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Microsoft PowerPoint 2016: The Complete Guide
Copyright © 2015.
All are rights reserved.
This book or any portion thereof may not be reproduced or used in any manner
whatsoever without the express written permission of the publisher
except for the use of brief quotations in a book review.
Copyright notice
This guide and its content is the production of owner. All rights reserved.
Any redistribution or reproduction of part or all of the contents in any form is prohibited.
You may not, except with our express written permission, distribute or commercially use
the content. Nor may you transmit it or store it in any other form of electronic system.
Welcome
This guide can be used to understand the PowerPoint 2016 software. After reading this
manual, the user should be able to create, edit and share PowerPoint presentations. The
development of presentations can be from scratch or by using templates. Additionalcontent such as photos, text, graphs, animations and video can be added.
Other enhancements can be added such as speaker notes and user collaboration to create
the perfect presentation.
Preface
PowerPoint 2016 is a presentation program that presents information in the form of slides.
This program is developed by Microsoft and was originally called “Presenter” released byanother company Forethought Inc. It was originally launched in May 1990 and was and
always been a part of the Microsoft Suite.
It is popularly known as a program that helps users to develop slide based presentations
and is currently the most used presentation program in the world.
The purpose of this guide is to introduce users to the latest version of the Microsoft
PowerPoint program. Reviews on the newest issue, purport that it is new and improved;
boasting redesigned and creative features.
The manual will first look at the genesis of the program’s manufacturer; Microsoft Inc.The Microsoft Office suite and its foundation and subsequent growth will then be
discussed followed by growth of the actual PowerPoint program. From here, the piece will
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look at the features of the program and offer a guide on how to maximize each of its
features.
Office 365
Office 365 allows the user to work with great flexibility allowing them to work anywhere,
anytime and it is always ready to go. It has now pushed technology to rethink how thecollaborative process is done. It allows any business to maintain a competitive edge.
With the great, new features, it allows the Office to be anywhere the user is. No matter
here you are, you will still access the top level productivity tools that you need. These
are the latest versions of the Office Applications that you have been familiar with. These
are Word, Excel, PowerPoint, Outlook, OneNote, Access and Publisher. The user can use
their devices to create, edit and share documents with smooth compatibility across
devices.
Office 365 contains tools for professionals to give their business processes the edge they
need. From branding your company to building the name recognition, the Office Suite
allows the user to create their customized marketing materials that are useful to their
business needs. Additionally with a range of communication tools such as email, IM,
social networking and video conferencing it allows you to keep in touch with colleagues
and customers.
With facilities such as 1 TB storage for users, Office 365 provides amazing tools for
teamwork. Along with files that can be stored online, these documents can be shared with
anyone desired. This can be done whenever you want and whenever you want.
Office 365 can be setup and managed quite effortlessly. Users can be setup and start using
the features almost immediately. This can be done from the easy to access admin center
and it will take care of the all the legwork for you. It ensures that the services are always
up and running for use by the users.
With built in security, compliance and privacy controls, Office365 will aim to keep your
data safe. There is no upfront cost for software and it will always be kept up to date. It also
offers a usage statement of staying up and running 99.9% of the time with a solid
Microsoft backed guarantee.
PowerPoint 2016 - One part of Office 365
PowerPoint helps users to give a visual impact to their ideas and bring them to life. With
features such as Presenter View, it allows the user to create and rehearse and review their
presentations as they are made. When the presentation is projected to a second screen, the
Presenter View will show the current and next slide and the speaker notes.
The Slide Navigator allows the user to quickly switch slides around in their current
sequence by using a visual grid. This grid can be seen at a glance that will help the user toorganize their presentation quite easily. The audience will only see the slides which the
user has selected.
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The function auto-extend will allow the user to project their presentation to a second
screen with the slides automatically appearing on the right screens. It allows to the user to
give a professional appearance with no fumbling with settings and equipment.
The creative process is given a boost with all the functionality packed in PowerPoint 2016.
The presentation can be boosted into a highly stylish design that contains highly styled
design themes with different variations.
Presentations can be made special adding amazing visual effects with images, sounds and
videos. In collaboration with catchy transitions between the slides made with animations,
graphics and charts. This will enhance your creative touch and turn you into a top notch
designer. The software is equipped with built in alignment guides that the user can utilize
to align shapes, text boxes and videos to their slides. It also comes with access to
templates that the user can engage to jumpstart their design and get a quick start to their
presentation work. It comes with templates in over 40 categories where the user will be
sure to find one that suits their needs.
PowerPoint also offers a great knowledgebase that can connect the user with experts in the
field that can give them tips on how to make their presentations look professional. It will
have you creating, editing and publishing creative presentation in no time.
History of Microsoft Office
The Microsoft Office is indubitably the most renowned software used globally. This suite
is a compilation of applications first announced at the company’s annual meeting on
August of 1988 by then Microsoft mogul Bill Gates. It was later released to the public in
November of 1990. The genesis of the suite included Microsoft Excel, Microsoft Wordand Microsoft PowerPoint and was designed to add efficiency to Windows based
computers. It is now available in over thirty-five languages and can be used in almost any
corner of the globe.
The suite primarily includes Microsoft Word, Microsoft Excel and Microsoft PowerPoint;
though other Microsoft programs such as Outlook and Access are also available for use.
MS Word is principally designed for the processing of words and is available on both the
OS X and Windows platforms. The very first graphical version of Microsoft Word came in
form of Word for Mac, released in 1985. MS PowerPoint is designed as more of a presentation program. Like Word, it is also designed to be compatibility with both the OS
X and Windows platforms. It is ideal for the creation of graphics, slide shows and fulsome
texts. The first version of Microsoft Excel was released in 1985 for the Mac operating
system. Its design is centered on the ability to create spreadsheets while maintaining
numerical accuracy.
The initial release of the suite offered only the basic package with features such as
formatting. This was closely followed by Office 1.0 and MS Office 1.5 in 1991. Office
1.5, launched shortly thereafter, boasted an improved version of the Excel program alongith Word 1.1 and PowerPoint 2.0. Office 3.0 was released in 1992 and Office 4.0 in
1994. Office 4.0 consisted of Word 6.0, Excel 4.0 and PowerPoint 3.0; all of which
received an improved interface and formatting updates. As the demand for the software
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grew, Microsoft continued with improvements and updates, releasing new versions on a
timely basis.
The latest version of the suite was released in September of 2015 in the form of Microsoft
Office 2016 (Office 16). The suite not only includes the usual PowerPoint, Excel and
Word programs but now also offers users Microsoft Outlook as part of the package. The
package boasts enhanced Cloud integration features and is designed to maximize use on
mobile and touch screen devices.
Microsoft Office 2016-New & Improved
The new Office 2016 boasts enhanced features with updates becoming available with
increased frequency. This guarantees users the most convenient and innovative tools for
home, school and work use. Office 2016 now includes Microsoft OneNote, Microsoft
Word, Microsoft Access, Microsoft Excel, Microsoft Visio, Microsoft Project, Microsoft
Outlook and Microsoft PowerPoint. Improved features are as follows:
Shared Notebooks
Users working with this feature are able to collect data, i.e. documents, drawings, images,
movies or clippings and have them stored with one location. The stored data can then be
shared to facilitate others working in the file or viewing the documents. All changes made
are automatically and instantly updated. This feature is currently only available in
Microsoft OneNote.
Co-AuthoringThis is a feature that facilitates and encourages working as a team. Users are able to
collaborate and work on one document concurrently, all from separate devices. The work
of each is saved and users advise of conflicts that would require attention. The feature is
available in both Microsoft Word and Microsoft PowerPoint.
Immediate Processing
During the use of the new collaboration feature, users are able to view, in real-time, what
others are working on. The feature also instantly displays the changes being made by other
users; minimizing conflicts and facilitating greater congruence during group-work. Thisfeature is however only currently available in Microsoft Word.
Mail Triage
This feature acts as the perfect organizer for users. It studies how email received on your
device is selected and read over time and attempts to sort your mail accordingly. The
messages deemed to be lower priority are stored in another file and a summary of those
stored sent daily. The Focused Inbox will then be used to access only the most important
and urgent mails. The Mail Triage feature is currently only available in Microsoft Outlook.
Sharing Made Easier
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Available in Microsoft Word, Microsoft Excel and Microsoft PowerPoint, the Share
feature is designed to enhance the teamwork experience. The Share button is located in
the top Ribbon. The design also allows a user to monitor changes being made in a shared
document or database. The extent of another’s editing capabilities can be controlled;
specifying what each author is able to modify.
Attachments
Documents saved to SharePoint or OneDrive can be shared with fellow email recipients.
The primary user is also able to dictate the access granted to each and the ability each will
have to reviewing the share file directly from the application. This feature is currently only
available in Microsoft Outlook.
Timelines made Flexible
Users enjoying Microsoft Project are now able to stipulate the date for timelines to
commence and end. The feature is also designed to create multiple timelines for the varied
phrases of a work schedule; facilitating a more organized environment.
Managing Resource Scheduling
The design of this feature enables users to maximize the use of resources in an
organization. This is done through the creation of a resource engagement or agreement on
how best limited resources in an entity can best be utilized. This feature is currently
available only in Microsoft Project.
Send Data to Excel
An Excel spreadsheet can be created to display the linked data sources taken from a
Microsoft Access database. The feature is only available to Microsoft Access users.
Perusing History
Users can enjoy the ability to revert to or peruse earlier saved versions of a current
document. This convenient toll is available to users working in Microsoft Excel, Microsoft
Word and Microsoft PowerPoint.
One Click Forecasting
Users are able to create spreadsheets to depict data from previous research or to establish
possible future trends with one simple click. The feature uses the current Exponential
Smoothing algorithm or ETS. ETS is recognized for adhering to industry standards and is
reputed for accuracy in the delivery of forecasting information. One-Click Forecasting iscurrently only available in Microsoft Excel.
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Chart Types
Office 2016 has included a number of new charts into its Microsoft Word, Microsoft Excel
and Microsoft PowerPoint programs. These charts are designed to accurately display
statistical and financial data. The new charts are Pareto, Sunburst, Box and Whisker,
Waterfall, Treemap and Histogram.
Office ThemesUsers can now select the office theme most suited for their style or environment. The new
Office theme options are Dark Gray, Colourful and White. The White theme will lend a
more conventional look to your program, the Dark Gray will introduce a more relaxed
feel; resulting in ease of use while the Colorful theme is designed to give a more trendy
look. The new Office themes are available in Microsoft Publisher, Microsoft Visio,
Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Project, Microsoft
OneNote, Microsoft Access and Microsoft Outlook.
Smart Lookup
The Smart Lookup feature is available in Microsoft Word, Microsoft PowerPoint,
Microsoft Outlook and Microsoft Excel. It is designed to act as a fact checker for users by
ay of the Bing search engine. Users are required only to select the term or phrase they
ish to research or define and Microsoft will complete the task, bringing the information
right to the screen without the user having to go to a web browser.
Tell MeThe Tell Me feature allows users of Microsoft Office 2016 to request guidance when
completing tasks. The feature is designed to acknowledge key words and provide the
appropriate resource to meet the need. Tell Me is now available in Microsoft Access,
Microsoft Word, Microsoft Visio, Microsoft Project, Microsoft PowerPoint, Microsoft
Excel and Microsoft Outlook.
Modern Shapes
Modern shapes have been introduced to the new Microsoft Visio. Users are now able to
peruse and select from a wider variety of redesigned shapes. Microsoft has also introduced
IEEE compliant shapes into the Visio Professional series and has updated the shapes in the
Office Layout in the Visio Standard series. Also included in this new feature is a number
of Starter diagrams. This affords users the ability to apply the use of one or more of these
Starter diagrams to get tasks completed in a more timely fashion.
Data Connectivity Enhanced
The new Office 2016 boasts the ability to connect diagrams to data already in am Excelspreadsheet. To accurately utilize the feature users are encouraged to ensure that the values
found in the Excel column are a match to the texts placed in each shape on the diagram.
The user should then go to the ‘Data’ tab and select the option for ‘Quick Import’ to
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complete the import and data connection. This feature is only available in Microsoft Visio
Professional.
Improved with Windows 10
Office 2016 now boasts improved Office Mobile applications for users to enjoy while on
the move. The feature allows users to maintain productivity level as desired even whileoutside of the office environment or away from the desktop computer. Also exciting about
this feature is the compatibility of the Office Mobile across all of the user’s Windows 10
devices. It supports productivity and offers major convenience. This feature is available
ith Microsoft OneNote, Microsoft Word, Microsoft PowerPoint, Mail and Calendar.
Skype
One of the more innovative of the Office 2016 features is the integration of Skype. Users
are now able to join and conduct online sessions via the Skype for Business mobile
application. The feature will also enable a user to integrate the collaboration feature via
video or voice sharing, Instant Messaging or screen sharing. Users can also use the
feature to communicate with participants of the online meetings, all directly from a mobile
device.
OneDrive Integration
The OneDrive feature is designed to offer optimized storage capabilities. The documents
or files saved can then be accessed from any other device or any other location. The
feature also offers continuity; allowing the user to commence the presentation on thedesktop at home and continuing the progress while running an errand on the road from a
laptop or tablet. OneDrive facilitates the collaboration feature; fostering strengthened
team-working skills, even while offering convenience. The OneDrive Integration feature is
available with Microsoft Word, Microsoft Outlook, Microsoft OneNote, Microsoft Excel
and Microsoft PowerPoint.
Crossing Platforms and Devices
This feature is another feature of convenience introduced to the new Office 2016. Usersare able to move across Apple, Windows and Android devices to complete tasks without
encountering program conflicts. The documents can also be analyzed, reviewed and edited
on one device and viewed from another location on a separate device. This feature of
convenience is available with Microsoft PowerPoint, Microsoft Outlook, Microsoft Excel,
Microsoft Word and Microsoft OneNote.
The Office 2016 Training Center
The Training Center is designed to provide users with an avenue for additional support
and training on how best to maximize the features offered by Microsoft PowerPoint 2016.
The Center comes equipped with possible scenarios to give all the possible avenues for
tackling issues for most programs. A few of the programs include Microsoft Access,
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Microsoft Publisher, Microsoft OneNote, Office 365, Microsoft Visio and Skype for
Business.
PowerPoint 2016 Support
Online support is available for the new PowerPoint 2016. The support is available via
http://support.office.com , the office Facebook page at https://www.facebook.com/Office
or via the community discussion board that can also be accessed athttp://support.office.com. The various support sites provide step by step instructions for
the installation and use of the new PowerPoint 2016 program.
The Growth of Microsoft PowerPoint
PowerPoint as we know it started outside of Microsoft Inc. The program was first
developed by Robert Gaskins; Ph.D. student with high hopes of creating an easier and
more efficient way of making presentations. He sought to eliminate the use of boards and
markers as visual aids for presentations and introduce something with less hassle and that
as less tedious to complete. The initial program released in 1987 and dubbed the
“Presenter”, was to have been used for the Macintosh computers by Apple Inc. The name
as well as its ownership however changed. The program was instead purchased by
Microsoft for millions of dollars and the “Presenter” name changed to PowerPoint.
The improvements to the program were dynamic, changing with each issue to maximize
customer enjoyment of the product. The versions for the Windows platform advanced
each year, progressing from PowerPoint 2.0 in 1990, to PowerPoint 3.0 in 1992, version
4.0 in 1993, version 95 in 1995, PowerPoint 98 in 1997, PowerPoint 2000 in 1999,PowerPoint 2002 in 2001 and on, with each being an improvement of sorts over the first.
The timeline for the Mac operating system versions of PowerPoint started in 1987 with
PowerPoint 1.0 and progressed almost annually; introducing improvements with each
release.
Microsoft has invested heavily into the development of the PowerPoint program,
immediately recognizing it as one of its most momentous acquisitions. The creation of a
special unit in the Silicon Valley was created and geared specifically towards the growth
of the program. The result is what we have today; a program engineered to includegraphics, videos and animations into the creation of slides. Let us take a look at the latest
PowerPoint version.
Introduction to Microsoft PowerPoint 2016
Microsoft PowerPoint 2016 is one of the products included in the new Microsoft Office
suite 2016. Office 16 has been designed to assuage the concerns from the earlier Office
2013 and Office for Mac 2011 versions.The version designed for OS X was the first to be announced by Microsoft execs in July
2015, followed by the licensed version of the program in September of 2015.
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The new program has been lauded for the latest improvements. These improvements
include a more contemporary and user-friendly interface, trendy variations of themes, and
Office 365 integration. The new interface offers toolbars for inserting tables, charts and
videos into presentations. It also has as part of its design, a new button that facilitates
users moving between the various displays with greater ease. The new version also
includes new animation panes for editing or changing effects. It also includes more
exciting animation and transition tools to be introduced into presentations. The use of these new tools can be found in the open; making the editing process easier for users as
ell as more creative.
Also included in the new PowerPoint design is the new Collaboration and Threaded
Comments feature and a redesigned Presenter View. The improved Presenter View
introduces users to a better way to dictate how the presentation will flow. Microsoft Inc.
has advised its target market that the new PowerPoint 2016 is designed to be compatible
ith the following Mac models; the Xserve, Mac Pro, Mac Mini, MacBook Pro, MacBook
Air, iMac and the MacBook. The program can be purchased as a part of the Office Homeand Business 2016 suite for approximately two hundred and ninety-nine dollars and
ninety-nine cents ($299.99). It can also be purchased in the Office Home & Student 2016
edition for approximately one hundred and nineteen dollars and ninety-nine cents
($119.99).
This manual will aim to educate users on the features of the new PowerPoint 2016 with a
hope of increasing the wealth of knowledge that surrounds the latest version of the
program.
New Features in Microsoft PowerPoint 2016
Tell Me
This innovative feature offers users timely and convenient assistance with completing
tasks in the new PowerPoint 2016. The feature appears in the form of a text field. In this
area, users can enter phrases or words to indicate what they would like to do next in the
program. The feature will quickly redirect to the needed icons or tabs, making completing
the task at hand easier. With this feature, users may also request help with their currentcreation or opt to utilize the ‘Smart Lookup’ feature.
Smart Lookup
This is a new feature incorporated in the Office 2016 suite. The Smart Lookup feature is a
search tool powered by Bing that will allow a user to make queries on how to complete
tasks or how to locate the definition of a word without having to exit the program and start
up the web browser. The feature is not activated by default in the new Office and as such,
must be activated if desired.
To activate the feature in PowerPoint, first highlight the phrase or word to be researched.
From here, go to the top Ribbon on the page and enter the ‘Review’ tab. From the
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available review options, select the option ‘Smart Lookup’ followed by the option for
‘Insights’ located to the right side of the screen. It is important to note that the ‘Insights’
panel is outfitted with two primary options; ‘Explore’ and ‘Define’.
From here the user will be prompted with a privacy warning; advising the user that the
data is being redirected to Bing. The user must select the ‘Got It’ button to the end of the
privacy policy to complete the process. This activates the ‘Smart Lookup’ feature on your
device; making it automatically available in the other programs of the suite without
repeating the activating process.
To use the feature once activated, simply highlight the word or phrase you wish to peruse
and right click. From the available menu, tap on the option for “Smart Lookup”; directing
desktop to the Bing search engine. Users can opt at this point to choose the desired field
from the ‘Insights’ panel; be it defining or exploring.
Insights
This feature is located in the ‘Smart Lookup’ feature of the Office 2016 suite. Its design
allows a user to choose from two primary options; Explore or Define. The Insights panel
opens with the top related searches from the Bing search site, definitions, parts of speech
and any available Wikipedia articles on the search topic. To enjoy the feature, go to the top
Ribbon on the page and select the ‘Review’ tab. From the available menu options, select
‘Smart Lookup” and allow the feature to do its thing. Users should note that the search
ord or phrase can either be entered at this point or they can initiate the search by first
selecting the term or phrase of interest and then seeking the Smart Lookup feature.
New Charts
The new PowerPoint 2016 is outfitted with six (6) new charts, designed primarily for
assisting with the presentation of hierarchical and financial information. These new
visualization tools are Treemap, Box and Whisker, Waterfall, Sunburst, Histogram and
Pareto. To access the new charts, go to the “insert’ tab and tap on the “Ribbon’ option.
This will display the range of visualization tools including the six new charts which are
displayed at the end of the list as below.
Note: Pareto can be found inside the tap for Histogram.
Ink Equations
This new feature allows a user to include mathematical equations into slides for a
presentation. The feature will allow a user to write out a math equation using your
keyboard or stylus and PowerPoint 2016 will translate the equation to the appropriate
text. To access the feature, go to the Ribbon located to the top of the screen and select the
tab for ‘Insert’. From the listed menu options, select followed by the option for ‘Ink
Equation’. The user can then enter the desired equation to be inserted to the desired slide
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and then tap on the ‘Insert’ button.
Screen Recording
This is one of the more creative updtes included in the new PowerPoint 2016. The feature
allows a user to enter pre-recorded audio to presentations being designed. The user should
complete and save the desied recording for the presentation to their device. To insert your audio, first go to the top Ribbon on screen and then select the ‘Insert’ tab. From the Media
options, select ‘Screen Recording’ and choose the portion to be inserted into the slide.
Confirm the selection and insert by pressing the ‘Insert’ key on screen.
Note: This innovative feature is also available in the latest version of PowerPoint 2013.
Sharing Presentations
Created presentations can now be shared among business associates or friends for review.Sharing is made possible via SharePoint, OneDrive for Business or OneDrive. To utilize
the feature, go to the Ribbon and select the ‘Share’ option.
Enhanced Version History
This feature is designed to allow users to view all the changes previously made to the
presentation since creation. Users are also able to access earlier saved versions for review
or use where necessary. It is important to note that the feature can only be used ondocuments and files that have been saved on the OneDrive Cloud or SharePoint.
Resolving Conflicts
Wherever files are saved to facilitate multiple individuals working at the same time, there
is likely to be conflict with the data entry. PowerPoint 2016 now boasts improvements to
conflict resolution process. When the conflict occurs, users will be shown the conflicted
slides; displayed side-by-side to enable visual review. The user will then receive
prompting to have the conflict resolved by selecting one of the displays.
Enhanced Video Resolution
PowerPoint 2016 now allows users to transfer completed presentations in video format.
Files can be created, converted and saved with resolutions as high as 1920 by 1080. This
high resolution helps with the creation of brighter and sharper images in the presentations;
particularly when displayed via larger screens.
Note: Users of PowerPoint 2013 with the latest updates also have access to this feature.
Formatting Styles
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Microsoft PowerPoint 2016 now has increased shape styles from which to choose. These
new default styles boast theme colors and styles to enhance how the presentation is
displayed.
Office Themes
PowerPoint introduces users to three new Office based themes. The themes are morecorporate and modern and lend to a more professional appearance for the presentation. To
utilize this feature, first go to the Ribbon located to the top of the screen and then select
‘File’. From the available options displayed there, select ‘Account’ followed by the
‘Office Theme’ option. The new theme colors are White, Dark Gray and Colorful.
Enhanced Smart Guide
The Smart Guide feature is designed to maximize accuracy when tables or images areinserted into the various slides. Users of PowerPoint 2013 can also enjoy this feature by
downloading the latest available version.
PowerPoint –A Guide to the Basic Features
Microsoft has a Quick Start Guide to assist users with navigating the new interface of the
PowerPoint 2016.
The Ribbon -This is the topmost part of the screen that provides users with tabs to uncover tools to enhance the design of any presentation.
The Ribbon can be hidden from view and returned when need by tapping on the arrow to
the corner of the screen.
The Quick Access Toolbar - This feature provides timely access to the more commonly
used commands. It can be found to the inside the top Ribbon.
Find context commands- From the Ribbon, a user can enter to find additional tabs to enter
objects, images, shapes or text boxes into the presentation.
Changing object orientation- The new PowerPoint 2016, like earlier editions, also allows
users to modify the orientation of objects, images and text boxes placed into a slide. It
offers the user the ability to be creative and adjust slides to suit what is deemed to be mostappropriate or most suited for a target market. The rotate icon will be displayed
henever the modification is possible.
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Facilitating and maintaining organization- Slides for the presentation can be managed and
kept organized by tapping on the thumbnail of any slide and moving it down or up to the
area of the presentation where it may be considered most effective.
Including comments or notes-This feature of PowerPoint 2016 is designed to allow the
user to manage the presentation; keeping additional information at hand to verbally insertinto the presentation for emphasis. This section can be found to the lower center of the
screen.
Notes can be added by tapping in to designated area to the lower left corner of the slide.
Commencing the presentation- To start your PowerPoint presentation users have two
options from which to choose. A user may tap on the ‘Slide show’ tab located in the
Ribbon to the top of the page or simply tap on the slide icon to the lower right corner of
the screen.
Zooming- Magnify or minimize the view of a slide by moving the zoom slider to the left
or right. The slider is located to the lower right corner of the screen.
Viewing options- The status bar is located to the lower right corner of the screen and
enables the user to modify how the slides in the presentation are being viewed. The user
can opt to alternate between any viewing options at any point throughout the presentation.
Sharing-The Share feature on the new PowerPoint 2016 is located to the top right side of
the Ribbon. Simply sign in with the details for your cloud account to commence sharing
your presentation with colleagues and friends.
Locating Recent Files- PowerPoint 2016 stores all recently opened files and documents
hether they are saved on the hard drive of the device or on any of the current cloud
storage services. To access these files, simply tap on the ‘File’ tab located in the Ribbonand select the option to ‘Open’. Users can then select from the following options: Recent,
OneDrive, Other Web Locations, Add a Place or Browse.
Maintaining the connection- This feature is convenient when the user needs to be on the
go while still working on a presentation. A user can now have access to recently accessed
files from any device by tapping on the ‘File’ tab to the top of the screen and select the
option for ‘Account’ then entering the account details. The connected services include
OneDrive and SharePoint.
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Personalizing PowerPoint 2016 –User and interface options can be modified to make it
personal or more user-friendly. To adjust the program options, tap on the ‘File’ key to the
top of the screen and select the ‘Options’ setting. Options that can be modified include
language, interface settings, the Ribbon, background and themes.
Layout Options-Users have a numbers of layout options from which to choose when preparing presentations. To access the layout options, go to the ‘Home’ tab to the left side
of the Ribbon and select ‘Layout’ from the options displayed. The available options are
Content with Caption, Blank, Title Only, Comparison, Title Slide, Title and Content,
Section Header and Two Content.
Troubleshooting Common Installation Issues
Issue/ Questions How to Address the Issue
The Install button would not complete the installation process The user can try one of four
options:
Attempt to retune the settings for Internet Explorer
Verify if the new Office suite has already been installed on your device.
The plug-ins, add-ins and extensions on your internet browser should be deactivated and
another attempt made at installation.
Have the temporary internet files saved to your device deleted to create space.
The installation process is seems to be taking a long timeTo address the issue of lengthy
installation, users can:
Locate and temporarily disable your device antivirus software
Verify that that the Office suite 2016 has not already been installed to your device.
If Office 2016 is already installed, try uninstalling and reinstalling the program.
Power off your device, then restart and connect to another internet connection. When this
is complete attempt to reinstall.
Installation is interrupted with ‘another installation is in progress’ Try powering off your
device and restarting it. If the issue is not resolved, the user should attempt to manually
stop the task in the Task Manager.
Installation process not successful but no error message was displayedFrom a Windows
device try to locate and activate the ‘Fix it tool’ to have the incomplete installation
uninstalled and removed. Where this is not successful, manual remove the Suite from your
computer.
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Application errors after a Windows 10 updateTo address the various issues that could be
occurring between Office 2916 and Windows 10 go to Office.com/help
Do I have the right operating system?Users should verify that the system requirements for
the Office 2016 are met on your device. Users can also check to confirm their current
operating system. It is important to note that the Office suite 2016 cannot be installed on
Windows Vista or Windows XP.
I cannot locate the programs after installation is completeWindows 10 currently will auto
remove the shortcut to the Office suite from the ‘Start Menu’ and the ‘All Apps’ menu if
the device has more than five hundred and twelve applications installed. Users can use the
‘Help’ section for guidance.
During installation a message suggesting that older apps on the device need to be
deletedThis message is likely to appear during the installation of Office 2016 if your
device has certain versions of Project, Visio, InfoPath and SharePoint 2013 previously
installed on your device.The warning will list the programs that should be removed and permanently uninstalled
for this device.
Error message indicating that access to the program cannot be granted at that time The
user can attempt one of four options in an effort to resolve this issue
Clear the browsing history and cookies history from the device
Try browsing with an InPrivate session
Close your current browser and reopen
Verify that your internet service is current and active
Message indicating that my recently renewed or purchased subscription is expired The
subscription is only kept active if the user signs in at least once within thirty days. Attempt
to log in and the Office will automatically reactivate the subscription at that time.
Getting error message 0x0C004C060This error message being displayed indicates that an
invalid product key is being used. Users can go to the ‘Help’ section to identify how to
address the error.Seeing the Office info on my Account page after having it uninstalledWhen the program
has been successfully uninstalled, the user must disable or deactivate the install function.
Error occurring when trying to complete the installation of the Office for two different
countriesInstallation for two different regions requires two copies of the Office Suite and
two Microsoft accounts.
I can’t find what version of the Office I have on my deviceA user can verify whether the
version now installed on the device is Office 2013 or Office 2016 by following the steps
below:
Open any one of the programs in the Microsoft Office suite (example: PowerPoint or
Excel).
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Go to the ‘File’ menu to the top left side of the opened application and select the option for
‘Account’ from those displayed
The version number will be displayed under the ‘Product Information’. Ascertaining
hether or not your Office is installed under a subscription can also be found her.
I need to upgrade to the latest version of Office For most devices, particularly those on an
Office 365 subscription an upgrade notification will appear in the menu bar of theapplications; prompting the user to upgrade.
During the installation of Office 2016, a message is displayed suggesting that some older
apps must be removed. If particular Office 2013 standalone applications are installed on
your device, the Microsoft Office 2016 suite will not be able to coexist on that device.
Experiencing compatible issues since completing installation of Microsoft Office
2016Devices on a 2007 Exchange work best with Office 2013 and earlier versions. The
decision may be to simply uninstall the Microsoft Office 2016 suite and reinstall and use
the Office 2013 version. Users may also try the special offer by Microsoft for customersith Office 2016 and Office 2013 standalone applications.
Initial use of the Office 2016 applications To commence use of the Office for Home:
Go to the Office.com website and sign-in to your account
To commence using Office for Business:
Go to the Office 365 for Business Learning Center
Utilize the tutorials and guides provided
To be more effective while on the go, I would like to have the Office app installed on my
tablet and mobile phone To have the Office 2016 applications, which include Microsoft
PowerPoint, Microsoft Excel, Microsoft Word and Microsoft Outlook, installed to your
mobile devices simply go to ‘Office 365 mobile setup’ and select ‘Help’ from the options
displayed.
I get a message that PowerPoint has stopped working when I start the application This
message can occur for any of the Office application and is generally the result of two
issues.The user needs to verify that Windows has been updated and have this addressed where it
is discovered that it is not the case.
The opened program is trying to an add-in that is an older version
Correct the issue by going the Office.com help site
I want to uninstall the Microsoft Office 2016 suite To uninstall the suite from your PC go
to the ‘Windows Control Panel’ and tap the option for ‘Programs and features’ and select
the uninstall option. A user may also select the ‘Uninstall Office 2016’ from the Helpsection on the Office.com site
Can I enjoy the features of the Microsoft Office 2016 while offline? Users are able to
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utilize the applications of the suite from online. Users must however attempt to connect to
the internet at least once every thirty days. The purpose of this is to monitor the status of
the user subscription and to prevent the programs from shifting into reduced mode.
Why can’t I just install Microsoft PowerPoint instead of the entire suite? Microsoft Office
2016 is sold as a set. This enables a more accurate, timely and efficient download and
installation process. The user can remove the shortcut to the applications they have no
interest in using once installation is complete.
My Office 2016 looks blurry after installation Go to the ‘Office not looking right’ site on
the Office help page if a document u created previously looks blurry, flickers or appears
in all black and white as opposed to the color it was designed in.
Seeing a subscription notice whenever I open on of the applications on the 2016 suite This
error can occur when a uses opens any of the Office programs. The reasons:
Your Office 2016 may not have been activated after installation
Your computer may have auto disabled the Office 2016 software
The subscription for the suite is expired.
I receive an error message at installation There are a number of reasons that this possible.
The Office.com site has error links to help address each of the possible errors that could be
displayed. Users should go to the site, peruse the links to identify the numbers in your
error and find the answers.
Learning the PowerPoint Interface
It is important to get familiar with the terminology and the interface to be able to know
here everything is for easy access. At the top of the screen is the quick access toolbar. In
this toolbar, are most of the features that will be used frequently such as Undo and Save.
Features can also be added to this menu by clicking on this pull down menu and adding
any feature that the user will commonly use. The current file name that is open can be
seen at the very top of the screen, the document can be closed by clicking the X at the top
right hand of the screen.
Directly below that is the ribbon which house the File menu. In this menu, it allows the
user to access the properties of the document and other related tasks. The arrow at the top
left of the screen can be clocked to go back to the previous screen. The ribbon is tabbed to
allow an easy interface with all the categories based on the various tasks that can be done
in PowerPoint. The Home ribbon tab will contain all the things that are done most
frequently such as working on shapes and adding a new slide.
The name of the ribbon will give you an idea of the function you are looking for so you
ill know where to look for these items. If the user finds that they need more space to do
their work, they can minimize the ribbon by clicking the arrow at the right hand side of
the screen. This will hide the ribbon and at any time the user can click the tabs and they
ill open up. Once the selection has been make the ribbon will go away again. The ribbon
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can be brought back full time by clicking the push pin icon that will be in place of the
arrow that was originally clicked. The ribbon will be pinned back to the screen.
There is a new feature that the user can tell PowerPoint what they will like to do and the
software will be able to suggest what you are looking for. It will give examples of things
that you can try. An example of this is when the user starts typing plain text and then
PowerPoint will assist in the current task that needs to be completed. The software will
also show you who is currently logged into Office 365 and the presentation can be shared.
The bottom of the screen will show the status bar. This will show what slide is currently
being worked on are how many slides are in the total presentation. Other information it
displays are speaker’s notes and comments that are in the presentation. The views of the
slide show can be changed between Normal Slide View, which is the default view and the
Slide Sorter View. The user can also zoom in or out so the slides can be seen clearly if the
user has to move farther away from the screen. Options such as fit to screen to the current
can be done by clicking the four cross hairs on the bottom right hand side of the screen.
The status bar can be customized by right clicking on it and placing a check mark beside a
feature you would like to see appearing on the bar. On the left hand side, there is the slide
tabs when the user can navigate the slides. There are times when the user is working on a
particular tasks and a new ribbon toolbar will appear. The user can click on that tab to get
a new pane on the right hand side.
The user can utilize the controls that are located in the pane and when ready to close the
area, click the X on the pane and return to the slide editing. To move back and forth
between the slides, they can be clicked in the navigation view and the information for each
slide will appear on the right side and then the text can be edited.
Adding Guides and Changing Views
When using PowerPoint 2016, it will usually be in the Normal view. That view has the
slides in a vertical display on the left hand of the screen and the currently selected slide
ill be shown large on the right hand of the screen. This is considered to be the primary
ay to use PowerPoint. If a different view of the thumbnail is necessary, hover the mouse
over the lines that separate the two and drag it to the right to make the thumbnail larger.
The line can be dragged to the left the make the thumbnail smaller as in different timesyou may require something different.
There are many view options that are located under the View ribbon tab. Five presentation
views are available for use. The first view type is Normal and that is the default view.
Another view type is the Outline View and this is a text only view of looking at the slides.
Slide Sorter view is also available which will give an overview of what the slides look
like. The zoom slider is located on the bottom right hand side of the status bar to make the
thumbnails get larger.
There is the Notes Page view, which allows the user to see speaker notes for each slide.The final view is the Reading View which is a great way to see the complete presentation
in a full screen view. There is also a view called the Master View which allows the user to
make universal changes to every slide in the presentation.
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There are many things that can be edited under the View ribbon. One of them is the color
of the slides which can be adjusted to the desired color. There is also an option to decide if
the ruler should appear by placing a check box next to Ruler .
Gridlines and guides can also be added to the presentation to assist in the development of
the presentation. The guides are essentially four crossed haired points that will appear in
the center of the slide. These features can help the user to align objects as best as possible
hen creating a presentation. Any of these options can be turned off or they can be turned
on temporarily if there is any issue with aligning an object.
Connecting PowerPoint to OneDrive
The OneDrive service is the online cloud storage that is attributed to Microsoft. If the user
is currently a OneDrive user, they have the ability to access the presentations that are
saved on OneDrive right from PowerPoint. They can also be saved directly to OneDrive.
As an Office365 user, you will be entitled to a free OneDrive account with 1TB worth of
storage which can store a large amount of presentations. To connect the account go to File-> Account -> Sign In -> Sign in with your details.
Once you have completed the sign in process, the relevant connected services will be
loaded. At this point the user can also sign into the Microsoft Office Store to get additional
applications. At any time the user is allowed to sign out or switch accounts to log in as
someone else. At any point in time, if you need to see the user that is currently logged in,
you can click on the name and switch accounts at this point. One of the great benefits to
using the OneDrive service is the ability to access your presentations anywhere at any
time not restricting the user to the computer used to create it.
Creating a new presentation
This section will look at how to create a presentation from scratch, adding content to it and
saving it so it can be edited at a later time. To start, double click the PowerPoint icon on
the desktop or from the start menu. This will start the main screen of the software where
an actual file is not open.
To create a blank presentation, click the option of the same name as it is listed as the first
available option. The first thing displayed is a blank slide with placeholder text. The grey
squares that are located around the text is known as a placeholder. This is PowerPoint’say to get the user to quickly add text and other content to the slides. To start editing the
text directly, click the mouse pointer where it says click to add title.
When activated, the text will go away and be replaced by a blinking cursor. The user can
now start entering text ass desired. This area will represent the title of the presentation, if
the user presses the return or enter key on the keyboard this will move the cursor to a new
line. To enter text in another placeholder, simply click it and start typing in it.
When typing has been completed, the mouse pointer can be clicked into anyone of the
remaining white space in the slide. This will show what the completed slide will look like.It is important to note that the borders around the placeholder text will disappear and the
slide will look complete. The user can at any time click on the text to continue editing or
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adding text to it. If the text is deleted from it, it will return to being a placeholder ready to
accept text.
Text does not have to be entered into these placeholders if not desired. They are simply
there for reference and will not show up in the final presentation. The slides to the left of
the main screen (the thumbnail view) can be viewed as a preview to see what the final
slide will look like. A new slide can be added by going into Home -> New Slide and
choosing a layout.
This option will give the user a new slide with new placeholders for a title and one for
content. Now that two slides are in the presentation, the user can navigate by clicking back
and forth between the slides located in the thumbnail view.
The presentation can be saved by clicking File-> Save As. The user will have the option to
save it to the OneDrive account that the account is currently linked to. It can also be saved
on the computer, which will give a couple of choices. The presentation can either be saved
to the desktop, documents, recent locations that have been saved to or any location theuser will choose. To choose the location to save, click browse and choose were desired by
using the familiar Windows dialog box.
Creating a presentation using a template or a theme
Many times users do not want to have a simple, plain, boring canvas for a presentation.
This will not give a very pleasing presentation as it will be white and just filled with
content. In cases like these, PowerPoint provides themes which are pre-built structures
ith borders, fonts and graphics. There will be no content built in as that will have to be
added by the user so they are placeholders there to accept text as necessary. To create anew presentation using a theme go to Home -> File -> Click New.
This is the similar screen that was used to create a blank presentation previously, but now
a theme can be selected to add to the presentation. PowerPoint 2016 provides the user
ith over 20 themes to choose to add to their presentation or the user can look online for
additional themes.
In some of the themes, the user can choose a color variant and be able to choose more
images to add. The various content layouts can be viewed to see which one is desirable
and once one is found click create. This will load one slide similar to when the blank canvas was loaded. The user can now click into the placeholders to add content and text as
before. The fonts and colors will be changed according to the design of the selected theme.
A theme will give the design elements of a slide with no content however a template will
give us a slide that has been pre-designed with a theme and content built in. The user can
click into the search for online templates and themes search box to search for templates.
Type the search criteria as desired and click the magnifying glass beside the box and then
view the templates that are retuned in the results.
Using templates with content in there can be great for some presentations as it can giveyou a head start in the creation of your slides. Many of these templates are used for their
structures and the user will just adjust the text that need to be edited to their needs. One
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example of this can be an award presentation, the user can simply add the person’s name
and the information on the type of award while using the structure and other content in the
presentation. The file can be saved as normal as discussed before.
Changing themes in the presentation
A new theme can be added to a presentation at any time while you are working on it.
There is never a right or wrong time to add a theme to the slides. It is important to mentionthat the user can add a theme to one slide or have each slide containing a different theme.
Firstly, we will discuss adding a theme to the entire presentation. To do this, click on the
Design Ribbon and under here you will see a list of themes also with a list of Color
Variances.
This will look somewhat similar to when the themes were chosen in the earlier discussion.
Click on the arrow with the line above it and this will display additional themes that can
be added. The mouse can be hovered over the theme to get a preview of what it will look
like. The color variance can be seen and while hovering the mouse all the different choicescan be seen that are available.
While looking on the available themes, instead of clicking on the theme which will apply
this to every slide, right click on it. It will give options to Apply it to All Slides or to
Selected Slides. The Selected Slides will just apply the theme to the Selected Slide at the
moment.
Controlling how the presentation looks using Slide Masters
The built in themes gives the user a great base to start from and build up on. However,
these can be fine -tuned and be developed as necessary. The colors can be changed on thesmallest level which can allow the user to color match other content in the presentation.
The fonts call also be changed and these changes can all be applied to all slides. The base
design for any theme is referred to as the Slide Master. There is a Slide Master that is
associated with each theme that is applied in the presentation.
The Slide Master contains the layouts that are used in the theme. It is accessed by going
into View -> Slide Master and the different themes used in the presentation can be seen.
The thumbnails that are shown will contain all the different layouts and the Slide Master
ill show how many slides are using that particular layout.
This means that if the user attempts to make any change to a theme, they will know if it is
used by other slides. To make a change, click and drag the mouse to highlight the
placeholder text. At this point, the user can adjust the size, bold the letters or change the
color of the text.
I addition to being able to change font properties, layouts can also be changed. Once the
placeholder is clicked, the user can move it around and determine a new location on the
slide. Other changes such as the slide color can be made and the change can be applied to
any other slide that uses this layout.
While making the various changes the user can click on the Home ribbon toolbar to
change the font properties as well. The Master View can be closed out and the user can
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return to the direct editing of the presentation content. This is done by clicking on the
Slide Master Ribbon toolbar -> then click Close Master View. This will return to the
presentation and the changes that were made will be updated.
If the user clicks on New Slide, they will see that the layout will be organized with the
changes done before. This is one of the ways to change the look and feel of the
presentation using the Slide Master.
Adding Header and Footer
Headers and footers can be easily added to a presentation if desired by the user. A footer
such as a copyright or confidential notification can be placed at the bottom of the slide can
be done. To add a footer, go to Insert Tab -> Click Header and Footer. On the dialog box,
entries can be made about what is to be included on the footer. An example of this is to
include the date and time on the slide.
The area will become dark which will indicate that this entry will appear on the slide.
Other features such as slide numbers can be entered as well. By looking on the Footer, itill be clear where the entry will be located on the slide. If the user decides to remove
these elements at any time, the option can be un-checked. A customized footer can be
inserted by placing a check box next to the footer and enter the text desired. One of the
great features of footers is that they can be updated easily when the changes are necessary
from one central place.
The user can choose whether they want the footer to appear on the title slide or not. There
is an option that allows for different footers to be available to a particular slide or all
slides. Once the changes are done, it will be instantly reflected on the bottom of all slides.If there is any need to make additional changes, click Header and Footer and select what
needs to be changed.
Backstage View and File Options
Many times, when a user is working in one presentation and would like to move to another
one, they usually close the first one and open the next one. This is not necessarily the case,
everything will happen Backstage which is a term Microsoft uses for things that are being
done with a file. To access the Backstage area, click File on the toolbar and this will
enable the “Backstage View”. At this point a new PowerPoint file can be opened, open anexisting file, print a file or save the one you are currently working on.
The file can also be shared or exported from this area as well. There is also an option to
completely close out the file in its entirety. While in the Backstage, there is the Info tab
hich gives all the necessary information about the current presentation. The properties of
the presentation are located to the right of the screen and it also provides useful
information on the file. Information like the file size, the amount of slides contained, when
the file was created and the title of the presentation.
Additionally, Show All Properties can be clicked on the bottom right of the screen and thisill provide more information. Information provided will include how many words are
contained, if there are any multimedia items, if there are any comments, what template is
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being used and other useful information. The user can also click Open File Location to see
the location the file is saved in.
If the user desires to return to the presentation they were working on, click the arrow in
the top left of the screen and it will go back to the presentation.
Working with slides
There are many ways to add slides in PowerPoint. One way has already been covered byour guide which was selecting New Slide within the Home Ribbon Tab and selecting the
content and start populating. However, a new slide can be added without selecting a
layout. It can be done by creating a new slide and using the layout of the current slide. By
using the keyboard, the user can hit Ctrl-M to quickly add a slide. The final way to do this
is to right click the mouse and choose New Slide. Once the slide has been selected, the
layout can be changed by ensuring it is the slide currently in the selected view. Then go
into the Home Ribbon -> Clicking Layout and choosing which one suits your needs. Once
you have selected the layout you desire, you can add the text as necessary.After adding text, you may desire to add some pictures to the presentation as well. The
mouse pointer can be hovered over the insert icons where the user can insert a table, a
chart, SmartArt content or pictures. As necessary, more things can be added to complete
the presentation. If this same slide is desired to be used again in the same presentation, the
user can right click and choose Duplicate Slide. This will see a copy of the slide added to
the presentation.
All that has to be edited is the text of the slide. Just click into the content areas and you
ill be able to edit the text or pictures as necessary. If at any time there are slides that needto be deleted, the user can remove them by deleting them. The easiest way to do this is to
choose the slide, and hit the Delete key on the keyboard. The slide can also be right
clicked and the user can choose “Delete Slide”. This can also be done by holding down the
Shift key and selecting multiple slides and then hitting the Delete key or right clicking and
clicking Delete. The slide can be deselected by clicking away from them once they are
selected.
Modifying the Slide Layout
If after adding text and content, you decide to change the layout of the slide this can bedone quite easily. You will not have to delete or recreate the content, the layout can be
changed at that point if desired.
While the slide is selected click on the Home Ribbon -> Click Layout. It will display all
the available themes and it can be changed. Just click the layout desired and it will
rearrange the slides as necessary to conform to the selected layout. All the text will be left
in place and not changed.
One of the layouts called “Content with Caption” will arrange the layout quite nicely
allowing the details to be easily readable. In some cases in layouts with placeholders, theuser may find that they have accidentally moved the placeholder a little bit, but that is fine
as it can be reset to its original layout.
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Located under the Home Ribbon Tab -> Layout -> Reset. This action will put the
presentation back to the original settings with the current available content in the layout.
This can be used to reset the presentation as much as possible.
Some users who find themselves changing the layouts very often should consider making
a custom layout that can be used over and over. This can be done in the Slide Master
View. This is accessed in View -> Slide Master where you can create the custom layout.
Once you have configured the layout how you desire, right click on the slide and choose
Rename Layout. It will show Custom Layout by default but that can be renamed as
desired.
The user can exit this view by clicking the Slide Master Ribbon Tab and choosing Close
Master View. When the user attempts to choose a layout in the future they will have
available the custom layout as an option as well.
Slide Sections
One of the standout features of PowerPoint is to be able to separate the slides into differentsections. This can done in two ways. The first way is a division that only PowerPoint and
the user will be aware of. What this means that it will make it easier for the user to
organize the presentation visually into sections. The second type of division is also a
visual one that can be used by the creator and the audience which is an actual header slide.
This is a good approach as it allows the presenter to pause to catch a breath while the
audience can regroup and refocus on the content.
An important note to understand is that sections can be used without using the visual
header slide however it is a great habit to adapt to your presentation design. To do this,click in between the slides that need to be separated into section. Then add a new slide
from the Home Ribbon and choose the Section Header option. There will be a title and a
subheading that can be completed as necessary. This is how the divisions are created by
using the section header.
Once the section headings are in place, PowerPoint will have to know about them. A
logical section can be created in the presentation and this is done by inserting the mouse
here one section will end and the new one will begin. Go to the Home Ribbon -> Section
-> Add Section and it will show the different sections and show which slides are part of hich sections.
The user can right click and then select Rename Section and give the section a name. The
sections can be named to allow easy sorting and allows the user to find particular content
faster. This also helps to reduce visual clutter with many slides.
The user can click Section in the Home Ribbon tab and choose Collapse All. This will
collapse every section that has been created in the presentation. The user can quickly find
out how many slides are in each section and click to expand the section conveniently.
Section can also be clicked again to select Remove All Sections if they are not requiredanymore or it can be expanded to see all of the slides.
It is also very convenient to work in the Slide Sorter mode. This mode is accessed by
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going to the View Ribbon -> Slide Sorter. Under this selection you can collapse or expand
the sections as necessary. This view is very useful as the user can navigate and easily see
all the slides that are contained in the sections. This allows for easy rearranging of the
slides to be completely organized. Working with sections will prove to make the
organization of the presentation much easier.
Rearranging Slides
In some cases, the development of a presentation is a constantly evolving process. At the
beginning of the development the user may have an outstanding plan and while creating
they may find a different way to deliver it. The flow of the presentation is important so the
slides can be rearranged each time the ideas of the user will change. To rearrange the
slides, they can be clicked and dragged with the mouse and released once placed in the
desired spot. If the slide needs to move down, the slide can be moved up or down as
necessary.
The mouse can be scrolled and the user releases it when the pointer is in a spot that isgood for the slide to be placed in. More than one slide can be moved around by holding
down the Shift key and selecting the slides as necessary then dragging them around.
The Slide Sorter is a good way combined with the sections to rearrange large chunks of
the slides in a given time. This is a great feature to have while making a presentation as it
is helps to have the presentation properly organized. Using sections will help to avoid this
problem and make things easier to be rearranged quicker. When the slides have been fully
rearranged, click the View Tab -> Normal and go back to regular slide editing.
Adding Pictures to Clip ArtIn the previous areas, we have added images to the presentation using the placeholders
hich made a difference. Pictures make a great difference when added to a presentation as
they can strengthen words and create a visual interest.
The easiest way to insert an image into the slide is to change to the Insert Tab -> select
pictures. Browse the computer and select the picture from a saved location. At this point
there is no placeholder so the picture can be placed anywhere as necessary.
The user can click and drag the image which will produce guides on the sheet. These
guides appear to help the user center the picture in accordance with other elements. The
image can be made smaller or larger as desired. This is done by clicking and dragging any
diagonal point on the image to adjust it. It is important to note that this is the four outside
points that are used to do this. The middle points will skew the image when selected. This
means that it will shrink or stretch it.
When handling pictures, a new tab will appear, called the Picture tools tab. This tab can be
selected and choose the option to Reset Picture. If the user clicks on the pull down arrow,
the size and the picture can be reset as it was originally loaded into the presentation.
The background can be adjusted based on the needs of the user by going into Format
Background. A design pane will be shown on the right of the screen. It will give the user
some choices to edit the background such as solid fill, gradient or pattern fill.
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Aligning objects using a Guide
Essentially, a PowerPoint slide is a big white square to fill with dynamic content. The user
should aim to build great presentations that look polished and where everything looks
aligned. Guides are used to achieve proper alignment between the object and another
existing object. These guides will automatically appear when the object is centered or has
even spacing with another object. To use the guides feature, you will want to ensure that
the guides are turned on.
This is done by clicking the View Ribbon tab and then clicking the arrow that points to the
right underneath the Guide section. This will provide additional options for the Grid and
Guides. Ensure that a checkmark is selected for the option to display smart guides when
shapes are aligned. The OK button can be clicked to come out of the dialog box.
Another alternative is to adding picture is to drag and drop the image from a folder
directly on the slide. If multiple images are selected they will all be placed on the slide. It
may appear that it is one image placed but they are all on top of each other so onceselected and moved around the rest will appear.
They may appear small so the user may need to adjust the size of the images using the
points as described before. Once the images start to move around then the guides will
appear to let the user pay attention to alignment. This will allow the user to be able to
make the presentation as neat as possible.
Formatting and adding Picture Effects
When pictures have been added to the presentation, they can be accentuated with shadows,
backgrounds and various effects. To do this, while the picture is highlighted, go to thePicture Tools Format tab that will appear once the user clicks on the picture. One of the
first things that can be done to an image is to make corrections to it. Corrections such as
softening, blurry, sharpening and crisp can be done to the image. If the mouse pointer is
moved over each of the settings, it will show a preview of what the image with the applied
change will look like.
Artistic effects can be added to the picture such as turning it to a watercolor picture. It can
also be re-colored if desired according to a color in the presentation theme. The images
can also be compressed to reduce the file size and thus save some space. Also if a changeas made that you are not comfortable with you can always reset the picture
When a picture is reset it will return to the original way it was inserted into the slide.
Picture styles can be added by clicking the down arrow next to Picture Styles. There will
be a lot of preset choices available that the user can choose from. When the mouse is
hovered over it will show the preview and the desired one can be chosen. Picture effects
can also be selected in a similar way by clicking the down arrow and looking at the preset
choices.
Options such as shadows, reflections, glows and soft edges can be added to an image.Once changes have been made the user has the option of copying and pasting the actual
formatting of the slide. This is done by using the Format Painter tool, with the image
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selected go the Home Ribbon -> Format Painter. Go to the next slide the formatting should
be applied to and the icon will change when the mouse is hovered over it. When the
paintbrush appears, click once on the picture and it the formatting will be applied.
Some cases may require the picture to be cropped and this is done by clicking the Picture
Tools Format tab -> Clicking Crop then the black lines can be clicked and dragged as
necessary to crop the photo. This will allow you to choose what you want to include in the
photo. When satisfied with the crop, click the Crop button once again and the user can
now resize the photo as desired.
Object Layering
The order in which objects are placed on top of each other can play a critical role in the
design of the presentation. The effect can make the difference to show if the presentation
as done hurriedly or it was designed beautifully. Details can be fined tuned so objects
and can be properly organized into an order of how they are placed on each other. This
becomes very important when you are handling text boxes, photos and other content thatill overlap. The order in which elements are added makes the newest object be the one
that is shown on top.
To adjust the order of photos, the user can choose the photo that is on top and if that photo
should go underneath the others the user can right click -> Send to Back. If the photo is
still above the one you need, repeat this step. This will change the layer order of the
picture and move it behind the picture that was original below it.
On the contrary, if the picture should be brought to the front, the user should right click ->
Bring to Front. These tips can allow the user to use object layering to make the important parts of the presentation stand out.
Removing the background from pictures
While adding pictures in presentations, in some cases a background may cause an issue
ith the picture. Some of the pictures have backgrounds that do not make it look clean and
polished when added to a presentation. However, there is a built-in tool that can help the
user to remove the background.
The tool will set a transparent background so whatever color the slide has will be shown
around the picture. To do this, click on the picture and then click on the format ribbon tab.
On the left of the screen, there will be an option for the remove background tool. Once this
is selected, parts of the picture will remain and part of it will disappear.
Another thing that would need to be done is to tell PowerPoint what areas of the image
you would want to keep. This is done by ensuring that the width and length of the photo is
outlines by adjusting the grey bullet points. There is an additional feature that can be
selected on the left side of the screen called mark areas that will indicate to PowerPoint
hat parts of the image should be kept.
The user can draw a line to show the software exactly what should remain until they are
satisfied with the results. Once completed with the changes, click keep changes at the top
hen finished with all edits.
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The Eyedropper tool
Colors can be selected in the presentation by using the Eyedropper Tool. This tool will
allow the user to choose a single color from any image that is on a slide and apply it on the
palette. This will allow it to be used on other slides.
When there is a picture on a slide where the color is to be used it is done in the following
ay. As an example, to change the background of a slide to a chosen color, it is done bygoing to the Design Ribbon tab -> Format Background on the right side of the screen. In
the Format Background Pane, choose a Solid Fill and then click the down arrow that is
beside the paint can. Then choose the Eyedropper and once the mouse pointer is moved
over the slide a magnifying glass showing the color the Eyedropper is presently over.
It is important to note that as the pointer moves it will fine tune the color. It will adjust as
the pointer is moved and the user is free to choose any color they desire that is on the
slide, this also includes text. This is also a great way to match logo colors and other things.
In any color choosing screen the eyedropper tool can be used.Bullet Points
Bullet Points are one of the tenets of PowerPoint. It is a short and easy way to point out
your message to the audience of the presentation. It helps both the presenter and the
audience to keep them both focused and always direct them on what to talk about.
Bullets can also be converted into sub-bullets by hitting the tab button on the keyboard.
Another bullet point can be created by placing the cursor where the new bullet should be
and the enter key can be pressed. Sometimes the user creates an indented bullet point by
accidentally pressing the tab key, to undo this, press and hold the Shift key and press thetab key. If you need to put back an indent just press the tab key again.
The bullet styles can be changed by going to the Home Tab Ribbon -> Click the down
arrow that is next to bullets. The various styles will be shown and the user can make their
choice. The user can also click Bullets and Numbering and be able to access more bullet
types to choose from. Options such as size and color of bullets can also be adjusted as
desired.
To create a numbered list the user can drag and highlight all the text and then go to the
Home Tab Ribbon -> Click Numbering. This will turn the selected items into a numbered
list. Similar to bullet lists a new numbered area can be done by placing the cursor where
desired and hitting the enter key on the keyboard, PowerPoint will automatically renumber
the list.
An item can be removed from the list and PowerPoint will again adjust the numbering as
necessary. Also just like bullet points, the user can click the down arrow beside
Numbering and choose from the various types. Bullets and Numbering can also be used to
change the size and color of the outline forms.
Using the outline mode to edit content
At times the user may choose to add or edit content directly without any intervention from
pictures, clip art or other designs in the presentation. This is what the outline mode is used
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for, it will give the user a text only version of the slides so they can be edited directly. To
access this mode, click the View Ribbon Tab -> Click the Outline View. This will enable
the text version of the slides. The slide that is selected will show on the right and as the
changes are made it will show on the right.
The slides can even be rearranged by clicking and dragging and moving them around in
the presentation similar to what can be done in the regular Navigator View. The user has
the option of creating all the text in Microsoft Word and then come into the Outline Mode
and copy and paste and it will be there in an outline. Once in the Outline View and
finished, go to the View Ribbon Tab -> Click Normal and it will go back to the regular
editing. This is a great way to add content quickly to the presentation.
Formatting text and adding WordArt
The text used in the presentation can be made much flashier by adding WordArt and
applying styles. WordArt will change the plain text to something great that looks so much
better than basic text. To apply the WordArt to the text, click and drag to highlight the text.This time instead of changing font properties on the Home Ribbon Tab there will be a
Drawing Tools Format Tab that has now appeared.
Once this has been clicked on, there will be some suggested WordArt styles shown. Click
on the down arrow to see styles that can instantly change the text. In addition to WordArt,
the user can add Text Effects such as reflections, 3-D rotations and shadows. The text can
also be transformed and if the mouse pointer is hovered over the transformation a preview
of how it is going to look will be shown. If you choose to change the edits that have been
done, go to the Home Ribbon Tab -> Layout -> Reset and it will return to how it was
before the WordArt styles were added.
An entire placeholder’s text content can be changed all at once by selecting the
placeholder. While it is selected all the font properties such as making the fonts larger,
smaller, bold or even change the color. WordArt can be applied to the text while all still
having the Drawing Tools Format options available. Text effects can also be applied here
as well.
Working with Text Boxes
A text box can be considered a placeholder that is somewhat similar to the ones that were being used up to this point. The user has the freedom to add their own text boxes and
resize them, change the font in them ad essentially manipulate them as they like.
To insert a text box into the presentation, click on Insert onto the Ribbon Tab ->