Copy and paste in PowerPoint

Copying and pasting in PowerPoint for the web differs from copying and pasting in the PowerPoint desktop application because of certain web browser limitations.

Copy and paste pictures

You can copy and paste pictures from one slide to another in the same presentation or another presentation. You can also copy a picture from another app, such as Word for the web, and then paste it in PowerPoint for the web.

1. Select the image you want to copy, and then on the Home tab, select the Clipboard button  and then select Copy.

   

2. Click where you want to insert the text, and on the Home tab, select the Clipboard button  and then select Paste.

   If you're prompted for access to the Clipboard, click Allow Access.

You can also copy pictures from web sites and paste them to your slides as long as you have a license for the image:

• Right-click the image on the web site and select the Copy command, then switch to PowerPoint for the web to paste the image on your slide.

PowerPoint for the web doesn’t support pasting pictures that are copied from Outlook. If there’s a picture in Outlook that you want to use in PowerPoint for the web, save the picture to your computer, then go to Insert > Pictures in PowerPoint for the web.

Copy and paste text

Shortcut key for Paste:    Ctrl + V

1. Select the text you want to copy, and then on the Home tab, select the Clipboard button  and then select Copy.

   

2. Click where you want to insert the text, and on the Home tab, select the Clipboard button and then select Paste.

   If you're prompted for access to the Clipboard, click Allow Access.

Copy and paste unformatted text

Shortcut key for Paste Unformatted:    Ctrl + Shift + V

1. Select the text you want to copy, and then on the Home tab, select the Clipboard button  and then select Copy.

2. Click where you want to insert the unformatted text, and on the Home tab, select the Clipboard button and then select Paste Text Only.

   

   Currently, Paste Text Only is only available in Chrome, Microsoft Edge, and Internet Explorer.  And for Chrome, you need an Office extension to use this command in PowerPoint for the web. 

Copy and paste slides

1. In the thumbnail pane on the left, select the slide or slides you want to copy, and then on the Home tab, select the Clipboard button  and then select Copy.

2. In the thumbnail pane, select the slide you want to insert after, and then on the Home tab, select the Clipboard button and then select Paste.

3. If the slide or slides you copied come from a different presentation and you want to keep their original formatting, Click the (Ctrl) button that pops up at the bottom-right corner of the pasted slide, and select Keep Source Formatting.

   

   When you're copying-and-pasting slides within the same presentation, Keep Source Formatting currently isn't supported.

Introduction to PowerPoint

PowerPoint is an excellent tool for presentations of any kind, either in the classroom or at a conference. A PowerPoint presentation is made up of a series of slides that can be projected (displayed electronically) or printed in a variety of handout formats. 

PowerPoint can be used for making conference posters — and many people do use it successfully — but we consider Adobe Illustrator a superior tool for this purpose as it is designed for creating high-quality print documents, whereas PowerPoint is designed for viewing on a computer or as a projected image.

Inserting a slide

When you open PowerPoint, a new presentation is created with a Title Slide in place.  To add a new slide, go to the Home Ribbon.

• Click on the icon for new slide to insert a new slide with a duplicate layout as the current one selected in the presentation.
• Click on the text New Slide to select any layout, duplicate from what’s selected, or reuse slides from a different presentation.

The new slide will be added after the currently selected slide.

Move between your slides by clicking on the appropriate slide icon in the left sidebar, or use the double arrows at the bottom of the right scrollbar.

Changing the Slide Layout

You can always change the layout by going to the Home Ribbon and clicking on the Layout icon.  If content is already on the slide, you may need to move things around a little.

Showing and Navigating Your Presentation

To play your presentation, go to the Presentation tab and click "Play from Start" (Keyboard option: hold down Control-Shift and press Enter). Advance through your presentation by pressing the Spacebar or right arrow key on the keyboard. To go back a slide, use either the left or up arrow key on your keyboard. In PowerPoint you can navigate directly to any slide by:

1. Right-click anywhere on the slide, and choose By Title from the shortcut menu.
2. Click on the appropriate slide. If the slide doesn’t have a title, it will say Slide #.

 

Instead of a list, PowerPoint gives you the option to see all of the slides as thumbnails while in the slideshow.

1. Right-click anywhere on the slide, and choose See All Slides from the shortcut menu.
2. Click on the thumbnail of the slide you would like to go to. PowerPoint will automatically restart the presentation from that slide.

 

To exit your presentation (and return to the editing view), press the esc key on the keyboard.

How to Close a Document in Microsoft Word

Learn the two most common ways to close a Microsoft Word document.

This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.

1.Click the gray "X" in the upper-right-hand corner.

2.Select Close from the File menu.

To close a document in Microsoft Word 2007, click the Microsoft Office button and select Close.

When you close your document, you will be prompted to save if you have made any changes since the last time you saved.

 

How to open and view a document in Microsoft Word

Microsoft Word is one of the most popular word processing programs used by computer users. Word can open text (.txt) files, rich text format (.rtf) files, XML (.xml) files, web page (.htm or .html) files, and all Word (.doc, .docx, .docm, and more) files.

To open any of the above types of documents in Microsoft Word, you can use any of the options below.

Double-click file

In some cases, you can double click a file to open it in Microsoft Word. However, the file only opens in Microsoft Word if that file type is associated with Microsoft Word. Word documents, like .doc and .docx files, are associated with Microsoft Word by default. However, web page files, text, and rich text format files are often not associated with Word by default, so double-clicking on these files may open in another program.

Right-click file and select program

For any file, you can choose the program to open a file with, including Microsoft Word.

1. Right Click the file you want to open.
2. In the pop-up menu, select the Open with option.
3. If available, choose the Microsoft Word program option in the Open with menu. If Microsoft Word is not listed, select the Choose other app or Choose default program option, depending on the version of Windows on your computer.

4. In the window that opens, find Microsoft Word in the program list and select that option. Microsoft Word should open and the file opened within Word.

Open within Microsoft Word

Follow the steps below to open a file from within Microsoft Word.

Word 2007 and later

1. Open the Microsoft Word program.
2. Click the File tab on the Ribbon and click the Open option.
3. If the Open window does not appear, click the Browse option to open that window.
4. In the Open window, find and select the file you want to open in Microsoft Word. You may need to click the drop-down list next to the File name text field to change the file type, and then select open.
5. Click the Open button at the bottom right of the open window.

Word 2003 and earlier

1. Open the Microsoft Word program.
2. In the menu at the top, click the File menu and select the Open option.
3. In the Open window, find and select the file you want to open in Microsoft Word. You may need to click the drop-down list next to the File name text field to change the file type, and then select open.
4. Click the Open button at the bottom right of the Open window.

Editing Microsoft Word document

• Open the file that you want to edit.
• Choose from the following tasks:
   

  Task	Steps
  Edit text	Click the Edit tab. Select the text that you want to edit. Using the tools in the edit toolbar, change the required formatting including font style, paragraph alignment, list formatting, and indentation options.
  Insert images	Click the Insert tab. Place your cursor where you want to add an image. To add an image from your computer, click Image. Choose the image to add.
  Mark up the document	If you are viewing a .docx file, you can use the following review features:   Click Author to enter the name that will be associated with the changes that you make in the document. Turn on Track Changes if you want to keep track of the changes that you make to the document.  Turn on Show Changes to see all the changes that have been made to the document.  Click Accept to convert the currently selected tracked change to final text.  Click Reject to revert the currently selected tracked change to the previous text.  Click Next to go to the next tracked change in the document.

  Click the Review tab.

Entering Text

In order to enter the first lines of text, whether it is the award winning novel you are writing, a recipe for chocolate brownies or your letter of resignation to your boss from hell, you have to start with either an existing document or a blank document.

1.  When you launch Microsoft Word, a blank document will automatically open.  Depending on your computer screen size and your document zoom, it may look like this:

2.  The white area that makes up the majority of the screen is a visual representation of a page.  To add text to the first page, use your mouse to click on the page and start typing by using your keyboard to add text.

3.  You will see a blinking short vertical line on your screen.  This indicates where the next letter you type will appear.

4.  To insert spaces between words, use the spacebar on your keyboard.

5.  To insert a new paragraph, press the Enter key on your keyboard.

6.  To add capital letters, hold down the Shift key on your keyboard whilst pressing the letter on your keyboard you wish to capitalize in your text.

7.  You may notice that on your keyboard there are keys that have two or more characters on them.  To insert the character located at the top of the key, hold down the Shift key whilst pressing the required key.

8.  Pressing the Caps Lock key on your keyboard once and then typing will allow you to type in capital letters.  To switch Caps Lock off and return to normal case, press the Caps Lock key again (only once).

Selecting Text

The fundamentals of selecting text are often overlooked when a user learns Microsoft Word.  This frequently leads to less effective use of the program and even frustration.  Imagine you learnt how to make chocolate brownies, but you missed the lesson on how to use the mixer.  You may still be manually mixing your ingredients whilst there is a more expedient way i.e.: using the mixer.  Depending on your baking skills, your brownies will still come out perfect, but I'm sure you agree there is little benefit in mixing batter manually when it can be done quicker!

The ability to quickly select text in Word can make the difference between spending minutes or hours editing text.  To select general sections of text, use your mouse by holding down the left mouse button and dragging through the text you wish to select.

1.  To select a single word, use your mouse to move the cursor to the word you wish to select.

2.  Double-click the word in quick succession using the left mouse button.

3.  You will be able to observe the selected word by noting that it is highlighted or shaded in blue.  Spot the selected word in the screenshot below:

4.  To deselect a selected word, use your mouse to left click anywhere in the document.

5.  To select an entire line of text, move your mouse cursor to the left-hand margin of the page next to the line you wish to select.  Hover and move your cursor until it changes into a right-pointing arrow.

6.  Once your cursor changes to a right-pointing arrow, left-click once to select the entire line of text.  Take note of the arrow position and selected text in the screenshot below:

7.  You can select multiple adjacent lines after selecting a first line (as above).  Hold down your left mouse button whilst dragging your cursor upwards or downwards to select lines. 

8.  Let go of the left mouse button once you have selected all the relevant lines.  They will remain selected until you click in the document.

9.  When editing text, it is often necessary to select an entire sentence.  To do this, hold down the Ctrl key on your keyboard and click once in the sentence you wish to select.

10.  To select a paragraph requires a "trigger-happy" finger as you need to triple click (left-mouse button) in the paragraph you wish to select.

11.  To select specific lines/words or paragraphs that are dispersed throughout the document making it impossible to use the drag function described above.  To select non-adjacent pieces of text (words, paragraphs or sentences), hold down the Ctrl key on your keyboard whilst making multiple selections.

12.  Finally, you may need to select all the text contained in your document when you, for example, want to change the font of all text.

13.  To select all, move your cursor to the left-hand side margin area of your document until it changes into a right-pointing arrow (as pictured in screenshot above).  Once you see the right-pointing arrow, triple click to select the whole document.

 

How to Use the Backstage View in Microsoft Word

Do you know how to use the Backstage View in MS Word. To get started, click the File menu to show the Backstage View’s tab listed on the left side of the window.

Info, New, Open, Save, Save As, Print, Share, Export, Close, Account, and Options are some of the items you’ll encounter. Read the description of the important ones given below and look through the helpful screenshots.

You’ll need to create or open a document saved in MS Word to work with it in the Backstage View. To see the information about the file you are currently working on, hit the first tab of the File menu named Info.

The option of giving you the possibility to protect your document from editing is found here as well as the list of the document’s properties below the Properties button. If you need to know the document’s size, quantity of words, date of last modification, or author’s name, you can find them in this list. To get more information, such as the company name or document’s status, click Show All Properties in the drop-down.

After clicking the Properties button, you’ll get access to Advanced properties. Hit that to get a pop-up window with tab marks. With this you can:
• See general information about the document in General
• Add to the document’s title or company info in Summary
• Get detailed information (e.g. quantity of pages or characters) in Statistics
• Look through the contents in Contents
• Add custom information in Custom

Another option you’ll see after dropping-down the Properties button is the Show Document Panel. Click that and you’ll get the usual document panel with document’s properties above it. You can edit those properties. You can add keywords, for example, which will be used for searching the document in the Keywords field.

Next, you can explore other tabs and use them according to your needs. If you need to create a new document, go to the New option where you can select a template for it.

Opening the existing document can be done by hitting the Open button. Recently used documents will show up in Recent documents. You can select any of them or you can browse a document from your hard drive by using the Computer option.

To save changes you’ve made in an existing document, press the Save button. To save the newly created document somewhere on your computer, use Save As. By using the Print tab, you can print your document on a printer. If you want to share your document with other people, go to the Share tab. You can attach a document to an email message and send it to anybody. Sharing online can also be done through the SkyDrive.

When you need to create a PDF or XPS file from a MS Word document, you can change the file type by using the Export tab.

Finally, you can close the document by clicking the Close tab. If you want to leave the Backstage View and go back to editing the document, click the button with a left pointing arrow located above the tabs.