PowerPoint Cheat Sheet Most of these commands work in Word and Excel also

Standard Toolbar Formatting Toolbar Drawing Toolbar WordArt Toolbar Picture Toolbar New Slide – click on or Insert New Slide Choose type of new slide. There are several templates (with titles, titles and graphics, charts, blank). If you want to design your own, choose blank. Background Color – click on:

1. Format Background or Slide Background 2. Click on arrow – More Colors for one color or Fill Effects for more than one

color Click on gradient (to mix colors – click on arrow next to color you want to change or choose a preset mixture), textures (you cannot change colors), pattern (can change colors), or picture (if you want to use a picture for the background). To change colors, click on arrow next to color1, color2, background, foreground. In gradients, click on shading styles if desired to change the look. You can also choose Format – Slide Design to choose pre-designed slides.

Click on OK. Click on apply or apply to all slides. Apply will only change the slide you are working on. If you choose apply to all slides, all slides, including new slides you insert, will have the same background design.

Choose a different color

Choose your own colors (click on two colors). Word Art – click on blue A (good for titles and short phrases) Choose style and click OK Type what you want Choose font by clicking on arrow next to font You can change size here or resize after done Click on OK WordArt Modifications On the WordArt toolbar there are several modifications you can do to the text. Starting with this icon as 1: 1. = Change WordArt Style. It will keep your text. You don’t have to retype. 1) Change the color of the text. You can change to solid color, gradient, texture,

pattern, or even put a picture in the text of your WordArt. 2) Change the format (wavy, swoop, triangle, circle, etc.) 3) Wrap text (text will automatically go down to next line and make text area or

text box larger.

4) All letters same size regardless of capital letters or lower case. 5) Change text to vertical instead of horizontal. 6) Alignment (left justify, right justify, center, both sides justify). 7) Change spacing between letters (looser, tighter). Resize Objects, WordArt, Pictures Click on white square in a corner of the object, don’t let go of mouse, and drag to size you want - if you want to resize object proportionally. If you want to make it wider, click on middle white square on left or right side and then follow same directions to resize. If you want to make it taller, click on middle white square on top or bottom and then follow the same directions.

If the object has black squares instead of white squares, click twice on object. Click on layout and the last dog (in front of text), then OK. It will now have white squares. If the object has black squares, you will not be able to resize it or move it. Move Objects, WordArt, Pictures Move mouse on object to get a white hand or cross with arrows. Click and don’t let go of the mouse and move to where you want it. Text Box – to type longer phrases or sentences - Click on the Black A or box with lines and A (text box) on Drawing Toolbar. Draw a box with the mouse. Type what you want. You can change the font by clicking on Format, then Font. Choose the font, style, size, color, and effects. You can see what the font looks like in this window (you may need to click on Preview to see it). If the text box has a black line around it and you don’t want it or want a different color, click on Line Color and choose no line (if you do not want a line around the box or the color you would like. Another way to change the font color is to highlight (click and drag the mouse over the words so they are a color) and click on the A (font color) on the Drawing Toolbar and choose a color.

You can change the font only or size only by clicking on this arrow on the Formatting Toolbar. Change font to bold, italics, or underline here. Left justify, center, right justify, and both sides justify. To fill the text box, click on fill color on the Drawing Toolbar and choose colors like the slide background color (one color, gradients, texture, patterns, picture). Click on Shadow Style or 3D to put a shadow on a text box or make object 3D. Align Text Boxes or Objects To make text boxes or pictures the same distance apart or make them even on the sides or on the top, click on the first object, hold down the shift key and click on the rest of the objects you want to align. The first one you click on will be the one the rest will be aligned to. Click on draw or click on align or distribute and choose how to align or how to space them. You can align them even with the top edges, side edges. You can put the same amount of space between them vertically or horizontally. The spaces will be evenly distributed between the first object youc click on with the last object. Bullets and Numbering Click on numbers on Formatting Toolbar to get number bullets. Click on dots on Formatting Toolbar to get bullets. The numbering and bullets will start as soon as you start typing. If you want to change the numbering for an outline or change bullet type, click on Format - Bullets and Numbering, and choose style. You can customize by clicking on customize. Choose type of bullet from list. You can make bullets like smiley faces, trademarks, stars, etc. Add a Graphic You can use the graphics that Microsoft provides by clicking on on Drawing Toolbar or Insert – Picture – ClipArt. Choose what category and graphic and then on a Mac - click on insert. On a PC, type in what you want and click on graphic.

Add a Graphic from a CD or a Picture You can add a graphic or picture from a CD or other storage device by clicking on or or on Drawing Toolbar or Insert – Picture – From File. On a PC, choose where you are getting the graphic (from a CD - for example – Click on arrow next to My Pictures and choose CD Drive. Find the picture in the folders of the CD. Click on insert. On a Mac, click on the CD in the left window, then find the picture, and click on insert.

Modify Picture Click on contrast or brightness to add more or less contrast or brightness to the picture.

To crop picture, click on and then click on edge of picture to crop what you want to delete, hold mouse, and drag to size of crop.

You can change picture to black and white, grayscale, or watermark on Mac-(it is called washout on PC) by clicking on Picture Effects on Drawing Toolbar.

Rotate or Flip Object Click on object. Click on Draw or click on rotate or flip, and choose what you want it do. Free rotate gives you a green circle. Click on the corner, hold the mouse, and move it to the angle or position you want. Click somewhere else to turn it off. Some objects may not be allowed to rotate or flip. If the box is gray, you cannot do it. Animations (making objects move) Click on WordArt, textbox, graphic, or picture. Click on Slide Show – Custom Animations or Animations – Custom. Choose an effect (entrance, exit, both). You can add a sound if you want. Click on Order and Timing if you want the animation to run automatically. The default is a mouse click. Choose how many seconds before animation starts. You can change the order of animation by choosing the picture, text, etc. and clicking on arrows to rearrange the order. Insert a Movie – Click on Insert – Movies and Sounds – Movie from File – choose movie from where it is located on your computer or CD by clicking on the arrow next to Look In box. If you want the movie to play automatically, click yes for the question-Do you want the movie to play automatically? Otherwise it will start when you click on the movie. Insert Music Click on Insert – Movies and Sounds – Sound from File – choose music from where it is located on your computer or CD by clicking on the arrow next to Look In box. If you want the music to play automatically, click yes for the question-Do you want the music to play automatically? Otherwise it will start when you click on the music icon. For PC, click once on the music icon, click on Custom Animation, click on the arrow next to the song on the right, click on Effect Options. You can decide how many slides you want the music to play for and if you don’t want the icon to show when playing the slide show. Click on Timing to repeat the song. On a Mac, click on music icon, click on Animation, click on Custom, click on Order and Timing. You can decide how many slides you want the music to play for and if you don’t want the icon to show when playing the slide show. You can loop the song if you want it to keep playing.

The music will not play until you run the slide show. Hyperlink – when you click on a picture or text, it will go to another slide or to a website. For Picture or Text: Click on the picture or text (text box or WordArt). Click on Insert – Hyperlink. On a PC, you will get this screen. Click on where you want to have the hyperlink to go. For an existing file you will find where it is in the window. For a link to a web page, you type in the URL (http) address in the address box. If you want the hyperlink to go to another slide Click on the slide you want it to go to.

The hyperlinks will not work until you run the slide show. The words will turn a different color when you hyperlink them. On a Mac, Click on the picture or text (text box or WordArt). Click on Insert – Hyperlink. You will get this: Type in web address here To link to a place in the slide show or document Choose what slide you want If you want a specific slide, click on locate, then click on arrow next to slide titles and choose slide number – same as PC. Action Buttons – Click on button to act as hyperlinks Click on Slide Show Click on Action Buttons Choose what button you want-if you leave your mouse on the button, it will tell you what kind it is. You can go to next slide, home, custom, etc. If you choose custom, you can choose what slide you want the button to go when it is clicked on. Draw the button. Click on hyperlink.

Choose what slide to go to. Click on OK. You can change the color of the button by clicking once on the button and go to the fill color on the Drawing Toolbar. If you want it to be transparent, click on no color. AutoShapes You can draw many different shapes by clicking on Autoshapes on the Drawing toolbar, the category, and then the shape. Click the mouse, don’t let go, and draw the size of the shape. You can color the inside with the fill bucket and the outside lines with the line color on the Drawing Toolbar. Line Style If you draw a line or a shape like a rectangle on the Drawing Toolbar, you can choose a line style. Click on Line Style on Drawing Toolbar. Choose what type of line or thickness of line. Frame Photo If you want a frame around your picture, after you insert the picture, click on the rectangle icon on the draw toolbar and draw a rectangle around the picture. Click on the fill color icon – no fill. Click on Line Style and choose type of line. Choose line color icon to choose color. Group to move pictures, text, objects at the same time. You can click on one item, hold the shift key and click on the rest (that will select all those objects at the same time). Click on Draw or on the Drawing Toolbar. Then click on Group. This will keep all those selected objects together as a group from now on. If you need to make a change, click on object (one click because all are grouped together) and click on Ungroup on the Drawing Toolbar.

Layer Objects – if you want one object, text, or picture to be on top of another and it isn’t looking like you want. The object is under the picture. Click on the object. For PC, click on Draw on the Drawing Toolbar, Order, and choose Bring to Front. If it doesn’t work, try the other ones until you get the desired look. On a Mac, click on on the Drawing Toolbar, Order, and Bring to Front. If you want to draw a shape on top of a picture (how I circled icons) – Insert picture. Click on shape you want to draw. Draw shape where you want it. It will cover the picture. Click on Fill Color – No Fill. Click on Line Color and choose color if you want a color. I chose line style and made the line thicker. Delete Slide Go to slide and click on Edit – Delete Slide Or click on slide when you are in this view (first icon), click on the slide you want to delete, and press the delete key. Rearrange Slides Go to the slide sorter view (2nd icon from the left) and click on the slide, don’t let go, and move to where you want it. To get back to the regular slide view, double click on any slide.

Slide Transition If you want the slides to change from one to another with a transition (movement) or automatically, click on Slide Show – Slide Transition. Choose a transition. I like random transition (it changes a different way each time). You can add a sound. The default is to click the mouse and the slide will change to the next one. If you want it to run automatically, uncheck mouse click and check automatically. Put in the number of seconds. Apply to one slide or all slides. If you choose all slides, every slide including new slides inserted will have this transition. Run the Slide Show You can:

Click on Slide Show, View Show Or Click on the last icon on the bottom left on the PowerPoint Toolbar. If you do this, make sure you are on the slide you want to start with.

Save – Save early and often! You never know when the computer may freeze, crash, or go down. SAVE, SAVE, SAVE! You will be glad you did! You can click on Help to get help for what you need. Have fun with PowerPoint! There are unlimited projects you can do with it. Experiment with the other commands and icons that I did not cover in this cheat sheet.