Practical Application: Using the PowerPoint Tool Bar

Instructor: Beth Hendricks

Beth holds a master's degree in integrated marketing communications, and has worked in journalism and marketing throughout her career.

The PowerPoint tool bar is a useful starting point for many of the projects you'll do with the program. In this activity, you'll learn more about its functionalities and layout through two fictional scenarios.

Using Your Tools

PowerPoint has many useful functions; it's just a matter of learning to navigate the tool bar to take advantage of all of them! You learned more about that in the lesson titled, PowerPoint: Skills Development & Training. Now we're going to put your knowledge to the test!

PowerPoint Tool Bar Scenarios

In the following sections, you'll be presented with a scenario involving the use of PowerPoint. You will have an option to use the tool bar to locate needed items, as well as explore additional useful options of the program. Use the analysis questions to make your choices and then continue reading to see how you matched up to our suggestions.

Inserting A Flow Chart

You are the manager of a small team at Robust Logistics. You are trying to work through the steps of your process from getting orders to getting packages shipped to your customers. There is no documented sequence of steps for this, even though you gave a PowerPoint presentation to the management on it just last week. Management has asked you to insert a flowchart into the presentation and then distribute it to the rest of the leadership team.

  1. How should a flowchart be created using PowerPoint?
  2. Where are the proper tools located for using a flowchart with PowerPoint?
  3. What is the advantage of using PowerPoint for a flowchart?

Most people think of PowerPoint as the tool for creating slides or presentations only, but by knowing how to navigate the tool bar, you can find options for creating a flowchart right inside a slide. Now, navigate to the PowerPoint tool bar and click ''Insert'' in the tool bar. From the drop-down menu, you will see ''Shapes''. From Shapes, you can choose one from several different styles of flowcharts. PowerPoint has created templates that allow you to simply drop them into your presentation and add text.

Printing on a Deadline

It's 4 p.m. on a Friday and your boss has requested your help in finalizing a PowerPoint presentation that she must take with her for a conference happening over the weekend. She needs you to print 25 copies of the presentation as handouts and has given you the flexibility to determine the best layout to use. You look through the presentation and determine that there aren't many slides, but the attendees may want to take notes about each slide, since they provide more of an overview and there's a lot of information to cover.

  1. Which type of print layout do you think would be best for the audience?
  2. Why did you choose that print layout?
  3. Where is the print function located in the PowerPoint tool bar?
  4. What other print options might be useful in this scenario?

Now, navigate to the PowerPoint tool bar and select ''File'', and then ''Print''. Select a printer and click ''Settings''. Here, you will choose to print all slides and determine the best layout. Since there aren't many slides, but attendees may want to take notes, the best print layout to choose is likely the ''Notes Page''. This gives the attendees each slide in a larger size, plus lined space where notes can neatly be taken. A good secondary option may be to print three slides per page, which allows for a notes section available at the right of the handout.

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