Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it.

 

1. Select File > Export.

   

2. Click Create PDF/XPS Document, then click Create PDF/XPS.

3. In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box.

4. Optionally, if you want to change what the final PDF file is like, do any of the following:

   • At Optimize for, select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

   • Click Options to set how the presentation will appear as a PDF. Here are some of the available options:

     • To save the current slide only as a PDF, under Range, select Current slide.

     • To save specific slides as PDF, in Slides(s), enter the slide number range in From and To boxes.

     • If you don't want to save slides, but instead only save comments, handouts, or Outline view, under Publish what, select an appropriate option. You can also specify the number of slides to appear in Slides per page dropdown box, and modify the order (Horizontal or Vertical).

     • You can choose to include frame slides, hidden slides, comments, ink, non-printing information such as Document properties or Document structure tags, in your PDF by selecting the appropriate options.

     • Click OK.

5. Click Publish.

Insert a picture in PowerPoint

Depending on which version of PowerPoint you're using, you can insert pictures, photos, clip art, or other images to your slide show from your computer or from the Internet.

You can add single or multiple images onto a slide, the slide master, or to the background.

Insert a picture from your computer on your slide

1. Click where you want to insert the picture on the slide.

2. On the Insert tab, in the Images group, click Pictures.

   

3. In the dialog box that opens, browse to the picture that you want to insert, click that picture, and then click Insert.

   Tip: If you want to insert multiple pictures at the same time, press and hold the Ctrl key while you select all the pictures you want to insert.

Insert a picture from the web on your slide

1. Click where you want to insert the picture on the slide.

2. On the Insert tab, in the Images group, click Online Pictures.

   

3. (PowerPoint 2013) In the Bing Image Search box, type what you are searching for, and press Enter.

   Or

   (Newer versions) Ensure Bing is showing on the left in the drop-down list of sources to search. In the box, type what you are searching for, and press Enter.

   Use the Size, Type, Color, Layout, and licensing filters to adjust the results according to your preferences.

4. Click the picture you want to insert, and click Insert.

   Tip: After you insert a picture, you can change its size and position. To do so, right-click the picture, and click Format Picture. You can then use the Format Picture tools that are on the right of your slide.

Insert clip art

Unlike some earlier versions of PowerPoint, PowerPoint 2013 and newer versions don't have a clip art gallery. Instead, use Insert > Online Pictures to find and insert clip art using the Bing search tool.

For example, after you select Online Pictures, you might search for horse clip art and see a variety of images under a Creative Commons license.

Font Management in Powerpoint

Managing the fonts in PowerPoint is vital to designing an impressive slideshow. PowerPoint offers extensive font management features to cover various aspects of fonts. The font management can be accessed from the Home ribbon in the Font group.

You can also access font management features by selecting a text box, right-clicking and selecting Font.

This opens up the Font dialog which contains all the font management features available under the font section in the Home ribbon.

The table below describes various font management features available in PowerPoint.

S.No	Features & Description
1	Font Type   Defines the font type like Arial, Verdana, etc.
2	Font Size   Defines the font size. Besides, there are icons to increase and decrease the font size in steps in the Font group.
3	Font Style   Defines font styles like Regular, Bold, Italics or Underlined.
4	Font Color   Specifies the font color.
5	Font Effects   Defines effects like shadow, strikethrough, subscript, superscript, etc.
6	Character Spacing   Specifies character spacing like loose, tight, normal, etc.

 

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.