Microsoft Office 365

PowerPoint 2021, 1e
Module 2: Enhancing Presentations
with Shapes and SmartArt

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 1
 Module Objectives (1 of 2)
By the end of this module, you should be able to:

• Search for and download an online theme

• Insert a symbol
• Insert a hyperlink
• Convert text to SmartArt
• Edit and format SmartArt text
• Insert and resize a shape
• Apply effects to a shape

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2
 Module Objectives (2 of 2)
By the end of this module, you should be able to:

• Add text to a shape

• Apply a shape style
• Insert a picture as a shape fill
• Move an object using grids, guides, and the ruler
• Merge shapes
• Add a footer
• Add a slide transition and change effect options

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 3
Project—Presentation with SmartArt and Shapes

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 4
 Downloading a Theme and Editing Slides (1 of 9)
• To Search for and Download an Online Theme
− Point to the More themes link
− Click the More themes link to display the New screen and then type the desired text
in the “Search for online templates and themes” box
− Click the Start searching button or press ENTER to search for and display all themes
with the keyword
− Click the desired theme to display a theme preview dialog box with a thumbnail
view of the theme
− Click the Create button to download the theme and open a presentation with the
theme in PowerPoint

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 5
 Downloading a Theme and Editing Slides (2 of 9)
• To Delete a Slide
− Click the slide thumbnail in the Slides tab to select the slide to delete
− Press and hold CTRL and then click the thumbnail for the last slide in the series to
delete
− Right-click any selected slide to display the shortcut menu
− Click Delete Slide to delete the selected slides from the presentation

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 6
 Downloading a Theme and Editing Slides (3 of 9)
• To Move the Splitters in a Window
− To hide or decrease the size of the slide thumbnails
▪ Display the View tab and then click the Normal button
▪ Drag the splitter bar to the left until the slide thumbnails are the desired size or they are
completely hidden
− To show or increase the size of the slide thumbnails
▪ Display the View tab and then click the Normal button
▪ Point to the splitter bar between the Slide pane and the thumbnails, and then drag the
splitter bar to the right
− To show the thumbnails
▪ Click the collapsed menu button located to the right of the word, Thumbnails

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 7
 Downloading a Theme and Editing Slides (4 of 9)

• To Create a Title Slide

− Display Slide 1, select the text in the title text placeholder and then type the desired
text as the title text
− Increase the font size of this title text to a larger size
− Click the subtitle text placeholder, select the text in that placeholder, and then type
the desired text as the subtitle text
− Increase the font size of this subtitle to a larger size, bold this text, and then change
the font color

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 8
 Downloading a Theme and Editing Slides (5 of 9)
• To Align a Paragraph
− Place the insertion point anywhere in the title text
− Click the desired alignment button on the HOME tab in the Paragraph group to align the
paragraph

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 9
 Downloading a Theme and Editing Slides (6 of 9)
• To Create the First Text Slide
− Display Slide 2, select the text in the title text placeholder and then type the desired text in the
placeholder
− Select the text in the first bulleted paragraph (“Add your first bullet point here”) and type your
desired text

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 10
 Downloading a Theme and Editing Slides (7 of 9)
• To Insert a Symbol
− Click the Symbol button to display the Symbol dialog box
− Select the desired font in the Font box
− Scroll to and then click the desired symbol in the list of symbols
− Click the Insert button
− Click the Close button

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 11
 Downloading a Theme and Editing Slides (8 of 9)
• To Copy a Symbol
− Select the symbol, display the home tab, and then click the Copy button to copy the
symbol to the Office Clipboard
− Place the insertion point at the desired location, and then click the Paste button to
insert the symbol

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 12
 Downloading a Theme and Editing Slides (9 of 9)
• To Add a Hyperlink to a Paragraph
− Select the paragraph, and then display the Insert tab and select the title text
− Click the Link button to display the Insert Hyperlink dialog box and then click the “Existing File or
Web Page” button in the Link to area
− Type the web address in the Address box
− Click the OK button to insert the hyperlink

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 13
 Creating and Formatting a SmartArt Graphic (1
of 9)
• To Convert Text to a SmartArt Graphic
− Select the bulleted list items to convert and then click the “Convert to SmartArt”
button to display the SmartArt Graphics gallery
− Click “More SmartArt Graphics” in the SmartArt Graphics gallery to display the
Choose a SmartArt Graphic dialog box
− Click the desired category in the left pane
− Click the desired SmartArt graphic shape in the right pane
− Click the OK button to apply this shape and convert the text

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 14
Creating and Formatting a SmartArt Graphic (2 of
9)
• To Edit SmartArt Shape Text
− Position the pointer in the shape and then select the text
− Type the desired replacement text for this shape

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 15
 Creating and Formatting a SmartArt Graphic (3
of 9)
• To Edit SmartArt Bulleted Text
− Click the Text Pane button or the arrow icon in the left-center of the graphic to open the Text Pane
− Select the text in one of the level paragraphs in the Text Pane
− Type the replacement text

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 16
 Creating and Formatting a SmartArt Graphic (4
of 9)
• To Format Text Pane Characters
− Click the Close button in the Text Pane
− Click a blank area inside the SmartArt border to deselect a shape
− Display the Home tab and then click the Select button to display the Select menu
− Click Select All, then click an effect

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 17
 Creating and Formatting a SmartArt Graphic (5
of 9)
• To Change the SmartArt Layout
− With the SMARTART TOOLS DESIGN tab displaying, click the More button in
the Layouts group to expand the Layouts gallery
− Click the desired layout to change the layout

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 18
 Creating and Formatting a SmartArt Graphic (6
of 9)
• To Duplicate a Slide
− Click “Duplicate Selected Slides” in the layout gallery to create a duplicate

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 19
 Creating and Formatting a SmartArt Graphic (7
of 9)
• To Insert a SmartArt Graphic
− Click the SmartArt button to display the “Choose a SmartArt Graphic” dialog box
− Click the desired SmartArt type in the left pane to display the corresponding gallery
− Click the desired graphic to display a preview in the right pane
− Click the OK button to insert this SmartArt graphic

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 20
 Creating and Formatting a SmartArt Graphic (8
of 9)
• To Add Text to the SmartArt Graphic
− Type the first item in the first bullet line, and then press the DOWN ARROW key to move
the insertion point to the second bullet line
− Type the remaining lines

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 21
 Creating and Formatting a SmartArt Graphic (9
of 9)
• To Apply a SmartArt Style
− With the SmartArt graphic selected, click the SmartArt Styles More button to
expand the SmartArt Styles gallery
− Click the desired style to apply the style to the graphic

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 22
 Inserting and Formatting a Shape (1 of 7)
• To Insert a Shape
− Click the Shapes More button on the HOME tab to display the Shapes gallery
− Click the desired shape in the Shapes gallery
− Position the pointer where you wish to insert the shape, and then click the slide to
insert the shape
• To Resize a Shape Proportionally
− With the shape selected, drag a corner sizing handle on the picture diagonally to the
desired size
− Release to resize the shape

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 23
 Inserting and Formatting a Shape (2 of 7)
• To Resize a Shape Non-proportionally by Entering an Exact Measurement
− Select the arrow shape and then display the Drawing Format tab
− Change the setting in the Height box
− Change the setting in the Width box

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 24
 Inserting and Formatting a Shape (3 of 7)
• To Select All Slide Content
− Display the Home tab and then click the Select button to display the Select menu
− Click Select All

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 25
 Inserting and Formatting a Shape (4 of 7)
• To Apply a Shape Style
− Click the shape to select it, and then click the Quick Styles button on the HOME tab
− Click the desired shape style to apply the selected style to the shape

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 26
 Inserting and Formatting a Shape (5 of 7)
• To Copy and Paste a Shape
− With the shape selected, click the Copy button on the HOME tab
− Click the Paste button on the HOME tab to insert a duplicate shape

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 27
 Inserting and Formatting a Shape (6 of 7)
• To Add Text to a Shape
− Click the shape to select it and then type the desired text
• To Select Shapes
− Press and hold down SHIFT and then click the desired shape
• To Format Shape Text
− Display the Home tab, click an effect from the Font group
− Click the Font Color arrow then select a color
− Click Increase Font Size and increase to desired size

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 28
 Inserting and Formatting a Shape (7 of 7)
• To Change a Shape Fill Color
− Click the shape to which you wish to apply a fill
− Click the Shape Fill arrow to display the Shape Fill gallery, and then click the
desired color

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 29
 Positioning Slide Elements (1 of 16)
• To Display the Drawing Guides
− Click the VIEW tab, and then click the Guides check box to display the horizontal
and vertical guides

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 30
 Positioning Slide Elements (2 of 16)
• To Display the Rulers
− Click the Ruler check box to display the vertical and horizontal rulers
• To Display the Gridlines
− Click the Gridlines check box to place a checkmark in the box

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 31
 Positioning Slide Elements (3 of 16)
• To Position a Shape Using Guides, Gridlines, and the Ruler
− Drag the horizontal and vertical guides to the desired locations on the slide
− Drag the picture to the desired location, using the guides as a reference

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 32
 Positioning Slide Elements (4 of 16)
• To Distribute Shapes
− Select the shapes to distribute, and then click the Align button to display the Align Objects menu
− If necessary, click “Align to Slide” so that PowerPoint will adjust the spacing of the pictures evenly
between the slide edges and then click the Align button to display the Align menu again
− Click Distribute Horizontally to adjust the spacing

• To Align a Shape
− Select the shapes and the Drawing Tools Format tab, click the Align button to display the Align
Objects menu
− Click an option to align the shapes

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 33
 Positioning Slide Elements (5 of 16)
• To Flip a Shape
− Display the Drawing Tools Format tab
− With the arrow selected, click the Rotate button to display the Rotate Objects gallery

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 34
 Positioning Slide Elements (6 of 16)
• To Change the Stacking Order
− With the object selected, click the Send Backward arrow on the DRAWING TOOLS
FORMAT tab to display the Send Backward menu
− Click “Send to Back” to move the object underneath all slide objects

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 35
 Positioning Slide Elements (7 of 16)
• To Group Objects
− Display the Home tab, click the Select button, and then click Select All to select all the objects
− Click the Shape Format tab and then click the Group button to display the Group Objects menu
− Click the Group command to combine all the shapes

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 36
 Positioning Slide Elements (8 of 16)
• To Merge a Shape
− Select the shapes to merge
− Click the Merge Shapes button to display the Merge Shapes menu
− Click the desired command

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 37
 Positioning Slide Elements (9 of 16)
• To Hide the Grid and Guides
− Click the View tab and then click the Gridlines check box to clear the checkmark
and hide the grid
− Click the Guides check box to clear the checkmark and hide the guides
• To Hide Rulers
− Click the View tab and then click the Ruler check box to remove the checkmark

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 38
 Positioning Slide Elements (10 of 16)
• To Apply a Picture Fill to a Shape
− Click the shape to which you wish to apply a fill
− Click the Shape Fill arrow to display the Shape Fill gallery, and then click Picture to
display the Insert Pictures dialog box, click From a File, and navigate to the location
where your Data Files are stored
− Select the file
− Click the Insert button

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 39
 Positioning Slide Elements (11 of 16)
• To Change a Shape Outline Weight
− Click the Shape Outline arrow to display the Shape Outline gallery
− Point to Weight in the Shape Outline gallery to display the Weight list
− Click the desired outline weight

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 40
 Positioning Slide Elements (12 of 16)
• To Change a Shape Outline Color
− With the shape selected, click the Shape Outline arrow and then click the desired
color to add colored borders

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 41
 Positioning Slide Elements (13 of 16)
• To Change a Shape Outline Style
− With the shape selected, click the Shape Outline arrow and then click the desired
style

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 42
 Positioning Slide Elements (14 of 16)
• To Apply an Effect to a Shape
− Click the Shape Effects button to display the Shape Effects gallery
− Click the desired effect to apply it
• To Rotate a Shape to an Exact Value
− Click the Rotate button to display the Rotate Objects gallery
− Click “More Rotation Options” in the Rotate Options gallery to display the Format
Picture pane
− Click the desired degree of rotation
− Click the Close button
Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 43
 Positioning Slide Elements (15 of 16)

• To Add a Footer with Fixed Information

− Click the “Header & Footer” button to display the Header and Footer dialog box
− If necessary, click the Slide tab to display the Slide sheet
− Select which information to include on the slide
− Click the “Apply to All” button to apply the footer to all slides

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 44
 Positioning Slide Elements (16 of 16)
• To Add a Transition between Slides
− Click the TRANSITIONS tab on the ribbon and then point to the More button
− Click the More button to expand the Transitions gallery
− Click the desired transition in the Transitions gallery to apply the transition
− Click the Duration up arrow to increase the transition speed
− Click the Preview button to view the transition and the new transition time
− Click the “Apply To All” button to apply the transition and the increased transition
time to all slides in the presentation

Shelly Cashman, Microsoft Office 365 PowerPoint 2021 Comprehensive, First Edition. © 2023 Cengage. All Rights Reserved. May not be scanned,
copied or duplicated, or posted to a publicly accessible website, in whole or in part. 45