box will appear.

4. Choose Bing Image Search or your OneDrive. In our example, we'll use
Bing Image Search.

5. Press the Enter key. Your search results will appear in the box.
6. Select the desired image, then click Insert.

7. The image will appear in the document.

When adding images, videos, or music to your own projects, it's important to make
sure you have the legal rights to use them. Most things you buy or download online
are protected by copyright, which means you may not be allowed to use them.
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Formatting Pictures
There are many ways to format pictures in Word. For instance, you can change the
size or shape of an image to better suit your document. You can also enhance its
appearance using Word's image adjustment tools.
To crop an image:
When you crop an image, part of the picture is removed. Cropping can be useful if
you're working with an image that's too big and you want to focus on only part of
it.
1. Select the image you want to crop. The Format tab will appear.
2. From the Format tab, click the Crop command.

3. Cropping handles will appear on the sides and corners of the image. Click
and drag any handle to crop the image. Because the cropping handles are
near the resizing handles, be careful not to drag a resizing handle by mistake.

4. To confirm, click the Crop command again. The image will be cropped.
The corner handles are useful for simultaneously cropping the image horizontally
and vertically.
To crop an image to a shape:
1. Select the image you want to crop, then click the Format tab.

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2. Click the Crop drop-down arrow. Hover over Crop to Shape, then select
the desired shape from the drop-down menu.

3. The image will be cropped to the chosen shape.

To add a border to a picture:

1. Select the picture you want to add a border to, then click the Format tab.
2. Click the Picture Border command. A drop-down menu will appear.
3. From here, you can select a color, weight (thickness), and whether the line
is dashed.

4. The border will appear around the image.

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Making image adjustments

With Word's image adjustment tools, you can easily fine tune properties like
color, contrast, saturation, and tone. Word also offers built-in picture styles, which
can be used to add a frame, drop shadow, and other predefined effects.
When you're ready to adjust an image, simply select it. Then use the options below,
which can be found on the Format tab.

Corrections
From here, you can sharpen or soften the image to adjust how clear or blurry it
appears. You can also adjust brightness and contrast, which affect the image's
lightness and general intensity.

Color
Using this command, you can adjust the image's saturation (how vibrant the
colors appear), tone (the color temperature of the image, from cool to warm), and
coloring (the overall tint of the image).

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Artistic Effects
Here, you can apply special effects to your image, such as pastel, watercolor, or
glowing edges. Because the results are so bold, you may want to use these effects
sparingly (especially in professional documents).

Picture Styles group

This group contains many different predefined styles that make image formatting
even easier. Picture styles are designed to frame your image without changing its
basic settings or effects.

Compressing pictures
If you plan to email a document that contains pictures, you'll need to monitor its
file size. Large, high-resolution images can cause your document to become very
large, which may make it difficult to attach to an email. Additionally, cropped
areas of pictures are saved within the document by default, which can add to the
file size.
Thankfully, you can reduce your document's file size by compressing your
pictures. This will lower their resolution and delete cropped areas.
Compressing a picture may noticeably affect its quality (for instance, the image
may become blurry or pixelated). Therefore, we recommend saving an extra copy

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of your document before you compress pictures. Alternatively, be prepared to use

the Undo command if you're dissatisfied with the results.
To compress a picture:
1. Select the picture you want to compress, then navigate to the Format tab.
2. Click the Compress Pictures command.

3. A dialog box will appear. Check the box next to Delete cropped areas of
pictures. You can also choose whether to apply the settings to this picture
only or to all pictures in the document.
4. Choose a Target output. If you are emailing your document, you may want
to select Email, which produces the smallest file size.
5. Click OK.

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Tables
A table is a grid of cells arranged in rows and columns. Tables can be used to
organize any type of content, whether you're working with text or numerical data.
In Word, you can quickly insert a blank table or convert existing text to a table.
You can also customize your table using different styles and layouts.
To insert a blank table:
1. Place the insertion point where you want the table to appear.
2. Navigate to the Insert tab, then click the Table command.

3. This will open a drop-down menu that contains a grid. Hover over the grid to
select the number of columns and rows you want.

4. Click the grid to confirm your selection, and a table

will appear.
5. To enter text, place the insertion point in any cell,
then begin typing.

To navigate between cells, use the Tab key or arrow keys on your
keyboard. If the insertion point is in the last cell, pressing the Tab key will
automatically create a new row.

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To convert existing text to a table:

In the example below, each line of text contains part of a checklist, including
chores and days of the week. The items are separated by tabs. Word can convert
this information into a table, using the tabs to separate the data into columns.
1. Select the text you want to convert to a table.
2. Go to the Insert tab, then click the Table command.
3. Select Convert Text to Table from the drop-down menu.
4. A dialog box will appear. Choose one of the options under Separate text at.
This is how Word knows what to put into each column.

5. Click OK. The text will appear in a table.

Modifying tables
You can easily change the appearance of your table once you've added one to your
document. There are several options for customization, including adding rows or
columns and changing the table style.
To add a row or column:
1. Hover outside the table where you want to add a row or column. Click the
plus sign that appears.

2. A new row or column will be added to the table.

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Alternatively, you can right-click the table, then hover over Insert to see various
row and column options.

To delete a row or column:

1. Place the insertion point in the row or column you want to delete.
2. Right-click, then select Delete Cells from the menu.
3. A dialog box will appear. Choose Delete entire row or Delete entire
column, then click OK.

4. The row or column will be deleted.

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Modifying a table using the Layout tab

In Word, the Layout tab appears whenever you select your table. You can use the
options on this tab to make a variety of modifications.

1 2 3 4 5 6
 Rows and Columns:
Use these commands to quickly insert or delete rows and columns. This can
be especially useful if you need to add something to the middle of your table.
 Merge and Split Cells
Some tables require a layout that doesn't conform to the standard grid. In
these cases, you may want to merge multiple cells (i.e., combine them into
one) or split a cell in two.
 Change Cell Size
You can manually enter a desired row height or column width for your cells.
You can also use the AutoFit command, which will automatically adjust the
column widths based on the text inside.
 Distribute Rows/Columns
To keep your table looking neat and organized, you may want to distribute
your rows or columns equally. This will make them all the same size. You
can apply this feature to the entire table or just a small portion of it.
 Align Cell Text
By changing the alignment of your cells, you can control exactly where the
text is located. In the example below, the text has been aligned to the center.
 Change Text Direction
You can easily change the direction of your text from horizontal to vertical.
Making your text vertical can add style to your table; it also allows you to fit
more columns in your table.

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To apply a table style:

Table styles let you change the look and feel of your table instantly. They control
several design elements, including color, borders, and fonts.
1. Click anywhere in your table to select it, then click the Design tab on the far
right of the Ribbon.
2. Locate the Table Styles group, then click the More drop-down arrow to see
the full list of styles.

3. Select the table style you want.

4. The table style will appear.

To modify table style options:
Once you've chosen a table style, you can turn various options on or off to change
its appearance. There are six options: Header Row, Total Row, Banded Rows,
First Column, Last Column, and Banded Columns.
1. Click anywhere in your table, then navigate to the Design tab.
2. Locate the Table Style Options group, then check or uncheck the desired
options.

3. The table style will be modified.

Depending on the Table Style you've chosen, certain Table Style Options may
have a different effect. You might need to experiment to get the look you want.
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To apply borders to a table:

1. Select the cells you want to apply a border to.
2. Use the commands on the Design tab to choose the desired Line Style, Line
Weight, and Pen Color.

3. Click the drop-down arrow below the Borders command.

4. Choose a border type from the menu.

5. The border will be applied to the selected cells.

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Breaks
When you're working on a multi-page document, there may be times when you
want to have more control over how exactly the text flows. Breaks can be helpful
in these cases. There are many types of breaks to choose from depending on what
you need, including page breaks, section breaks, and column breaks.
To insert a page break:
1. Place the insertion point where you want to create the page break.
2. On the Insert tab, click the Page Break command. Alternatively, you can
press Ctrl+Enter on your keyboard.

3. The page break will be inserted into the document, If there is text after the
cursor, it will move to the next page.
Section breaks:
Section breaks create a barrier between different parts of a document, allowing
you to format each section independently. For example, you may want one section
to have two columns without adding columns to the entire document. Word offers
several types of section breaks.

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 Next Page: This option inserts a section break and moves text after the break
to the next page of the document.
 Continuous: This option inserts a section break and allows you to continue
working on the same page.
 Even Page and Odd Page: These options add a section break and move the
text after the break to the next even or odd page. These options may be
useful when you need to begin a new section on an even or odd page (for
example, a new chapter of a book).
To insert a section break:
1. Place the insertion point where you want to create the break.
2. On the Page Layout tab, click the Breaks command, then select the desired
section break from the drop-down menu.
3. A section break will appear in the document.
4. The text before and after the section break can now be formatted separately.
In our example, we'll apply one-column formatting to the paragraph.

5. The formatting will be applied to the current section of the document. In our
example, the text above the section break uses two-column formatting, while
the paragraph below the break uses one-column formatting.
Other types of breaks
When you want to format the appearance of columns or modify text wrapping
around an image, Word offers additional break options that can help:
 Column: When creating multiple columns, you can apply a column break to
balance the appearance of the columns. Any text following the column break
will begin in the next column.
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 Text wrapping: When text has been wrapped around an image or object,
you can use a text-wrapping break to end the wrapping and begin typing on
the line below the image.

To delete a break:
By default, breaks are hidden. If you want to delete a break, you'll first need to
show the breaks in your document.
1. On the Home tab, click the Show/Hide command.

2. Locate the break you want to delete, then place the insertion point at the
beginning of the break.

3. Press the Delete key. The break will be deleted from the document.

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Headers and Footers

The header is a section of the document that appears in the top margin, while the
footer is a section of the document that appears in the bottom margin. Headers
and footers generally contain additional information such as page numbers, dates,
an author's name, and footnotes, which can help keep longer documents
organized and make them easier to read. Text entered in the header or footer will
appear on each page of the document.
To create a header or footer:
In our example, we want to display the author's name at the top of each page, so
we'll place it in the header.
1. Double-click anywhere on the top or bottom margin of your document. In
our example, we'll double-click the top margin.

2. The header or footer will open, and a Design tab will appear on the right
side of the Ribbon. The insertion point will appear in the header or footer.

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3. Type the desired information into the header or footer. In our example,
we'll type the author's name and the date.
4. When you're finished, click Close Header and Footer. Alternatively, you
can press the Esc key.

5. The header or footer text will appear.

To insert a preset header or footer:
Word has a variety of preset headers and footers you can use to enhance your
document's design and layout. In our example, we'll add a preset header to our
document.
1. Select the Insert tab, then click the Header or Footer command. In our
example, we'll click the Header command.
2. In the menu that appears, select the desired preset header or footer.

3. The header or footer will appear. Many preset headers and footers contain
text placeholders called Content Control fields. These fields are good for
adding information like the document title, author's name, date, and page
number.
4. To edit a Content Control field, click it and type the desired information.
5. When you're finished, click Close Header and Footer. Alternatively, you
can press the Esc key.
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If you want to delete a Content Control field, right-click it and select Remove
Content Control from the menu that appears.

Editing headers and footers

After you close the header or footer, it will still be visible, but it will be locked.
Simply double-click a header or footer to unlock it, which will allow you to edit it.
Design tab options
When your document's header and footer are unlocked, the Design tab will appear
on the right side of the Ribbon, giving you various editing options:
 Hide the first-page header and footer: For some documents, you may not
want the first page to show the header and footer, like if you have a cover
page and want to start the page numbering on the second page. If you want
to hide the first-page header and footer, check the box next to Different
First Page.

 Remove the header or footer: If you want to remove all information

contained in the header, click the Header command and select Remove
Header from the menu that appears. Similarly, you can remove a footer
using the Footer command.

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Page Numbers
Page numbers can be used to automatically number each page in your document.
They come in a wide range of number formats and can be customized to suit your
needs. Page numbers are usually placed in the header, footer, or side margin.
When you need to number some pages differently, Word allows you to restart
page numbering.
To add page numbers:
Word can automatically label each page with a page number and place it in a
header, footer, or side margin. If you have an existing header or footer, it will be
removed and replaced with the page number.
1. On the Insert tab, click the Page Number command.

2. Open the Top of Page, Bottom of Page, or Page Margin menu, depending
on where you want the page number to be positioned. Then select the
desired style of header.
3. Page numbering will appear.
4. Press the Esc key to lock the header and footer.
5. If you need to make any changes to your page numbers, simply double-click
the header or footer to unlock it.
If you've created a page number in the side margin, it's still considered part of the
header or footer. You won't be able to select the page number unless the header or
footer is selected.
To add page numbers to an existing header or footer:
If you already have a header or footer and you want to add a page number to it,
Word has an option to automatically insert the page number into the existing

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header or footer. In our example, we'll add page numbering to our document's
header.
1. Double-click anywhere on the header or footer to unlock it.

2. On the Design tab, click the Page Number command. In the menu that
appears, hover the mouse over Current Position and select the desired page
numbering style.

3. Page numbering will appear.

4. When you're finished, press the Esc key.
To hide the page number on the first page:
In some documents, you may not want the first page to show the page number.
You can hide the first page number without affecting the rest of the pages.
1. Double-click the header or footer to unlock it.
2. From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can
type something new in the header or footer, and it will only affect the first
page.

If you're unable to select Different First Page, it may be because an object within
the header or footer is selected. Click in an empty area within the header or footer
to make sure nothing is selected.
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Page Boarder
Effective formatting can make your documents easier to read, more visually
appealing and more organized. Adding a page border is one way to elevate your
document and attract the attention of readers. If you're designing a flyer, writing a
resume or creating another visual product in Microsoft Word.
To add a Page Border:
On the Design tab and click the Page Borders button in the Page Background
section of the ribbon.

Borders and Shading dialog box will appear

Customize a Page Border in Word

On the left side of the window, you can start by picking a style under Setting. This
lets you select something like a shadow or 3-D effect or go with a box style. To the
right, choose the line Style you’d like to use and the Color directly below it.

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If you prefer to use something fun and different, click the Art drop-down list at the
bottom for a great selection of creative borders. You’ll find a nice assortment of
color options like hearts, stars, ice cream cones, flowers, holiday images, and
more.

Whether you use a line style or an artsy border, you can then adjust the Width of
the border. You’ll see the preview on the right side update for a good view as you
do so.
Also, in the Preview section, you can use the small boxes to enable or disable the
border from a particular side of the document. Then, choose ―Apply to‖ if you
only want the border in a certain section or the whole document.

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Remove a Page Border

If you decide later to remove the page border you’ve applied, you can do so easily.
1. Go back to the Design tab and click Page Borders.
2. On the Page Border tab, click None under Settings on the left.
3. Click OK, and your border should be removed.

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Layout and Printing

Page Layout
Word offers a variety of page layout and formatting options that affect how content
appears on the page. You can customize the page orientation, paper size, and
page margins depending on how you want your document to appear.
Page orientation
Word offers two page orientation options: landscape and portrait. Compare our
example below to see how orientation can affect the appearance and spacing of text
and images.
 Landscape means the page is oriented horizontally.
 Portrait means the page is oriented vertically.
To change page orientation:
1. Select the Layout tab.
2. Click the Orientation command in the Page Setup group.
3. A drop-down menu will appear. Click either Portrait or Landscape to
change the page orientation.

4. The page orientation of the document will be changed.

Page size
By default, the page size of a new document is 8.5 inches by 11 inches. Depending
on your project, you may need to adjust your document's page size. It's important
to note that before modifying the default page size, you should check to see which
page sizes your printer can accommodate.

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To change the page size:

Word has a variety of predefined page sizes to choose from.
1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click
the desired predefined page size.
3. The page size of the document will be changed.
To use a custom page size:
Word also allows you to customize the page size in the Page Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes from the drop-
down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.

4. The page size of the document will be changed.

Page margins
A margin is the space between the text and the edge of your document. By
default, a new document's margins are set to Normal, which means it has a one-
inch space between the text and each edge. Depending on your needs, Word allows
you to change your document's margin size.
To format page margins:
Word has a variety of predefined margin sizes to choose from.
1. Select the Layout tab, then click the Margins command.

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2. A drop-down menu will appear. Click the predefined margin size you
want.
3. The margins of the document will be changed.
To use custom margins:
Word also allows you to customize the size of your margins in the Page Setup
dialog box.
1. From the Layout tab, click Margins. Select Custom Margins from the
drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for each margin, then click OK.

4. The margins of the document will be changed.

You can also open the Page Setup dialog box by navigating to the Layout tab and
clicking the small arrow in the bottom-right corner of the Page Setup group.

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Printing Documents
Once you've created your document, you may want to print it to view and share
your work offline. It's easy to preview and print a document in Word using the
Print pane.
To access the Print pane:
1. Select the File tab. Backstage view will appear.

2. Select Print. The Print pane will appear.

You can also access the Print pane by pressing Ctrl+P on your keyboard.
To print a document:
1. Navigate to the Print pane, then select the desired printer.

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2. Enter the number of copies you want to print.

3. Select any additional settings if needed.

4. Click Print.

Custom printing
Sometimes you may find it unnecessary to print your entire document, in which
case custom printing may be more suited for your needs. Whether you're printing
several individual pages or a range of pages, Word allows you to specify exactly
which pages you'd like to print.
To custom print a document:
If you'd like to print individual pages or page ranges, you'll need to separate each
entry with a comma (1, 3, 5-7, or 10-14 for example).
1. Navigate to the Print pane.
2. In the Pages: field, enter the pages you want to print.

3. Click Print.

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Microsoft PowerPoint
PowerPoint is a presentation program that allows you to create dynamic slide
presentations. These presentations can include animation, narration, images,
videos, and much more.
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.
1
2

4
3

5 6 7 8 9

 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.
 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.
 Slide Number Indicator: Here, you can quickly see the total number of slides in your
presentation, as well as which slide you are viewing.

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 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.

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.
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.

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.

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Creating and Opening Presentations

PowerPoint files are called presentations. Whenever you start a new project in
PowerPoint, you'll need to create a new presentation, which can either be blank
or from a template. You'll also need to know how to open an existing
presentation.
To create a new presentation:
When beginning a new project in PowerPoint, you'll often want to start with a new
blank presentation.
1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank Presentation.

3. A new presentation will appear.

To create a new presentation from a template:
A template is a predesigned presentation you can use to create a new slide show
quickly. Templates often include custom formatting and designs, so they can save
you a lot of time and effort when starting a new project.
1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use the search bar to
find something more specific. In our example, we'll search for the keyword
chalkboard.
3. Select a template to review it.

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4. A preview of the template will appear, along with additional information

on how the template can be used.
5. Click Create to use the selected template.

6. A new presentation will appear with the selected template.

It's important to note that not all templates are created by Microsoft. Many are
created by third-party providers and even individual users, so some templates may
work better than others.
To open an existing presentation:
In addition to creating new presentations, you'll often need to open a presentation
that was previously saved.
1. Select the File tab to go to Backstage view, then click Open.
2. Click Browse. Alternatively, you can choose OneDrive to open files stored
on your OneDrive.
3. The Open dialog box will appear. Locate and select your presentation, then
click Open.
Most features in Microsoft Office, including PowerPoint, are geared toward saving
and sharing documents online. This is done with OneDrive, which is an online
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storage space for your documents and files. If you want to use OneDrive, make
sure you’re signed in to PowerPoint with your Microsoft account.
To pin a presentation:
If you frequently work with the same presentation, you can pin it to Backstage
view for easy access.
1. Select the File tab to go to Backstage view, then click Open. Your Recent
Presentations will appear.
2. Hover the mouse over the presentation you want to pin, then click the
pushpin icon.

3. The presentation will stay in the Recent presentations list until it is

unpinned. To unpin a presentation, click the pushpin icon again.
Compatibility Mode
Sometimes you may need to work with presentations that were created in earlier
versions of PowerPoint, like PowerPoint 2003 or PowerPoint 2000. When you
open these types of presentations, they will appear in Compatibility Mode.
Compatibility Mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the presentation. For
example, if you open a presentation created in PowerPoint 2003, you can only use
tabs and commands found in PowerPoint 2003.
In the image below, you can see at the top of the window that the presentation is in
Compatibility Mode. This will disable some PowerPoint 2016 features, including
newer types of slide transitions.

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To exit Compatibility Mode, you'll need to convert the presentation to the current
version type. However, if you're collaborating with others who only have access to
an earlier version of PowerPoint, it's best to leave the presentation in Compatibility
Mode so the format will not change.
To convert a presentation:
If you want access to all PowerPoint 2016 features, you can convert the
presentation to the 2016 file format.
Note that converting a file may cause some changes to the original layout of the
presentation.
1. Click the File tab to access Backstage view.
2. Locate and select the Convert command.

3. The Save As dialog box will appear. Select the location where you want to
save the presentation, enter a file name, and click Save.

4. The presentation will be converted to the newest file type.

Using AutoRecover
PowerPoint automatically saves your presentations to a temporary folder while you
are working on them. If you forget to save your changes or if PowerPoint crashes,
you can restore the file using AutoRecover.
To use AutoRecover:
1. Open PowerPoint. If autosaved versions of a file are found, the Document
Recovery pane will appear.
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2. Click to open an available file. The presentation will be recovered.

By default, PowerPoint autosaves every 10 minutes. If you are editing a

presentation for less than 10 minutes, PowerPoint may not create an autosaved
version.
If you don't see the file you need, you can browse all autosaved files from
Backstage view. Just select the File tab, click Manage Presentation, then choose
Recover Unsaved Presentations.

Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However,
there may be times when you need to use another file type, such as a PDF or
PowerPoint 97-2003 presentation. It's easy to export your presentation from
PowerPoint in a variety of file types.
 PDF: Saves the presentation as a PDF document instead of a PowerPoint
file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the Microsoft
PowerPoint Viewer, a special slide show player anyone can download
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 Handouts: Prints a handout version of your slides

 Other file type: Saves in other file types, including PNG and PowerPoint
97-2003
To export a presentation:
In our example, we'll save the presentation as a PowerPoint 97-2003 file.
1. Click the File tab to access Backstage view.
2. Click Export, then choose the desired option. In our example, we'll select
Change File Type.

3. Select a file type, then click Save As.

4. The Save As dialog box will appear. Select the location where you want to
export the presentation, type a file name, then click Save.

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You can also use the Save as type drop-down menu in the Save As dialog box to
save presentations in a variety of file types. Be careful to choose a file type others
will be able to open.

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Working with Slides

Slide Basics
Every PowerPoint presentation is composed of a series of slides. To begin creating
a slide show, you'll need to know the basics of working with slides. You'll need to
feel comfortable with tasks such as inserting a new slide, changing the layout of
a slide, arranging existing slides, changing the slide view, and adding notes to a
slide.
Understanding slides and slide layouts
When you insert a new slide, it will usually have placeholders to show you where
content will be placed. Slides have different layouts for placeholders, depending
on the type of information you want to include. Whenever you create a new slide,
you'll need to choose a slide layout that fits your content.

Placeholders can contain different types of content, including text, images, and
videos. Many placeholders have thumbnail icons you can click to add specific
types of content. In the example below, the slide has placeholders for the title and
content.

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To insert a new slide:

Whenever you start a new presentation, it will contain one slide with the Title
Slide layout. You can insert as many slides as you need from a variety of layouts.
1. From the Home tab, click the bottom half of the New Slide command.
2. Choose the desired slide layout from the menu that appears.

3. The new slide will appear. Click any placeholder and begin typing to add
text. You can also click an icon to add other types of content, such as a
picture or a chart.
To change the layout of an existing slide, click the Layout command, then choose
the desired layout.

To quickly add a slide that uses the same layout as the selected slide, click the top
half of the New Slide command.

Organizing slides
PowerPoint presentations can contain as many slides as you need. The Slide
Navigation pane on the left side of the screen makes it easy to organize your
slides. From there, you can duplicate, rearrange, and delete slides in your
presentation.
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Working with slides

 Duplicate slides: If you want to copy and paste a slide quickly, you can
duplicate it. To duplicate slides, select the slide you want to duplicate,
right-click the mouse, and choose Duplicate Slide from the menu that
appears. You can also duplicate multiple slides at once by selecting them
first.

 Move slides: It's easy to change the order of your slides. Just click and drag
the desired slide in the Slide Navigation pane to the desired position.

 Delete slides: If you want to remove a slide from your presentation, you can
delete it. Simply select the slide you want to delete, then press the Delete or
Backspace key on your keyboard.
To copy and paste slides:
If you want to create several slides with the same layout, you may find it easier to
copy and paste a slide you've already created instead of starting with an empty
slide.
1. Select the slide you want to copy in the Slide Navigation pane, then click the
Copy command on the Home tab. Alternatively, you can press Ctrl+C on
your keyboard.
2. In the Slide Navigation pane, click just below a slide (or between two slides)
to choose a paste location. A horizontal insertion point will appear.
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3. Click the Paste command on the Home tab. Alternatively, you can press
Ctrl+V on your keyboard.
4. The slide will appear in the selected location.
Customizing slide layouts
Sometimes you may find that a slide layout doesn't exactly fit your needs. For
example, a layout might have too many—or too few—placeholders. You might
also want to change how the placeholders are arranged on the slide. Fortunately,
PowerPoint makes it easy to adjust slide layouts as needed.
Adjusting placeholders
 To select a placeholder: Hover the mouse over the edge of the placeholder
and click (you may need to click the text in the placeholder first to see the
border). A selected placeholder will have a solid line instead of a dotted line.

 To move a placeholder: Select the placeholder, then click and drag it to the
desired location.

 To resize a placeholder: Select the placeholder you want to resize. Sizing

handles will appear. Click and drag the sizing handles until the placeholder
is the desired size. You can use the corner sizing handles to change the
placeholder's height and width at the same time.

 To delete a placeholder: Select the placeholder you want to delete, then

press the Delete or Backspace key on your keyboard.
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To add a text box:

Text can be inserted into both placeholders and text boxes. Inserting text boxes
allows you to add to the slide layout. Unlike placeholders, text boxes always stay
in the same place, even if you change the theme.
1. From the Insert tab, select the Text Box command.

2. Click and drag to draw the text box on the slide.

3. The text box will appear. To add text, simply click the text box and begin
typing.

Using blank slides

If you want even more control over your content, you may prefer to use a blank
slide, which contains no placeholders. Blank slides can be customized by adding
your own text boxes, pictures, charts, and more.
 To insert a blank slide, click the bottom half of the New Slide command,
then choose Blank from the menu that appears.
While blank slides offer more flexibility, keep in mind that you won't be able to
take advantage of the predesigned layouts included in each theme.

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To play the presentation:

Once you've arranged your slides, you may want to play your presentation. This is
how you will present your slide show to an audience.
1. Click the Start From Beginning command on the Quick Access Toolbar to
see your presentation.

2. The presentation will appear in full-screen mode.

3. You can advance to the next slide by clicking your mouse or pressing the
spacebar on your keyboard. Alternatively, you can use the arrow keys on
your keyboard to move forward or backward through the presentation.
4. Press the Esc key to exit presentation mode.
You can also press the F5 key at the top of your keyboard to start a presentation.
Customizing slides
To change the slide size:
By default, all slides in PowerPoint 2013 use a 16-by-9—or widescreen—aspect
ratio. You might know that widescreen TVs also use the 16-by-9 aspect ratio.
Widescreen slides will work best with widescreen monitors and projectors.
However, if you need your presentation to fit a 4-by-3 screen, it's easy to change
the slide size to fit.
 To change the slide size, select the Design tab, then click the Slide Size
command. Choose the desired slide size from the menu that appears, or click
Custom Slide Size for more options.

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To format the slide background:

By default, all slides in your presentation use a white background. It's easy to
change the background style for some or all of your slides. Backgrounds can have
a solid, gradient, pattern, or picture fill.
1. Select the Design tab, then click the Format Background command.

2. The Format Background pane will appear on the right. Select the desired
fill options. In our example, we'll use a Solid fill with a light gold color.

3. The background style of the selected slide will update.

4. If you want, you can click Apply to All to apply the same background style
to all slides in your presentation.

Applying Themes
A theme is a predefined combination of colors, fonts, and effects that can quickly
change the look and feel of your entire slide show. Different themes also use
different slide layouts, which can change the arrangement of your existing
placeholders.
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What is a theme?
In PowerPoint, themes give you a quick and easy way to change the design of your
presentation. They control your primary color palette, basic fonts, slide layout, and
other important elements. All of the elements of a theme will work well together,
which means you won't have to spend as much time formatting your presentation.
Each theme uses its own set of slide layouts. These layouts control the way your
content is arranged, so the effect can be dramatic. In the examples below, you can
see that the placeholders, fonts, and colors are different.

If you use a unique slide layout—such as Quote with Caption or Name Card—
and then switch to a theme that does not include that layout, it may give
unexpected results.
Every PowerPoint theme—including the default Office theme—has its own theme
elements. These elements are:
 Theme Colors: There are 10 theme colors, along with darker and lighter
variations, available from every Color menu.

 Theme Fonts: There are two theme fonts available at the top of the Font
menu under Theme Fonts.

 Theme Effects: These affect the preset shape styles. You can find shape
styles on the Format tab whenever you select a shape or SmartArt graphic.

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When you switch to a different theme, all of these elements will update to reflect
the new theme. You can drastically change the look of your presentation in a few
clicks.
If you apply a font or color that isn't part of the theme, it won't change when you
select a different theme. This includes colors selected from the Standard Colors
or More Colors options and fonts selected from All Fonts. Using non-theme
elements can be useful when you want certain text to be a specific color or font,
like a logo.
To apply a theme:
1. Select the Design tab on the Ribbon, then click the More drop-down arrow
to see all of the available themes.

2. Select the desired theme.

3. The theme will be applied to your entire presentation.

Try applying a few different themes to your presentation. Some themes will work
better than others, depending on your content.
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Animating Text and Objects

In PowerPoint, you can animate text and objects such as clip art, shapes, and
pictures. Animation—or movement—on the slide can be used to draw the
audience's attention to specific content or to make the slide easier to read.
The four types of animations
There are several animation affects you can choose from, and they are organized
into four types.
 Entrance: These control how the object enters the slide. For example, with
the Bounce animation the object will "fall" onto the slide and then bounce
several times.

 Emphasis: These animations occur while the object is on the slide, often
triggered by a mouse click. For example, you can set an object to spin when
you click the mouse.

 Exit: These control how the object exits the slide. For example, with the
Fade animation the object will simply fade away.

 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.

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To apply an animation to an object:

1. Select the object you want to animate.
2. On the Animations tab, click the More drop-down arrow in the Animation
group.

3. A drop-down menu of animation effects will appear. Select the desired

effect.

4. The effect will apply to the object. The object will have a small number
next to it to show that it has an animation. In the Slide pane, a star symbol
also will appear next to the slide.
At the bottom of the menu, you can access even more effects.

Effect options
Some effects will have options you can change. For example, with the Fly In
effect you can control which direction the object comes from. These options can
be accessed from the Effect Options command in the Animation group.

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To remove an animation:
1. Select the small number located next to the animated object.

2. Press the Delete key. The animation will be deleted.

Animations are best used in moderation. Adding too many animations can make
your presentation look a little silly and can even be distracting to your audience.
Consider using mostly subtle animations, or not using animations at all.
Working with animations
To add multiple animations to an object:
If you select a new animation from the menu in the Animation group, it will
replace the object's current animation. However, you'll sometimes want to place
more than one animation on an object, like an Entrance and an Exit effect. To
do this, you'll need to use the Add Animation command, which will allow you to
keep your current animations while adding new ones.
1. Select an object.
2. Click the Animations tab.
3. In the Advanced Animation group, click the Add Animation command to
view the available animations.
4. Select the desired animation effect.

5. If the object has more than one effect, it will have a different number for
each effect. The numbers indicate the order in which the effects will occur.

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To reorder the animations:

1. Select the number of the effect you want to change.

2. From the Animations tab, click the Move Earlier or Move Later
commands to change the ordering.

To copy animations with the Animation Painter:

In some cases, you may want to apply the same effects to more than one object.
You can do this by copying the effects from one object to another using the
Animation Painter. In our example, we want to copy an animation from one slide
to another because they have similar layouts.
1. Click the object that has the effects you want to copy. In our example, we'll
click our answer text.

2. From the Animations tab, click the Animation Painter command.

3. Click the object you want to copy the effects to. In our example, we'll click
the answer text on the next slide. Both objects now have the same effect.

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To preview animations:
Any animation effects you have applied will show up when you play the slide
show. However, you can also quickly preview the animations for the current slide
without viewing the slide show.
1. Navigate to the slide you want to preview.
2. From the Animations tab, click the Preview command. The animations for
the current slide will play.

The Animation Pane

The Animation Pane allows you to view and manage all of the effects that are on
the current slide. You can modify and reorder effects directly from the Animation
Pane, which is especially useful when you have several effects.
To open the Animation Pane:
1. From the Animations tab, click the Animation Pane command.

2. The Animation Pane will open on the right side of the window. It will show
all of the effects for the current slide in the order in which they will appear.

If you have several animated objects, it may help to rename the objects before
reordering them in the Animation Pane. You can rename them in the Selection
Pane. To open the Selection Pane, click an object, then from the Format tab click
Selection Pane. Double-click the name of an object to rename it.
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To reorder effects from the Animation Pane:

1. On the Animation Pane, click and drag an effect up or down.

2. The effects will reorder themselves.

To preview effects from the Animation Pane:
1. From the Animation Pane, click the Play button.

2. The effects for the current slide will play. On the right side of the Animation
Pane, you will be able to see a timeline that shows the progress through each
effect.

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If the timeline is not visible, click the drop-down arrow for an effect, then select
Show Advanced Timeline.

To change an effect's start option:

By default, an effect starts playing when you click the mouse during a slide show.
If you have multiple effects, you will need to click multiple times to start each
effect individually. However, by changing the start option for each effect, you can
have effects that automatically play at the same time or one after the other.
1. From the Animation Pane, select an effect. A drop-down arrow will appear
next to the effect.

2. Click the drop-down arrow and select one of the three desired start options.
Start on Click will start the effect when the mouse is clicked, Start With
Previous will start the effect at the same time as the previous effect, and
Start After Previous will start the effect when the previous effect ends.

When you preview the animations, all of the effects will play through
automatically. To test effects that are set to Start on Click, you will need to play
the slide show.
The Effect Options dialog box
From the Animation Pane, you can access the Effect Options dialog box, which
contains more advanced options you can use to fine tune your animations.
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To open the Effect Options dialog box:

1. From the Animation Pane, select an effect. A drop-down arrow will appear
next to the effect.
2. Click the drop-down arrow, then select Effect Options.

3. The Effect Options dialog box will appear. Click the drop-down menus and
select the desired enhancement. You can add a sound to the animation, add
an effect after the animation is over, or animate text in a different
sequence.

Some effects have additional options you can change. These will vary depending
on which effect you have selected.
To change the effect timing:
1. From the Effect Options dialog box, select the Timing tab.
2. From here, you can add a delay before the effect starts, change the duration
of the effect, and control whether the effect repeats.

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Applying Transitions
If you've ever seen a PowerPoint presentation that had special effects between each
slide, you've seen slide transitions. A transition can be as simple as fading to the
next slide or as flashy as an eye-catching effect. PowerPoint makes it easy to apply
transitions to some or all of your slides, giving your presentation a polished,
professional look.
About transitions
There are three categories of unique transitions to choose from, all of which can
be found on the Transitions tab.
 Subtle: These are the most basic types of transitions. They use simple
animations to move between slides.

 Exciting: These use more complex animations to transition between slides.

While they're more visually interesting than Subtle transitions, adding too
many can make your presentation look less professional. However, when
used in moderation they can add a nice touch between important slides.

 Dynamic Content: If you're transitioning between two slides that use

similar slide layouts, dynamic transitions will move only the placeholders,
not the slides themselves. When used correctly, dynamic transitions can help
unify your slides and add a further level of polish to your presentation.

Transitions are best used in moderation. Adding too many transitions can make
your presentation look a little silly and can even be distracting to your audience.
Consider using mostly subtle transitions, or not using transitions at all.

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To apply a transition:
1. Select the desired slide from the Slide Navigation pane. This is the slide
that will appear after the transition.
2. Click the Transitions tab, then locate the Transition to This Slide group.
By default, None is applied to each slide.
3. Click the More drop-down arrow to display all transitions.

4. Click a transition to apply it to the selected slide. This will automatically

preview the transition.

You can use the Apply To All command in the Timing group to apply the same
transition to all slides in your presentation. Keep in mind that this will modify any
other transitions you've applied.

Try applying a few different types of transitions to various slides in your

presentation. You may find that some transitions work better than others,
depending on the content of your slides.
To preview a transition:
You can preview the transition for a selected slide at any time using either of these
two methods:
 Click the Preview command on the Transitions tab.

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 Click the Play Animations command in the Slide Navigation pane.

Modifying transitions
To modify the transition effect:
You can quickly customize the look of a transition by changing its direction.
1. Select the slide with the transition you want to modify.
2. Click the Effect Options command and choose the desired option. These
options will vary depending on the selected transition.

3. The transition will be modified, and a preview of the transition will appear.
Some transitions do not allow you to modify the direction.
To modify the transition duration:
1. Select the slide with the transition you want to modify.
2. In the Duration field in the Timing group, enter the desired time for the
transition. In this example, we'll decrease the time to half a second—or
00.50—to make the transition faster.

To add sound:
1. Select the slide with the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.

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3. Click a sound to apply it to the selected slide, then preview the transition to
hear the sound.

Sounds are best used in moderation. Applying a sound between every slide could
become overwhelming or even annoying to an audience when presenting your slide
show.
To remove a transition:
1. Select the slide with the transition you want to remove.
2. Choose None from the Transition to This Slide group. The transition will
be removed.

To remove transitions from all slides, apply the None transition to a slide, then
click the Apply to All command.
Advancing slides
Normally, in Slide Show view you would advance to the next slide by clicking
your mouse or by pressing the spacebar or arrow keys on your keyboard. The
Advance Slides setting in the Timing group allows the presentation to advance on
its own and display each slide for a specific amount of time. This feature is
especially useful for unattended presentations, such as those at a trade show
booth.
To advance slides automatically:
1. Select the slide you want to modify.
2. Locate the Timing group on the Transitions tab. Under Advance Slide,
uncheck the box next to On Mouse Click.
3. In the After field, enter the amount of time you want to display the slide. In
this example, we will advance the slide automatically after 1 minute and 15
seconds, or 01:15:00.

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4. Select another slide and repeat the process until all slides have the desired
timing. You can also click the Apply to All command to apply the same
timing to all slides.
If you need to advance to the next slide before an automatic transition, you can
always click the mouse or press the spacebar to advance the slides as normal.
Presenting Your Slide Show
Once your slide show is complete, you'll need to learn how to present it to an
audience. PowerPoint offers several tools and features to help make your
presentation smooth, engaging, and professional.
Presenting a slide show
Before you present your slide show, you'll need to think about the type of
equipment that will be available for your presentation. Many presenters use
projectors during presentations, so you might want to consider using one as well.
This allows you to control and preview slides on one monitor while presenting
them to an audience on another screen.
To start a slide show:
There are several ways you can begin your presentation:
 Click the Start From Beginning command on the Quick Access Toolbar, or
press the F5 key at the top of your keyboard. The presentation will appear in
full-screen mode.

 Select the Slide Show view command at the bottom of the PowerPoint
window to begin a presentation from the current slide.

 Go to the Slide Show tab on the Ribbon to access even more options. From
here, you can start the presentation from the current slide and access
advanced presentation options.

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To advance and reverse slides:

You can advance to the next slide by clicking your mouse or pressing the
spacebar on your keyboard. Alternatively, you can use or arrow keys on your
keyboard to move forward or backward through the presentation.
You can also hover your mouse over the bottom-left and click the arrows to move
forward or backward.

To stop a slide show:

You can exit presentation mode by pressing the Esc key on your keyboard.
Alternatively, you can click the Slide Show Options button in the bottom-left and
select End Show.

The presentation will also end after the last slide. You can click the mouse or press
the spacebar to return to Normal view.

Presentation tools and features

PowerPoint provides convenient tools you can use while presenting your slide
show. For example, you can change your mouse pointer to a pen or highlighter to
draw attention to items in your slides. In addition, you can jump around to slides
in your presentation or access other programs from your taskbar if needed.
To show the taskbar:
Sometimes you may need to access the Internet or other files and programs on your
computer during your presentation. PowerPoint allows you to access your taskbar
without ending the presentation.
1. Locate and select the Slide Options button in the bottom-left corner.
2. Select Screen, then click Show Taskbar.
3. Your taskbar will appear. Choose a program you want to open, such as a
web browser. When you're done, close the window or click the PowerPoint
icon on the taskbar to return to the presentation.

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Slide options
You can also access any of the menu items above by right-clicking anywhere on
the screen during your slide show.

To skip to a nonadjacent slide:

You can jump to slides out of order if needed.
1. Locate and select the See All Slides button in the bottom-left corner.

2. Thumbnail versions of each slide will appear. Select the slide you want to
jump to.

3. The selected slide will appear.

To access drawing tools:
Your mouse pointer can act as pen or highlighter to draw attention to items in
your slides.
1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Pen or Highlighter based on your preference. You can also choose a
different color from the menu.

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3. Click and drag the mouse to mark your slides. You can also press Ctrl+P
on your keyboard to access the pen tool while presenting your slide show.

You can also use the laser pointer feature to draw attention to certain parts of your
slide. Unlike the pen and highlighter, the laser pointer will not leave markings on
your slides. To use the laser pointer, select it from Pen Tools, or press and hold the
Ctrl key and the left mouse button.

To erase ink markings:

1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Eraser to erase individual ink markings, or select Erase All Ink on
Slide to erase all markings.

When you end a slide show, you'll also have the option to Keep or Discard any ink
annotations made during your presentation. If you keep ink markings, they'll
appear as objects on your slides in Normal view.

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Presenter view
If you're presenting your slide show with a second display—like a projector—you
can use Presenter view. Presenter view gives you access to a special set of
controls on your screen that the audience won't see, allowing you to easily
reference slide notes, preview the upcoming slide, and much more.
To access Presenter view:
Start your slide show as you normally would, then click the Slide Options button
and select Presenter View. Alternatively, you can press Alt+F5 on your keyboard
to start the slide show in Presenter view.
Click the buttons in the interactive below to learn more about using Presenter view.

Slide show setup options

PowerPoint has various options for setting up and playing a slide show. For
example, you can set up an unattended presentation that can be displayed at a kiosk
and make your slide show repeat with continuous looping.
To access slide show setup options:
1. Select the Slide Show tab, then click the Set Up Slide Show command.

2. The Set Up Show dialog box will appear. From here, you can select the
desired options for your presentation.
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Click the buttons in the interactive below to learn about various options for setting
up and playing a slide show.

To advance slides automatically, you'll need to customize the slide timing on the
Transitions tab.

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Managing Slides
As you add more slides to a presentation, it can be difficult to keep everything
organized. Fortunately, PowerPoint offers tools to help you organize and prepare
your slide show.
About slide views
PowerPoint includes several different slide views, which are all useful for various
tasks. The slide view commands are located in the bottom-right of the PowerPoint
window. There are four main slide views.

 Normal view: This is the default view, where you create and edit slides.
You can also move slides in the Slide Navigation pane on the left.

 Slide sorter view: In this view, you'll see a thumbnail version of each
slide. You can drag and drop slides to reorder them quickly.

 Reading view: This view fills the PowerPoint window with a preview of
your presentation. It includes easily accessible navigation buttons at the
bottom-right.
 Slide show view: This is the view you'll use to present to an audience. This
command will begin the presentation from the current slide. You can also

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press F5 on your keyboard to start from the beginning. A menu will appear
in the bottom-left corner when you move the mouse. These commands allow
you to navigate through the slides and access other features, such as the pen
and highlighter.

Outline view
Outline view shows your slide text in outline form. This allows you to quickly
edit your slide text and view the content of multiple slides at once. You could use
this layout to review the organization of your slide show and prepare to deliver
your presentation.
To view an outline:
1. From the View tab, click the Outline View command.

2. An outline of your slide text will appear in the slide navigation pane.
3. You can type directly in the outline to make changes to your slide text.

Slide notes
You can add notes to your slides from the Notes pane. Often called speaker notes,
they can help you deliver or prepare for your presentation.
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To add notes:
1. Click the Notes command at the bottom of the screen to open the Notes
pane.

2. Click and drag the edge of the pane to resize it if desired.

3. Click the Notes pane, and begin typing to add notes.

You can also access Notes Page view to edit and review your notes. Just click the
Notes Page command from the View tab. From there, you can type notes in the
text box below each slide.

Slide sections
If you have a lot of slides, you can organize them into sections to make your
presentation easier to navigate. Sections can be collapsed or expanded in the Slide
Navigation pane and named for easy reference.
To create slide sections:
In our example, we will add two sections: one for dogs that are available for
adoption, and another for cats and other pets.
1. Select the slide you want to begin a section.
2. From the Home tab, click the Section command, then choose Add Section
from the drop-down menu.

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3. An Untitled Section will appear in the Slide Navigation pane.

4. To rename the section, click the Section command, then choose Rename
Section from the drop-down menu.

5. Type the new section name in the dialog box, then click Rename.

6. Repeat to add as many sections as you need.

7. In the Slide Navigation pane, click the arrow next to a section name to
collapse or expand it.

To remove a section, click the Section command, then click Remove Section.
You can also click Remove All Sections to remove all sections from your slides.

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Printing
Even though PowerPoint presentations are designed to be viewed on a computer,
there may be times when you want to print them. You can even print custom
versions of a presentation, which can be especially helpful when presenting your
slide show. The Print pane makes it easy to preview and print your presentation.
Print layouts
PowerPoint offers several layouts to choose from when printing a presentation.
The layout you choose will mostly depend on why you're printing the slide show.
There are four types of print layouts.
 Full Page Slides: This prints a full page for each slide in your presentation.
This layout is most useful if you need to review or edit a printed copy of
your presentation.

 Notes Pages: This prints each slide, along with any speaker notes for the
slide. If you've included a lot of notes for each slide, you could keep a
printed copy of the notes with you while presenting.

 Outline: This prints an overall outline of the slide show. You could use this
to review the organization of your slide show and prepare to deliver your
presentation.

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 Handouts: This prints thumbnail versions of each slide, with optional

space for notes. This layout is especially useful if you want to give your
audience a physical copy of the presentation. The optional space allows
them to take notes on each slide.

To access the Print pane:

1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.

You can also access the Print pane by pressing Ctrl+P on your keyboard.
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1. Choose the desired printer and print range.

2. Chose the desired print layout and color settings.

3. When you're done modifying the settings, click Print.

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