PowerPoint is a presentation program that allows you to create dynamic slide presentations. These presentations can include animations, narration, images, videos, etc. In this article, you will learn about the basic PowerPoint environment, including the Ribbon, Quick Access Toolbar, and Backstage view.
PowerPoint interface
When you open PowerPoint for the first time, the Start Screen will appear. From here, you can 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.
Working with the PowerPoint environment
The Ribbon and Quick Access Toolbar are where you'll find commands to perform common tasks in PowerPoint. The Backstage view provides you with various options for saving, opening files, printing, and sharing documents.
Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with several groups of commands. For example, the Font group on the Home tab contains commands for formatting text in a document.
Some groups also have a small arrow in the bottom right corner that you can click to access more options.
Show and hide the Ribbon
The Ribbon is designed to accommodate the current task, but you can choose to minimize it if you find it takes up too much screen space. Click the Ribbon Display Options arrow in the upper right corner of the Ribbon to display the drop-down menu.
- Auto-hide Ribbon : Displays the workbook in full-screen mode and completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of the screen.
- Show Tabs : This option hides all command groups when not in use, but the tabs will remain visible. To display the Ribbon, simply click on a tab.
- Show Tabs and Commands : This option maximizes the Ribbon. All tabs and commands will be displayed. This option is selected by default when you open PowerPoint for the first time.
Use the Tell me feature.
If you're having trouble finding a command you want, the Tell Me feature can help. It works like a regular search bar: Type what you're looking for and a list of options will appear. You can then use the command directly from the menu without having to search for it on the Ribbon.
Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands regardless of which tab is selected. By default, it includes the Save, Undo, Redo , and Start From Beginning commands . You can add other commands to suit your preferences.
How 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 drop-down menu. To choose from other commands, click More Commands.
3. The command will be added to the Quick Access Toolbar .
Ruler, guide line, and grid
PowerPoint includes several tools to help organize and arrange content on slides, including rulers, guide lines, and gridlines. These tools make it easier to align objects on slides. Simply click the checkboxes in the Show group on the View tab to show and hide these tools.
Zoom and other view options
PowerPoint offers several viewing options to 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.
Switch slide view
Switching between slide views is easy. Simply locate and select the desired slide view command in the bottom-right corner of the PowerPoint window.
Zoom in and zoom 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 in smaller increments. The number next to the slider shows the current zoom percentage, also known as the zoom level.
Backstage view
Backstage view gives you various options for saving, opening, printing, and sharing your presentation.
To access the Backstage view, click the File tab on the Ribbon.
Practice exercises
- Open PowerPoint and create a new blank presentation.
- Change the Ribbon display option to Tab display.
- Click the dropdown arrow next to the Quick Access Toolbar and add the items New , Quick Print , and Spelling .
- In the Tell me tab , type Shape and press Enter .
- Choose a shape from the menu, then double-click somewhere on the slide content.
- Show the ruler if it's not already displayed.
- Zoom in on the presentation up to 120%.
- Change the Ribbon Display Options to Show Tabs and Commands .