Inserting Shapes in Microsoft PowerPoint

Shapes are built-in graphic elements that you can add to a slide to represent ideas or organize information.

• Geometric shapes
• Lines and arrows
• Flowchart symbols
• Callouts and speech bubbles
• Stars, banners, and other decorative shapes

Example: Use a rectangle to show a process and an arrow to show the direction of that process.

The Shapes gallery is available from the Insert tab in Microsoft PowerPoint.

1. Open your PowerPoint presentation.
2. Select the slide where you want to add a shape.
3. Click the Insert tab.
4. Find the Shapes command.
5. Click Shapes to open the gallery.
6. Select the shape you want to insert.

1. Open the Insert tab.
2. Click Shapes.
3. Select a rectangle, circle, or another shape.
4. Move the pointer onto the slide.
5. Click and drag to draw the shape.
6. Release the mouse button when the shape reaches the required size.

You can resize the shape later using its sizing handles.

A rectangle is useful for creating boxes, labels, process steps, and highlighted areas.

1. Open Insert → Shapes.
2. Select Rectangle.
3. Click and drag on the slide.
4. Adjust the size using the corner or side handles.

Common uses:

• Title backgrounds
• Information boxes
• Process diagrams
• Section labels

Circles and ovals are useful for highlighting important points, creating simple diagrams, and showing cycles.

1. Open Insert → Shapes.
2. Select Oval.
3. Click and drag on the slide.
4. Resize the oval as needed.

To draw a perfect circle, hold Shift while dragging if your PowerPoint version supports this behavior.

Lines and arrows connect information and show relationships or directions.

1. Open Insert → Shapes.
2. Select a line or arrow.
3. Click and drag to draw it.
4. Use Shape Format options to change its appearance.

Examples of use:

• Connecting flowchart steps
• Showing a sequence of events
• Pointing to important information

Flowchart shapes represent different steps and decisions in a process.

You can find these symbols in the Flowchart category of the Shapes gallery.

You can add text inside most PowerPoint shapes to explain their purpose.

1. Insert a shape.
2. Right-click the shape.
3. Select Edit Text, or click the shape and start typing if supported.
4. Enter your text.
5. Format the text using the Home tab.

Example: Insert a rectangle and write Start Process inside it.

Shape Fill changes the inside color of a selected shape.

1. Select the shape.
2. Open the Shape Format tab.
3. Click Shape Fill.
4. Select a color or another available fill option.

Use contrasting colors to make shapes easy to distinguish from the slide background.

Shape Outline controls the border around a shape.

1. Select the shape.
2. Open the Shape Format tab.
3. Click Shape Outline.
4. Choose a color.
5. Use Weight or Dashes if available to customize the border.

A suitable outline can improve visibility without making the slide look cluttered.

To resize a shape:

1. Select the shape.
2. Drag a sizing handle inward or outward.
3. Check the shape's proportions.

To rotate a shape:

1. Select the shape.
2. Locate the rotation handle above the shape.
3. Drag the handle to rotate the shape.

Use corner handles when you want to resize a shape while preserving its proportions as much as possible.

Move a shape:

• Select the shape and drag it to another position.

Duplicate a shape:

• Select the shape and press Ctrl + D.
• Move the duplicate to the desired location.

Delete a shape:

• Select the shape.
• Press Delete on the keyboard.

Make sure the shape is selected rather than its text when you want to move or delete the entire object.

PowerPoint provides arrangement tools to help position shapes neatly on a slide.

• Align: Lines up selected shapes.
• Distribute: Creates even spacing between objects.
• Bring Forward: Moves an object in front of others.
• Send Backward: Moves an object behind others.
• Group: Combines objects for easier movement.

These commands are generally available from the Shape Format tab or its Arrange options.

Complete the following activity in PowerPoint:

1. Create a blank presentation.
2. Insert a rectangle and write Start.
3. Insert another rectangle and write Process.
4. Insert a diamond and write Decision.
5. Insert an oval and write End.
6. Connect the shapes using arrows.
7. Change the fill colors and outlines.
8. Resize and align the shapes.
9. Duplicate one shape using Ctrl + D.
10. Save the file as Insert_Shapes_Practice.pptx.