Microsoft powerpoint 2016 training pdf free download

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

After you save a presentation for the first time, you can save changes simply by click- ing the Save button on the Quick Access Toolbar. The new version of the presentation then overwrites the previous version.

If you want to keep both the new version and the previous version, display the Save As page, and then save a new version with a different name in the same location or with the same name in a different location. You cannot have two files with the same name in the same folder. To adjust the time interval between saves, display the Backstage view, and click Options. If you have only one presentation open and you want to close the presentation but leave PowerPoint running, display the Backstage view and then click Close.

To save a presentation 1. Select a storage location, and then in the right pane, click Browse to open the Save As dialog box. If the Navigation pane and toolbar are not displayed, click Browse Folders in the lower-left corner of the dialog box.

Use standard Windows techniques to navigate to your file folder. In the File name box, enter a name for your presentation, and then click Save to store the file in your file folder.

For example, the extension. When you save a file, PowerPoint automatically adds whatever extension is associated with the type of file selected in the Save As Type box. You can open a. The presentation name appears in the title bar with [Compatibility Mode] to its right.

You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Back- stage view, or by saving the presentation as a different file in the PowerPoint Presentation format. If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation.

Saving a file in either type of OneDrive location provides the option of shar- ing the file with other people. To save a presentation to OneDrive, display the Save As page of the Back- stage view, click your OneDrive, and then specify the OneDrive folder in which you want to save the file.

When you save a PowerPoint presentation to OneDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Online, which is available in the OneDrive environment. If you already have a Microsoft account, you can access your OneDrive directly from any Office program, or from onedrive.

OneDrive for Business is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider. You can save the results of the tasks in the same folder. Create presentations Do not start PowerPoint before beginning this task. Start PowerPoint and create a new, blank presentation. Display the available presentation design templates.

Preview a template that you like. Without closing the preview window, preview the next or previous template. From the preview window, create a presentation based on the currently dis- played template. Notice that the unsaved blank presentation closes. Leave the presentation open and continue to the next task. Open and navigate presentations Complete the following tasks: 1. From the Backstage view, open the NavigateSlides presentation. Navigate among the slides by using the Thumbnails pane, and then by using the Previous Slide and Next Slide buttons.

Use a keyboard method to move to the last slide of the presentation. Leave the presentations open and continue to the next task.

Display different views of presentations Complete the following tasks: 1. Display the presentation in Slide Show view, beginning with Slide 2. Move forward through the presentation to its end. Then return to Slide Sorter view. Display the presentation in Reading view.

Use any method to navigate to the fourth slide, and then use the most efficient method to return to the first slide. Hide the Thumbnails pane and display the Notes pane. Redisplay the Thumbnails pane and hide the ribbon. Arrange the two presentations side by side on the screen.

In the NavigateSlides presentation, display the gridlines. Notice that they appear in both open presentations. Notice that this modification affects only the active presentation. Switch to the presentation you created in the first practice task. Display the guides, and then move them so they align with the upper-left corner of the slide content area. Notice the effect of these actions in the other open presentation. Display and edit presentation properties Maximize the NavigateSlides window, and then complete the following tasks: 1.

Display all the presentation properties. Edit the Subject property, entering Colors as the subject of the presentation. Save and close presentations Complete the following tasks: 1. Save the NavigateSlides presentation as MyPresentation, and then close it. Close the presentation you created in the first task without saving it. A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, Practice files can enhance the likelihood that your intended audience For this chapter, use the practice files will receive the message you want to convey.

For practice file download This chapter guides you through procedures related instructions, see the introduction. Chapters 4 through 8 of this book are about working with the various types of slide content.

A slide master could have only one slide layout, but most have unique slide layouts for slides that display the presentation title, section titles, and various combinations of slide titles and content, and a blank slide with only the background. The slide layouts that are available in a presenta- tion are displayed on the New Slide menu.

In a new presentation based on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a slide added after a slide other than the title slide has the layout of the preceding slide. To add a slide based on the default slide layout 1. Select the slide after which you want to add the new slide.

If you add content to a slide and then realize that the content would work better with a different layout, you can change the slide layout by clicking the Layout arrow in the Slides group, and then clicking the slide layout you want to apply.

In the gallery, click a slide layout thumbnail to add a slide based on that slide layout. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then customize the duplicated slide instead of having to create it from scratch.

The slide takes on the formatting of its new presenta- tion unless you specify otherwise. For the import process to work smoothly, format the document content that you want to port into the presentation as headings.

PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other styles. A slide created from an imported outline The following table illustrates how PowerPoint converts Word document styles to PowerPoint slide elements. In Outline view, click the slide header in the Outline pane.

To select multiple slides 1. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select. To insert a copy of a slide immediately following the original slide 1.

In the Thumbnails pane, right-click the slide that you want to copy, and then click Duplicate Slide. To insert a copy of one or more slides anywhere in a presentation 1. Display the presentation in Normal view or Slide Sorter view. Repeat step 3 to paste additional copies of the slide or slides into the presentation. To insert a slide from another presentation 1. Open the source and destination presentations in PowerPoint. Display each presentation in Normal view or Slide Sorter view.

Display the two PowerPoint windows side by side. In the source presentation, select the slide or slides you want to copy. Drag the selection to the destination presentation. A horizontal line between slide thumbnails in Normal view or a vertical line between thumbnails in Slide Sorter view indicates the location at which PowerPoint will insert the slides. PowerPoint creates copies of the slides and applies the destination theme to the copies.

Display the destination presentation in Normal view. On the New Slide menu, below the gallery, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Click the Browse button, and then click Browse File. In the Browse dialog box, 3 browse to the folder that contains the presentation you want to use slides from, and then double-click the presentation. In the Select a Slide Library window, browse to the slide library that contains the slide or slides you want to insert.

The Reuse Slides pane displays thumbnails of the available slides. In the Reuse Slides pane, click the thumbnail of each slide you want to use to insert that slide into your presentation. If you want the slide to retain the formatting from the source presenta- tion instead, select the Keep Source Formatting check box at the bottom of the Reuse Slides pane.

Close the Reuse Slides pane. Enter the content that you want to appear on the slides and any other content in a document. Review the styles applied to the content you want to include in the presentation. Save and close the document. To create a presentation by importing a Word document 1. On the Open page of the Backstage view, click Browse.

Browse to the folder that contains the Word document that contains the slide title and bullet point information. Double-click the document to create a new presentation. Select all the slides in the new presentation, and then on the Home tab, in the Slides group, click the Reset button. Apply the design template you want. Select the slide after which you want to insert the new slides. On the New Slide menu, below the gallery, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box.

Use standard Windows techniques to browse to the folder that contains the Word document you want to use for the slide titles and content. Double-click the document to insert slides based on its content. To store slides in a slide library, follow these steps: 1.

In the Publish Slides dialog box, select the check box of each slide you want to publish. Click the Select All button to select the entire presentation. In the Publish To box, enter or paste the URL of the slide library or click the Browse button and browse to the slide library. Each slide is published individually 4. Click Publish. They remain available from the Thumbnails pane, but their thumbnails are dimmed and slide numbers crossed through with a backslash.

You can edit the content of hidden slides When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to indicate that the command is in effect. You can unhide a slide to include it in the slide show. To hide or unhide slides 1. Select the slide or slides you want to hide or unhide. Right-click a single slide, and then click Delete Slide. Select the slide or slides you want to delete.

Divide presentations into sections To make it easier to organize and format a longer presentation, you can divide it into sections. In both Normal view and Slide Sorter view, sections are designated by titles above their slides.

They do not appear in other views, and they do not create slides or otherwise interrupt the flow of the presentation. Some templates include a slide layout, similar to the title slide layout, that is specifi- cally designed for section divider slides. If you divide a long presentation into sections based on topic, you might want to transfer your section titles to these slides to provide guidance to the audience or to mark logical points in the presentation to take breaks or answer questions.

To create a section 1. In Normal view or Slide Sorter view, select the slide that you want to be first in the new section. On the Home tab, in the Slides group, click the Section button, and then click Add Section to insert a section title named Untitled Section before the selected slide. To rename a section 1. In the Section name box, replace or edit the existing section name, and then click the Rename button. To collapse or expand one slide section 1. In Normal view or Slide Sorter view, click the arrow that precedes the section title.

To collapse or expand all slide sections 1. Rearrange slides and sections After you have added several slides to a presentation, you might want to rearrange their order so that they more effectively communicate your message. You can rearrange a presentation by moving individual slides or entire sections of slides. In Normal view or Slide Sorter view, drag the slide thumbnail to its new posi- tion. Notice as you drag that the other thumbnails move to indicate where the selected slide will appear when you release the mouse button.

Right-click the slide thumbnail, and then click Cut. Right-click between the other slide thumbnails where you want to move the slide. To move a section within a presentation 1.

Click the title of the section of slides you want to move, to select all the slides in the section. Drag the section to its new location. Right-click the section title, and then click Move Section Up or Move Section Down to move the section and all its slides before the preceding section or after the following section. Click the title of the section of slides you want to ungroup. Right-click the section title, and then click Remove Section.

To merge all sections by removing all section dividers 1. To delete a section of slides 1. Click the title of the section of slides you want to delete, to select all the slides in the section. Press the Delete key. If the selected section is collapsed, PowerPoint prompts you to confirm the deletion 2. Even a blank presentation has a theme: the Office theme, which has a white slide background, a standard set of text and accent colors, and the Office font set, which uses Calibri Light for headings and Calibri for body text.

PowerPoint and the other Office apps share a common set of themes and theme elements. This enables you to easily produce coordinated print and presentation materials. Approximately 30 of these themes are available to you from the PowerPoint Themes gallery.

Many of the themes come with predefined variants, which have a dif- ferent color scheme or background graphic. The built-in Office themes for PowerPoint Each thumbnail in the PowerPoint Themes gallery displays a sample of the font set in the form of an uppercase and lowercase letter A Aa and the color scheme in the form of colored blocks over the default title slide.

Title slides frequently have back- ground graphics that set the tone for the presentation. The standard slides associated with the theme will often have a more-subtle background graphic that coordinates with the title slide background. You can choose to hide the background graphic and use only a colored background if you want to.

You can change the theme that is applied to an entire presentation or to only one sec- tion of the presentation. If you like the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements. You can also create your own themes. Simply point to any theme and pause. PowerPoint temporarily applies the selected formatting to the slide 3 in the Slide pane.

This makes it easy to try different themes and theme elements until you find the ones you want. To apply a standard theme to a presentation 1. On the Design tab, in the Themes group, click the More button below the scroll arrows to display the menu that includes the Office theme gallery and any custom templates on your computer. Point to thumbnails in the gallery to display the theme names in tooltips and preview the effect of applying the themes to your presentation.

Choose a theme that enhances the content of your presentation 4. Click a theme thumbnail to apply that theme to the entire presentation. On the Design tab, in the Variants group, click a variant thumbnail. On the Design tab, in the Variants group, click the More button below the scroll arrows to expand the Variants menu. On the Variants menu, click Colors, and then click the color set you want to apply.

To change the font set of the presentation 1. On the Variants menu, click Fonts, and then click the font set you want to apply. On the Variants menu, click Effects, and then click the effect style you want to apply. Create a section that contains the slides you want to have a different theme.

Click the section header to select the section. Apply the theme or theme element. Change slide backgrounds The presentation theme includes a standard background. The background might be a color or it might include a background graphic.

You make these changes in the Format Background pane. A solid color background is a good choice for readability, but if you want to add some interest without a lot of distraction, you can use a color gradient in which a solid color gradually changes to another.

PowerPoint offers several light-to-dark and dark-to-light gradient patterns based on the color scheme. Each change in color within a gradient is controlled by a gradient stop.

For each gradient stop, you can specify the location and specific color including the transparency and brightness of the color. A color gradient can have from 2 to 10 gradient stops. PowerPoint comes with several built-in textures that you can easily apply to the background of slides.

For a dramatic effect, you can even incorporate a picture of your own, although these are best reserved for small areas of the slide rather than the entire background. Click any pattern to preview it on the slide To display the Format Background pane 1. On the Design tab, in the Customize group, click the Format Background button. To close the Format Background pane 1. To apply a background change to all slides 1. In the Format Background pane, configure the slide background formatting you want.

At the bottom of the pane, click the Apply to All button. Display the Format Background pane. In the Format Background pane, select the Hide background graphics check box. To apply a solid background color to one or more slides 3 1. In the Format Background pane, click Solid fill.

Click the Color button to display the color palette. Click a theme color variant, a solid color, or a recent color, or click More Colors and select a custom color. Move the Transparency slider to adjust the background color transparency, or set a specific transparency percentage.

In the Format Background pane, click Gradient fill. Click the Preset gradients button, and then click a gradient option based on the current color palette. Preset color gradients offer linear and radial variants of the theme accent color Or 1. In the Direction list, click the direction you want the gradient to flow.

If you chose the Linear type, you can specify the angle you want the gradient to move along. Enter the angle in the Angle box. Then click the Remove gradient stop button. In the Gradient stops area, set the color, position, transparency, and brightness for each color in the gradient. To apply a textured background to one or more slides 1. In the Format Background pane, click Picture or texture fill. Click the Texture button to display the texture gallery.

You can select from a variety of textures, including fabric, marble, granite, wood grain, and Formica- like textures in various colors. In the texture gallery, click the texture you want to apply. In the Format Background pane, click Pattern fill. In the Pattern palette, click one of the 48 pattern swatches. Click the Foreground button, and then select the primary pattern color.

Click the Background button, and then select the secondary pattern color. Add two slides after the title slide. First, add a slide that has the default Title and Content layout. Then add a slide that has the Two Content layout. Add 7 more slides, so you have a total of 10 slides. Use each slide layout at least once. In Normal view, delete slide 3. Switch to Slide Sorter view, and then delete slides 5 through 8.

The presentation now contains five slides. Add seven slides to the end of the presentation by inserting the content of the ImportOutline document. Use the Reuse Slides feature to insert the first slide from the ReuseSlides presentation as slide 2 in the AddRemoveSlides presentation.

Then close the Reuse Slides pane. Insert a duplicate copy of slide 2 as slide 3. Hide slide 2, and then delete slide 8. Save and close the presentation. Change the name of the first section to Introduction. Switch to Slide Sorter view, and then change the name of the second section to Process.

Collapse both sections, and then expand only the Process section. Move the first slide in the Step 1 section so that it is the third slide in the Intro- duction section. Then delete the last slide in the Introduction section. Switch to Slide Sorter view and scroll through the presentation, noticing the sections.

Collapse the sections, and then rearrange them so that the sections for steps 1 through 7 are in order and the End section is at the end of the presentation.

Merge the End section into the Step 7 section. On slide 1, click the slide title. On the Home tab, in the Font group, notice that the title font is blue-gray, point, Times New Roman. Apply the Ion theme to the presentation. On the Home tab, in the Font group, notice that the title font is now white, point, Century Gothic. Switch to Slide Sorter view, and adjust the magnification to display all the slides.

Apply the Circuit theme to the presentation. Notice that the slide background is blue. Apply the gray variant of the Circuit theme to the Past section of the presentation. Apply the red variant of the Circuit theme to the Present section of the presentation. Apply the green variant of the Circuit theme to the Future section of the presentation. Apply a gradient fill background to slide 1.

Apply the custom gradient fill to all slides in the presentation. For practice file download is best to err on the conservative side. As you gain more instructions, see the introduction. This chapter guides you through procedures related to animating text and pictures on slides, customizing anima- tion effects, adding audio and video content to slides, compressing media to decrease file size, and adding and managing slide transitions.

You can animate any individual objects on a slide, including text containers, pictures, and shapes. Thoughtfully designed animations can be very informative, particularly for audience members who are more receptive to visual input than to auditory input.

Animations have the added benefit of providing a consistent message with or without a presenter to discuss or externally illustrate a process. The elements of a multipart animation You can configure four types of animations: the appearance, movement, emphasis, and disappearance of objects on the slide.

There are multiple options within these four categories. A few more animation effects are available for text than for other slide objects. It is visible during the development process, but not when you present the slide show.

It then appears on the slide in the manner specified by the entrance effect. Have fun experimenting with the different effects Clicking More Entrance Effects at the bottom of the Animation menu opens a dialog box that displays all the available entrance animations by category to 8 help you choose an appropriate effect.

The emphasis effects that are available in the Animation gallery are illustrated in yellow. Effects range from subtle to bold Clicking More Emphasis Effects at the bottom of the Animation menu opens a dialog box that displays all the available emphasis animations by category. A few simple motion paths are available from the Animation gallery, but a surprisingly large variety is avail- able from the dialog box that opens when you click More Motion Paths at the bottom of the Animation menu.

The exit effects that are available in the Animation gallery are illustrated in red. Choose an effect that suits the style of your presentation Additional exit effects are available from the Change Exit Effect dialog box. Many animations have options that you can configure, such as the direction, speed, size, or color. For example, when you config- ure an entrance effect for a bulleted list, you can specify whether to have the entire list enter the slide at the same time, or to have only one bulleted item enter at a time.

After you choose an effect, the applicable options are available on the Effect Options menu. As you assign animations to slide objects, numbers appear on the objects to specify the order of the animation effects.

The numbers are visible only when the Animation tab is active. After all the elements are in place, animate them in the order you want the anima- tions to occur. Ensure that the time you put into creating an animation has value to you and to your audience members. Consider using animations to provide subliminal information—for example, in a multipart presentation, use one consistent entrance effect for the part opener titles to draw the attention of the audience members and cue them to a change of subject.

For greater impact, display an image related to the current list item, and replace the image as each new list item appears. Make this even more informative by displaying a detailed breakdown of the chart data for each category as you display its chart wedge. A more difficult but often worthwhile use of slide object animation is to provide a visual image of a process as you describe it.

To animate an object on a slide 1. Display the slide in the Slide pane, and select the object that you want to ani- mate, or its container.

For example, if you want to animate the entrance of a bulleted list, select the text box that contains the bulleted list.

On the Animations tab, in the Animation group, click the More button to display the Animation menu and gallery. PowerPoint displays a live preview of the selected animation effect and adds an animation number adjacent to the object. A star appears next to the slide thumbnail to indicate that the slide contains either an animation or a transition. If this is distracting to you, you can turn off this feature by clicking the Preview arrow in the Preview group on the Animations tab and then clicking AutoPreview to remove the check mark that indicates the option is turned on.

On the slide or in the Animation Pane, click the animation number. To display or hide the Animation Pane 1. To configure animation options 1. Apply the animation, or select a previously applied animation. On the Animations tab, in the Animation group, click the Effect Options button. If the button is unavailable, the animation has no configurable options. On the Effect Options menu, click one option in each section. To apply multiple animation effects to one object 1.

Apply the first animation effect and configure any options. Select the object not the animation. The existing animation information is highlighted on the Animations tab and in the Animation Pane.

In the Add Animation gallery, click the additional animation you want to apply. To copy a set of animation effects from one object to another object 1. Select the source object. Point to the object you want to format.

When a paintbrush appears to the right of the cursor, click the object to apply the formatting. If you click the Animation Painter button one time, you can copy the formatting to one other object. If you double-click the Animation Painter button, you can copy the formatting to many other objects, until you click the button again or press Esc to deactivate it.

To preview animations 1. To remove animation effects from slide objects 1. However, for those occasions when you want a presentation with pizzazz, you can customize the animation effects. The options vary depending on the type of animation you apply. For example, you can specify that clicking a different object on the slide will animate the selected object.

A very helpful tool when managing multiple animated objects on a slide is the Animation Pane. Each numbered animation on the slide has a correspond- ing entry in the Animation Pane that provides information and options for managing the animations.

If the left sides of two indicators align, those animations start at the same time. If the left side of an indicator aligns with the right side of the previous indicator, the animations run in order. A square indicates that the animation has a fixed duration; a triangular edge indicates that the duration is set to Auto.

Each animation is an individual event. You control these settings either from the Advanced Animation and Timing groups on the Animations tab, or from the Animation Pane. Clicking an animation in the Animation Pane selects the animation and displays an arrow to the right of the animation timing indicators.

Clicking the arrow displays a menu of actions. Some of the settings available through the Animation Pane Effect Options menu To open the effect-specific dialog box for an animation 1. To change the order of animation effects on a slide 1.

On the slide or in the Animation Pane, select the animation you want to reorder. In the Animation Pane, select the animation or animations that you want to move. Drag the selection to the new position in the Animation Pane. The animation numbers change to reflect the new positions.

In the Animation Pane, drag the colored indicator bar to the starting point you want. To set the duration of a selected animation 1. In the Animation Pane, double-click the animation to open the animation- specific effect options dialog box. On the Effect tab, click the Sound list, and then click the sound effect you want to assign to the animation.

Click the speaker icon to the right of the Sound list to display the volume slider, and set the volume level of the sound effect. Click OK to close the dialog box. Bookmark points of interest in media clips Bookmarks are a useful new feature for PowerPoint users who incorporate audio, video, and animation into presentations. You can insert bookmarks into audio and video clips to identify locations either that you want to be able to quickly get to or that you want to use as triggers for other events.

For example, you could create an animation that visually describes a process, and record a narration that verbally describes the process. Instead of setting up a series of timing points to synchronize the narration and animation, you could insert bookmarks at key points in the narrative audio clip that trigger specific segments of the animation to play.

As another example, you could embed a video on a slide, and record audio comments about certain parts of the video. Then you can insert bookmarks at those points of the video to trigger the playback of the relevant audio comments.

Display the slide in Normal view and select the audio or video clip to display the Audio Tools or Video Tools tab group. Play the clip by clicking the Play button on the playback toolbar or in the Preview group on the Playback tool tab.

At the point that you want to insert a bookmark, click the Add Bookmark button in the Bookmarks group on the Playback tool tab. To insert additional bookmarks, repeat steps 2 and 3. Bookmarks in audio or video clips are indicated by circles on the playback toolbar. Pointing to a bookmark on the toolbar displays a ScreenTip that includes the bookmark name. You can select a bookmark as the starting point for an animation, from the Trigger list on the Animations tab.

For example, you could run a presentation that provides basic information and icebreakers during the time leading up to your actual presentation. If you plan to distribute a presentation electronically for people to watch on their own, you might want to add audio narration to an animation, or provide narration for the entire presentation.

You can add prerecorded audio content to a presentation, or record your own content directly within PowerPoint. However, you can download royalty-free audio music and sound effects from many online sources. Some of these require that you credit the website as the source, so be sure to read the website fine print.

When you locate an audio clip that you want to use, you can download it to your computer and follow the instructions in this topic to use it in a PowerPoint presentation. When you add audio to a slide rather than to an animation or transition , the audio icon shaped like a speaker and an accompanying trigger icon appear on the slide, and the trigger event appears in the Animation Pane.

The playback controls are visible only when the audio icon is selected. To insert an audio clip onto a slide 1. Save the audio clip on your computer or on a network-connected location. In the Insert Audio dialog box, browse to and select the audio file, and then click the Insert button. In File Explorer, open the folder that contains the audio file. Arrange the File Explorer and PowerPoint windows on your screen so that both are visible.

Drag the audio file from File Explorer to the slide. To record audio directly onto a slide 1. In the Name box, enter a name to uniquely identify the recording. Then click the Record button labeled with a red circle. Speak or otherwise provide the audio that you want to record. When you finish, click the Stop button labeled with a blue square. The audio icon and an accompanying trigger icon appear in the center of the slide, and the trigger event appears in the Animation Pane.

It might be necessary to move one or more out of the way to get to an earlier clip. To restrict the playback of an audio clip to a specific segment 8 1. Select the audio icon. You can trim audio from the beginning and end of the clip, but not from the middle 2.

If you drag the marker near the point at which you paused the playback, the marker snaps to that location. When you finish, click OK to close the Trim Audio dialog box. You can re-trim or restore the audio clip at any time. To fade into or out of an audio clip 1. To modify or hide the audio icon 1. When the playback controls appear, click the Play button. To automatically start audio playback 1.

Then select the Loop until Stopped check box. Instead, allow the user to play the audio content after the tool has finished communicating the slide content. To prevent an audio clip from stopping when the slide changes 1. Add video content to slides Sometimes the best way to ensure that your audience understands your message is to show a video.

For example, if your company has developed a short advertising video, it makes more sense to include the video in a presentation about marketing plans than to try to describe it by using bullet points or even pictures.

To save you the trouble of switching between PowerPoint and a video player, you can embed a video recording directly onto a slide, and then play the video as part of presenting the slide show. This is a much smoother way of presenting information from multiple sources than switching between them. PowerPoint uses the embed code to locate and play the video. As long as the video remains available in its original location and you have an active Internet connection , you will be able to access and play the video from the slide at any time.

You can move and resize it, display it in a frame of your choice, and even adjust the brightness or color contrast. So, for example, if you change the aspect ratio of the video representation on the slide, imagery in the video might appear to be skewed.

When working with local videos that you embed rather than online videos that you link to, you can fade into and out from the video playback, and manage the content of the video by trimming it to play only a specific portion.

You can insert bookmarks to use as triggers for other events for example, you might display a list of selling points as each is presented in the advertising video. When playing back a video, you can display it at the embedded size or full screen.

In the Insert Video window, click the source of the video that you want to insert, and then follow the process to insert a video from the selected source.

In the Insert Video dialog box, browse to and select the video file, and then click the Insert button. Click the video image one time. Selection handles appear around the video image, the playback toolbar appears below it, and the Video Tools tab group appears on the ribbon. To move the video image on the slide 1. Smart guides might appear on the slide to help you align the video with other objects. To resize the video image on the slide and retain its aspect ratio 1.

Smart guides appear on the slide to help you align the video with other objects. To format the video image on the slide 1. Select the video, and then apply formatting from the Format tool tab just as you would for a picture.

Select the video. On the Playback tool tab, in the Video Options group, click the Volume button. Compress media to decrease file size Trimming an audio or video clip affects only the playback of the media on the slide, not the original media clip. The original media clip is stored in its entirety as part of the presentation, and you can re-trim or restore the media clip at any time.

You can decrease the size of a PowerPoint file that contains trimmed media clips by discarding the unused portions of the clips. PowerPoint offers three compression configurations designed to balance size and quality.

You can reverse the compression operation until you save and close the file. When a presentation will be viewed electronically, the URLs can be formatted as hyperlinks so that the websites can be accessed directly from the presentation. Hyperlinks can also provide access to information that might be on a hidden slide in the presentation, or in a separate file. Hyperlinks are most frequently in text format, but you can attach a hyperlink to any object—for example, an image such as a shape, logo, or picture.

Clicking the hyperlinked object then takes you directly to the linked location. Editing the object does not disrupt the hyperlink; however, deleting the object also deletes the hyperlink. The simplest method of creating a hyperlink is to enter a URL in a text box and then press the Enter key. PowerPoint automatically inserts the hyperlink and formats the URL so that people recognize it as a hyperlink.

Select the object that you want to hyperlink from. Often this is a webpage or another place in the file. Save the PowerPoint presentation, and then display the Info page of the Back- stage view.

Info page of the Backstage view 2. Note the total size of the presentation, the size of the media files in the presen- tation, and the number of files that have been trimmed. On the Info page, click the Compress Media button, and then click the level of compression you want. In the Compress Media window, PowerPoint itemizes the media elements and their compression levels, and reports the total space savings. In the Compress Media window, click the Close button.

In the Media Size And Performance area of the Info page, the Compress Media button is active to indicate that media has been compressed, and specifics about the compression are available. Play the presentation to assess the quality, and then save the file if the quality is acceptable. To reverse the compression of media files 8 1. On the Info page, click the Compress Media button, and then click Undo. Add and manage slide transitions When you deliver a presentation, you can manually specify when to display the next slide, or you can have PowerPoint move automatically to the next slide after a specific amount of time.

Rather than simply replacing one slide with the next, you can use transitions to control the way each slide appears on the screen.

PowerPoint has 48 basic transition effects divided into three categories: Subtle, Exciting, and Dynamic Content. Many of these have multiple options, such as the direction or specific form of the content in the effect.

The effects in the Subtle category are designed to make the incoming slide content available to the audience members with the least amount of movement. Appeared in the 90s with Word, Excel, PowerPoint, they have since completely changed the work within companies.

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If you need support related to this book, email Microsoft Press Support at mspinput microsoft. The views, opinions, and information expressed in this book, including URL and other Internet website references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred. Microsoft and the trademarks listed at www.

All other marks are property of their respective owners. Thank you! This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft PowerPoint and then build your skills as you learn to perform increasingly specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks.

The how-to steps are delivered crisply and concisely—just the facts. Who this book is for Microsoft PowerPoint Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office programs who want to use PowerPoint to create and present slide presentations and printed materials.

The content of the book is designed to be useful for people who have previously used earlier ver- sions of PowerPoint and for people who are discovering PowerPoint for the first time. Each part is divided into chapters representing skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository informa- tion followed by generic procedures.

Follow the instructions on the webpage. You should install that app before working through the procedures and practice tasks in this book. You can open the files that are supplied for the practice tasks and save the finished versions of each file. If you later want to repeat practice tasks, you can download the original practice files again. Get support and give feedback This topic provides information about getting help with this book and contacting us to provide feedback or report errors.

If you need to contact the Microsoft Press Support team, please send an email message to mspinput microsoft. The survey is short, and we read every one of your comments and ideas. Thanks in advance for your input! PowerPoint presentations can be an effective way of providing information in small segments.

Individual slides can include bullet points, pictures, charts, tables, and Practice files business diagrams. Professionally designed themes visu- No practice files are necessary to ally enhance your message and provide a professional, complete the practice tasks in this coordinated appearance.

The elements that control the appearance of PowerPoint and the way you interact with it while you create presen- tations are collectively referred to as the user interface. Some user interface elements, such as the color scheme, are cosmetic.

Others, such as toolbars, menus, and but- tons, are functional. The default PowerPoint configuration and functionality is based on the way that most people work with the app. You can modify cosmetic and func- tional user interface elements to suit your preferences and working style. This chapter guides you through procedures related to starting PowerPoint, working in the PowerPoint user interface, and managing Office and app settings.

You might also have a shortcut to PowerPoint on your desktop or on the Windows taskbar. When you start PowerPoint without opening a specific presentation, the PowerPoint Start screen appears. The Start screen is a hybrid of the Open and New pages of the Backstage view.

It displays links to recent files in the left pane, and new file templates in the right pane. Click the Start button, and then click All apps. In the app list, click any index letter to display the alphabet index, and then click P to scroll the app list to the apps starting with that letter. Scroll the list if necessary, and then click PowerPoint to start the app. To start PowerPoint on a Windows 8 computer 1. From the Start screen, display the Apps screen.

Sort the Apps screen by name, and then click any index letter to display the alphabet index. In the alphabet index, click P to scroll the app list to the apps starting with that letter. Then click PowerPoint to start the app. Work in the PowerPoint user interface The PowerPoint user interface provides intuitive access to all the tools you need to develop a sophisticated presentation tailored to the needs of your audience.

The apps in the Office suite are designed to work together to provide highly efficient methods of getting things done. You can install one or more Office apps on your com- puter. Some apps have multiple versions designed for different platforms. For example, you can install different versions of PowerPoint on a computer, a smartphone, an iPad, and an Android device; you can also work in a version of PowerPoint that is hosted entirely online.

Although the core purpose of an app remains the same regardless of the platform on which it runs, the avail- able functionality and the way you interact with the app might be different. It is available as part of the Office suite of apps, as a freestanding app, or as part of an Office subscription. Until recently, the standard way of acquiring Office software was to purchase a disc, packaged in a box, and install the software from the disc. In the recent past, the standard distribution model has changed to an online installation, often as part of an Office subscription licensing package.

Office , which was originally available only to businesses, now has many subscription options designed for individual home and business users, students, households, small businesses, midsize businesses, enterprises, government agencies, academic institutions, and nonprofits; in other words, whatever your needs may be, there is an Office subscription option that will be a close fit.

Many of the Office subscription options include licens- ing for the desktop Office apps and permit users to run Office on multiple devices, including Windows computers, Mac computers, Windows tablets, Android tablets, iPads, and smartphones. You can review and edit presen- tations in PowerPoint Online, which runs directly in your browser instead of on your computer. PowerPoint Online displays the contents of a presentation very much like the desktop app does, and offers a limited subset of the commands and content formatting options that are available in the full desktop app.

Com- mands for tasks you perform often are readily available, and even those you might use infrequently are easy to find. Title bar At the top of the app window, this bar displays the name of the active file, identifies the app, and provides tools for managing the app window, ribbon, and content. The title bar elements are always on the left end, in the center, and on the right end of the title bar The Quick Access Toolbar at the left end of the title bar can be customized to include any commands that you want to have easily available.

You can change the location of the Quick Access Toolbar and customize it to include any command to which you want to have easy access. Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands arranged in groups.

Commands related to managing PowerPoint and presentations rather than presen- tation content are gathered together in the Backstage view, which you display by clicking the File tab located at the left end of the ribbon.

Commands available in the Backstage view are organized on named pages, which you display by clicking the page tabs in the colored left pane. You redisplay the presentation and the ribbon by clicking the Back arrow located above the page tabs.

The Home tab, which is active by default, con- tains the most frequently used commands. When a graphic element such as a picture, table, or chart is selected on a slide, one or more tool tabs might appear at the right end of the ribbon to make commands related to that specific object easily accessible. Tool tabs are available only when the relevant object is selected.

You can make these commands available by adding them to the Quick Access Toolbar or the ribbon. You can point to any button to display a ScreenTip that contains the command name, a description of its function, and its keyboard shortcut if it has one.

To determine whether a button and its arrow are integrated, point to the button to activate it. If both the button and its arrow are shaded, clicking the button displays options for refining the action of the button.

If only the button or arrow is shaded when you point to it, clicking the button carries out its default action or applies the current default formatting. Clicking the arrow and then clicking an action carries out the action. Clicking the arrow and then clicking a formatting option applies the formatting and sets it as the default for the button. Examples of buttons with separate and integrated arrows When a formatting option has several choices available, they are often displayed in a gallery of images, called thumbnails, that provide a visual representation of each choice.

When you point to a thumbnail in a gallery, the Live Preview feature shows you what the active content will look like if you click the thumbnail to apply the asso- ciated formatting. When a gallery contains more thumbnails than can be shown in the available ribbon space, you can display more content by clicking the scroll arrow or More button located on the right border of the gallery.

Tell me what you want to do Entering a term in the Tell Me What You Want To Do box located to the right of the ribbon tabs displays a list of related commands and links to additional resources online. Or you can press F1 to open the Help window for the cur- rent app. The easy path to help when working in PowerPoint Status bar Across the bottom of the app window, the status bar displays information about the current presentation and provides access to certain PowerPoint functions.

Some items, such as Docu- ment Updates Available, appear on the status bar only when that condition is true. These tools provide you with con- venient methods for changing the display of presentation content. The ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even change to an entry in a list.

For example, when sufficient horizontal space is available, the buttons on the View tab of the PowerPoint app window are spread out, and you can review the commands available in each group. At pixels wide, most button labels are visible If you decrease the horizontal space available to the ribbon, small button labels disap- pear and entire groups of buttons might hide under one button that represents the entire group.

Clicking the group button displays a list of the commands available in that group. When insufficient horizontal space is available, labels disappear and groups collapse under buttons When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end.

Clicking the scroll arrow displays the hidden groups. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are dependent on the display adapter installed in your computer, and on your monitor.

The greater the number of pixels wide the first number , the greater the number of buttons that can be shown on the ribbon. This is a good way to gain vertical space when working on a smaller screen. Then you can temporarily redisplay the ribbon to click a button, or permanently redisplay it if you need to click several buttons.

The extra space is intended to lessen the possibility of accidentally tapping the wrong button with your finger. To maximize the app window 1. When the pointer touches the top of the screen, the dragged window maximizes. At the bottom of the Display pane of the Settings window, click the Advanced display settings link. Click or drag to select the screen resolution you want, and then click Apply or OK.

Windows displays a preview of the selected screen resolution. If you like the change, click Keep changes in the message box that appears. Near the right end of the title bar, click the Ribbon Display Options button.

To display only the ribbon tabs 1. To temporarily redisplay the ribbon 1. Click any tab name to display the tab until you click a command or click away from the ribbon. To optimize the ribbon for touch interaction 1. To specify the items that appear on the status bar 1. Right-click the status bar to display the Customize Status Bar menu. A check mark indicates each item that is currently enabled. Click to enable or disable a status bar indicator or tool.

The change is effected immediately. The menu remains open to permit multiple selections. When you finish, click away from the menu to close it. Depending on your screen resolution or app window width, the PowerPoint ribbon on your screen might look dif- ferent from that shown in this book. If you turn on Touch mode, the ribbon displays significantly fewer commands than in Mouse mode.

As a result, pro- cedural instructions that involve the ribbon might require a little adaptation. Simple procedural instructions use this format: 1. On the Insert tab, in the Illustrations group, click the Chart button. If the command is in a list, our instructions use this format: 1. On the Transitions tab, in the Timing group, click the Sound arrow and then, in the Sound list, click Chime.

First click the specified tab, and then locate the specified group. Multistep procedural instructions use this format: 1. Display the presentation in Normal view. Select the animated object or objects that you want to modify. On the Animations tab, in the Timing group, click the Start arrow to display the list of start timing options.

In the Start list, click After Previous. On subsequent instances of instructions that require you to follow the same process, the instructions might be simplified in this format because the work- ing location has already been established: 1. In Normal view, select the animated objects that you want to modify. On the Animations tab, in the Start list, click After Previous. Instructions in this book refer to user interface elements that you click or tap on the screen as buttons, and to physical buttons that you press on a key- board as keys, to conform to the standard terminology used in documenta- tion for these products.

When the instructions tell you to enter information, you can do so by typing on a connected external keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences. The Account page of the Backstage view in PowerPoint displays information about your installation of PowerPoint and other apps in the Office suite and the resources you connect to.

Microsoft account credentials are also used by many non-Microsoft products and websites. Two ways you can personalize the appearance of your PowerPoint app window are by choosing an Office background and an Office theme. The background is a subtle design that appears in the title bar of the app window. There are 14 backgrounds to choose from, or you can choose to not have a background. You must already have an account with one of these services to connect Office to it.

For example, when inserting a picture onto a slide, you will have the option to insert a locally stored picture or to search online for a picture. After you connect to your Facebook, SharePoint, and OneDrive accounts, you can also insert pictures stored in those locations. The changes that you make on the Account page apply to all the Office apps installed on all the computers associated with your account. Some of the settings on the Account page are also available in the PowerPoint Options dialog box, which you open from the Backstage view.

This dialog box also contains hundreds of options for controlling the way PowerPoint works. With PowerPoint running, click the File tab to display the Backstage view. In the left pane of the Backstage view, click Account. To manage your Microsoft account settings 1. Display the Account page of the Backstage view. In the User Information area, click any of the links to begin the selected process.

To change the app window background for all Office apps 1. In the Office Background list, point to any background to display a live preview in the app window, and then click the background you want. To change the app window color scheme for all Office apps 1. To connect to a cloud storage location or social media service 1.

At the bottom of the Connected Services area, click Add a service, click the type of service you want to add, and then click the specific service. In the Product Information area, click the Manage Account button to display the sign-in page for your Office management interface.

Provide your account credentials and sign in to access your options. To manage Office updates 1. Click the Update Options button, and then click the action you want to take. You can install available updates from the Backstage view before the automatic installation occurs To open the PowerPoint Options dialog box 1.

In the left pane of the Backstage view, click Options. Start PowerPoint Perform the following tasks: 1. Using the technique that is appropriate for your operating system, start PowerPoint.

When the Start screen appears, press the Esc key to create a new blank presentation. Work in the PowerPoint user interface Start PowerPoint, create a new blank presentation, maximize the app window, and then perform the following tasks: 1.

Notice the different levels of detail in the ScreenTips. Change the width of the app window and notice the effect it has on the ribbon. When the window is narrow, locate a group button and click it to display the commands.

Maximize the app window. Hide the ribbon entirely, and notice the change in the app window. Redisplay the ribbon tabs but not the commands. Temporarily display the ribbon commands, and then click away from the ribbon to close it. Use any of the procedures described in this chapter to permanently redisplay the ribbon tabs and commands.

Display the status bar shortcut menu, and identify the tools and statistics that are currently displayed on the status bar. Add any indicators to the status bar that will be useful to you.

Keep the presentation open in PowerPoint for use in the next set of practice tasks. Display the Account page of the Backstage view and review the information that is available there. Expand the Office Background list.

Point to each background to display a live preview of it. Then click the background you want to apply. Apply each of the Office themes, and consider its merits. Then apply the theme you like best. Review the services that Office is currently connected to. Expand the Add a ser- vice menu and point to each of the menu items to display the available services. Connect to any of these that you want to use. Click the Update Options button and note whether updates are currently avail- able to install.

If updates are available, apply them after you finish the practice tasks in this chapter. Review the infor- mation on this page to learn about any new features that interest you. Explore each page of the dialog box. Notice the sections and the settings in each section. Note the settings that apply only to the current file. Review the settings on the General page, and modify them as necessary to fit the way you work. Then close the dialog box.

Close the presentation without saving changes. The sophisticated presentation features of PowerPoint are easy to find and use, so even novice users can work pro- Practice files ductively with PowerPoint after only a brief introduction. For practice file download ments and Microsoft Excel workbooks, so if you already instructions, see the introduction. Processes that are specific to the creation and management of slides are unique to PowerPoint.

This chapter guides you through procedures related to creating presentations, opening and navigating presen- tations, displaying different views of presentations, dis- playing and editing presentation properties, and saving and closing presentations.

Unlike the templates provided for Word and Excel, most PowerPoint templates are design templates that control thematic elements colors, fonts, and graphic effects and slide layouts rather than content templates that provide purpose-specific placeholder content. Each tem- plate has a corresponding theme, so you can create a presentation based on one template but then entirely change its appearance by applying a different theme.

When you start PowerPoint, the app displays a Start screen that gives you options for opening an existing presentation or creating a new one. The templates can change depending on your use of PowerPoint and the installation of program updates.

If you press the Esc key when this screen appears, PowerPoint starts a blank presentation for you. Creating attractive, functional presentations from scratch can be time-consuming and requires quite a bit of knowledge about PowerPoint.

A design template is a blank presentation with a theme already applied to it. Sometimes it includes background graphic elements and specialized slide layouts.

Some templates supply only a title slide and leave it to you to add the other slides you need; other templates supply an example of each of the available slide layouts.

These templates provide not only the design elements but also suggestions for content that is appropriate for different types of presentations, such as reports or product launches. After you download a template, you simply customize the content provided in the template to meet your needs. The default slide size is Widescreen , which is opti- mized for displays such as those found on many laptop screens and desktop monitors these days.

By default, the slides in presentations you create based on the Blank Presentation tem- plate are set to Widescreen size. Most of the tem- plates are , but you can easily filter the templates to display only those that are formatted specifically for slides. Before you begin adding content to a new presentation, you should consider how the presentation will be viewed and choose the most appropriate slide size.

You can change the slide size after you create the slide deck, but doing so might cause graphic ele- ments especially those on master slides to look different, and text and other slide elements to not fit on slides as intended. To create a new blank presentation 1. Start PowerPoint. When the Start screen appears, press the Esc key. If PowerPoint is already running, click the File tab to display the Backstage view.

In the left pane of the Backstage view, click New to display the New page. On the New page of the Backstage view, click the Blank Presentation thumbnail. Display the Backstage view, and then, in the left pane, click New. On the New page, scroll the pane to view the presentation design templates that were installed with PowerPoint.

Click any thumbnail to open a preview window that displays the title slide of the selected design with alternative color schemes and graphic backgrounds. Each design template has multiple color variants and slide layouts 4. To display only presentation templates that are optimized at the slide size 1. On the New page of the Backstage view, below the Search box, click Display the New page of the Backstage view. Scroll the pane to locate the design you want to use.

PowerPoint displays the new presentation in Normal view. Or Below the search box, click one of the suggested searches. You can enter a color as a search term to display templates that feature that color 3.

In the Category list, click any category or categories to further filter the templates. To remove a filter, point to it and then click the X that appears to the right of the category name, or double-click the category name. Scroll the pane to locate a design that fit your needs. Click any thumbnail to preview the design template, and click the More Images arrows to see the content defined as part of the template.

Then click the Create button in the preview window to create the presentation. Or Double-click any thumbnail to create a presentation based on the template. To disable the display of the Start screen 1. On the General page of the dialog box, clear the Show the Start screen when this application starts check box. Close the PowerPoint Options dialog box. If the presentation you want to open appears on the Start screen, you can open it directly from there.

Otherwise, you open presentations from the Open page of the Backstage view. The Open page includes all the locations you’ve linked to from an Office program When a presentation is open, you can move among slides by clicking or tapping ele- ments in several areas of the app window, including the Thumbnails pane in Normal view and the Slide pane in Normal view or Slide Sorter view.

You can also move among slides by rotating the wheel button on a mouse. On the Start screen, in the Recent list, click the file name of the presentation you want to open. In the left pane of the Backstage view, click Open to display the Open page. In the right pane of the Open page, scroll the presentation list if necessary to locate the presentation you want to open, and then click the presentation file name to open it.

To open any existing presentation 1. The Places list includes all the locations you’ve linked to from an Office program 3. In the Places list, click the local or network storage location where the presen- tation is stored.

Then click any subfolders until you reach the folder you want. Then click fold- ers in the Navigation pane, double-click folders in the file pane, or enter the folder location in the Address bar. Double-click the presentation you want to open. To look through a presenta- tion without making any inadvertent changes, you can open the file as read-only, open an independent copy of the file, or open it in Protected view. You can also open the file in a web 2 browser. In the event of a computer crash or other similar incident, you can tell PowerPoint to open the file and try to repair any damage.

To move back or forward one slide while working in a presentation 1. To move among slides while working in a presentation 1. Clicking the flag displays a link to the slide you were working on when you closed the presentation, with the date and time of your last change. Simply click the link to jump to that slide. You can switch among standard presentation views, adjust the elements shown in each view, and change the magnification of the content in the app window.

Display standard views PowerPoint has six views in which you can create, organize, and preview presenta- tions. You insert, cut, copy, paste, duplicate, and delete slides in the Thumbnails pane, create slide content in the Slide pane, and record slide notes in the Notes pane.

Although you can add speaker notes in the Notes pane in Normal view, you must be in Notes Page view to add graphics, tables, diagrams, or charts to your notes. You can enter text either directly on the slide or in the outline. You can click buttons on the navigation bar to move through or jump to specific slides.

It displays only the slides and not the presenter tools. In this view, you manage the slides, rather than the slide content.

You can easily reorganize the slides, group them into sections, and apply transitions to one or multiple slides. You can also apply transitions from one slide to another, and specify how long each slide should remain on the screen. The active view is shaded To review a presentation or deliver it to an audience , you display it in Slide Show view.

In this view, each slide fills the screen, and PowerPoint implements transitions, animations, and media effects the way you have specified.

You can start the slide show from the first slide or from the currently active slide. To display a presentation in Slide Show view from the first slide 1. To display a presentation in Slide Show view from the current slide 1. Then click the Previous or Next button on the toolbar. Display program elements You can change the space available for the app window elements by adjusting the relative sizes of the panes or collapsing the ribbon.

To adjust the size of the Thumbnails pane in Normal view 1. To show or hide the Notes pane in Normal view 1. On the status bar, click the Notes button. Point to the border between the Slide pane and the Notes pane, and when the pointer changes to a bar with opposing arrows, drag up or down to resize or hide the Notes pane.

To hide the ribbon in Normal, Outline, or Slide Sorter views 1. Collapsing the ribbon hides the groups and buttons but leaves the tab names visible. Click any tab name. The ribbon remains visible until you click a button on it or click away from it. To permanently redisplay the ribbon 1.

Change the display of content You can easily switch among multiple open presentations. If you want to compare or work with the content of multiple presentations, you can simplify the process by displaying the presentations next to each other.

Guides are a set of vertical and horizontal alignment tools that you can drag to any location in the Slide pane. To display a different open presentation 1. To display multiple open presentations at the same time 1.

On the View tab, in the Window group, click the Arrange All button. To display or hide the ruler, gridlines, and guides 1. To modify the spacing of gridlines 1. On the View tab, click the Show dialog box launcher to open the Grid and Guides dialog box.

In the Grid settings area, change either the fractional or unit measurement of the Spacing setting. Then click OK. To change the magnification of content in the app window 1. On the View tab, in the Zoom group, click the Zoom button to open the Zoom dialog box. In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then click OK. Some properties exist to provide information to com- puter operating systems and apps. You can display properties within a presentation for example, you can display the slide number on a slide.

PowerPoint automatically tracks some of the properties for you, and you can set others. You can examine the properties that are attached to a presentation from the Info page of the Backstage view. Display the Info page of the Backstage view. The standard properties associ- ated with a presentation are displayed in the Properties area of the right pane.

At the bottom of the Properties pane, click Show All Properties to expand the pane. At the top of the Properties pane, click Properties and then click Advanced Properties to display the Properties dialog box. To edit presentation properties 1. In the Properties pane, click the value for the property you want to edit to acti- vate the content box. Note that not all properties are available to edit. Those that can be edited will display an edit box when you point to them.

Enter or replace the property value, and then press Enter. Save and close presentations You save a presentation the first time by clicking the Save button on the Quick Access Toolbar or by displaying the Backstage view and then clicking Save As. Both actions open the Save As page, where you can select a storage location.

If your presentation must be compatible with assistive technologies, you need to know the final file format s of your presentation before you create it and start adding content. Some types of content are visible in a PowerPoint file in Normal view but not in other accessible file formats such as tagged PDFs. Before basing a presentation on a template you have not used before, test it for accessibility.

You can save the presentation in a folder on your computer or, if you have an Inter- net connection, in a folder on your Microsoft OneDrive. Clicking Browse at the bottom of the left pane displays the Save As dialog box, in which you assign a name to the file. After you save a presentation for the first time, you can save changes simply by click- ing the Save button on the Quick Access Toolbar. The new version of the presentation then overwrites the previous version.

If you want to keep both the new version and the previous version, display the Save As page, and then save a new version with a different name in the same location or with the same name in a different location. You cannot have two files with the same name in the same folder.

To adjust the time interval between saves, display the Backstage view, and click Options. If you have only one presentation open and you want to close the presentation but leave PowerPoint running, display the Backstage view and then click Close.

To save a presentation 1. Select a storage location, and then in the right pane, click Browse to open the Save As dialog box. If the Navigation pane and toolbar are not displayed, click Browse Folders in the lower-left corner of the dialog box. Use standard Windows techniques to navigate to your file folder. In the File name box, enter a name for your presentation, and then click Save to store the file in your file folder.

For example, the extension. When you save a file, PowerPoint automatically adds whatever extension is associated with the type of file selected in the Save As Type box. You can open a. The presentation name appears in the title bar with [Compatibility Mode] to its right. You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Back- stage view, or by saving the presentation as a different file in the PowerPoint Presentation format.

If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation.

Saving a file in either type of OneDrive location provides the option of shar- ing the file with other people. To save a presentation to OneDrive, display the Save As page of the Back- stage view, click your OneDrive, and then specify the OneDrive folder in which you want to save the file.

When you save a PowerPoint presentation to OneDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Online, which is available in the OneDrive environment. If you already have a Microsoft account, you can access your OneDrive directly from any Office program, or from onedrive. OneDrive for Business is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider.

You can save the results of the tasks in the same folder. Create presentations Do not start PowerPoint before beginning this task.

Start PowerPoint and create a new, blank presentation. Display the available presentation design templates. Preview a template that you like. Without closing the preview window, preview the next or previous template. From the preview window, create a presentation based on the currently dis- played template.

Notice that the unsaved blank presentation closes. Leave the presentation open and continue to the next task. Open and navigate presentations Complete the following tasks: 1.

From the Backstage view, open the NavigateSlides presentation. Navigate among the slides by using the Thumbnails pane, and then by using the Previous Slide and Next Slide buttons. Use a keyboard method to move to the last slide of the presentation. Leave the presentations open and continue to the next task. Display different views of presentations Complete the following tasks: 1.

Display the presentation in Slide Show view, beginning with Slide 2. Move forward through the presentation to its end. Then return to Slide Sorter view. Display the presentation in Reading view. Use any method to navigate to the fourth slide, and then use the most efficient method to return to the first slide.

Hide the Thumbnails pane and display the Notes pane. Redisplay the Thumbnails pane and hide the ribbon. Arrange the two presentations side by side on the screen. In the NavigateSlides presentation, display the gridlines. Notice that they appear in both open presentations. Notice that this modification affects only the active presentation. Switch to the presentation you created in the first practice task. Display the guides, and then move them so they align with the upper-left corner of the slide content area.

Notice the effect of these actions in the other open presentation. Display and edit presentation properties Maximize the NavigateSlides window, and then complete the following tasks: 1. Display all the presentation properties. Edit the Subject property, entering Colors as the subject of the presentation. Save and close presentations Complete the following tasks: 1. Save the NavigateSlides presentation as MyPresentation, and then close it. Close the presentation you created in the first task without saving it.

A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, Practice files can enhance the likelihood that your intended audience For this chapter, use the practice files will receive the message you want to convey. For practice file download This chapter guides you through procedures related instructions, see the introduction. Chapters 4 through 8 of this book are about working with the various types of slide content.

A slide master could have only one slide layout, but most have unique slide layouts for slides that display the presentation title, section titles, and various combinations of slide titles and content, and a blank slide with only the background.

The slide layouts that are available in a presenta- tion are displayed on the New Slide menu. In a new presentation based on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a slide added after a slide other than the title slide has the layout of the preceding slide.

To add a slide based on the default slide layout 1. Select the slide after which you want to add the new slide. If you add content to a slide and then realize that the content would work better with a different layout, you can change the slide layout by clicking the Layout arrow in the Slides group, and then clicking the slide layout you want to apply.

In the gallery, click a slide layout thumbnail to add a slide based on that slide layout. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then customize the duplicated slide instead of having to create it from scratch.

The slide takes on the formatting of its new presenta- tion unless you specify otherwise. For the import process to work smoothly, format the document content that you want to port into the presentation as headings.

PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other styles. A slide created from an imported outline The following table illustrates how PowerPoint converts Word document styles to PowerPoint slide elements.

In Outline view, click the slide header in the Outline pane. To select multiple slides 1. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select. To insert a copy of a slide immediately following the original slide 1.

In the Thumbnails pane, right-click the slide that you want to copy, and then click Duplicate Slide. To insert a copy of one or more slides anywhere in a presentation 1. Display the presentation in Normal view or Slide Sorter view. Repeat step 3 to paste additional copies of the slide or slides into the presentation. To insert a slide from another presentation 1.

Open the source and destination presentations in PowerPoint. Display each presentation in Normal view or Slide Sorter view. Display the two PowerPoint windows side by side. In the source presentation, select the slide or slides you want to copy. Drag the selection to the destination presentation. A horizontal line between slide thumbnails in Normal view or a vertical line between thumbnails in Slide Sorter view indicates the location at which PowerPoint will insert the slides.

PowerPoint creates copies of the slides and applies the destination theme to the copies. Display the destination presentation in Normal view. On the New Slide menu, below the gallery, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Click the Browse button, and then click Browse File. In the Browse dialog box, 3 browse to the folder that contains the presentation you want to use slides from, and then double-click the presentation.

In the Select a Slide Library window, browse to the slide library that contains the slide or slides you want to insert. The Reuse Slides pane displays thumbnails of the available slides. In the Reuse Slides pane, click the thumbnail of each slide you want to use to insert that slide into your presentation.

If you want the slide to retain the formatting from the source presenta- tion instead, select the Keep Source Formatting check box at the bottom of the Reuse Slides pane. Close the Reuse Slides pane. Enter the content that you want to appear on the slides and any other content in a document.

Review the styles applied to the content you want to include in the presentation. Save and close the document. To create a presentation by importing a Word document 1. On the Open page of the Backstage view, click Browse. Browse to the folder that contains the Word document that contains the slide title and bullet point information.

Double-click the document to create a new presentation. Select all the slides in the new presentation, and then on the Home tab, in the Slides group, click the Reset button. Apply the design template you want. Select the slide after which you want to insert the new slides. On the New Slide menu, below the gallery, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box.

Use standard Windows techniques to browse to the folder that contains the Word document you want to use for the slide titles and content. Double-click the document to insert slides based on its content. To store slides in a slide library, follow these steps: 1.

In the Publish Slides dialog box, select the check box of each slide you want to publish. Click the Select All button to select the entire presentation. In the Publish To box, enter or paste the URL of the slide library or click the Browse button and browse to the slide library.

Each slide is published individually 4. Click Publish. Office suites are a must today. Appeared in the 90s with Word, Excel, PowerPoint, they have since completely changed the work within companies.

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