Pro-tips: Microsoft PowerPoint

PowerPoint is a versatile tool for creating effective presentations for projects, assignments, and study materials. This guide will help you master PowerPoint’s essential features, from creating slides to presenting confidently.

Creating Slides and Structuring Your Presentation

Starting a New Presentation

  1. Open PowerPoint and select one of the following:
    • Blank Presentation: Ideal for starting from scratch.
    • Templates: Pre-designed slides for a quick setup (accessible via “File > New”).
  2. Add a New Slide:
    • Windows: Use Ctrl + M or go to “Home > New Slide.”
    • Mac: Use Command + Shift + N or the “Home > New Slide” option.

Structuring Your Slides

A clear structure helps deliver information effectively. Consider the following layout:

  • Title Slide: Presentation title, your name, date, and subject.
  • Content Slides: Organise by key sections (e.g., Introduction, Key Points, Examples).
  • Summary Slide: Conclude with key findings or recommendations.

Practical Example

For a history presentation on Ancient Rome:

  • Title Slide: The Fall of the Roman Empire.
  • Content Slide 1: Causes of the Fall (bulleted list).
  • Content Slide 2: Key Figures (insert images and brief text).
  • Summary Slide: Key lessons learned.

Designing Engaging Slides

Choosing a Design

  1. Open the Design tab to apply a theme or customise your slide.
  2. Adjust fonts, colours, and backgrounds to suit your topic.

Good Practice

  • Stick to simple themes for readability.
  • Use consistent fonts and colours across all slides.

Inserting Visual Elements

  1. Adding Images:
    • Go to Insert > Pictures to add images from your computer or online.
  2. Embedding Videos:
    • Insert a video: Insert > Video. You can add a local file or search online.
  3. Creating Diagrams:
    • Use Insert > SmartArt for lists, cycles, and flowcharts.
    • Examples: Venn diagrams for comparisons, hierarchies for systems.

Why This Matters

Visual aids help explain complex ideas and keep your audience engaged.

Presenting Effectively

Using Presenter Notes

You can write yourself extra notes which will show up on your laptop (but not the projector) by using presenter notes.

  • Open the “Notes” pane below the slide.
  • Type reminders, key points, or additional context.

Simply ensure that you have Presenter View enabled (Slideshow > Presenter View)

Rehearsing Your Timing

Practise delivering your presentation with built-in tools:

  • Slideshow > Rehearse Timings
  • Review the time spent on each slide and adjust as needed.

Why This Matters

Practising ensures you stay within time limits and feel confident.

Collaboration Tools

Sharing and Feedback

  1. Click the “Share” button in the top-right corner.
  2. Send a link to classmates or teachers for review or collaboration.

Using Comments

  • Insert comments to highlight areas needing improvement by going to Review > New Comment.

Keyboard Shortcuts

TaskWindowsAppleHow-to
Create New SlideCtrl + MCmd + Shift + N– Press the shortcut to instantly insert a new slide.
– Use “Home > Layout” to adjust the layout.
Start PresentationF5Cmd + Shift + Enter– Press the shortcut to start the slideshow from the beginning.
– Use Shift + F5 (Windows) / Cmd + Enter (Mac) to start from the current slide.
Duplicate SlideCtrl + DCmd + D– Highlight the slide you want to duplicate in the sidebar.
– Press the shortcut to create an exact copy.
Insert HyperlinkCtrl + KCmd + K– Highlight text or an object. – Press the shortcut to open the hyperlink menu.
– Enter the URL or file path and click “OK.”
Group ObjectsCtrl + GCmd + G– Select multiple objects (hold Shift and click).
– Press the shortcut to group them together.
Ungroup ObjectsCtrl + Shift + GCmd + Shift + G– Select the grouped object.
– Press the shortcut to ungroup them.
Align ObjectsAlt + Shift + Arrow keysCmd + Option + Arrow keys– Select multiple objects.
– Use the shortcut to align objects left, right, top, or bottom.
Reorder ObjectsCtrl + Shift + [ (Send Back)
Ctrl + Shift + ] (Bring Forward)		Cmd + [ / Cmd + ]– Select the object.
– Use the shortcut to adjust the layering order (e.g., sending an object behind another).
Add AnimationAlt + ANo Shortcut– Select an object.
– Use “Animations” > “Add Animation” to apply effects.
Rehearse TimingsAlt + S + TNo Shortcut– Open “Slideshow > Rehearse Timings.”
– Practise presenting and automatically save timing data.
Insert Text BoxCtrl + TCmd + T– Press the shortcut to create a text box.
– Click and drag on the slide to place it.
Switch Between ViewsAlt + WCmd + 1– Use the shortcut to switch between Normal, Slide Sorter, and Notes Page views.
Zoom In/OutCtrl + Scroll WheelCmd + Scroll Wheel– Hold the shortcut and scroll up or down to zoom in or out on the slide.

Troubleshooting and Pro-Tips

Common Issues and Solutions

  • Slides Not Displaying Properly: Check font compatibility if sharing between devices. Use standard fonts like Arial or Calibri.
  • Images Too Large: Compress images via Picture Tools > Compress Pictures.

Customising for Specific Projects

  • Adjust slide layouts via Home > Layout to match your content’s needs.
  • Use animations sparingly to emphasise key points without overwhelming your audience.

Review Checklist

  • Is your text large enough to read from the back of the room?
  • Do your visuals support the content without distracting?
  • Have you rehearsed your timing?